Add New Leave
If you are required to enter additional information a yellow prompt box will appear with instructions. Your application will not be submitted until all required information is entered.
Select
Apply for Leave from the My Leave menu then click the correct Leave Type tab on the Application page. Alternatively, click one of the sub-menus which will appear when hovering over the
Apply for Leave link. Depending on which leave types you are allowed to submit you will be able to select from one or more of the following options:
- Study
- Special – e.g. Official, Professional, Jury Service, Time off for dependents
- Paid – e.g. Allergy, Trade Union Duties
- Annual
- Sick
If you in any doubt about which type of leave you need to apply for, please contact your Medical Staffing or Education department.
1. Applicant and Cover
The type of leave, your name, application date and the status Pending will be displayed. When your leave has been processed its status will be updated to Approved or Rejected.
| Field |
Description |
| Your Name: |
Click on your name to view your leave allowance for the current period. |
| Cover provided by: |
If you have already arranged cover, enter the name here. |
| Locum Required: |
Check the box if a locum is required. |
2. Leave Information
| Field |
Description |
| Course (Study only): |
Start to type in the name of the course. As you type in the name matching courses will be found; you can select an existing course from the list shown or enter a new one. |
| Location (Study/Special only): |
Enter where the course will take place. As you type in the name matching locations will be found; you can select an existing location from the list shown or enter a new one. Click the Online checkbox to select a course that will be attended remotely. |
| Reason: |
Select an absence reason from the drop down list. If the reason you wish to enter does not appear on the list, select ‘Other’ and enter the reason in the Further Info field below. |
| Further Info: |
Enter an additional description to help distinguish this leave application. For example, ‘long weekend’ for Annual Leave. |
3. Course Information (Study only)
| Field |
Description |
| Reason for Attending: |
Select an absence reason from the drop down list. |
| Upload PDP: |
Upload a personal development plan if it is relevant to the application. Click the Browse button then locate the file on your PC and click Open. The file will be uploaded when you submit the leave application.* |
| Web address: |
If the course has additional supporting information online, please enter the website address here. |
| Upload file: |
If the course has additional supporting information, please upload by clicking the Browse button then locate the file on your PC and click Open. The file will be uploaded when you submit the leave application.* |
*Upload a Word, Excel or Acrobat file with these extensions: .doc, .docx, .pdf, .xls, .xlsx, .jpg (5MB limit)
4. Leave Dates
Leave can be entered as Consecutive or as Non-consecutive (formerly called day release). Choose Non-consecutive if the leave takes place on separate days or if leave must be recorded in hours.
Consecutive: Enter the start and end dates of the leave, the duration of the leave will then be automatically calculated and appear in the Total Days/Hours box. You can enter half or quarter days by specifying when in the day the course starts or ends.
Non-consecutive: Enter the start and end dates of the leave then select the days required from the calendar. Right click each selected date to specify the length of day or to delete.
| Field |
Description |
| Include Saturdays?: |
If the course spans a weekend and you wish to include Saturday in the leave calculation, check the box. |
| Days/Hours in Lieu: |
Enter lieu days/hours in this box and the number of days/hours will be automatically removed from the Total Days/Hours box. |
| Bank Holidays: |
Bank holidays will be automatically calculated and shown in this field. |
| Total Days/Hours: |
The number of days/hours for this leave is calculated from the dates entered and the fields above. |
5. Costs (Study only)
Estimate the costs associated with this leave in the following categories: Travel, Subsistence, Fees and Locum.
6. Approvals
Select from the drop down lists the names of the staff members who you need to approve this leave. If you have any doubts about who to select, please contact your Medical Staffing or Education department. Your approvers have access to this system which will automatically inform them by email of your application.
7. Notes
Enter any additional information in support of your application.
After completing the required information, click the Submit the Leave button. On submission, if you have entered a new course name you will be asked to confirm the new name. If the course is similar to one that is already in the system, you will be asked whether you wish to use the existing name or enter a new one.
On seeing the confirmatory message an email is sent to all Approvers to inform them of the need for them to assess your leave application Approve or Reject it. The leave is now listed under My Leave.