Report to Trust Board€¦ · Best Care, Highest Standards, Right Place Report to Trust Board Date 3 June 2008 . Agenda Item. P12 . Agenda Title . Training and Study Leave Policy

Best Care, Highest Standards, Right Place

Report to Trust Board

Date 3 June 2008

Agenda Item P12

Agenda Title Training and Study Leave Policy Sponsor Maureen Bignell, Director of Organisational Development

Prepared by Lin Sanders, Head of Learning and Development

Presented by Lin Sanders, Head of Learning and Development

1 Purpose of this paper

The aim of this policy is to identify the systems and processes to be followed to ensure staff can access education, training and development appropriate to their role. The policy applies to all Trust staff on substantive and fixed term contracts. Elements of Statutory and essential training also apply to staff employed through an agency or by contract with another organisation and to students and volunteer staff.

Implementation of this policy will ensure that:

• All staff are aware of the requirements for attending statutory and essential training and these needs are prioritised.

• Line managers are able to plan and allocate resource to ensure that staff access the correct training.

• Allocation of available resources can be made and used in the most appropriate way by the Trust that offers best value for money, a workforce fit for purpose and is fair and equitable to all staff.

• Opportunities for staff development are linked to the annual appraisal / Development and Review system and supported in a fair way to meet the needs of the service.

2 Equality and Diversity Implications

The Trust aims to design and implement services, policies and measures that meet the diverse needs of our service, population and workforce, ensuring that none are placed at a disadvantage over others. No adverse or positive impacts have been identified from the policy’s contents.

3 Legal Implications The policy will ensure that the Trust meets nationally recognised best practice for the principles for training and study leave. The policy complies with the recommendations made by the NHS Litigation Authority and training requirements which are set out in statute or law.

4 Patient, Public and Staff Involvement

During the development of the policy, key stakeholders were consulted, which included members of staff and Non-Executive Directors.

Training and Study Leave Policy Northern Devon Healthcare NHS Trust Trust Board 3 June 2008

5 Controls and Assurances

This policy was given initial approval at the Education Strategy Group and the Executive Directors Group in March 2008. Final approval was given by the Clinical Services Executive Committee on 20 May 2008.

6 Cost Implications

There are no cost implications.

7 Potential risk to the organisation

If the policy is not developed and implemented, the Trust is at risk of not meeting good practice guidance and an increased risk of not having a skilled workforce. Risk score 9 (consequence = 3 x Likelihood = 3).

8 Recommendations

The Board is asked to RATIFY the attached Training and Study Leave Policy.

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Strategic Objectives Ten strategic objectives were agreed by the Trust Board in May 2007 to support the Trust’s mission statement “Best Care, Highest Standards, Right Place”. The strategic objectives have been developed to ensure there is a shared understanding and common purpose throughout the organisation about the Trust’s strategic direction and what needs to be delivered.

Patient Safety High Quality Services

Efficient & Effective Strategic Partnerships

Listening and responding to the needs of patients X Modern and Effective Infrastructure

Deliver Care in the most appropriate setting Public Health

Integrate Health and Social Care X Robust and Sustainable

Standards for Better Health The Core and Developmental Standards for Better Health have been developed by the Healthcare Commission. Compliance with the Standards throughout the year form a part of the Trust’s Annual Health Check.

C1a Incident Reporting C7e Equality & Diversity C16 Patient Information

C1b Safety Alerts C8a Whistle blowing C17 Patient & Public Involvement

C2 Child Protection X C8b Personal Development Programmes C18 Access to Services –

Equality & Choice

C3 NICE – Interventional procedures C9 Records Management C19 Access to Services –

Emergency care

C4a Infection Control C10a Employment Checks C20a Security and Health & Safety

C4b Medical Devices C10b Professional Codes of Conduct C20b Patient Privacy &

Confidentiality

C4c Decontamination C11a Recruitment C21 Hospital Cleanliness

C4d Medicine Management X C11b Mandatory Training C22a Public Health – Health inequalities

C4e Waste Management X C11c Professional Development C22b Public Health – D of

PH report

C5a NICE – Technology appraisals C12 Research & Development C22c Public Health -

Working with partners

C5b Clinical Supervision & Leadership C13a Dignity & Respect C23 Public Health – Health

promotion

X C5c Clinical Professional Development C13b Consent to treatment C24 Major Incident

Planning

C5d Clinical Audit C13c Use of Confidential Information D1 Patient Safety – Risk

reduction

C6 Healthcare bodies co-operating together C14a Complaints - Information D2a Clinical Effectiveness –

Best practice

C7a Corporate Governance C14b Complaints – Non-discrimination D13a Public Health – Health

inequalities

C7b Finance & Probity C14c Complaints – Service improvements D13b Public Health –

National guidance

C7c Clinical Governance C15a Patient Food Standards

C7d Performance C15b Patient dietary requirements

Document Control Report

Title Training and Study Leave Policy Author Linda sanders Version Date

Issued Status Comment

1 Sept 06 Lapsed

Feb 08 Study leave Policy

1.1 Mar 08 Revision Revision made in line with NHS Litigation Authority requirements

1.2 Mar 08 Revision Approved by Education Strategy Group 1.3 Mar 08 Revision Appendices approved by Executive Directors Group 1.3 May 08 Revision Final approval by Clinical Services Executive

Committee 1.3 June 08 Final Ratified by Trust Board 2.0 June 08 Final Published on Tarkanet

Main Contact Linda Sanders Head of Learning and Development Northern Devon District Hospital Floor 5, Trinity Raleigh Park Barnstaple E31 4JB

Tel: Direct Dial – 01271 314047 Tel: Internal – 4047 Fax: Email: [email protected]

Lead Director Maureen Bignell, Director of Organisational Development Document Class Policy

Target Audience All staff Non-Executives

Distribution List Senior Management

Distribution Method TarkaNet

Superseded Documents Study Leave Policy, Northern Devon Healthcare, February 06 Study Leave Policy, North Devon PCT, May 2005 Issue Date March 2008

Review Date March 2010

Archive Reference Learning and Development Path L&D.Training.Policy.Training and Study leave.March08 Filename Training and Study Leave Policy

March 2008 Page 4 of 22


Contents

Section Page

1 Introduction 4

2 Purpose 4

3 Definitions 4

3.1 Statutory Training 4

3.2 Essential Training 5

3.3 Mandatory Training 5

3.4 Development Training/Education 5

3.5 Learning Activity 5

3.6 E:Learning 5

3.7 Knowledge and Skills Framework 5

3.8 TD1 6

3.9 Claim Form 6

4 Responsibilities 6

4.1 Role of the Employer 7

4.2 Role of Line Managers/Department Heads 7

4.3 Individual Employees 8

5 Process for Booking Training or Study Leave 8

6 Financial Support, Funded Study Leave and Expenses Claims 9

7 Sponsorship and Charitable Funding 11

8 Development of the Policy 11

8.1 Prioritisation of work 11

8.2 Document development process 11

8.3 Equality Impact Assessment 12

9 Consultation, Approval and Ratification Process 12

9.1 Consultation process 12

9.2 Policy approval process 12

9.3 Ratification process 12

10 Review and Revision Arrangements Including Document Control 12

10.1 Process for reviewing the policy 12

10.2 Process for revising the policy 12

10.3 Document control 12

Learning and Development. March 2008 Page 5 of 22


Section Page

11 Dissemination and Implementation 13

11.1 Dissemination of the policy 13

11.2 Implementation of the policy 13

12 Document Control including Archiving Arrangements 13

12.1 Library of procedural documents 13

12.2 Archiving arrangements 13

12.3 Process for retrieving archived policy 13

13 Monitoring Compliance with and the Effectiveness of Procedural Documents 13

14 Associated Documentation 14

Appendices

A Statutory and Essential Training Matrix 15

B Department Annual Training Needs Analysis/Record of Training 16

C Current Allowances 17

D Completed Equality Impact Assessment 18



1 Introduction

This document sets out Northern Devon Healthcare NHS Trust’s system for Training and Study leave. The policy relates to both study leave for statutory and essential Training and continuing professional development and to the support and allowances payable.

Although prescriptive in nature, it is designed to ensure that staff are supported to undertake training and development to meet trust objectives and evidence that they are safe and efficient at the job.

2 Purpose

The purpose of this document is to identify the systems and processes to be followed to ensure staff can access education, training and development appropriate to their role.

The policy applies to all Trust staff on substantive and fixed term contracts. Elements of Statutory and essential training also apply to staff employed through an agency or by contract with another organisation and to students and volunteer staff.

The core requirements apply to all staff. There are additional agreements for Consultants and Junior medical staff which are linked to this policy. The Policy will apply regardless of the source of funding –ie Learning and Development, Medical Education or Directorate budget.

Implementation of this policy will ensure that:

• All staff are aware of the requirements for attending statutory and essential training and these needs are prioritised

• Line managers are able to plan and allocate resource to ensure that staff access the correct training

• Allocation of available resources can be made and used in the most appropriate way by the Trust that offers best value for money, a workforce fit for purpose and is fair and equitable to all staff.

• Opportunities for staff development are linked to the annual appraisal/Development and Review system and supported in a fair way to meet the needs of the service.

3 Definitions

3.1 Statutory training

Training requirements which are set out in statute or law. The Trust and every other employer is duty bound to comply with this and will be monitored externally on achievement. All fire, health and safety training falls into this category. A full list of Statutory and essential training requirements can be seen at Appendix A.



3.2 Essential training

Training requirements identified by the Trust as being essential for staff to access. Some for example: Induction training, child protection training, and appraisal/Development and review training will be essential for 100% of staff. Other training deemed essential will only be essential according to the individual staff role or staff group eg medical equipment, medicines management, using office or workshop equipment. Essential training is usually identified in other policies through a training needs analysis. The line manager is responsible for identifying which training is needed for each of their staff each year. A summary is given at Appendix A.

3.3 Mandatory training

It a generic term sometimes used in place of the terms Statutory and Essential training. Within the NDHCT, to avoid confusion, the terms Statutory and Essential training are used.

3,4. Developmental training/education

This is also sometimes known a continuing professional development (CPD). This is training which may be identified to further the knowledge and skills of an individual or staff group. It will normally be identified at the annual appraisal; will normally have a direct link to either the current role or career aspirations of the individual. Developmental training will be supported only when Statutory and essential have been met and will be prioritised for support and funding based on current service need and known service development.

3.5 Learning Activity

This may involve one or more of a variety of learning methods. For example: Taught classroom based study, self directed study, reading, completing workbooks, attending a structured work shadowing or secondment, e learning, project work and reflection. The trust as a learning organisation supports a variety of learning activities appropriate to the furthering of knowledge and skill.

3.6 E learning

Electronic learning (e learning) may be accessed in a variety of ways, via CD rom or video, through professional on line fora, or by a purpose made Elearning product available on the Intranet or Internet. It may be in place of a taught session, or supplementary to other forms of learning. It currently refers to a wide range of materials form photographs, a Powerpoint presentation posted on the Intranet through to a full interactive Elearning module with pre and post knowledge testing. It is becoming more popular as a learning tool. Only some fully accredited Elearning products will be promoted and recognised by the Trust as an option to taught training and be able to be recorded on staff records as attainment.

3.7. Knowledge and Skills Framework (KSF)

This is the framework of knowledge and skills introduced across the NHS as part of Agenda for Change. Every NHS employee with the exception of doctors and board members requires a full KSF outline for the post. The KSF should be used as part of the processes of recruitment, shortlisting, interviewing, induction, annual appraisal /Development and review and as a



general tool for measuring performance and identifying learning objectives. Staff will normally progress incrementally through a payband, unless it is identified that they do not meet the criteria outlined in the KSF for the post through training and development.

3.8. TD1:

A local term for “Training Department 1” form which is used for requesting study leave and/or financial support for a learning activity. This is normally requiring to be completed for study leave of half a day or more. An authorised line manager/budget holder is required to sign to authorise the study leave being requested. Form available from the learning and Development and medical education departments or download via Tarkanet. A TD2 is used for external customers accessing Trust training activity

3.9. Claim form:

A “peach” coloured form which is used for claiming authorised training and development expenditure where such expenditure has been pre authorised against a TD1.

4 Responsibilities

4.1 Role of The organisation:

• The Trust will centrally fund the provision and support of all statutory training defined in Appendix A.

• The Trust will fund and provide opportunity and support for all essential trustwide training defined in Appendix A this includes managerial training

• The Trust will consider requests for all activity defined as developmental. The decisions on support will be subject to service need and known developments, and available funding in any financial year but will unlikely to be 100% funding for items not deemed essential to service.

• Study leave and expenses will be authorised against the priorities outlined in this policy and decisions by the Trust will not discriminate in any way. All decisions will be made within the Equal Opportunities Policy.

• The Trust will only authorise payment and leave according to the Standing Financial Instructions, Scheme of Delegation and Schedule of Allowable Expenses.

• Authorisation for developmental study eave may be withheld by the Trust if satisfactory evidence cannot be produced of satisfactory attendance at identified statutory and essential training

• The Trust will maintain central records of individual learning activity and access to training events only when notified, or will take records from attendance registers at in-house events. An electronic entry will be made in an NHS Electronic Staff Record of all signed attendance at in house training.

• The Trust will pay authorised study expenses monthly at the same time that salary/wage payments are made, providing authorised claims are submitted promptly. Payment will only be made against appropriate receipts.

• The Trust will undertake audit sampling on non-attendances at in-house booked events. A cost of £25 may be levied on directorates or individuals for failure to attend a booked event if no notification was given and the place wasted.



4.2 Role of Line managers/Department heads

• Line managers are responsible for identifying, with staff, individual learning leads linked to the role. The priority order for this will be

- Firstly: statutory and essential training, - Secondly: training deemed essential for the delivery and development

of the service and - Thirdly: developmental learning activity.

• For staff that have a Knowledge and Skills Framework (KSF) outline, the assessment of competence and learning needs must be benchmarked against the requirements for the post outlined in the examples of application on the full KSF outline.

• Line managers are responsible for maintaining a local staff training register/matrix for their individual area of responsibility. (Appendix B) This will show all statutory and essential training activity that will then be used as a baseline to support other learning activities. Evidence of completion of training and appraisals will be required monthly or quarterly by the Trust for performance reviews

• In addition to maintaining a register for the department, Managers will check that Statutory and essential training has been undertaken before authorising study eave, at the time of authorising annual leave and when undertaking the annual appraisal/development and review.

• Learning needs must be discussed with staff and agreed at the annual Appraisal/Development & Review interview. Needs will be translated into learning objectives and appear on the Personal Learning Plan

• Ad hoc/opportunistic learning opportunities that arise throughout the year can only be supported against the above criteria and must be fully supported by line managers in terms of applicability and study leave before consideration on funding. In many instances, these opportunities will need to be funded by departments and directorate budgets. Any study leave or expenditure is subject to the TD1 approval and monitoring system.

• Line managers/directorate heads must identify annual funding within budgets to support specific service related training. This may include some essential service related training where service developments are planned.

• Line managers will be responsible for discussing and agreeing the level of support for activities identified as essential to the department only or developmental training. The Trust will review annually the funding available to support this activity.

• Managers will ensure that authorisation of any study leave and authorisation of payments are all made within the Trust Standing Financial Instructions and Scheme of Delegation.

• All decisions on the support of training and allocation of leave will follow the Trust equal opportunities policy.

4.3 Individual responsibilities

• Individual staff will participate in an annual Appraisal/Development & Review interview at which individual learning needs/objectives will be identified and agreed. These will be transferred to the Personal Learning Plan.

• Staff must undertake to request study leave/training activity in good time through the agreed processes to allow managers to make decisions about applicability and absence cover.



• Staff must ensure they have attended/accessed the statutory and essential training identified by the Trust within the timescale required before requesting any other developmental training

• Individuals will be responsible for any expenses incurred, if not previously authorised by the Trust in writing through the TD1 process.

• Individuals will be expected to demonstrate the value of supported learning activity by applying the learning to practice and feeding back to colleagues as required.

• Staff who wish to claim expenses, for previously authorised expenses must be submit forms to line managers within the month following the leave. For long courses, monthly claims must be submitted.

• Staff have a responsibility to attend a booked event. If e.g. illness occurs and attendance prevented, the learning and Development/Education Department and the line manager must be informed of the absence in the normal way on the day. Any no shows will be followed up in the same way as other unauthorised absence.

5 Process for Booking Training or Study leave

Opportunities will be advertised in the trust prospectus, by flyer, email, through managers, notice boards or may be received direct by individuals.

Staff may first request a booking to be authorised by the line manager and then make the booking through the department or person stated on the flyer. Bookings may be made in person, by telephone, email or by TD1.

If study leave is for half a day or more, this must be supplemented by a TD1 form. The exceptions to this and if the course appears on the Trusts Statutory and essential training matrix and or the line manager has to authorise and arrange cover for absence.

Confirmation of a booked place and any other relevant joining instructions on an in house event will be made my e mail.

Hard copies of relevant pre-reading or coursework if required will be sent in advance of the course.

Confirmation on an external event where leave and funding are agreed will be in writing, usually by return of theTD1 application form.

All requests for study leave and expenses (whether Trust or sponsored) must be made on the appropriate form (TD1). Even if finance is not involved, there is still a cost to the organisation in study leave and this needs formal authorisation at a percentage to be agreed.

All requests and authorisations will be subject to the trust Standing Financial Instructions. This includes any requests where commercial sponsorship is involved or where the event is being held outside of the UK.

In the event of cancellation of a booked event, no charge will be made if this is made in good time. If late notification is received without good reason, and a funded place cannot be filled or funds reclaimed, the Trust reserves the right to seek financial recompense for the loss for the individual or department.



In the event of non attendance at booked in house courses, Line managers will be notified of failures to attend and asked to identify the reasons. A financial levy may be made to cover the cost.

Line managers are responsible for ensuring their staffs are rebooked to attend statutory and essential training missed and for dealing with any issues of unauthorised absence as per Trust absence management /capability policies. This will be checked at appraisal and when authoring any leave

Failure to attend/submit on an SHA funded university course will be followed up through the University, Learning and development department and line managers as outlined above and be treated as unauthorised leave.

Any study taken/achieved in own time cannot be added to the training record unless notification is made to the relevant Education department.

6 Financial support, funded study leave and expense claims

The amount of support will depend on a number of factors for different staff groups. The following is given therefore as a guide when agreeing the amount of support to be given.

Individuals, line managers and the Education Departments are responsible for Identifying that Statutory and essential activity has been satisfactorily undertaken or booked before considering or authorising any other learning activity.

Line managers will consider how requests match the Trust Workforce Plan, Local Development Plan and known service developments.

The trust will ensure there is equity for all staff in accessing learning activity, eg previous significant access within the last financial year may result in a refusal or reduced level of support.

Ensure the amount of study leave/numbers of staff who may be supported at anyone time will not compromise service activity. Although every effort should be made to support essential learning activity, the Trust may need to withhold authorisation, or cancel attendance if service delivery is at risk.

Study leave of “one day” equates to 7.5 hours of activity, and for a half day – 3.5 hours. This is the measurement for paid study leave regardless of the length of shifts normally worked or the travel time that may be incurred to get to the event. A pro-rata agreement will apply for part time staff.

Example: A one-day study event but 12 hour shift normally worked, allowing for breaks, 4 hours would need to be worked to make up the time.

Example: Traveling time to the event is normally expected to be in own time. If travel time/distance is excessive and paid time is requested, this should be added to the TD1 request for consideration and authorisation at the time of the initial request as part of the study leave. eg. Traveling to London the afternoon before an event, if authorised, will be paid at normal rates. Alternatively, flexitime can be arranged with the authorising manager if authorised travel time out of normal working hours.



Financial support may include fees, travel and subsistence. These costs must be clearly itemized by the claimant when authorisation requested. Travel and subsistence will be paid at authorised percentage levels at published rates (Appendix C) relating to Terms and Conditions for statutory and essential.

Any study finance claims which are agreed to be paid from directorate budgets will be at the at the published public transport rate, not full business rate. Claims amounting to less that £5.00 may not be authorised.

If an individual is being asked to attend a particular programme by the Trust to meet essential service provision, all study time, fees, travel and subsistence will be made in full as per published rates.

If attendance is at the individual's request, financial and study leave support may not be granted. If support is available in year, support may be at percentage up to a maximum of 75% . These percentages apply for fees and study time. Travel will not normally be funded for non essential training unless at remote sites where 50% may be funded. This is subject to annual review depending on the availability of funds.

Strategic Health Authority Funded university contract modules may fall into either the essential or developmental category. A separate list will be provided to provide guidance on this.

A pro-rata authorisation for non Statutory/Essential training will apply for part time staff. Staff will be fully supported to attend all Statutory and Essential Training as required by the organisation for the role, but will be supported pro rata for other training and CPD activity. For example: A contract held for 18 hrs per week: A study event of two days (if authorised) will equate to one days (7.5hrs) study leave. For individuals with a contract of 25 hrs per week, a two day event (if authorised) would equate to 11 hrs paid study leave. It is the responsibility of the line manager to agree this when authorising the request.

Travel, accommodation, subsistence and incidental expenses may only be reimbursed when previously authorised – i.e. before the event. Rates will be paid at the agreed levels as outlined in appendix C. These rates are as published in the Agenda For Change and Medical and Dental agreements. In certain circumstances, these rates may be increased (where previously authorised). For example: In inner city areas an increase in hotel allowance and/or taxi travel to ensure personal safety. or, first class rail travel only where it may be demonstrated that a first class advanced booked Apex type fare, may be less than a last minute/on the day full normal fare. Apex fares should always be used if possible. In all circumstances the Trust require staff to demonstrate that they have sought the most cost effective options. This will be subject to audit.

The Trust authorises and makes payments on the understanding that the learning is brought back to the organisation for the benefit of patient care. Managers may require evidence of the value of the activity as part of the finance claim authorisation process.

Staff must submit expense claims as soon as possible after the event and certainly within the month. Claims for authorised expenses must be made on a peach-coloured claim form. Expenses will be paid with the following month's salary payment. Claims for authorised accommodation, meals, fares etc, will only be made



with the production of itemised receipts within the agreed allowance. This applies whether claimed through directorate or education budgets.

If an individual chooses to leave the Trust within 2 years of the expenses being claimed, then expenses will be reclaimed on a pro-rata basis as defined and signed for on the study leave claim form. This will not apply to any expenses incurred in relation to statutory or essential training. Recovery of costs will be considered on an individual basis for local essential items will always apply for expenditure in for developmental training. A calculation will be made and repayment claimed from the last salary payment. If the amount is over £400 an agreement will be drawn up for repayment.

7. Sponsorship and charitable funding

Individuals may seek funding from Trust Charitable funds where these exist. In these cases, the process outlined in this policy will apply and the charitable funds approval number must be given on the TD1 request and purchase order.

Individuals seeking commercial sponsorship are subject to the Trust Standing Financial Instructions and NHS Standards of Business Conduct. Advice is available from Internal Audit or the Medical Education/Learning and Development departments on the correct form of wording to be used on correspondence with commercial organisations to seek and or accept sponsorship. This applies both for individual or event funding.

Money from commercial organisations for training purposes must either be paid direct to the external training organiser by the company or, into a Trust budget; on no account should money be accepted by or paid into individuals private bank accounts.

Staff are still required to submit a TD1 request to cover the authorisation of study leave even if funding is secured from a commercial or charitable source. Full details of the funding – source and amounts, must be shown on the application form.

8 The Development of the Policy

8.1 Prioritisation of Work

Following vertical integration of the community services from the North Devon Primary Care Trust with the acute services, a requirement was identified to harmonise the two organisations’ policies for Training and Study leave.

Increased items now designated as essential training by the Trust or other external body have been added in the last year. The prioritisation then has driven the development of the statutory and essential matrix and the internal departmental monitoring systems.

8.2 Document Development Process

As the author, Head of learning and Development is responsible for developing the policy and for ensuring stakeholders were consulted with.

Draft copies were circulated for comment before approval was sought from the relevant committees.


Training and Study Leave Policy Northern Devon Healthcare NHS Trust Trust Board 6 June 2008 8.3 Equality Impact Assessment

The Trust aims to design and implement services, policies and measures that meet the diverse needs of our service, population and workforce, ensuring that none are placed at a disadvantage over others. An Equality Impact Assessment Screening has been undertaken and where there are few minor impacts plans and actions are identified in this policy to mitigate these. Appendix D

9 Consultation, Approval and Ratification Process

9.1 Consultation Process

The previous policy, superseded by this version underwent extensive distribution for consultation before being ratified. Consultation took the form of a request for comments and feedback via email. Hard copies were available on request.

9.2 Policy Approval Process

Initial approval of the policy will be sought from the Policy Group and Education strategy group

Final approval will be sought from the Clinical Services Executive Committee

9.3 Ratification Process

The policy will be ratified by the Board.

10 Review and Revision Arrangement Including Document Control

10.1 Process for Reviewing the Policy

The policy will be reviewed every two years. The author will be sent a reminder by the Tarkanet Support Officer four months before the due review date. The author will be responsible for ensuring the policy is reviewed in a timely manner and that the reviewed policy is initially approved by the Education strategy and policy group and then given final approval by the Clinical Services Executive Committee and ratified by the Trust Board.

All reviews will be recorded by the author in the document control report.

10.2 Process for Revising the Policy

In order to ensure the policy is up-to-date, the author may be required to make a number of revisions, e.g. committee changes or amendments to individuals’ responsibilities or financial allowances. Where the revisions are minor and do not change the overall policy, the author will present the revised version to the Policy group for approval.

Significant revisions will require final approval by the Clinical Services Executive Committee and ratification by the Board.

All revisions will be recorded by the author in the document control report.

10.3 Document Control



The author will comply with the Trust’s agreed version control process, as described in the organisation-wide Guidance for Document Control.

11 Dissemination and Implementation

11.1 Dissemination of the Policy

After ratification by the Trust Board, the author will provide a copy of the policy to the Tarkanet Support Officer to have it placed on the Trust’s intranet. The policy will be referenced on the home page as a latest news release.

Information will also be included in the weekly Chief Executive’s Bulletin which is circulated electronically to all staff.

An email will be sent to senior management to make them aware of the policy and they will be responsible for cascading the information to their staff.

In addition, staff will be informed that this policy replaces any previous versions.

11.2 Implementation of the Policy

Line managers are responsible for ensuring this policy is implemented across their area of work.

Support for the implementation of this policy will be provided by the learning and Development and Medical Education Departments

12 Archiving Arrangements

12.1 Library of Procedural Documents

The author is responsible for recoding, storing and controlling this policy.

Once the final version has been ratified, the author will provide a copy of the current policy to the Tarkanet Support Officer so that it can be placed on Tarkanet. Any future revised copies will be provided to ensure the most up-to-date version is available on Tarkanet.

12.2 Archiving Arrangements

All versions of this policy will be archived in electronic format within the learning and development team policy archive. Archiving will take place by the head of L&D once the final version of the policy has been issued.

Revisions to the final document will be recorded on the document control report. Revised versions will be added to the policy archive held by L&D Team.

12.3 Process for Retrieving Archived Policy

To obtain a copy of the archived policy, contact should be made with the Learning and Development Team.

13 Process for Monitoring Compliance and Effectiveness

Compliance with attendance at statutory and essential training will be monitored by line managers through departmental Training needs analysis/training accessed




registers. This will also be checked at annual appraisal and when authorising annual leave or study leave

Compliance will be monitored through Directorates to quarterly performance reviews

Equitable access to activity will be monitored through the registers held in departments, Education departments and the Electronic Staff Record.

Reports may be generated on request and will also be generated on a quarterly basis for quarterly reviews and annual reports.

Failure of staff to attend booked events will be monitored by the education/L&D departments and line managers requested to follow up for action through unauthorised leave procedures

The Trust internal financial audit department will undertake audit of financial processes and claims against Standing Financial Instructions as part of its routine activity.

Records of specific activity will be provided as evidence for external reviews by the Commission for Health, Strategic Health Authority and Health & Safety Executive

14. Associated Documentation

• Appraisal/Development and review Policy, Learning and Development • Gateway Policy, Learning and Development • Knowledge and Skills Framework, Learning and Development • Standing Financial Instructions, Finance Department

Training and study leave Policy Northern Devon Healthcare NHS Trust Appendix A – Statutory and Essential Training Matrix

http://ndht.ndevon.swest.nhs.uk/ndht/departments/human_resources/education_training/NDHCT%20MASTER.xls




Training and study leave Policy Northern Devon Healthcare NHS Trust Appendix B –Departmental annual training needs analysis/record of training

NDHT Annual Staff Training Needs Analysis and Training Record 2008/09. This tab for recording detail of IM&T training only

Department/Ward:

This TNA and training record covers the period from 1st April 08 to 31st March 09. Refer to the Trust statutory and essential training matrix to complete the annual TNA. DETAIL FOR IM&T TRAINING ONLY

Basic IT core competence All staff

E mail and Groupwise All staff

From Statutory and essential matrix, check need and enter required training in boxes below

Staff Name Title Band Needed 08/09?

Date accessed

Needed 08/09?

Date accessed Needed 08/09 Date

EXAMPLE: ANOTHER John Staff Nurse 5 no yes 1.4.08 Pathology ESAP

Choose and Book

Cerner PAS Add lines for all staff names Totals


Training and study leave Policy Northern Devon Healthcare NHS Trust

Appendix C Current Allowances payable for travel and subsistence: Applicable from April 2006 and subject to annual review.

Note: these are full published rates. Reduced rates may be negotiated for developmental training as described in the policy. Increased rates may be negotiable (in advance of stay) For essential training for accommodation, travel and incidental expenses in some locations.

Public Transport Rate applies for all education, training, learning and development activity

For staff on AfC and M&D Terms and conditions 23p mile

For staff on Trust terms and conditions 20p mile

Passenger allowance ((for claimants on AfC and M&D) 2p mile

Rail and air fares may be authorised and reimbursed when they are the

most cost effective option of travel. Normally second/economy class

Night allowance (Up to First 30 nights) £55 per night

Actual receipted cost of bed and breakfast

(NB, a higher rate may be negotiated and authorised in certain circumstances e.g. Conference venue or inner city areas but this must be authorised n advance of the stay

Night allowance in non commercial accommodation ef with friends, up to £25 per night

Meal allowance per 24 hr period £20.00

(Includes Lunch up to £5.00 if away more than 5 hrs and additional expense incurred). and evening meal of up to £15.00

Receipts required for all expenditure. Alcoholic beverages will not be funded

Incidental expenses allowance (subject to tax liability) Per 24 hr period

Includes parking, tube fare etc. AfC rates £4.20

Trust rates £3.50

NB Higher allowance may be allowed for certain circumstances only

when authorised in advance.

Sources: AfC Terms and Conditions Handbook. Annex L and Annex M

Pay Circular AL (MD 01/06) Annex A Section 6.

For full details see handbooks and Advance Letters. Rates subject to national agreement change.



APPENDIX D - Equality Impact Assessment Screening

Equality Impact Assessment Screening Form

Title Training and Study Leave Policy

Author Lin Sanders, Head of Education and Development

Directorate Human Resources

Team/ Dept. Education and Development

Document Class Policy

Document Status Review

Issue Date March 2008

Review Date March 2010

1 What are the aims of the document? This document sets out Northern Devon Healthcare NHS Trust’s system for Training and Study leave. The policy relates to both study leave for statutory and essential Training and continuing professional development and to the support and allowances payable.

2 What are the objectives of the document? The purpose of this document is to identify the systems and processes to be followed to ensure staff can access education, training and development appropriate to their role.

3 How will the document be implemented? Implementation of this policy will ensure that: • All staff are aware of the requirements for attending statutory and essential training and

these needs are prioritised • Line managers are able to plan and allocate resource to ensure that staff access the

correct training • Allocation of available resources can be made and used in the most appropriate way by

the Trust that offers best value for money, a workforce fit for purpose and is fair and equitable to all staff.

• Opportunities for staff development are linked to the annual appraisal/Development and Review system and supported in a fair way to meet the needs of the service.

4 How will the effectiveness of the document be monitored? Compliance with attendance at statutory and essential training will be monitored by line managers through departmental Training needs analysis/training accessed registers. This will also be checked at annual appraisal and when authorising annual leave or study leave

5 Who is the target audience of the document? • The policy applies to all Trust staff on substantive and fixed term contracts. Elements of

Statutory and essential training also apply to staff employed through an agency or by contract with another organisation and to students and volunteer staff.

6 Is consultation required with stakeholders, e.g. Trust committees and equality groups? Yes

7 Which stakeholders have been consulted with? • Line Managers • Education and Development Staff • Human Resources Managers

8 Equality Impact Assessment Please complete the following table using a cross, i.e. X. Please refer to the document “A Practical Guide to Equality Impact Assessment”, Appendix 3, on Tarkanet for areas of possible impact.




• Where you think that the policy could have a positive impact on any of the equality group(s) like promoting equality and equal opportunities or improving relations within equality groups, cross the ‘Positive impact’ box.

• Where you think that the policy could have a negative impact on any of the equality group(s) i.e. it could disadvantage them, cross the ‘Negative impact’ box.

Where you think that the policy has no impact on any of the equality group(s) listed below i.e. it has no effect currently on equality groups, cross the ‘No impact’ box.

Equality Group

Positive Impact

Negative Impact

No Impact Comments

Age X

Disability X

Gender X Race / Ethnic Origins

X

Religion or Belief

X

Sexual Orientation

X

If you have identified a negative discriminatory impact of this procedural document, ensure you detail the action taken to avoid/reduce this impact in the Comments column. If you have identified a high negative impact, you will need to do a Full Equality Impact Assessment, please refer to the document “A Practical Guide to Equality Impact Assessments”, Appendix 3, on Tarkanet. For advice in respect of answering the above questions, please contact the Equality and Diversity Lead.

9 If there is no evidence that the document promotes equality, equal opportunities or improved relations, could it be adapted so that it does? If so, how?

Completed by:

Name Lin Sanders Designation Head of Learning and Development Trust Northern Devon Healthcare NHS Trust Date 25.3.08