/Policies and guidelines/Study and professional leave policy for non-training grade medical and dental staff

Study and professional leave policy for non-training grade medical and dental staff

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Policy owner: People partner
Corporate lead: Executive medical director
Date approved by Joint Negotiating Consultative Forum(JNCF): 12 November 2025
Date ratified by Trust Leadership team: 17 December 2025
Date issued: 26 January 2026
Next review date: June 2027

Executive summary

Leeds Community Healthcare NHS Trust’s vision is that “we provide the best possible care in every community” and the organisation has stated that we will achieve this vision by both “developing and valuing our staff” and “using our resources wisely and effectively”.

Study and professional development plays an important role in the trust achieving its vision. This policy provides guidance on the process for non-training medical and dental staff who wish to take study or professional leave. It is designed to empower individuals and services through conversations to both continuously develop our staff as well as using our resources wisely.

Is this the right policy?

Is the individual making the request a doctor or dentist? If no, This policy is related to medical and dental colleagues only. For other staff groups the flexible working policy may be more appropriate. Advice is available from HR. If yes, proceed
Is the leave being requested to be less than 3 months? If no, The employment break scheme policy may be more appropriate. If yes, proceed
What is the reason for the request for leave? if personal leave or leave for development not related to profession, annual leave, flexible working policy, or special leave policy may be more appropriate. Advice on the most appropriate policy is available from HR. if study leave or professional leave (a list of examples is in section 3), proceed
Is the individual a doctor or dentist in training? If yes, This policy relates to non training grades. For doctors or dentists in training it may be more appropriate to discuss with the individual’s educational lead. If no, proceed
This policy is appropriate.

Equality analysis

Leeds Community Healthcare NHS Trust’s vision is to provide the best possible care to every community. In support of the vision, with due regard to the Equality Act 2010 General Duty aims, Equality Analysis has been undertaken on this policy (see appendix 1).

Process overview

Individual to complete the study and professional leave application form (appendix 2)
Individual to discuss their request with the relevant service lead and medical/Dental lead, using the Application form as a basis for the discussion.
- Consultants, SAS doctors, and salaried dentists should discuss with their medical and dental lead as well as the service manager
- Medical and dental leads discuss should discuss with their service lead and a deputy medical director.
Can leave be granted?
If yes
- Application form signed and a copy stored locally. Electronic copy to be sent to Workforce for central recording.
- Local admin support book travel, for example, in line with the trust’s travel expenses policy
- Individual attends event and training
- Individual feeds back learning to the local or wider service as felt appropriate.
If no
- The approver should consider further discussion with other parties to enable support for the leave. The Medical Director team, HR team, or other service managers may be helpful. Can leave be granted? if yes proceed to the steps above. If not, proceed below
- Approver to explain rationale to the individual and complete the application form stating that leave cannot be supported and provided clear rationale behind the decision.
- Application form signed, original to be given to individual and a copy stored locally. Electronic copy to be sent to workforce for central recording.
- Individual believes the decision needs reconsidering.
- Individual to write to the trust’s executive medical director, clearly stating why the decision should be reconsidered and providing a copy of the completed application form. This must be provided to the MD within 10 working days of the leave being refused.

Table of content

Introduction
Aims and objectives
Definitions
Responsibilities
Study leave entitlement
Arranging cover for study and professional leave
Professional leave
Travel and expenses
Process
References
Appendices

1. Introduction

Provision for study and professional leave for medical and dental staff (from here forward referred to as the individual) is usually required to comply with training and continuing professional development (CPD) requirements, to maintain Royal
College education standards, to fulfil appraisal and revalidation requirements, and for other clinical governance requirements. The trust, with its commitment to supporting its workforce, will endeavour to meet requests for such leave wherever practicable.

2. Aims and objectives

The purpose of this document is to:

provide clear guidance for doctors and managers and employees employed in Leeds Community Trust in relation to the entitlements to, and procedure for booking, study and professional leave. This policy applies to both Consultants and SAS doctors employed by Leeds Community Trust. Employment includes full time and those working less than full time.
ensure that there is a consistent and timely approach to the request for and management of leave
ensure that there is a minimum disruption to the provision of services as a result of study leave being approved.

This document must be read in conjunction with the appropriate national terms and conditions and the appropriate trust employment policies, these are referenced on section 11 of this document.

This policy is based on the principles enshrined in the national terms and conditions and does not seek to replace national terms and conditions.

3. Definitions

This policy applies to leave for postgraduate purposes approved by the Trust covering:

Study leave is that which directly relates to the educational needs of the individual doctor and which would normally attract CPD points, for example, attending courses, conferences, seminars and similar events, teaching, exams.

Professional leave is that which relates to a range of approved educational activities which would not necessarily attract CPD points. Some examples are:

Duties as an officer, committee member or member of a working party of a Royal College, Faculty, Professional or Scientific Society or NICE.
Examining for Royal College, university or other body.
Attendance as a college assessor at an Advisory Appointments Committee inside or outside region.
Attendance at officially constituted bodies giving advice to the Department of Health.
Duties as a member of a Mental Health Act Commission.
Duties as a member of a Medical Defence Society.
Attendance at British or International Standards Committees.
Duties as a member of the Medical Research Council.
Membership of Editorial Board of a Scientific Journal.
Clinical Trials Working Party (should be taken as annual leave if remunerated by external body)
Duties in relation to postgraduate educational activities outside the trust.
Lecturing outside the region.
Visits to hospitals outside the Region for the purpose of assessing training facilities.
In connection with responsibilities as Regional Educational Adviser.
Attendance at External Appointments Committees for Medical Staff outside the trust.
Attendance at external appeals committees.
One off delivery of undergraduate or postgraduate lectures within the region.

Other activities that are not necessarily covered by the term Study or Professional leave may still be supported by the trust including:

Clinical meetings related to patient care.
Meetings with local commissioners.
Local service, delivery and improvement meetings.
Specialist Network Meetings.
Attendance at a Coroner’s inquest or court if required by the trust.
Meetings in connection with management of patients across Trust boundaries.
Attendance at interviews for doctors in training.

The total leave allowance of 30 days over 3 years, typically 10 days per year includes both study and professional leave.

4. Responsibilities

4.1 Medical and dental staff

To fully participate in annual appraisal, revalidation and job plan processes and to ensure that, as much as possible, considerations for study and professional leave are discussed and documented as part of these processes.
To take part in co-ordinating their planned leave so that only a particular number of doctors or dentists within the department, specialty or sub-group, as determined by the medical and dental lead and service manager, are absent at any one time.
To comply with this procedure including all time frames; the consequences of failure to comply may mean, for example, expenses are not reimbursed or leave cannot be granted.
As far as is reasonably practicable to cover, in the normal run of their duties, for colleagues absent due to predictable, authorised and planned leave (for example, annual, study or professional leave).

4.2 Medical and dental lead and service manager

To ensure robust and appropriate processes are in place for the management and approval of all leave for Medical/Dental staff within the service.
To determine specialties or groups of doctors, amongst who cover arrangements can be expected. In larger departments, this may require the identification of smaller sub-groups.
To ensure that the number of clinicians absent on leave at any one time within the department, specialty or subgroup does not exceed the level required to deliver services.
To ensure that annual leave and other planned absences are managed to minimise the potential for impact on the team as a unit and ensuring that any long term leave will be cost neutral to the trust.
To approve leave covered by this document within 10 working days and for maintaining appropriate records of leave approved and taken and that these will be available to individual clinicians on request.
If cover for authorised and planned leave cannot be agreed through discussion then the to determine the appropriate cover.
To ensure that the policy is applied transparently, consistently and fairly.
To access advice from the Workforce directorate if further information is required.
To ensure departmental leave arrangements and contacts will be clearly publicised.

4.3 Executive medical director

To ensure that the study leave policy and procedure is applied fairly and consistently.

4.4 Human resources

The Human Resources team will work in partnership with managers and employee representatives to ensure employees are treated fairly and consistently within the framework of the policy.

5. Study leave entitlement

Professional or study leave will normally be granted to the maximum extent consistent with maintaining essential services, in accordance with the recommended standards below for full time employees (pro rata for part time staff):

For career grade medical and dental staff the recommended maximum allowance for professional and study leave is 30 days over 3 years, but not expected to exceed 10 days per annum (including off duty days falling within the period of leave).
For less than full time (LTFT) clinicians, the trust recognises that the requirements for ongoing training and development are equivalent to those in full time positions, and as such professional and study leave allowance is not pro-rata’d. However if the employee works for more than organisation it is expected that the leave is taken proportionality across the two employers.

Study leave/professional leave should be distributed across DCC and SPA time in a reasonably proportionate manner. Where SPA time is not recorded as part of the individual’s job plan entitlement may be based on timetabled activities only, to ensure even distribution of the allocation.

The reference period used for the calculation of professional and study leave allowance is as follows:

The study leave period begins 1 April and the entitlement is in the three years from that date. If the entitlement is used up before the three-year period has elapsed then the doctor will not normally be given any further study leave until
the beginning of the next 3-year period.
New appointments will begin their study leave period on the 1 April after their appointment. For the period between their appointment and the subsequent 1 April their study leave entitlement will be calculated pro rata to the three year total.

The following conditions shall apply:

to professional or study leave is subject to, and will be granted to the maximum extent consistent with maintaining essential services
where a clinician is employed by more than one NHS organisation, the leave and the purpose for which it is required must be approved by all the organisations concerned and must be taken on a pro-rata basis between the employing organisations
where leave with pay is granted, the clinician must not undertake any remunerative work without the special permission of the leave-granting organisation. Failure to follow this may amount to fraud and therefore gross misconduct as set out in the trust’s disciplinary policy
should a request be made for a single period of leave in excess of ten days, advice should be sought from the HR team and the service manager

6. Arranging cover for study and professional leave

Consideration towards cover arrangements must be clearly identified as part of the leave application and will form part of the authorisation process. It is expected that each team will have a nominated employee who will act as the leave co-ordinator(s). They will oversee leave and cover arrangements to maintain service delivery. The nominated leave co-ordinator will be required to confirm adequate cover is available and appropriately communicated as part of the leave authorisation process.

Cover should be locally agreed, reasonable and practicable. In a team based approach to job planning, cover should be for the clinical sessions and DCC PAs in addition to covering on-call commitments.

As far as is reasonably practicable all staff are expected to cover, in the normal run of their duties, for colleagues absent due to predictable, authorised and planned leave (for example, annual, study or professional leave).

In accordance with the consultant, associate specialist and specialty doctor contracts, leave should be discussed at the annual job plan review. Along with annual leave, study and professional leave should be incorporated in the annual quantum in the individual job plan.

For each area, specialty and team, there will be levels determined of the number of doctors who can take leave at any one time. There should be collective discussions regarding educational activities for which there are likely to be a high number of applications, for example, key conferences.

Where a doctor has an annualised element included in their job plan to provide cover for absent colleagues, then no additional remuneration will be paid for that cover.

7. Study and professional leave budgets

There is no central budget within the trust for medical study and professional leave and no specified annual monetary allowance has been agreed across the trust. The decision on whether the budget for the requested learning opportunity is appropriate is to be made at a local level by the service manager in conversation with the medical and dental lead.

Where a medical lead feels they would benefit with more guidance on whether the request is financially acceptable they may discuss with the deputy or executive medical director. The trust however encourages local discussion and wants to
empower leaders to feel able to make the decisions they feel are most appropriate for their service.

Any training explicitly requested by the trust as a service requirement will be supported financially.

Mandatory and core additional training, as identified in the trust’s mandatory training policy, is included in the procedure, for example, requirement for completion of study leave form, however it is not considered towards the 30 days over 3 years allowance.

It is expected that CPD activities outside the trust will be undertaken in the most appropriate location. The trust recognises that this will not always be in the UK and attendance at an international event may be necessary to gain the appropriate educational input. In circumstances where there is a rational reason why an international event is appropriate, the trust will be willing to grant study leave outside the UK.

7.1 Indicative training allowance for salaried dental staff

As part of their nationally agreed terms and conditions, all dentists are eligible to receive an indicative training allowance. The value of this is set annually and can be found in the latest pay and conditions circular which can be found on the NHS Employers website.

This allowance is available to the service as part of their budget and should be used by services to support the training and development needs of dentists that are identified and agreed during appraisal and job planning processes. The budget must not be used for statutory or mandatory training.

The indicative training budget for dentist is per dentist and is therefore it is not prorated for dentists working less than full time. As the allowance is per dentist, where dentists work for another organisation, Leeds Community Healthcare Trust may need to work with partner organisations to ensure proper utilisation of the indicative training allowance.

The allowance is an annual allowance, however individual’s development plan may need to be resourced over a number of years and not necessarily require the same level of funding each year. Services and dentists should therefore work together to
ensure that the budget for training is used in a way to support the development plan of dentists working for the Trust.

8. Professional leave

Additional professional leave, for example to allow medical staff to contribute regionally, nationally or internationally to educational and appropriate health projects, or to develop specialist skills or gain knowledge from other services, can
be granted at the discretion of the appropriate medical and dental lead and operational manager, further approval may be required from the medical director. This will be considered on a case by case basis.

Individuals may be requested to feedback to the trust and (or) provide an assessment of the educational value of the course and event.

9. Travel and expenses

Any travel and accommodation expenses that are due will be paid in line with Leeds Community Healthcare’s travel expenses policy.

The trust expects the GMC and Royal Colleges to reimburse travel and subsistence expenses when clinicians undertake work on their behalf, for example, examining on behalf of a Royal College. Where this is not the case, the trust may consider reimbursing the expenses incurred.

The trust will not reimburse expenses for work associated with Royal Colleges or the NHS carried out on behalf of other organisations. This includes for example attending an AAC at another Trust, undertaking a CQC visit, undertaking an SAC
training visit Assessment or other professional assessment on behalf of a Royal College. In these circumstances, expenses should be claimed from the NHS organisation concerned and it is advisable to agree this with the relevant organisation in advance

10. Process

A process overview is available on page 3 of this document.

All leave must be requested in advance on the form “Application for Leave: Career grade medical and dental staff” (appendix 1).

Applications must be made giving a minimum of 8 weeks’ notice to allow sufficient time for clinical duties to be covered, for approval to be sought and for bookings to be made where appropriate.

Applications made less than 6 weeks in advance of the study leave period should state the reason why on the application form and it is then at the medical and dental lead and service manager’s discretion if approved or not. This will generally not be supported if late notice leave impacts on patient care

Consultant, salaried dentists’, and SAS doctors’ leave applications are approved by their medical and dental lead. Applications for leave from those doctors or dentists in medical and dental lead positions are approved by a deputy medical director.

It is advisable that a copy of the completed form and any attached documentation is kept by the individual until approved copy is received.

Further guidance from the BMA website should be taken into consideration when approval is being considered.

The local service has a responsibility to ensure that development opportunities are provided fairly across their medical and dental workforce. When considering if the service can support an individual financially the service manager and
medical and dental lead should consider what study leave has been approved across their service. If a service manager or medical and dental lead feels that they would benefit from support in ensuring that they are able to deliver this policy from an equality perspective, they should consider contacting the HR team.

Approval for the leave is communicated by the individual receiving a copy of the approved form signed by the medical and dental lead or deputy medical director. Wherever possible this will be within 10 working days of them receiving the appropriately completed form, on occasion annual leave etc. may delay this. Verbal feedback on the reason for any refusal will also be provided wherever possible, however a copy of the completed form with rationale for turning down the request will be provided to the individual.

10.1 Process for appeal where request is refused

In the event of leave being refused, the clinician may appeal to the executive medical director, or the executive medical director’s delegated representative, against the decision to refuse leave. Discussion and negotiation between the individual and medical and dental lead or medical director is encouraged before resorting to appeal.

Where it is felt necessary to make an appeal, the appeal should be in writing clearly stating the reason for the appeal and returned to the executive medical director, or delegated representative within 10 working days.

10.2 Process for course and event booking

Course and event bookings and travel/accommodation should be booked through the appropriate admin support for the department and via the approved method for trust expenses. The amount claimed for accommodation and subsistence must be in line with the trust’s expenses policy, and bookings/claims need to be made via the approved trust processes.

Please note that bookings can only be made once approval has been formally given. The trust is not responsible for cancellation fees in the event that study and professional leave is not approved and retrospective applications would not
normally be approved.

11. References

12. Appendices

12.1 Appendix 1 Study and professional leave application form

Study and professional leave application form