STUDY LEAVE CAN ONLY BE APPROVED IF IT HAS BEEN DISCUSSED AND RECOMMENDED BY YOUR EDUCATIONAL SUPERVISOR AND YOU HAVE COMPLETED THE e-INDUCTION MODULES NOTIFIED TO YOU IN YOUR WELCOME LETTER FROM MEDICAL WORKFORCE
STUDY LEAVE GUIDELINES – LOCALLY EMPLOYED DOCTORS (Clinical Fellows/MTIs)
How do I apply for Study Leave?
All applications have to be done on line via StudyWise: Login - StudyWise (bookwisecloud.com) The link is also found on the Windows start bar.
When Medical Education are notified of your start date they will create an account for you on the system and you should receive an e-mail direct from StudyWise which will give you your password. Your username will be your LDH e-mail address.
Once logged in you will be able to create a new study leave request. You can add the provisional amounts of your expenses and upload a document as evidence i.e. course programme or invite. Please note that only 1 document can be added per application, so if you have several documents, you can scan them as one pdf. document then upload it. Please ensure you receive approval from your Educational Supervisor and add the name of the educational supervisor in the justification box with the words “my ES (state name of ES) has approved this study leave application”
After you have completed the request it will auto generate an e-mail to your rota co-ordinator for your specialty requesting approval of your request.
Approvers will receive an auto-generated e-mail notification of when a new study leave request has been made. They will then log in and approve or reject the request. User guide to left under the site menu and video to assist you. Requester Training Session One - https://vimeo.com/815286097/05bc20c37b
Study leave allowances
All LEDs: a maximum of 30 days per year
Study leave funding allowances
There is a maximum monetary allocation of £600 per calendar year which starts on the date of your appointment.
What can’t be claimed?
Cancelling Study Leave
Completing your application
Please ensure your study leave application is done on StudyWise, paper forms ARE NOT accepted.
Travel and subsistence allowances
The following limits apply to travel and subsistence claims arising from a period of approved study leave
You can choose to stay in a hotel whose rates exceed £120/£150 but you will only be reimbursed up to the maximum overnight subsistence allowance. This rule also applies to lunch/evening meal and travel allowances.
If you leave your post/contract early, your study leave allocation will be recalculated to take into account the shortened period of employment. If you have been reimbursed in excess of this recalculated figure, you will be required to repay the difference.
Overseas study leave
Overseas study leave will only be granted for an individual who is the first author and sole presenter at a meeting. Please note that no overseas travel expenses can be claimed. Individuals can claim course fees & subsistence as long as they meet the criteria as above
Study leave at the weekend or on a scheduled day-off?
If the course/conference/seminar you wish to attend is at the weekend or on a scheduled day off and you therefore do not need time off from work, you STILL NEED to apply for formal study leave so that any funding (if applicable) and lieu time can be granted. If you do not apply for study leave in these circumstances you WILL NOT BE ABLE TO CLAIM BACK EXPENSES. Approved study leave is “work” so contact your rota coordinator to arrange time off in lieu.
When entering your leave on the system ensure this is written in the notes section if you wish to take back Lieu time. If you do not wish to take lieu time back then put down the days as ‘0’.
How to claim back your study leave expenses:
Expenses are reimbursed via your monthly salary and should be claimed within 3 months of attending the course/event. Payroll deadlines are usually around 3rd day of the month to ensure payment in that month’s salary. Please give administration staff at least 10 working days to process your claim as yours is not the only claim to be processed.
To help ensure that your claim form is completed correctly please use the following checklist:
Further information
For further information or assistance with your study leave application, please contact the Study Leave Administrator, on Medicaland.dentalstudyleavequeries@ldh.nhs.uk
Updated September 2023