Types of Leave

How much annual leave are you entitled to? Well, it depends what point you are on the StR pay scale.

• Up to point 02, annual leave entitlement is 25 days in a GP post, 27 days in a hospital post (as they get 2 extra statutory days).
• Point 03 and above entitlement is 30 days in GP, 32 in a hospital post (i.e. 5 extra days).

So, a trainee who starts GP training straight from Foundation Year and assuming they do a full-time 3 year programme will be…

• On the minimum point of the StR pay scale in ST1 (point 00);
• Point 01 in ST2;
• Point 02 in ST3.

So the majority of trainees are only entitled to 25 days of annual leave. There can be confusion thinking that ST3 equals point 03 on the pay scale, but it doesn’t necessarily. You only become point 03 if you’ve worked in other posts after Foundation BUT before joining the GP training scheme (e.g. you’ve changed career).

Study leave is not usually allowed for private study, but may be appropriate in exceptional circumstances. Instead, it’s for going on courses, workshops or doing exams. All study leave must be approved by the Trainer or Hospital Consultant and a Training Programme Director.

• Officially you get 30 days per year of Study Leave (=15 days every 6 months).
• Attending HDR counts as study leave and we run at least 40 half day sessions per year – thus this uses 20 days of this (10 days per 6 months).
• Study leave that prepares the trainee for the requirements of the core curriculum defined by the RCGP and RCGP membership examination is prioritised above any personal learning interest or development towards a potential role as a GPSI even though this interest is included within the GP curriculum.
• You must make sure you attend the required number of Half Day Release which take priority over any other demands for study leave.
• Local courses generally take priority over more distant courses – many schemes will not approve funding for distant MRCGP preparation courses. Clarify with your TPDs.
• Many schemes will not fund GP Update, refresher and Hot Topics courses as they are not considered the most effective way to prepare for AKT. Clarify with your TPDs.
• Trainees who are doing well in their assessments may be funded to attend local RCGP courses aimed at established GPs, if they have educational approval and if resources allow.
• Some schemes recommend to GP training practices that trainees be allowed up to 5 EXTRA study leave days every 6 months in addition to HDR attendance. Included in this extra 5 days is time off to sit compulsory exams. This additional study leave may be granted if the trainer agrees that it is appropriate for the trainee’s professional development needs. However, trainees need to understand that this additional leave is entirely discretionary, not an entitlement, and is almost impossible during hospital posts.

Because of limited resources, most schemes are unable to promise funding for any specific courses. The current priority for funding is for LOCAL courses where the educational activity:

1. Prepares you for the requirements of MRCGP (like local AKT and CSA courses).
2. Tackles an essential component of being a GP (like Child and Adult Protection).

If you want to go on any course, please follow this protocol. All the forms mentioned here are available from your GP scheme administrator.

1. Arrange cover for your absence first: in a hospital post, this means liaising with your peers. In a GP post, this means liaising with the Practice Manager.
2. Fill out a Study Leave Application Form first. Then see if your Consultant or GP Trainer and Training Programme Director will approve your request and sign their part of the form. Forms must be submitted as far in advance as possible but in any event no later than 6 weeks prior to the proposed leave.
3. If study leave is approved, go ahead and pay for the course yourself.   If study leave is not approved a brief explanation will be provided.
4. When the course is over, then fill out the Study Leave claim back expenses form, which helps you to reclaim what you’ve personally forked out.
5. Along with that claim back expenses form, fill out the Study Leave evaluation form. Send both of these forms back. Claim forms must be submitted as soon as possible after the study leave has been completed. Claims submitted after a 3 month period has elapsed will NOT be eligible for payment. Claim forms will not be processed unless accompanied by an evaluation form and receipts.  Forward the completed forms to your GP scheme administrator.
6. Then just wait for £££ to come through.

Leave to take exams is usually counted as part of your Study Leave allowance. However, you can only take it as Study leave as dictated below…

In addition to Annual and Study leave, you are allowed time off from the training programme for any of the types of leave mentioned below, in accordance with the contractual arrangements with your employer.  However, we would like to reiterate the fact that the total, aggregated allowance for the types of leave below must not exceed…

• one week in any 6 month post or
• two weeks in a 12 month training period or
• six weeks over a 3-year training period

(Please note that one year would be a calendar year beginning from programme start date).

Please keep a log of all your leave throughout your 3 year training programme (sickness, parental, maternity and anything else). The ES workbook will help keep a tally of these for you.

Remember, informing the different stakeholders who need to know is the trainee’s responsibility. Failing to do this early on will mean that any gaps that need making up in your training programme will be picked up too late to do anything about and only you lose out. We do not want this to happen to you.

If you need time off sick, there are 2 aspects you need to think about:

SuppoRTT – if more than 12 weeks of sick leave