Document Title Study Leave Policy… · 7.1 The Policy reflects the arrangements for study leave which have been harmonised across the Trust. It represents a change of practice for

1 Cumbria, Northumberland, Tyne and Wear NHS Foundation Trust CNTW(HR)23 – Study Leave Policy – V03.1–Oct 19

Document Title Study Leave Policy

Reference Number CNTW(HR)23

Lead Officer Gary O’Hare

Author(s)

(name and designation)

Marc House

Head of CNTW Academy

Ratified by Business Delivery Group

Date Ratified March 19

Implementation Date March19

Date of full Implementation

March19

Review Date March 22

Version Number V03.1

Review and Amendment Log

Version Type of Change

Date Description of Change

V03 Review Mar 19 Re-write

V03.1 Update Oct 19 Governance Changes

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

Number Title

NTW(HR)23. V03 Study Leave Policy

CNTW(HR)23

2 Cumbria, Northumberland, Tyne and Wear NHS Foundation Trust CNTW(HR)23 – Study Leave Policy – V03.1 – Oct 19

Section Contents Page No.

1 Introduction 1

2 Purpose 1

3 Duties, Accountability and Responsibilities 1

4 Definitions of Terms Used 2

5 Approval of Document 3

6 Policy Administrative Process 3

7 Identification of Stakeholders 5

8 Training 6

9 Implementation 6

10 Monitoring and Compliance 6

11 Standards / Key Performance Indicators 6

12 Fair Blame 6

13 Fraud, Bribery and Corruption 6

14 Equality Impact Assessment 6

Standard Appendices attached to Policy

A Equality Analysis Screening Toolkit 7

B Training Check List and Training Needs Analysis 9

C Audit Monitoring Tool 11

D Policy Notification Record Sheet - click here

Appendices - listed separate to Policy

Appendix Description

1 Learning Contract and Bonding Agreement

2 Apprenticeship Agreement

https://www.cntw.nhs.uk/about/policies/appendix-d-policy-notification-record-sheet/

CNTW(HR)23

1 Cumbria, Northumberland, Tyne and Wear NHS Foundation Trust CNTW(HR)23 – Study Leave Policy – V03.1–Oct 19

1 Introduction 1.1 Cumbria, Northumberland, Tyne and Wear NHS Foundation Trust (the Trust

/ CNTW) is committed to supporting the continuous development of all its employees through learning and development opportunities in line with workforce plans. 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 to realise their potential to help shape and develop services and to improve outcomes for service users.

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 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 staff 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

Secondment Opportunities

Apprenticeship Opportunities

Health Education England funded CWD Programmes.

2.3 Study Leave may be paid or unpaid. 2.4 It is acknowledged that each profession has its own mandatory training

requirements in order to maintain the required professional registration. 3 Duties, Accountabilities and Responsibilities 3.1 The Head of CNTW Academy will be responsible for ensuring consultation,

review and implementation of the Policy in practice. 3.2 The Head of CNTW Academy will be responsible for ensuring that

appropriate recording and reporting systems are in place for all learning and development activities, however, individuals have responsibility to ensure that appropriate permissions are sought prior to commencing any learning activity. Individuals will have responsibility for communicating completion of external courses to the Academy admin team so that records can be updated.

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3.3 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.

3.4 Where staff have continuing workforce development (CWD) requirements

which need to be recorded as evidence of CWD, it is the individual’s responsibility to maintain their own CWD records.

3.8 Requests for external learning which incurs a cost should be made via the

line Manager in the first instance to be met from their service budgets. 4 Definitions of Terms Used 4.1 Study Leave 4.1.1 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. 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 or be necessary and relevant to the department’s functioning

4.1.2 The applicant and the manager must complete a learning contract and

bonding agreement (appendix 1). This is an agreement between the applicant and the manager and confirms that both parties understand their responsibilities and commitment to the learning opportunity. This should be kept by the manager and the applicant and an on line learning contract form should be completed. On line form can be accessed here On Line Learning Contract or on the CNTW Intranet Academy Pages

4.1.3 Where external learning e.g. HEE CWD learning is applied for then an on

line confirmation form must be completed. The Academy will not approve any external learning without an on line form being completed.

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. Individual CBU’s will manage the cost of any fees and paid or unpaid study leave out of their overall budgets if appropriate.

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 CWD; 4.4 In-house Training

https://weblive.ntw.nhs.uk/NTWQC/Questionnaire.php?ID=465


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4.4.1 A Study Leave Form (learning contract and bonding agreement?) is not required to attend in-house programmes.. Individual staff can book themselves on these courses via the ESR portal 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.

A Study Leave Application Form (learning contract) 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 CNTW staff on any attendance registers and to present completion certificates to their Managers (copies to CNTW Academy) as a record of attendance.

4.6 Official Duty 4.6.1 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 5 Approval of Document 5.1 The Policy will be approved by Business Delivery Group on behalf of the

Trust Board. 6 Policy Administrative Process 6.1 Considering the Request for Study Leave 6.1.1 Any request to take part in external learning must have been identified as

part of an individual’s personal development plan and be in line with local and Trust wide workforce plans.

6.1.2 Where the learning or development need is of benefit to the service, then paid

time off to attend should be considered.

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6.1.3 Before granting study leave with financial assistance the Manager should be satisfied that:

The course of study is of benefit to the service or the organisation and will improve outcomes for service users and benefit the organisation

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 influence changes in practice 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.

6.2 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 may be granted for the following

Course, seminar and conference fees

Registration / exam fees (however, payment of re-sitting exams will be negotiable)

Travelling expenses should be negotiated with the line manager

Subsistence allowances (accommodation and meals) in line with current Trust rates

6.4 Payment 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

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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 learning contract and

bonding agreement 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.

6.6 Repayment of Financial Assistance 6.6.1 Details are highlighted in the combined learning contract and bonding

agreement. 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. This is an existing Policy with additional / changed content that relates to operational and / or clinical practice and was therefore circulated to the following for a two week consultation period to the following:

North Locality Care Group

Central Locality Care Group

South Locality Care Group

North Cumbria Locality Care Group

Corporate Decision Team

Business Delivery Group

Safer Care Group

Communications, Finance, IM&T

Commissioning and Quality Assurance

Workforce and Organisational Development

NTW Solutions

Local Negotiating Committee

Medical Directorate

Staff Side

Internal Audit

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8 Training 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

8.3 Advice and support are available from:

CNTW Academy - [email protected]

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.

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 April 2019

10 Monitoring and Compliance 10.1 Policy compliance will be by reporting on study leave activities and

expenditure via the Trust HENE Group. 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 - CNTW(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.

mailto:[email protected]

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Appendix A

Equality Analysis Screening Toolkit

Names of Individuals involved in Review

Date of Initial Screening

Review Date Service Area / Locality

Marc House Mar 19 Mar 22 Trust-wide

Policy to be analysed Is this policy new or existing?

CNTW(HR)23 – Study Leave Policy 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 No impact

Sex No impact

Race No impact

Age No impact

Gender reassignment

(including transgender)

No impact

Sexual orientation. No impact

Religion or belief No impact

Marriage and Civil Partnership

No impact

Pregnancy and maternity

No impact

Carers No impact

Other identified groups No impact

How have you engaged stakeholders in gathering evidence or testing the evidence available?

Through standard consultation routes

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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

No impact

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 Not applicable

Promote good relations between groups Not applicable

What is the overall impact?

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: Marc House Date: Mar 19

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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?

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.

No

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, NHS resolutions etc.

Please identify the risks if training does not occur.

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.

All staff should have an awareness of the Policy and understanding of their own responsibilities

Is there a staff group that should be prioritised for this training / awareness?

All staff

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

Policy launch awareness Trust Induction

Please identify a link person who will liaise with the CNTW Academy

Marc House

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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

Should any advice be required, please contact: [email protected]

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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.

CNTW(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 CNTW Academy

CDT W

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.

Appendix 1

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Learning Contract & Apprenticeship Pledge

This contract represents an agreement between the learner and the line manager on behalf on CNTW. A copy of this form should be held by the Applicant and the Line Manager. An online form

should be completed here On Line Learning Contract to confirm the contract has been completed.

Section 1: Applicant Details

Forename:

Surname:

Job Title:

Dept./Ward:

Location:

Section 2: Course Details

Course title:

Length of course:

Section 3: Line Manager’s / CNTW’s Expression of Support

I can confirm that this apprenticeship fulfills the requirements of the workforce plans of the service and where appropriate plans for post course deployment have been discussed and agreed with (name). I can confirm that this apprenticeship has been discussed and agreed as part of (Name’s) annual appraisal and added to their personal development plan. CNTW is committed to supporting (name) in undertaking this apprenticeship and will ensure that (name) is released to attend and that service needs continue to be met. CNTW recognises the importance of taking an active role in (name’s) development by providing support in their studies where appropriate. I can confirm I have discussed the CNTW Study Leave Policy with (name) on behalf of CNTW Academy and that (name) is aware that although we cannot bond them in terms of course fees we expect them to sign an apprenticeship pledge.

Signature of Manager:

Date:


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Section 5. Please identify any agreed costs to be paid by the CBU associated with the apprenticeship if applicable.

Item e.g. fees, travel, accommodation

Estimated Cost Signed by Manager

Personal identifiable data will be captured by CWD university providers at the point of application and this data, including attendance and results, will be shared with HEE as the commissioner and students’ respective employers. The data is not shared by HEE with any third party and is held securely for no longer than seven years. The data is collected by HEE to review the efficiency and performance of the contracts and for audit purposes. Students have a right to request a copy of their data held by HEE.

Section 4: Candidate’s Statement of Commitment

I am committed to undertaking the above apprenticeship and to ensuring that the organisation will benefit from the impact of my development both during and after the programme of study. I have read the course programme outline and understand that:- I must attend the programme for the number of hours/days required. I must make my manager aware of any non-attendance. I must communicate with the provider in a timely manner, i.e. to confirm my attendance / non-attendance or if there are any changes to my contact details. I must complete and submit course / module assessments within the timescales set. I must inform the Training Academy Admin Team via [email protected] upon completion of the programme so that my training record can be updated. I can confirm I have discussed the CNTW Study Leave Policy with ( manager name) on behalf of CNTW Academy and that (manager name) has made me aware of the Apprenticeship pledge

Signature of Candidate:

Date:


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Apprenticeship pledge

The unique way in which apprenticeships are funded means that CNTW can’t “bond” apprentices to the organisation post qualification in the same way that we can where education and learning are funded through a more traditional route. We would normally ask you to commit to stay with the Trust for up to 3 years if you were studying at such a high level or be liable for the cost of your studies. What we’d like to ask you to do is make a pledge. A non-legal, non-binding pledge that you’ll consider the opportunity being offered to you to be suitably exceptional that when you complete your studies you’ll want to stay with CNTW. In return CNTW will make a pledge as well. We (CNTW) pledge to offer you support throughout your studies both academic and pastoral to enable you to be successful in your chosen apprenticeship. You pledge to work to your best ability and seek the appropriate help if required to enable you to successfully complete your apprenticeship. We pledge to offer you a range of learning opportunities to support your growth in your chosen field. You pledge to make the most of learning opportunities made available to you. We pledge to support you with career advice during and at the end of your studies. You pledge to reflect on the opportunity offered to you by CNTW when considering your future career plans. Managers Signature on behalf of CNTW………………………………………………….. Signed by Apprentice………………………………………………………………………

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Appendix 2

Learning Contract & Bonding Agreement

This contract represents an agreement between the learner and the line manager on behalf on CNTW. A copy of this form should be held by the Applicant and the Line Manager. An online form

should be completed here On Line Learning Contract to confirm the contract has been completed.

Section 1: Applicant Details

Forename:

Surname:

Job Title:

Dept./Ward:

Location:

Section 2: Course Details

Course title:

Length of course:

Section 3: Line Manager’s / CNTW’s Expression of Support

I can confirm that this learning opportunity fulfills the requirements of the workforce plans of the service and where appropriate plans for post course deployment have been discussed and agreed with (name). I can confirm that this learning opportunity has been discussed and agreed as part of (Name’s) annual appraisal and added to their personal development plan. CNTW is committed to supporting (name) in undertaking the above programme of study and will ensure that (name) is released to attend and that service needs continue to be met. CNTW recognises the importance of taking an active role in (name’s) development by providing support in their studies where appropriate. I can confirm I have discussed the CNTW Study Leave Policy with (name) on behalf of CNTW Academy and that (name) is aware that should they leave the Trust or withdraw from the course for reasons not related to health or academic achievement then they may be required to pay for any funding provided. For full Degree / Masters level study, including non-apprenticeship Nursing Degrees, I have discussed with (name) that they will be required to continue employment with CNTW for a minimum of 3 years post qualification. They are aware that if they leave CNTW before the end of the 3 year period they may be liable to repay any funding provided. Where lengthy periods of study are required (typically secondments of 2-4 years) details of terms of employment for the duration of the secondment will be agreed beforehand and attached to the learning contract. The Academy will provide co-ordination of this.

Signature of Manager:

Date:


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Section 5. Please identify any agreed costs to be paid by the CBU associated with the learning opportunity if applicable.

Item e.g. fees, travel, accommodation

Estimated Cost Signed by Manager

Section 4: Candidate’s Statement of Commitment

I am committed to undertaking the above studies and to ensuring that the organisation will benefit from the impact of my development both during and after the programme of study. I have read the course programme outline and understand that:- I must attend the programme for the number of hours/days required. I must make my manager aware of any non-attendance. I must communicate with the University in a timely manner, i.e. to confirm my attendance / non-attendance or if there are any changes to my contact details. I must complete and submit course / module assessments within the timescales set. I must inform the Training Academy Admin Team via [email protected] upon completion of the programme so that my training record can be updated. I can confirm I have discussed the CNTW Study Leave Policy with ( manager name) on behalf of CNTW Academy and that (manager name) has made me aware that should I leave the Trust or withdraw from the course for reasons not related to health or academic achievement then I may be required to pay back any funding provided. For full Degree / Masters level study, including non-apprenticeship Nursing Degrees, I have discussed with (manager name) that I will be required to continue employment with CNTW for a minimum of 3 years post qualification. I am aware that if I leave CNTW before the end of the 3 year period that I may be liable to repay any funding provided. Where lengthy periods of study are required (typically secondments of 2-4 years) details of terms of employment for the duration of the secondment will be agreed beforehand and attached to the learning contract. The Academy will provide co-ordination of this.

Signature of Candidate:

Date:


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Personal identifiable data will be captured by CWD university providers at the point of application and this data, including attendance and results, will be shared with HEE as the commissioner and students’ respective employers. The data is not shared by HEE with any third party and is held securely for no longer than seven years. The data is collected by HEE to review the efficiency and performance of the contracts and for audit purposes. Students have a right to request a copy of their data held by HEE.

Documents

Document Title Study Leave Policy… · 7.1 The Policy reflects the arrangements for study leave which have been harmonised across the Trust. It represents a change of practice for