Study Leave FAQs

The ability to take time for study leave is expected to be affected for a prolonged period. Regionally this will be kept under review for all HSC staff and the regional PHA guidance updated. For events that are currently available to be applied for, applications can be made. It should be recognised that the event may not take place or it may not be possible to release trainees depending on the effects of the COVID-19 crisis on staff and the service at that point and the relevant regional PHA guidance in place at the time of the event.

The regional PHA guidance was updated on 7th July 2020: 

Courses, training and conferences:

What are the arrangements for training, course, conferences during this period of time?

Following the enormous work of organisations in response to COVID-19, there continues to be a significant amount of work going on within the HSC in order to deliver on plans to rebuild and restart services. Rebuilding of services will be significantly constrained by the continuing threat from COVID-19 and the need to protect the public and staff from the virus.

With this in mind key principles to be adhered to include:

• a need to continue to focus on the mandatory/essential training required to enable the upskilling/training of staff to include doctors and dentists in regulated training programmes, those with named educational roles, those redeployed to new roles and new starts;

• for all other non-essential events and training consideration should be given to the role and any CPD requirements eg staff in training;

• any training needs to adhere to social distancing guidelines or should now be delivered virtually.  Where there is a mandatory practical element that cannot be delivered in any other way then Professional Education Leads must provide for appropriate PPE and infection prevention and control;

 

and

• there will be no attendance at regional, national or international courses and conferences other than virtual events except where the course is a mandatory component of regulated training;

• there should be no further work related travel booked outside of Northern Ireland, unless authorised by the relevant Director.

All regional teaching and training events for trainees and trainers are cancelled through to August 2020 in the first instance. Events scheduled for after that date may also need to be cancelled depending on the effects of the COVID-19 crisis on staff and the service at that point. Trusts and units may organise some small group educational events but it is expected these will be directed towards training required to deal with the COVID-10 crisis.

You can apply for on-line teaching. If there is a cost associated with this please apply prospectively to NIMDTA for consideration. This will still need programme lead approval to confirm that the requested teaching is relevant to the programme or the trainee’s responsibilities to allow us to justify the use of public funds for the chosen event.

If you have booked study leave for a specific activity which has been cancelled or re-scheduled please update NIMDTA as soon as possible by emailing studyleave.nimdta@hscni.net

The impact of a mandatory training event or exam being cancelled on trainee progression will be reviewed on a case by case basis with the ARCP panel. For some, it may be possible to progress without something that is normally required with the expectation it is obtained in the following training year. This may not be possible in all cases as the exam may have already been an outstanding requirement and it may be necessary to take this into account for progression decisions. Further guidance is expected for individual programmes before the ARCP processes take place.

 Requests for additional study leave funding to cover events for the academic year 20-21 will be looked at on an individual case by case basis. Where mandatory events have had to be displaced into the 20-21 training year the costs of these will be covered and it is hoped this will not impact the funding for other non mandatory events that were expected to have been funded in 20-21.

 If your event has been cancelled, you should endeavour to obtain a refund for any expenses that have been pre-booked from either the event, accommodation or travel provider and/or your bank/credit card company as appropriate.

If you are unable to obtain a refund through the above route/s, please submit your claim and receipts to finance.nimdta@hscni.net via the usual study leave claim process. As you will be unable to provide proof of attendance, please instead provide evidence of the cancellation of the event, and that the expense is non-refundable.

Expenses: If your event has been postponed but you have incurred expenses for travel or accommodation etc., you should endeavour to obtain a refund for these expenses from the accommodation or travel provider and/or your bank/credit card company as appropriate.

If you are unable to obtain a refund through the above route/s, please submit your claim and receipts to finance.nimdta@hscni.net via the usual study leave claim process. As you will be unable to provide proof of attendance, please instead provide evidence of the postponement of the event, and that the expense is non-refundable.

Course Fees: Will be paid prospectively before the date of the re-scheduled course but after the date of the original course. A proof of payment and evidence of the re-scheduling will be required.

While we would ask that every effort should be made to attend on the rescheduled date, we are conscious that this may be genuinely impossible under some circumstances:

• Maternity leave
• Planned medical leaveYou

Please follow the same process as for cancelled activites

You should endeavour to obtain a refund for any expenses that have been pre-booked from either the event, accommodation or travel provider and/or your bank/credit card company as appropriate.

If you are unable to obtain a refund through the above route/s, please submit your claim and receipts to finance.nimdta@hscni.net via the usual study leave claim process. As you will be unable to provide proof of attendance, please instead provide evidence of the cancellation of the event, and that the expense is non-refundable.

Contact us

On behalf of all at NIMDTA, we would like to thank you for your patience while the situation develops, and for your continued hard work keeping the NHS going. If you have any queries regarding study leave, please do not hesitate to contact us at studyleave.nimdta@hscni.net