TRAINEE ADMINISTRATION 1 Appraisals

The HCPC and BPS requires that all trainees have an individual training plan. This is developed at the yearly appraisals. Additionally, advice may be given in relation to a particular placement or in a relation to subsequent placements (often at the placement visit). Trainees have an end of placement evaluation meeting carried out by their Clinical Tutor which allows them to make plans for the following placement year in terms of placement experience required and in skill development.

2. Psychology Insurance

All trainees are required to take out Psychology Insurance. It is recommended that all supervisors take out this insurance (which is tax deductible) as they are legally responsible for the actions of the trainees and thus are open to being sued.

3. Inoculation against Hepatitis

Trainees are informed at the beginning of the Programme about the availability of vaccination against Hepatitis.

4. Data Protection Act

It is now a legal requirement that any person who stores personal information on a word processor must be registered under the Data Protection Act. It is not possible for trainees to register with the Region for all placements under the Data Protection Act and the University of Surrey's registration does not cover clinical aspects. You must NOT use your home computer or laptop for any clinical work.

5. Travel Expenses

Placement and research related travel expenses can be claimed. Travel claims are paid via payroll at Surrey and Borders Partnership NHS Trust. Trainees will receive payment in their monthly payslip. Claims are processed by the Faculty Administrator at the University and will be forwarded to SABP by the payroll deadline of the 5th of each month. Any claims submitted to the Administrator which have missed the deadline will be paid in the following month’s payslip. Trainees should submit their claims to the Administrator by the end of each month so she has time to process them and get them sent off by the 5th of the following month.

Any travel costs incurred in the course of duties as a Trainee Clinical Psychologist will be reimbursed in accordance with Section 17 and Annex L of Agenda for Change Terms and Conditions. These can be found by following the link below and looking at the Related Documents section on the right hand side of the screen –

http://www.nhsemployers.org/PayAndContracts/AgendaForChange/mileage/Pages/Mi

leage-allowances.aspx

6. Travelling to the University

We actively encourage our staff, students and visitors to travel by means other than car and we are committed to help provide cheaper, sustainable transport alternatives wherever possible. There is limited parking on the Stag Hill campus and it is difficult to park on certain days. The University also operates a parking exclusion zone. If you live within the postcodes GU1, GU2, or parts of GU3 and GU4, you will not be allowed a University parking permit.

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Car parking is difficult and there are limited spaces. Manor Park is car-free. If you live at Manor Park or on the main campus at Stag Hill, you will not be able to bring your car.

Bus Services

If you don’t want to walk, you can go by bus. There are regular bus services between Manor Park, Stag Hill and Guildford town centre between the hours of 06:00 and midnight. There are also plenty of other services operating from the town centre which cover the surrounding areas.

At the time of going to print the University was negotiating with several bus companies to provide a high quality bus service for students. Full details of the routes, timetables and fare prices will be published on the University’s Travel and Transport website when the successful company has been appointed.

Car Parking Restrictions

Most students can easily and cheaply commute to and from campus without the need for a car. Parking at the University is not guaranteed and the car parks are full on a daily basis so parking is difficult. In addition, car parks are used for visitor parking for events such as Open Days and Graduation.

If you meet the University’s eligibility criteria, you may apply for one of a small number of student parking permits. The issue of a permit does not guarantee a space – there are no permit refunds if the car park is full.

For these reasons, we ask that you only apply for a parking permit if it is essential that you drive to the University and you are advised to carefully consider what travel alternatives are available to you if you do not get the permit of your choice.

Applications for student parking are traditionally invited at the beginning of September each year and the exact date will be published in advance on the University’s Travel and Transport website.

Parking at Guildford Cathedral is only allowed with a valid car pass, available to purchase from the Cathedral Office.

Find Out More

For more information on cycling, travelling by bus, eligibility for car parking and how to apply, please visit the University’s Travel and Transport web pages:

http://portal.surrey.ac.uk/transport

7. Types of Leave

The demands of training are known and the need to ensure an appropriate work/life balance is unquestioned. Below outlines various leave entitlements and how some of these allowances can be taken: these have been agreed to ensure that trainees can meet the BPS training requirements.

i. Annual Leave

a) For details of annual leave allowances etc, please refer to your employment contract from Surrey and Borders Partnership NHS Foundation Trust, Appendix SABP 1. b) All leave requests must be made on the Record of Annual leave card.

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c) You may take leave on academic days (see point ix below for details of the number of days permitted) in the course of one academic year, providing you have obtained written permission from the Programme Director and your Clinical Tutor in advance, and providing that not too many of your year group are absent from teaching at any one time. Only 20% of the cohort may take annual leave from lectures at any one time. It is up to individual trainees to ensure they do not exceed this limit. Trainees will need to plan in advance so that requests for leave are less likely to be turned down. Applications for such leave must be made in writing via the Faculty Administrator who will check that any application will not result in more than the permitted number days academic leave in one academic year being taken. Please submit the form requesting academic days WITH your Record of Annual Leave card so all can be signed off at once.

d) All leave during placement time must first be approved by your supervisor. You must complete the Record of Annual Leave card and then get your supervisor to sign it.

e) The request for leave must then be countersigned by the Clinical Tutor.

f) Record of Annual Leave cards must then be presented to the Faculty Administrator, before leave is taken, who will log your leave in the attendance book. Leave can only be logged if there are two signatures on the Record of Annual Leave card.

Record of Annual Leave cards are provided by the Faculty Administrator.

g. Please refer to the Surrey and Borders Partnership NHS Foundation Trust Rostering, Working Time Regulations and E-Rostering Policy (http://www.sabp.nhs.uk/aboutus/policies/P-R) about how leave should be booked. Please note that no requests for carrying leave over from one year to the next will be permitted.

ii. Use of Annual Leave and the Academic Timetable

As the Programme is a 52 week programme, trainees will need to consider the best time to take leave to fit in with submissions and the academic, clinical and research elements of the Programme. The year for annual leave runs from 1 April to 31 March.

iii. Study time on placement

Trainees are allocated half a day each week during placement time for personal study. The timing of this period of study should be agreed with the supervisor. In some services it is best taken as a half day each week, in other services it is more convenient if it is taken as a whole day on alternate weeks. The trainee’s personal circumstances and learning style are also factors to be taken into consideration when agreeing with a placement supervisor how this session of study time should be arranged. Ultimately, however, the study time must fit in with the demands of the service and the availability of the placement supervisor.

The study time can be used for preparing assignments related to the placement such as a case report based on a client seen on that placement or an essay/literature review on a placement related issue or subject, for the service related research project if it is related to the specific placement or for reading round service/client issues. It is not intended to be used for placement administration or writing client reports, although it can be used for Case Reports as indicated above.

77 iv. Duration of Episodes of Leave

Typically, trainees will be actively supported in taking leave when the duration is between 1 – 14 calendar days. A trainee requesting a longer period of leave will need to clearly stipulate the reasons for this additional time and submit the annual leave request to the Faculty Administrator for the Programme Director to consider in consultation with Programme Team members

v. Research/Ethics Committee Attendance

The Programme Team are aware that committees frequently request personal attendance at meetings. A trainee who needs to absent from the academic teaching to attend a committee meeting will need to inform the Faculty Administrator.

vi. Conference Attendance

Requests to attend conferences must be approved by your Clinical Tutor. Requests to attend conferences on academic teaching days will be considered if the trainee is presenting a paper or if it is an exceptional conference. This leave will be treated as conference study leave and a maximum of two days from academic teaching can be taken in one academic year. For attendance at conferences whilst on placement, after you have negotiated this with your placement supervisor, you need to also discuss this with your Clinical Tutor. A maximum of two conference study days can be taken from placements in one academic year. This needs to be recorded as conference study leave and not a placement day. Thus in total you may take no more than four conference study days in one academic year. You can, of course, use annual leave to attend a conference. All conferences and training events should be noted in your log book. If the supervisor on placement requires you to attend a particular conference or training event on a placement day, as part of your placement, this will count as one of your placement days. Trainees who are required, or are given permission to attend a training day on placement which falls on a teaching day at the University, will not be required to use one of their academic leave days. This would count as a placement day.

vii. Time to visit Mentors

Trainees are expected to visit their mentors at least three times a year, usually at their mentor’s place of work. Preferably, visits should be arranged during personal study time. If trainees have to arrange a visit during placement time, they must arrange this for the beginning or end of a day so less time is lost from placement. Such a visit should not occur more than once per placement, subsequent visits should be arranged at an alternative time. viii. Interview Leave

In the final year trainees will be entitled to take up to 3 half days leave for job interviews to secure employment in the NHS on qualification.

ix. Time Allocation Away from Academic Teaching for Annual Leave, Research and Ethics, Conference Attendance and Job Interviews

In year one, a trainee can take up to a maximum of 4 days off the academic teaching programme. In years two and three, trainees can take up to a maximum of 6 days in each year. Over the entire programme a trainee can take a maximum of 12 days. Only 20% of the cohort may take annual leave from lectures at any one time. It is up to individual trainees to ensure they do not exceed this limit. The increased flexibility is to facilitate trainees’ attendance at research development and ethical committee meetings and securing employment. The year for leave on an academic day will run from 1 September to 31 August, unlike annual leave which runs from 1 April to 31 March.

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If trainees need to take time away from teaching to undertake data collection or training, then this will not have to be taken as annual leave although it will count as part of the academic leave allowance.

Trainees who have arranged leave for a study day but after this, teaching is rescheduled to this time, will not be required to use an academic leave day.

Trainees are strongly discouraged from taking annual leave at key times, such as the CBT teaching week, the shared learning exercise, the psychodynamic teaching week and the systemic teaching week. They are also discouraged from taking annual leave that involves a whole module of teaching being missed or multiple PPD groups being missed. No leave will be permitted during the five week induction block unless there are exceptional circumstances.

x. Carers Leave and Compassionate Leave

Leave requests in relation to the above will be considered on an individual case by case basis in line with Surrey and Borders Partnership NHS Foundation Trust employment terms and conditions. The Trust Special Leave policy can be viewed on the following link -

http://www.sabp.nhs.uk/foi/policies/alphabetical/S- U/SABP0028%20Special%20Leave%20Procedure.pdf/

8. Sick Leave

For SABP’s Absence Management Policy, please go to -

http://www.sabp.nhs.uk/policies/alphabetical/A-

C/SABP%200033%20ABSENCE%20MANAGEMENT%20PROCEDURE%20%20Nov%20 09.pdf/

If trainees are ill on placement days they should inform their supervisor, as well as the Faculty Administrator at the University of Surrey, within two hours of the start of their shift. Where possible they should indicate how long they are likely to be off work or agree to phone in the next day. For University days, the trainee must inform the Faculty Administrator.

Trainees are required to let the Faculty Administrator know of all periods of sickness. Trainees must complete a Self Certification of Sickness Absence form for 1 - 7 days (including weekends and off duty days), thereafter, a doctor's certificate must be obtained. Trainees must also attend a ‘Return to Work’ interview with their Clinical Tutor once they are back at work. A Return to Work interview must be undertaken following every occasion of sickness absence.

Surrey and Borders Partnership NHS Foundation Trust requires that action be taken to help and support employees who are sick on four occasions within six months.

If a trainee appears likely to be off sick for a substantial amount of time, the Clinical Tutor will liaise with the placement supervisor to consider the best way to manage the situation; one option is to suspend the placement until the trainee is recovered.

Occasionally a trainee has psychological problems or personal issues (such as bereavement) which may make client work difficult to handle and may limit the trainee's ability to utilise the training experience on placement. In this circumstance the Clinical Tutor will liaise with the supervisor and trainee to agree the best approach to the situation, balancing the trainee’s wishes and interests to the realities of the placement requirements and the needs of service users.

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