Please read this page before submitting an application for any type of Aspirational activity and/or International events (defined as any event outside the UK), as it provides the full application process and information on entitlements and restrictions.
Aspirational & International Approvals
All Aspirational & International activities require approval from the following:
- Educational Supervisor
- Training Programme Director
- NHSE England (delegated to Heads of School in KSS; to Foundation School Directors and to GP Heads of School).
Thames Valley and Wessex Resident Doctors (except GP Registrars working in a GP Practice placement or Integrated Training Post) apply on Accent Leave Manager. KSS Resident Doctors apply using the South East Aspirational and International Application Form.
If fully approved, NHSE will issue you with a unique Aspirational Approval Code that enables you to claim reimbursement for the activity. Any Aspirational/International study leave claims that have not been fully pre-approved by the above will not be reimbursed. Once you have read the guidance below and are ready to start an application, please refer to the step-by-step process guide applicable to you (accessible via the foot of this page).
International activities – additional guidance
International activities fall into two categories:
(1) Fully funded activities International Activities: Attending courses/events outside of the UK to meet curricular requirements. This will only be considered in exceptional circumstances and when the curricular requirements cannot be met by attending a similar opportunity in the UK.
(2) Part Funded (Aspirational) International Activities – Study leave that enhances the knowledge, skills and attitudes of the resident doctor, or enhances any aspect of patient care, but is not mapped to any direct curriculum requirements. For these special aspirational circumstances, it has been agreed that part-funding for one international conference or meeting may be approved for each resident doctor for any one programme. This can be defined as foundation, core or higher training. Up to two events may be considered for longer run through training programmes (e.g. Paediatrics and Obstetrics & Gynaecology). International study leave will only be considered if:
• You have attained your core curriculum competencies and received an ARCP outcome 1
• It is demonstrated that the event links to your relevant specialty curriculum
• For conferences, you must be presenting a poster or oral presentation
Contributions. Approved funding will usually be a contribution towards costs, rather than cover the full costs; this part-funding of attendance reflects both NHSE’s and your commitment to your development. The part-funding may be provided to support the conference/course fee element or the travel and accommodation costs element, whichever is the lower amount. The contribution to the approved element will not exceed £1,000.
The overnight accommodation rate for international study leave must not exceed £150 per night. You must use the most cost effective transport means possible and NHSE reserves the right to only reimburse the cost of the cheapest fare. Early bookings for travel & accommodation should be undertaken where possible to minimise the cost associated with attending the event.
In cases where only one cost element is incurred (i.e. either no course fee or travel and accommodation expenses) NHSE will contribute a nominal amount towards overall costs, based on typical registration costs. The maximum contribution is £450.
Not funded. NHSE does not usually fund the following in relation to international events:
– Mileage*
– Parking*
– Taxis
– Subsistence*
– Visas
– Vaccinations
– Insurance
– Credit card charges, currency conversion charges
– Leisure activities – only educational components may be supported
– Printing, publication or abstract submission costs where separate to the conference fees.
* can be claimed for a for a curricular course approved for full funding.
Online events. If an international event is taking place online, you will still need to follow the Aspirational study leave approval process but an online event would not count towards your standard international activity limit of one per programme.
International Alternatives. If attending an international opportunity is evidenced to be cheaper than a UK alternative/equivalent, then the international opportunity will usually be approved and would not count as the one occurrence above. If service requirements prevent attendance at a UK based educational opportunity, an international alternative/equivalent could be considered. Should the request be approved, expenses would be supported as though it is a UK-based activity, meaning the following costs can be claimed:
No funding required. If you will not be seeking reimbursement for attendance at an international event (any event outside of the UK), then you only require approval from your employer, as long as this includes support from an Educational Supervisor or suitable equivalent. Approvals from your TPD and Head of School are not required in this instance.
Expense Entitlements
The table below indicates the sorts of expenditure that might be incurred in attending an aspirational or international event. The actual items that can be reimbursed will vary depending on whether it is a UK activity or non-curricular or curricular international activity, and may be limited by accommodation and mileage rates, but you should provide details of all known/estimated associated costs, regardless of whether you are applying via Accent Leaver Manager (in Thames Valley or Wessex) or the South East Aspirational and International Application Form (if you are a KSS Resident Doctor). Please refer to the below table when presenting your associated costs for TPD approval, to ensure you present the correct costs and understand your maximum entitlements.
| Course/Conference/Activity Registration Fees: | £ |
| Travel Expenses: | |
| Car, rail, flights, public transport Provide a full break down of all travel costs Taxi fares will only be considered in exceptional circumstances, and you will be required to demonstrate that public transport was not available to complete your journey. | £ £ £ £ Total £ |
| Parking Fees not usually reimbursed by NHSE for international activities. | £ |
| Travel from base to & from a UK airport not usually reimbursed by NHSE for international activities. | £ |
| Accommodation Expenses Maximum of £150 per night for international locations | £ |
| Subsistence expenses not usually reimbursed by NHSE for international activities. | £ |
| Total Estimated Claim: | |
| A. Curricular courses | Total of all eligible costs: £ |
| B. International conferences/meetings/non-curricular events | Only the lower amount of: The Course fee, or Travel + Accommodation costs, up to an absolute maximum of £1,000. £ |
Receipts must be provided for all expenses otherwise your claim will not be processed. Receipts or proof of payment must be submitted with your claim in order for you to obtain reimbursement.
Application Process
Once you have read the above guidance and are ready to start an application, please follow the applicable step-by-step process guide for resident doctors here.