GPST General Information

Out of Hours Training

  • Minimum 6 hours OOH work per month when in a GP posts
  • Must complete at least 36 hours in first 6 months of ST3 (as well as having done 36 hours in ST2)
  • At least 18 hours at Green prior to completing training
  • Trainees should receive an induction prior to commencing OOH
  • Trainees are required to fill out a ‘ Record of OOH session' page for each session, the OOH supervisor will also comment on this form at the end of each shift.
  • All shifts should ALSO be recorded within the LEARNING LOG section of the ePortfolio, under OOH sessions with the number of hours and supervision level to be recorded in log entry heading and the Record of OOH session sheet scanned in as an attachment to the log entry. The learning log entry can refer to the Record of OOH session to avoid duplication but should contain a reflective element.
  • These OOH sessions should be shared with the educational supervisor, to enable assessment of the trainee’s progress towards acquisition of the OOH competencies and the minimum of 72 hours of OOH work throughout the year. (Total OOHs required during the ST3 year).
  • Each entry for OOH should normally be linked to section 7 of the curriculum, Care of acutely ill people, and of course anywhere else that is appropriate.
  • Recommendations for summary log sheet, recording of progression along the traffic light system and communication between clinical and educational supervisors are included.

The most up to date OOHs guidelines can be found here.

Study Leave

The full Severn Deanery Study Leave Policy for Doctors in Training and all relevant documents can be found at: 

School of Primary Care Leave Guidance for GPSTs can be found at: 

All study leave applications are now completed using the online Intrepid system.

Forms for downloading:

Study Leave Expenses Claim Form

Study Leave Feedback Form

Study Leave for GP Trainees - Key points

  • Study leave amounts to up to 30 days per year (national agreement) (10 days per 4month post, 15 days per 6 month post) and in ST3 GP training 40 days per year. NB The ST1 & 3 Joint Residential Induction and ST1 and 2 monthly tutorials are deducted from your total allowance leaving 22 days towards other study leave as detailed below. For ST3s, HDRC is deducted leaving 19 days.
  • An expectation of half day per week education will be managed by local GP educationalists. This includes ST 1 / 2. It will include:
    • Time spent in training practice
    • Time spent in small group learning sets
    • Time on sessions / courses relevant to PERSONAL learning plan
    • Other GP training / conferences / courses organised by school
  • Not all learning opportunities count towards study leave. Some “bleep free” protected learning is counted, but non-protected teaching is not part of annual study leave.
  • Specialist Trainees would be expected to take an active part in the provided GP education opportunities and attend these before considering claiming additional funding.
  • Approved Study Leave must be relevant to the trainee's educational needs, appropriate to their experience and supportive to the training programme for which the trainee is enrolled and their planned career path.
  • Wherever possible trainees should attend courses near to their training base and within their Deanery before requesting external courses.
  • Trainees should not register or pay for any course or examination prior to obtaining approval for it. Repayments in these circumstances are by no means guaranteed.
  • Trainees need to be aware that the cost of courses can vary considerably and not all courses a learner wants to attend will be identified as a need or a feasible option within funding available.

Application and Claims Period

  • Study Leave should be planned as far in advance as possible.
  • Requests should be submitted at least six weeks before the proposed start date.
  • Retrospective applications for Study Leave will not be considered for authorisation.
  • Trainees should not normally take Study Leave in the first two weeks of the start of any new appointment in a Trust or rotation.
  • Claims will not be processed if submitted more than 6 weeks after the event, a study leave application has not been received, there is no completed feedback form with the claim form, there is no evidence of payment, there is no evidence of attendance.

NB: All study leave applications, with relevant signatures obtained first, and study leave claims should be sent to the GP Office, The Academy and not to the School of Primary Care. The full Severn Deanery Study Leave Guidance can found on our website via the link at the top of this page. Study leave applications and claim forms can be downloaded from the same link.

Further guidance can be found on the School of Primary Care website

Absence from training

Absence from training and additional training requirements

The RCGP Certification Unit regularly receives requests from deaneries and trainees asking for advice on the amount of training that a doctor has to make up when they have been absent due to sickness, jury service or through maternity and paternity leave.

Although a competency based system is now in place, the General and Specialist Medical Practice (Education, Training and Qualifications) Order 2010 still requires a full three years of training to be undertaken, and does not make any allowances for sickness absence, jury service or maternity and paternity leave. In addition, with training increasingly being made up of four month posts, an absence of more than a
month within a post could be disruptive to the acquisition of the breadth and balance necessary for a generalist.

The following policy should be referred to when a trainee has been absent from training due to sickness, jury service, maternity leave or paternity leave and is a continuation of guidance that was in previously in place.

  1. The RCGP will allow time off from the training programme for sickness absence, jury service, maternity leave or paternity leave. However, the sum of these absences must not exceed two weeks over one calendar year. Any sickness and/or jury service and/or maternity/paternity leave taken in excess of this must be made up in full, but not necessarily in the speciality or post where the absence occurred.
  2. Managing compliance with absence from training is a function of deaneries, therefore trainees must advise the Director of Postgraduate GP Education if they are going to be taking maternity/paternity leave and if they have to attend jury service. Trainees must also inform the Director of Postgraduate GP Education of any absences due to sickness.
  3. Trainees should confirm with the RCGP and their deanery that their plans to make up lost time will mean that their programme of training conforms, on completion, with regulatory requirements.
  4. Trainees that have been on sick leave and have returned to training on reduced hours because of an occupational health recommendation should meet with their Director of Postgraduate GP Education to ensure that they will be completing the required 3 years of training.
  5. It is RCGP and GMC guidance that training periods of less than three months in duration will not normally count towards a CCT. However, in cases where a GP in training has to make up time lost through sickness, jury service and/or maternity/paternity leave; the College may be able to request that the GMC accept training periods of less than three months towards a CCT as long as a full three year training programme is completed. The final decision regarding this lies with the GMC.

QMTS August 2010

Trainee Support

Severn Postgraduate Medical Education provides a Trainee Support Service which supports, assists and promotes personal development and well-being on both a professional or personal level. Trainees can self-refer. Full details can be found via the following link:

Useful Websites

Download a list of Useful Websites

GPST Change Form

With the introduction of a host employer for GP speciality trainees we are able to simplify the forms used for communicating changes to training. 

All trainees employed by the host will now only need to use the GPST Change Form (published here:

This form is to be used to communicate ANY change to training for ANY part of your training. This may include, but is not limited to:

  • Moving house
  • Changing email address or phone
  • Changing supervisor
  • Changing placement
  • Changing from full time training to less than full time
  • Taking time out of programme
  • Going on maternity or paternity leave

It is essential we hear from you if any changes take place that may affect your training. If we don’t hear from you it could affect your training record or create possible pay issues.

If you have any questions about this process, please contact your programme administrator: Siobhan Timms tel: 01793 604424

Patient Safety Concerns

What to do about Trainee patient or personal safety concerns

v4    20th September 2013 

Michael Harris & Stuart Cook, HESW Severn Postgraduate Medical Education

If you are a Trainee…

Step 1.    Decide whether this is an “immediate concern” (see definition below) or “non-immediate” concern. 

  1. Discuss it with your Clinical or Educational Supervisor (CS or ES).
  2. Submit a clinical incident/critical event form.

Step 2.    If still concerned, or unable to discuss with your CS, discuss with the Head of Department or Senior Partner.

Step 3.    If still concerned, or unable to discuss with your CS or HoD/SP, follow the Trust’s or Practice’s whistleblowing procedure 

Step 4.    If still concerned, or unable to discuss as above, discuss with your Training Programme Director.

Timescales as below.

If you are a Clinical or Educational Supervisor, or a Training Programme Director, and your Trainee has notified you of a concern…

Step 1.    Decide whether this is an “immediate” or “not immediate” concern (see definition below).

  1. If it is either of these, go to Step 2. 
  2. If you feel it is not a significant concern, explain why to the Trainee.

Step 2.    Can you resolve the problem yourself? If not, discuss with the Head of Department or Senior Partner. You may wish to bring it to their attention anyway. Check that the issue been logged as a clinical incident/critical event.

Step 3.    If this Step 2 is not possible or doesn’t result in resolution, follow the Trust’s or Practice’s whistleblowing procedure.

Step 4.    If this is not possible or doesn’t result in resolution, discuss with your Medical Director, Training Programme Director or (if you are the TPD) with the Director of your School.

Timescales as below.

What counts as an “immediate concern”?

An “immediate concern” signifies a clear, immediate and continuing danger or hazard to patient or personal safety from the Trainee’s point of view. It describes actual harm, near misses or continuing inadequate supervision, and is a first person account, not hearsay, and in specifies a location i.e. a ward or department in an identifiable hospital or other setting, and provides a clear description of the problem giving rise to the risk.


Trainees and Faculty need to follow this timescale for all concerns:

•    individuals need to decide whether the concerns are:

  • “immediate” (see definition above), 
  • “not immediate”, or 
  • “not a significant personal or patient safety concern”;

•    if an “immediate” concern, they need to raise them with the next person/organisation on the relevant flow-chart below within two working days (two weeks for non-immediate concerns);

•    they need to take the concern to the next level if they have not received a satisfactory response within two weeks (four weeks for non-immediate concerns);

•    Faculty need to respond to concerns raised within two weeks (four weeks for non-immediate concerns).

Trainees and Faculty need to keep a written record of the concern raised and action taken.

Why are there so many possible steps?

Most concerns should be able to be resolved at local level. However, the Trainee’s Clinical Supervisor may have multiple roles (e.g. may also be the Trainee’s Educational Supervisor or Head of Department or Training Programme Director), the Trainee may feel too vulnerable to take action locally, or action through local processes may be ineffective. We therefore give a variety of possible courses of action. 

Lead Employer

See FAQs here

Contact information:

Richard Giles, Medical Staffing Manager
Jenny Harris, Medical Staffing Assistant

Gloucestershire Hospitals NHS Foundation Trust
1st Floor, Sandford Education Centre
Keynsham Road
GL53 7PX

Tel: 0300 422 3144

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