This Policy supersedes the following document which must now be destroyed:

Document Title Reference Number Lead Officer Author(s) (name and designation) Ratified by Study Leave Policy NTW(HR)23 Lisa Crichton-Jones Executive Director of Workforce and Organisational Development Marc House Head of Training Academy Trust-wide Policy Group Date Ratified June 2015 Implementation Date June 2015 Date of full Implementation July 2015 Review Date June 2018 Version Number V02.2 Version Type of Change Date Description of Change Review and Amendment Log V02 Review June 15 Complete re-write of Policy due to changes of process Updated Standard Appendices V02.1 Update Aug 15 Updated Index to include SL- PGN-01 and 8 Appendices V02.2 Update Sep 16 New Author Marc House This Policy supersedes the following document which must now be destroyed: Number Title NTW(HR)23 V02.1 Study Leave Policy

Section Contents Page No. 1 Introduction 1 2 Purpose 1 3 Duties, Accountability and Responsibilities 2 4 Definitions of Terms Used 3 5 Approval of Document 4 6 Policy Administrative Process 4 7 Identification of Stakeholders 8 8 Training 9 9 Implementation 9 10 Monitoring and Compliance 10 11 Standards / Key Performance Indicators 10 12 Fair Blame 10 13 Fraud, Bribery and Corruption 10 14 Equality Impact Assessment 10 15 Associated Documentation 10 16 References 11 Standard Appendices attached to Policy A Equality Analysis Screening Toolkit 12 B Training Check List and Training Needs Analysis 14 C Audit Monitoring Tool 16 D Policy Notification Record Sheet - click here

Appendices - listed separate to Policy Appendix Description Issue No. Issue Date Review Date 1 Application for External Study Leave 2 Process for Externally Funded Training 1 July 15 June 18 1 July 15 June 18 3 Criteria for External Study Leave 1 July 15 June 18 4 Study Leave Process 1 July 15 June 18 5 Bonding Agreement 1 July 15 June 18 Practice Guidance Notes listed separate to Policy PGN No. Description Issue No. Issue Date Review Date SL-PGN 01 Attendance at Health Education North East Funded Continuous Professional Development Course 1 Aug 15 June 18 Appendices - listed separate to Practice Guidance Note Appendix Description Issue No. Issue Date Review Date 1 Northumbria Application and Attendance Process 2 Teesside Application and Attendance Process 1 Aug 15 June 18 1 Aug 15 June 18 3 Receipt of Application Letter 1 Aug 15 June 18 4 Learning Contract 1 Aug 15 June 18 5 Provisional Booking Letter 1 Aug 15 June 18 6 Course Reminder Letter 1 Aug 15 June 18 7 Non-Attendance Manager Letter 1 Aug 15 June 18 8 Non-Attendance Group Director Letter 1 Aug 15 June 18

1 Introduction 1.1 (the Trust / NTW) is committed to supporting the continuous development of all its employees through learning and development which is also recognised as being key to delivering the Government s vision of patient centred care in the NHS. Lifelong learning is about growth and opportunity, and the Trust wants to ensure that staff and the teams they work in, can acquire new knowledge and skills, both to realise their potential and to help shape and develop our services. 2 Purpose / Scope 2.1 This Policy sets out the framework for the management of study leave and continuous professional development arrangements within the Trust including associated administration and financial implications. It applies to all directly employed staff within the Trust, excluding trainee grade doctors, psychology trainees and secondees to nurse training who are governed by separate guidelines. It aims to promote and encourage equal and flexible access to learning and development opportunities across all staff groups, regardless of job role, hours worked or shift patterns, gender, age, disability, religion and beliefs, sexual orientation and / or race. Temporary staffs are welcome to attend any in-house programmes relevant to their role. 2.2 The Policy covers access to a range of training / development opportunities including: External Study Leave; Internal Study Leave; Health Education North East funded CPD Programmes. 2.2.1 External Study Leave may be funded or unfunded. 2.2.2 Internal Study Leave will be booked and attendance monitored by the Trust Electronic Staff Records System. Required internal training to meet statutory, mandatory, service and role requirements can be found in the Trust Training Needs Analysis on individual dashboards. 2.3 It is acknowledged that each profession has its own mandatory training requirements in order to maintain the required professional registration. 1

3 Duties, Accountabilities and Responsibilities 3.1 The Executive Director of Workforce and Organisational Development will be responsible for seeking the approval of the Policy via the Policy Sub Committee and for monitoring its implementation and review. 3.2 The Deputy Director of Workforce will be responsible for ensuring consultation, review and implementation of the Policy in practice, liaising with directorates, professional and staff representatives and for monitoring and reporting on study leave activity, via the Workforce Training and Development Sub Committee to enhance the organisation s ability to make maximum use of its resources. 3.3 The Head of Training will be responsible for ensuring that appropriate central administration, recording and reporting systems are in place for all learning and development activities. 3.4 Business Group s Suitability of Staff Committees will ensure all staff are trained to meet the requirements of their role and report areas of concern to the Workforce Training and Development Sub Committee. 3.5 Business Groups should make bids for training to be funded from the central training budget and CPD Tier 2 funding, based on identified needs around service development or through identification on appraisal. 3.6 Individual development to meet role and personal development needs is key for all staff. Fairness involves making sure that all staff can access development opportunities of some kind in line with their PDPs. Particular care should be taken to ensure that part time staff, those with carer responsibilities and those working shift patterns have access to learning opportunities. 3.7 All individual members of staff are responsible for their own learning and development. Where staff have continuing professional development (CPD) requirements which need to be recorded as evidence of CPD, it is the individual s responsibility to maintain his / her own CPD records. 3.8 Requests for funded external training should be made via their Manager, to be met from their service budgets. Where a number of staff require the same development a bid could be made as in 3.5 (above), for support to deliver a bespoke programme. 3.9 Requests for Health Education North East Funded CPD Programmes at Higher Education Institutions is covered by associated PGN (SL-PGN-01). 2

4 Definitions of Terms Used 4.1 Study Leave 41.1 The term study leave covers those periods of time when a member of staff is absent from his or her normal workplace to attend a learning event. An application is required if it is an external course, conference, seminar or workshop i.e. not organised by the Trust or, organised by the Trust but requiring funds to go to an external body. This must have the purpose of developing knowledge or skills which are a requirement of the role and will also be of benefit to the service. Study leave should therefore link directly to an individual s personal development plans. agreed as part of the appraisal process external. 4.1.2 Applications for external study leave will need to be accompanied by a statement from the Manager that the event meets needs identified as part of their personal development plan or is a role or service essential requirement. Managers will also be asked to confirm the individual is currently up to date with required mandatory and service / role essential training. 4.2 Financial Support 4.2.1 Financial Support is the funding of a training or development activity by the Trust be that in full or part. Groups, Directorates, Line Managers and professional leads currently manage and fund the cost of the paid or unpaid study leave out of their overall budgets. The Trust does have a small centrally held budget used for the purchase of cross Trust training interventions to meet strategic needs. 4.3 Individual Responsibility or Personal Development 4.3.1 It is the individual s responsibility to ensure they are up-to-date with regards to their CPD; Career development loans are now available to support individuals to undertake personal development. http://www.lifelonglearning.co.uk/cdl/ 4.4 In-house Training 4.4.1 A Study Leave Form is not required to attend in-house programmes advertised in the Trust Training Prospectus. Booking for these courses is made by email or phone and registers signed on the day of the course will be used to update an individual s personal training record. 4.5 Multi-Agency Training 4.5.1 Some essential training is offered on a multi-agency basis e.g. Safeguarding Children Training offered by each of our six partner local authorities for staff in their localities. 3

A Study Leave Application Form is not required for this training but the Trust does need evidence of completion of such training. Staff should be reminded to note that they are NTW staff on any attendance registers and to present completion certificates to their Managers (copies to Training and Development) as a record of attendance. 4.6 Official Duty 4.6.1 There is often confusion between what is classified as study leave and what is official duty / other types of leave. Study leave does not include: Visits to other NHS Trusts, or external organisations to observe systems, equipment etc., which is directly relevant to the role of the employee, but which is not deemed as personal development; Officially recognised meetings with counterparts in other Trusts and visits to exhibitions; Attendance as a member of officially recognised working parties concerning subjects beneficial to the NHS. 4.6.2 Official duty claims will be paid through the normal expenses procedure and charged to the appropriate department and rather than study leave budgets. 5 Approval of Document 5.1 The Policy will be approved by the Policy Sub Committee on behalf of the Trust Board. 6 Policy Administrative Process 6.1 Considering the Request for Study Leave 6.1.1 The majority of training and development needs should be agreed and identified through the Trust s Staff Appraisal Policy / Process - NTW(HR)09 and should reflect the priorities of the Trust and / or service and the individual s objectives and development requirements e.g. for professional practice development. 6.1.2 Where the learning or development need is of benefit to the service, then paid time off to attend should be considered. 4

6.1.3 Before granting study leave with financial assistance the Manager should be satisfied that: The particular course or conference is of sufficient benefit to the employee concerned and to the efficiency of the department, and ultimately the Trust; The cost of the course or conference is not excessive in relation to its value for development purposes; Individuals attending courses and conferences have the ability to benefit personally and to disseminate information to colleagues on their return; The amount of paid study leave previously granted to the employee concerned (particularly with conferences), is not excessive in relation to others; The proposed representation of Trust employees and disciplines at the event / course is not excessive. Where more than one individual is attending a course / seminar a clear rationale should be given for supporting more than one individual. 6.1.4 If satisfied a study leave form confirming the agreement should be sent to Training and Development for recording on the individuals training record along with a copy of the bonding agreement (Appendix 5). 6.2 Levels of Support a General Guide 6.2.1 Training resources like other NHS expenditure require a thorough and systematic approach be taken in considering the amount of support which can be offered. All training requests must be judged taking into account service training priorities and plans. However, as training resources are limited and must be allocated to ensure equity, there may be occasions when a specific training request is postponed or refused due to other priorities. 6.3 Funding / Time Back may be granted for the following (see Appendix 2) Course, seminar and conference fees; Registration / exam fees (however, payment of re-sitting exams will be negotiable); Travelling expenses (paid as per Section 17 Agenda for Change Handbook); 5

Time back for time spent on required mandatory, role essential and approved training in excess of the normal working day including excess travel time; NTW(HR)23 Subsistence allowances (accommodation and meals) Where staff are paid or given time back due to attending training, that payment will not be enhanced but will be the equivalent hours shift that they would have been working. 6.4 Payment / Time Back will not be made in respect of: Social events associated with a seminar/conference, where the cost exceeds the nominal amount usually payable for an evening meal; Costs of books associated with a programme of study; The payment of registration fees to professional bodies; Travel time and travel costs to day release courses; Excess travel time to non-essential training. 6.5 Reimbursement and Recovery of Expenses 6.5.1 All associated costs should be included on the Application Form including course fees, estimated travel expenses (including estimated mileage and taxi fares where appropriate), and any overnight stays required. Failure to include all costs could mean the non-reimbursement of expenses. 6.5.2 Expenses will be reimbursed in accordance with the recommendations in the Agenda for Change Terms and Conditions Handbook. A summary of these are detailed below in Section 6.6 Subsistence and Section 6.7 - Travel: 6.6 Subsistence Night Allowances (first 30 nights) Actual receipted cost of bed and breakfast up to a maximum of 55.00. Meals Allowance Per 24 hour period: 20.00. 6

Night allowances in non-commercial accommodation (e.g. staying with friends / relatives) Per 24 hour period: 25.00 only. Day Meals Subsistence Allowances Lunch Allowance (more than five hours away from base, including the lunchtime period between 12.00 p.m. to 2.00 p.m.) 5.00 Evening Meal Allowance (more than ten hours away from base and return after 7.00 p.m.) 15.00 6.6.1 Full details of current allowances can be found in the Agenda for Change Terms and Conditions Handbook available via www.nhsemployers.org 6.7 Travel 6.7.1 The following travel can be reimbursed Taxi fares where public transport is not available, convenient, or cost and time effective Tube / bus fares where necessary; Mileage incurred as part of a car journey, which will be reimbursed in line with Section 17 of the Agenda For Change Handbook as is the norm for study leave travel. 6.7.2 Expenses will not be reimbursed for the following: Any alcoholic beverages; Any incidental expenses incurred i.e. newspapers, telephone, internet charges etc. 6.7.3 All receipts must be included along with the completed expenses claim form in order for reimbursement to be made. 6.7.4 Claims will be signed by the budget holder / authorised signatory and passed to Payroll for processing. 6.8 Time off With / Without Pay 6.8.1 Individuals and Line Managers should discuss and agree beforehand if time off to attend an event will be paid. 7

6.8.2 Time will normally be paid to attend a course which will be of benefit to the Trust as well as the individual. For study leave which will have a greater personal development to the individual rather than the Trust, it may be an expectation that the individual attends in their own time. 6.8.3 In either case, clear agreement must be made between the individual and Line Manager before the study leave takes place. 6.9 Repayment of Financial Assistance 6.9.1 Where a service or department has met the costs of training for a member of staff, staff should sign a bonding agreement (Appendix 5) which applies to study which leads to acquiring a recognised professional technical or vocational qualification, diploma, degree, certificate including post graduate study. In event of resignation or termination of the employment within two years of either commencing the course or completing a course, or the event of non-completion of the qualification, the employee agrees that she / he will repay the Trust any financial assistance that has been given. Repayment for all funding received for these types of courses for staff leaving the organisation on completion (or partial completion if still actively studying) will be as follows: Staff leaving within 12 months - full amount 18 months - 50% 19-24 months - 25% 6.9.2 The requirement to repay funding received will not apply in cases of termination on the grounds of ill health, redundancy or retirement. 7 Identification of Stakeholders 7.1 The Policy reflects the arrangements for study leave which have been harmonised across the Trust. It represents a change of practice for some areas and a continuation of previous practice for others. 7.2 This Policy follows the criteria set out in NTW(O)01 Development and Management of Procedural Documents, this Policy was circulated Trustwide for a four week consultation to the standard distribution listed below: Corporate Decisions Team; Local Negotiating Committee; Consultant Psychiatrists; Community Services Group; Specialist Care Group; 8

Inpatient Care Group; Psychological Services; Clinical Governance and Medical Directorate; Safeguarding; Trust Allied Health Profession Service Steering Group; Finance, IM&T, Estates and Performance; Staff-Side; Trust Pharmacy; Workforce; Communications. 8 Training 8.1 There is a general need for awareness raising about the existence of this policy to all NTW employees so that people can access appropriate documentation advice and support. 8.2 There is no requirement for staff to undergo formal study leave training as procedures for completing and processing Study Leave Applications are detailed in this document (Appendix 4). 8.3 Advice and support are available from: The Training and Development Department, St Nicholas Hospital, Gosforth, Newcastle upon Tyne. (Phone 0191 223 2216); The Supplies Department, St. Nicholas Hospital - on booking requiring funding in advance (Phone 0191 223 2736); The Transport Department, St. Nicholas Hospital - on accommodation and travel (Phone 0191 223 2627). 9 Implementation 9.1 Changes to the Policy and process will be communicated via a range of Trust routes once the Policy has been ratified by the Trust-wide Policy Group. 9

9.2 Taking into consideration all the implications associated with this Policy, it is considered that this Policy will be implemented with immediate effect with full implementation by July, 2015. 10 Monitoring and Compliance 10.1 Policy compliance will be by reporting on study leave activities and expenditure via the Trust HENE Group. 11 Standards / Key Performance Indicators 11.1 This Policy was a recommendation of Internal Audit to ensure that training resources were appropriately managed. 12 Fair Blame 12.1 The Trust is committed to developing an open learning culture. It has endorsed the view that, wherever possible, disciplinary action will not be taken against members of staff who report near misses and adverse incidents, although there may be clearly defined occasions where disciplinary action will be undertaken. 13 Fraud, Bribery and Corruption 13.1 In accordance with the Trust s Policy - NTW(O)23 Fraud, Bribery and Corruption Policy and Response Plan, all suspected cases of fraud and corruption should be reported immediately to the Trust s Local Counter Fraud Specialist or to the Executive Director of Finance. 14 Equality Impact Assessment 14.1 In conjunction with the Trust s Equality and Diversity Officer this Policy has undergone an Equality and Diversity Impact Assessment which has taken into account all human rights in relation to disability, ethnicity, age and gender. The Trust undertakes to improve the working experience of staff and to ensure everyone is treated in a fair and consistent manner. 15 Associated Documents NTW(O)01 Development and Management of Procedural Documents; NTW(O)23 Fraud, Bribery and Corruption Policy and Response Plan; 10

NTW(HR)04 Disciplinary Policy. NTW(HR)09 Staff Appraisal Policy (Non-Medical) 16 References NHS Staff Handbook; Agenda for Change Terms and Conditions Handbook; Knowledge and Skills Framework. 11

Appendix A Equality Analysis Screening Toolkit Names of Individuals Date of Initial Review Date Service Area / Directorate involved in Review Screening Jacky Gate 29th July, 2014 June 2018 Trust-wide Policy to be analysed NTW(HR)23 Study Leave Policy Is this policy new or existing? Existing What are the intended outcomes of this work? Include outline of objectives and function aims To provide guidance and information on the Study Leave application process. Who will be affected? e.g. staff, service users, carers, wider public etc. Staff Protected Characteristics under the Equality Act 2010. The following characteristics have protection under the Act and therefore require further analysis of the potential impact that the policy may have upon them Disability Sex Race Age Gender reassignment (including transgender) Sexual orientation. Religion or belief Marriage and Civil Partnership Pregnancy and maternity Carers Other identified groups How have you engaged stakeholders in gathering evidence or testing the evidence available? Through standard consultation routes 12

How have you engaged stakeholders in testing the Policy or programme proposals? General Consultation For each engagement activity, please state who was involved, how and when they were engaged, and the key outputs: Policy circulated for comment Summary of Analysis Now consider and detail below how the proposals impact on elimination of discrimination, harassment and victimisation, advance the equality of opportunity and promote good relations between groups. Where there is evidence, address each protected characteristic Eliminate discrimination, harassment and victimisation Not applicable Advance equality of opportunity Promote good relations between groups What is the overall impact? Not applicable Not applicable Not applicable Addressing the impact on equalities Not applicable From the outcome of this Screening, have negative impacts been identified for any protected characteristics as defined by the Equality Act 2010? NO If yes, has a Full Impact Assessment been recommended? If not, why not? Manager s signature: Jacky Gate Date: July, 2014 13

Appendix B Communication and Training Check List for Policies Key Questions for the accountable committees designing, reviewing or agreeing a new Trust policy Is this a new policy with new training requirements or a change to an existing policy? If it is a change to an existing policy are there changes to the existing model of training delivery? If yes specify below. Are the awareness / training needs required to deliver the changes by law, national or local standards or best practice? Please give specific evidence that identifies the training need, e.g. National Guidance, CQC, NHSLA etc. Please identify the risks if training does not occur. Existing Policy No Accessibility and general awareness Please specify which staff groups need to undertake this awareness / training. Please be specific. It may well be the case that certain groups will require different levels e.g. staff group A requires awareness and staff group B requires training. Is there a staff group that should be prioritised for this training / awareness? Please outline how the training will be delivered. Include who will deliver it and by what method. The following may be useful to consider: Team brief/e bulletin of summary Management cascade Newsletter / leaflets / payslip attachment Focus groups for those concerned Local Induction Training Awareness sessions for those affected by the new policy Local demonstrations of techniques/equipment with reference documentation Staff Handbook Summary for easy reference Taught Session E Learning Please identify a link person who will liaise with the Training Department to arrange details for the Trust Training Prospectus, Administration needs etc. All staff should have an awareness of the Policy and understanding of their own responsibilities All staff Policy launch awareness E-bulletin Team Brief Trust Induction Jacky Gate 14

Appendix B continued Training Needs Analysis Staff / Professional Group Type of Training Duration of Training Frequency of Training N/A N/A N/A N/A Copy of completed form to be sent to: Training and Development Department, St. Nicholas Hospital Should any advice be required, please contact: 0191 223 2216 (internal 32216) 15

Appendix C Monitoring Tool Statement The Trust is working towards effective clinical governance and governance systems. To demonstrate effective care delivery and compliance, Policy Authors are required to include how monitoring of this Policy is linked to Auditable Standards / Key Performance Indicators will be undertaken using this framework. NTW(HR)23 Study Leave Policy - Monitoring Framework Auditable Standard / Key Performance Indicators Frequency / Method / Person Responsible Where results and any associated action plan will be reported to, implemented and monitored; (this will usually be via the relevant governance group) 1. Training activity, take up and expenditure Annual review by Head of Training Trust HENE Group (Workforce Programme Board Sub) The Author(s) of each Policy is required to complete this monitoring template and ensure that these results are taken to the appropriate Quality and Performance Governance Group in line with the frequency set out. 16