TRAINED MEDICAL & DENTAL STAFF LEAVE
APPLICATION AND APPROVAL GUIDELINES
1. INTRODUCTION
These guidelines apply to all trained Medical & Dental staff, for example, Consultants, Specialty Doctors, Associate Specialists and Salaried GPs. The guidelines are intended to clarify entitlement to leave and the processes by which staff apply to take periods of leave.
Categories of leave include:
- Annual Leave
- Maternity Leave
- Sabbatical
- Study Leave – European and outwith Europe
- Sickness Absence
- Adoption Leave
- Parental Leave
- Paternity Leave
- Shared Parental Leave
2. APPROVAL
All periods of leave, other than sickness absence, are subject to prior approval by the relevant Line Manager.
3. RECORDING
Details of leave requested and approved will be recorded and maintained at Directorate / Division level.
4. ANNUAL LEAVE
4.1 Annual leave requests should be submitted, using the request form attached at Appendix 1, to the relevant Manager, a minimum of six weeks in advance of the date of the leave request. The agreed leave record form for all NHS Fife staff is provided at Appendix 2.
4.2 Responses to leave requests being approved should be provided within one calendar week of the request being submitted. If the leave request is not approved, the manager should explain the rationale for the decision.
4.3 Details of the leave entitlements application to each grade of Medical & Dental staff is set out at Appendix 3.
4.4 Details of the leave entitlements applicable to each grade of Medical & Dental staff, including those not directly covered by this policy, are set out at Appendix 4.
4.5 Carry forward of leave is in line with the terms and conditions of service. Cognisance should be made to the COVID-19 leave provisions detailed in Section 8 of these guidelines.
5. PUBLIC HOLIDAYS
5.1 All trained Medical & Dental staff are entitled to 8 public holidays, pro rata for part-time staff, per year in line with the Medical & Dental Staff Public Holiday and Carry Forward Leave agreed with the Local Negotiating Committee, dated July 2020 and as superseded and set out nationally in NHS Circular PCS(DD)2021/01, Annual Leave and Public Holiday Entitlements: Consultants (Scotland) (2004) Specialty Doctors (Scotland) (2008); Associate Specialists (Scotland) (2008); NHS Hospital Medical & Dental Staff and Doctors and Dentists in Public Health.
The 8 public holidays are set each year by NHS Fife, through the Area Partnership Forum.
5.2 NHS Fife expects all trained Medical & Dental staff to take their Public Holiday entitlement on the date the Public Holiday falls. However, if there is an organisational requirement for them to work on a Public Holiday, this will be agreed in advance and premium rates will be paid in these instances, with a day off in lieu.
5.3 If a Consultant, Specialty Doctor, Associate Specialist or employed Salaried GP chooses to work a Public Holiday, with the prior agreement of their Line Manager, but NHS Fife does not require them to work, they will not receive a premium payment, but may take time off in lieu at a mutually convenient time.
6. STUDY LEAVE
6.1 Study Leave General
- Trained Medical & Dental staff are expected to use study leave to support appraisal objectives and fulfil CPD requirements. This includes participation in virtual events and meetings given the current pandemic situation.
- NHS Fife recognises the national terms and conditions of service entitlement of 30 days study leave in any period of 3 years.
- Where an Honorary Contract holder is proposing to undertake study leave associated with University or non-NHS commitments, the period of leave must still be agreed by the relevant NHS Fife Manager.
6.2 Study Leave Application Guidelines
Study leave within the European Economic area is subject to the agreement of the relevant clinical Manager; while study leave outwith Europe is subject to the agreement of the Board Medical Director.
- Study leave requests should be submitted, using the attached request form, a minimum of eight weeks in advance of the date of the leave request.
- The relevant Line Manager should respond to study leave applications within one calendar week of receipt of the request. If the leave request is not approved, the manager must provide the rationale for the decision.
- The total costs to be incurred during the study leave period should be clearly detailed on the study leave application. In circumstances where leave is taken within the UK or European economic area it will be granted with full reimbursement of associated expenses. Study leave outside the European Economic area may be approved with or without pay and expenses at the Board’s discretion, or a proportion of leave and expenses may be offered.
- Corporate Travel Assistance is available via Corporate Travel Management T:+44(0)141 223 1700 E: nhss@eu.travelctm.com
- The Study Leave application form should be completed with notification of associated expenses and forwarded to the relevant Manager, for authorisation.
- Claims for reimbursement of expenses incurred should be made using eExpenses system within three months of returning from the period of leave.
- Any claim for expenses in excess of the amount authorised on the application form requires the approval of the relevant Line Manager.
- Given the current travel restrictions and virtual opportunities as a result of the COVID-19 Pandemic, study leave to participate in virtual events is encouraged.
7. OTHER FORMS OF ABSENCE
All other absences, (other than sick leave), are subject to the prior approval of the relevant Line Manager. Applications for these categories of leave should follow the same procedures outlined above, under Section 4 – Annual Leave.
7.1 Sickness Absence
All staff employed by NHS Fife must observe the Once for Scotland Promoting Attendance Policy and the NHS Fife sickness absence notification guidelines, available on the Intranet or within the booklet for staff, “Sickness Absence – What You Need to Know”.
- Notification to the relevant Directorate / Division on the first day of absence or prior to this date where possible, e.g. for a planned hospital admission.
- Completion of a self-certificate form for absences of 1 to 7 calendar days (inclusive).
- Submission of a medical certificate (Fit Note) for absences of 8 calendar days or more
7.2 Maternity Leave
Maternity Leave and pay is available for eligible Medical & Dental staff, in line with NHS Fife’s Maternity Leave Policy – HR23.
7.3 Paternity Leave
Paternity Leave and pay is available for eligible Medical & Dental staff, in line with NHS Fife’s Paternity Leave Policy – HR13.
7.4 Parental Leave
Parental Leave is available for eligible Medical & Dental staff, in line with NHS Fife’s Parental Leave Policy – HR24.
7.5 Sabbatical
Sabbatical leave is available for eligible Consultants in line with NHS Fife’s Sabbatical Leave Policy – MED HR7.
7.6 Shared Parental Leave
Shared Parental Leave is available in line with NHS Fife’s policy – HR24.
7.7 Family Friendly Policies
The policies referred to above are available via Quick Links on the NHS Fife Intranet along with policies regarding:
- Adoption and Fostering (HR1)
- Breastfeeding and Returning to Work (HR2)
- Career Break (HR32)
- Child Bereavement Leave (covered within HR12 – Special Leave policy)
- Flexible Working (HR40)
- Special Leave (HR12)
8. REFERENCES
8.1 DL(2021)03 – Annual Leave in 2020-21 and Carry Forward to 2021-22
8.2 DL(2020)22 – Annual Leave in 2020-21
8.3 DL(2020)16 – Further Guidance regarding Annual Leave and Public Holidays during the COVID-19 Pandemic
8.4 DL(2020)9 – Annual Leave and Public Holidays during the COVID-19 Pandemic
8.5 Protocol for the Payment of 2019/2020 Annual Leave Carried Forward to 2020/2021 as a Consequence of COVID-19
8.6 PCS(DD)2021/01 – Annual Leave and Public Holiday Entitlements: Consultants (Scotland) (2004) Specialty Doctors (Scotland) (2008) Associate Specialists (Scotland) (2008) NHS Hospital Medical & Dental Staff and Doctors and Dentists in Public Health Medicine and the Community Health Service (Scotland) (2007) GP Specialty Registrars in General Practice
8.7 PCS(DD)2020/01 – Shared Parental Leave Arrangements
8.8 Section 2 of the General Whitley Council Terms and Conditions of Service
Appendices
