Finance Department. Study Leave Policy

Transcription

1 Finance Department Study Leave Policy Applies to All Finance Staff Originated by Deputy Chief Finance Officer Approved by Chief Finance Officer Date of policy October 2012 Review date October 2015 Circulated to All Finance Staff Page 1 of 7

2 Introduction The aim of this study leave policy is to provide a framework for the provision of support for formal study undertaken by members of the Finance team. Support, in this case, refers to both financial assistance with study costs and time off to undertake formal study courses and examinations. No individual within the Finance Department has a contractual requirement for study leave. As employees of the Department and therefore the Trust, the necessity to discharge the duties of the post held must take priority. If study leave is granted, it is the responsibility of the individual concerned, in conjunction with his/her line manager, to ensure that work is up to date and an appropriate hand-over is undertaken prior to departing for leave. While the main focus of this policy will be formal accountancy qualifications (CCAB or equivalent and AAT), it should also act as a guide when applications are made for other forms of study, e.g. management qualifications. Summary of Provisions This section summarises the key provisions within the policy. For further details see the relevant section. ALL individuals receiving study support are required to be members of HFMA CIPFA, CIMA or AAT supported for finance training ACCA or ICAEW supported only where staff have undertaken study prior to appointment Assumption of 2 full subjects per sitting, 2 sittings per year unless exceptions are made Up to 7.5 days study leave per subject, totalling 30 days per year maximum Student contributes 25%, capped at 200 per subject Non-accountancy training by individual discussion and agreement General Provisions For the purposes of this policy, staff within the department are broken down into three broad categories: 1. Those working at an unqualified or part qualified level, taken to mean band 6 or below. It is anticipated that staff in this group wishing to study will mainly be focussed on undertaking formal accountancy training. 2. Those working at a newly qualified level, taken to mean band 7. It is anticipated that staff in this group will mainly focus on consolidating their experience. 3. Those working at a qualified and experienced level, taken to mean band 8 and above. It is anticipated that staff in this group may wish to pursue other forms of professional study, e.g. business qualifications All staff who are studying or have obtained a professional accountancy qualification are required to maintain HFMA membership. Page 2 of 7

3 In addition, staff with a significant leadership or management element to their role may wish to pursue formal training in this area and employment band should not necessarily be a driver for approval (or otherwise) of this. Applications for Study Support An application for study support is to be completed a minimum of 2 weeks prior to commencement of the course, with sufficient time to enable a considered response. The application must cover the duration of the training, from the current date to completion of the course or qualification for which support is being sought. The main criteria for assessing the application include: 1. Course is appropriate to the role of the individual 2. Meets departmental needs (of particular importance for non-finance study) 3. Supports KSF and development needs 4. Support is affordable within the department s training budget In all cases, requests for study, revision, tutorial and examination leave must be discussed and requested in advance with the relevant Head of Department or Senior Finance Manager. Professional Accountancy Training Subject to successful application, general provisions for support towards professional accountancy training are as follows: Support will be given for CIPFA and CIMA qualifications or for AAT where this is more appropriate to the job role. Staff or new employees already studying towards ACCA or ICAEW qualifications will continue to be supported only on evidence of previous enrolment and study. There is an expectation that the standard format of 2 exam sittings per year is followed, unless personal or work circumstances dictate otherwise. Normally, it would be expected that a minimum of 2 subjects should be taken at each examination sitting unless specified otherwise by the professional accountancy body or the training provider, though exceptions will be made if personal or work circumstances dictate otherwise. Professional Accountancy Training First Sitting Provisions within this section relate to the first sitting of examinations. Provisions in relation to resits and subsequent cycles of examinations are detailed separately, below. A maximum of 7.5 days study leave per subject will be granted for taught courses (day/block), revision & examination, based on the assumption of 2 subjects per exam sitting. This allows a maximum of 30 days study leave per year. Any requirement beyond this will Page 3 of 7

4 need to be taken as annual leave. Whenever possible, study leave should be taken at times that avoids key work periods. Other than in exceptional circumstances and by specific prior agreement, it is expected that students will not attend work on the day of examination either prior to or after sitting the exam. This is to avoid associated work productivity issues due to preoccupation. The day s leave will, however, fall within the provisions of the maximum leave allowed as above. Financial support will be provided as follows:- Element Student Contribution Trust Contribution Course fees (per paper) 25% to a maximum 200 Greater of 75% or cost less 200 Examination fees None Full cost Student membership None Full cost By individual discussion and agreement with the relevant Head of Department or Senior Finance Manager, where a student requires fewer study leave days than allowed within this policy as a direct result of electing to attend courses outside normal working hours (i.e. during weekends or evenings) this will be compensated in one of two ways. Either: o Time off in lieu, to the same total number of days as that saved from the study leave allocation; or o A reduced financial contribution from the student, at a rate of 10% of the student s contribution per day saved from the study leave allocation. Professional Accountancy Training Eligibility for Re-sits In the event that a student fails an exam at the first sitting, the following support will be available: Element Examination fees Study/course/exam leave Support Reimbursed if exams passed 2 days in total per subject However, this will be dependent on the college progress reports/ review meeting from first sitting. Prior to approval a review meeting will take place to ascertain the reasons for the failure with the student having to meet with his/her respective Head of Department or Senior Finance Manager to outline the approach to be taken second time around. Upon passing the first round of re- sits the department may fully reimburse the examination & course fees paid by the student privately Page 4 of 7

5 For any subsequent re-sits, NO support, whether financial or time-off will be granted for an individual. If a second or further re-sit cycle is required and this has been privately funded, a successful outcome will result in a return to the Department s original package of benefits. Workload As leave dates will be agreed prior to the course commencing, students will be expected to manage their work load in an efficient manner prior to study leave and to ensure that there is minimum disruption to providing a smooth efficient finance service within the Trust. Should a Line Manager have sufficient cause to require an individual to be recalled from study leave a request will be made to the Deputy Chief Finance Officer (DCFO) to determine whether this is appropriate. The respective Line Manager will then contact the individual in question and inform him/her of this requirement, the reasons for it and the period that he/she is expected to return to work. An individual review of the circumstances surrounding the recall will follow, with the DCFO, to determine whether any reimbursement of costs or additional support is required or whether it should be deemed lost study leave. It is anticipated that this will be in exceptional cases only and places increased importance upon a full handover prior to departure. Absences Absence from approved study leave, irrespective of duration, should be communicated to the respective Head of Department or Senior Finance Manager. Sickness absences should be reported per the Trust s Sickness Policy. Absences from approved study leave are deemed the same as absences from the workplace. Supervision of Students and Progress Reports Each student to discuss their progress with their respective Head of Department or Senior Finance Manager for each set of exams. Discussion will cover progress / attendance reports including projects/assignments. If this is not available from the student the respective Head of Department or Senior Finance Manager will contact college / Tutor. All College Reports are to be sent to their relevant Head of Department or Senior Finance Manager. Under no circumstances are College Reports to be (only) sent to students. Upon receipt of progress reports a formal review is to be undertaken. If there is insufficient progress has been made towards a positive examination outcome then the Trust reserves the right to terminate a student s study leave entitlement. This decision will be made in conjunction with the Deputy Chief Finance Officer and will involve withdrawing all financial and leave support. Should the Page 5 of 7

6 student decide to continue with the course this will be treated the same as a second cycle of re-sits (see earlier section). Appeals Process Appeals against issues contained within this policy are to be directed to the following individuals: For issues determined by the: Head of Department or Senior Finance Manager Appeal to Deputy Chief Finance Officer Deputy Chief Finance Officer Appeal to Chief Finance Officer Completion of Log Book and Timescale for Full Membership Once a student has successfully completed the examination element of his/her chosen accounting body, a meeting will be held with the CFM to agree an approach and timescale for attaining Full Membership status of that body. The timescale for this meeting will be no greater than 3 months after examination results have been received. Page 6 of 7

7 BIRMINGHAM CHILDREN S HOSPITAL NHS TRUST FINANCE DEPARTMENT STUDY SUPPORT APPLICATION FORM Name Professional Body Level Subjects College Selected Tuition days - specify dates & cost Revision - dates & Cost QBR - dates & cost Study Leave dates Exam Dates Signature & Date Approved Page 7 of 7