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Study Leave Requirements Documentation
Purpose
The purpose of this document is to identify the requirements for leave management functionality required by Health Education England (HEE).   
 
Background 
HEE uses leave management functionality to manage postgraduate doctors and dentists in training requiring study or exam leave.  HEE wishes to identify a system to provide similar functionality to maintain business activities from 1st April 2019 onward. 

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  • That best endeavourers are taken to meet the standards identified by the Web Content Accessibility Guidelines (WCAG) 2.0.

Independence of software

  • We do not seek a reseller of software/services.

ISOs certificated?  ISO 20000, ISO 27001 etc

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  • Administrator set up post with sequence of approvers assigned to post
  • Trainee to select permitted post (present and future) to apply for study leave
  • Trainee apply for study leave, exam leave or private leave. Trainee also includes estimated costs as applicable.
  • Trainee get Administrator and Trainee get notification of request application submitted successfully
  • Administrator Review application and Add in sequence/edit Approvers (Exception Approvers  if exception form is completed)
  • First approver gets notification to approve followed by second until the sequence is complete. Should one approver in the approval sequence reject the application, then a notification is sent to the trainee and the sequence stops. The system is then updated with the outcome.
  • Administrators can review and edit applications at this stage but usually only when an issue is identified.
  • Trainee get notification of approval/rejection
  • Administrator/trainee/approvers correspond if rejected [conducted outside the system].
  • Trainee attends and completed training
  • Trainee to upload documents (certificate of attendance & expenses etc.) [not universally done]
  • Trainee to update the expenses payment should further expenses be incurred than originally thought when submitting the application.
  • Administrator to process payment offline [process undertaken by Trusts]. The system will need to record what was approved and how much.
  • Trainee is paid by employer and a record is made on the system that a payment has been made.

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