Use this form to manage study leave requests consistently and fairly.

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Study Leave Request Form

Detail	Information
Employee Name
Position
Department
Manager
Employment Start Date
Date of This Request

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Section 1: Study/Training Details

Course Information

Detail	Information
Course/Qualification Title
Training Provider
Level/Type	[ ] Degree [ ] Professional Qualification [ ] Short Course [ ] Certificate/Diploma [ ] Conference/Seminar [ ] Other: _____
Study Method	[ ] Full-time [ ] Part-time [ ] Evening classes [ ] Distance learning [ ] Online [ ] Block release [ ] Day release
Course Start Date
Course End Date
Examination Date(s)

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Relevance to Role

Is this course directly related to your current role?

• Yes - essential for current role
• Yes - enhances current role performance
• Partially related - some transferable skills
• No - personal development only

Please explain how this training relates to your role and benefits the Company:

[Space for employee explanation - be specific about skills gained, how they'll be applied, business benefits]

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Qualification Outcome

Will you gain a recognized qualification?

• Yes: [Specify - e.g., CIPD Level 5, AAT, MBA, etc.]
• No - CPD/awareness course only

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Section 2: Time Off Requested

Study Days Required

Total time off requested:

• Study days/block release: [X] days
• Examination days: [X] days
• Total days: [X]

Specific Dates

Date Requested	Purpose	Duration	Type
[Date]	[Lecture/Exam/etc.]	[Full day/Half day/Hours]	Paid/Unpaid/Annual Leave
[Date]
[Date]

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Pattern of Leave

How will leave be taken?

• Block release: [X] weeks solid
• Day release: Every [day] for [X] weeks/months
• Individual days as needed for lectures/exams
• One-off exam days only

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Section 3: Payment and Cost

Funding Requested

Are you requesting Company funding for:

Item	Amount	Company Contribution Requested
Course fees	£	£
Examination fees	£	£
Books/materials	£	£
Travel costs	£	£
Accommodation (if residential)	£	£
TOTAL	£	£

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Payment Terms

If the Company funds this training:

I understand and agree that:

• If I leave within [12/24] months of completion, I will repay [X]% of costs
• If I fail to complete without good reason, I may be required to repay costs
• I must achieve [pass/merit/distinction] standard
• [Other conditions - specify]

Repayment scale (if applicable):

Time Since Course Completion	Repayment Due
Leave within 12 months	100% of costs
Leave within 13-24 months	50% of costs
After 24 months	No repayment

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Time Off Status

Time off requested as:

• Paid study leave (Company pays your normal salary)
• Unpaid leave (no salary paid for study days)
• Annual leave (deducted from holiday entitlement)
• Combination: [Specify - e.g., exams paid, other days unpaid]

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Section 4: Impact and Cover

Work Coverage

How will your work be covered during absences?

[Explain arrangements for covering your duties - colleagues, rescheduling, completion before/after, etc.]

Proposed cover arrangements:

Task/Responsibility	Covered By	Briefing Required
		Yes / No
		Yes / No

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Impact on Department

Anticipated impact on the team/department:

• Minimal - work can be covered easily
• Moderate - some disruption but manageable
• Significant - careful planning required

Mitigation plans:

[Explain how you'll minimize disruption - advance preparation, flexible arrangements, overtime if needed]

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Section 5: Return on Investment

Benefits to Company

How will the Company benefit from this training?

[Explain specific benefits - improved skills, new capabilities, professional accreditation, compliance, succession planning, etc.]

Skills you'll gain that will benefit your role:

1. [Specific skill and application]
2. [Specific skill and application]
3. [Specific skill and application]

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Knowledge Sharing

Will you share learning with the team?

• Yes - I will deliver a presentation/workshop on [topic]
• Yes - I will create reference materials/guides
• Yes - I will mentor others on these skills
• No - highly specialized/not applicable

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Section 6: Commitment

Study Commitment

Estimated study hours required:

• Lectures/classes: [X] hours per week
• Self-study: [X] hours per week
• Total: [X] hours per week

Where will self-study take place?

• During work time (if approved)
• Outside work hours (evenings/weekends)
• Combination

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Work Commitment

I commit to:

• Maintaining work performance during study period
• Managing my workload effectively alongside study
• Completing courses to the best of my ability
• Sharing relevant knowledge with the team
• [If funded:] Remaining with the Company for [X] months post-completion or repaying costs
• Providing proof of attendance and results

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Section 7: Previous Study Leave/Funding

Have you received Company-funded training in the last [3] years?

• No
• Yes - details below:

Course	Year	Cost	Outcome
		£	Completed / In progress / Not completed

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Section 8: Employee Declaration

I declare that:

• The information provided is accurate and complete
• The course is relevant to my current role and career development
• I have read and understood the Company's Study Leave Policy
• I understand the repayment terms if I leave within [X] months
• I will provide proof of attendance and examination results
• I will maintain my work performance during the study period
• I understand this request may be refused if business needs require it

Employee signature: _________________ Date: _________

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Section 9: Manager Recommendation

Manager Assessment

Assessment of request:

• Strongly support - highly relevant to role, clear business benefit
• Support - relevant and beneficial, manageable impact
• Support with reservations - some concerns about [timing/cost/relevance/cover]
• Do not support - reasons below

Reasons for recommendation:

[Manager's comments on: relevance to role, business benefit, impact on department, cost-benefit analysis, employee's commitment/track record]

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Impact Assessment

Can work be covered during absences?

• Yes, easily
• Yes, with some adjustment
• Difficult but possible
• No - insufficient cover

Timing considerations:

• Timing is suitable
• Timing has some issues: [Explain]
• Poor timing - suggest deferring to: [Date]

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Financial Approval

Funding recommendation:

• Approve full funding (£[X])
• Approve partial funding (£[X] of £[Y] requested)
• No funding - employee to self-fund
• Funded from training budget - cost center: [Code]

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Conditions

Approval is subject to:

• Completion and pass standard achieved
• Repayment terms if leaving within [X] months
• Work performance maintained
• Knowledge sharing with team (presentation/notes)
• [Other conditions: ____________]

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Manager signature: _________________ Date: _________

Manager name: [Print name]

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Section 10: HR/Senior Manager Approval

Final decision:

• Approved as requested
• Approved with amendments: [Specify]
• Deferred to: [Date/Conditions]
• Refused - reasons: [Specify]

Approved costs:

Item	Amount Approved
Course fees	£
Exam fees	£
Materials	£
Travel	£
Total	£

Payment method:

• Company pays provider directly
• Employee pays and reclaims (submit receipts to [process])
• Deducted from training budget

Study leave granted:

• days paid study leave
• [Y] days unpaid study leave
• [Z] days to be taken as annual leave

Conditions of approval:

1. [e.g., Minimum pass grade required]
2. [e.g., Repayment if leave within 24 months]
3. [e.g., Share learning via team presentation]
4. [e.g., Submit attendance and results certificates]

Review date: [If long course - 6-month review of progress]

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HR/Senior Manager signature: _________________ Date: _________

Name and title: [Print name and title]

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Appendix: Study Leave Policy Summary

Eligibility

• [Employees with X months' service]
• Course must be relevant to current role or career development within Company
• Good performance and attendance record
• Previous funded training completed successfully (if applicable)

What's Covered

Typically funded:

• Professional qualifications relevant to role
• Mandatory certifications (e.g., health and safety, professional registration)
• Leadership/management development
• Technical skills for current role

Not usually funded:

• Personal interest courses unrelated to work
• Qualifications significantly above current role level
• Courses overlapping with previous funded training

Time Off Entitlement

• Essential professional qualifications: Paid study leave for exams and necessary lectures
• Job-related courses: Up to [X] days paid study leave per year
• Personal development: Annual leave or unpaid leave

Repayment Terms

If you leave within:

• 12 months: Repay 100% of costs
• 13-24 months: Repay 50% of costs
• After 24 months: No repayment

Repayment waived if:

• Company makes you redundant
• Company-initiated change makes qualification irrelevant
• Exceptional circumstances (manager's discretion)

Responsibilities

Employee must:

• Apply in advance (minimum [X] weeks' notice)
• Maintain work performance
• Attend all classes/exams
• Complete coursework to best ability
• Provide proof of attendance and results
• Share knowledge with team if requested

Manager must:

• Consider requests fairly
• Apply criteria consistently
• Approve/refuse within [X] weeks
• Arrange work coverage
• Support employee during study

Company will:

• Fund approved courses per policy
• Provide reasonable study leave
• Consider career development opportunities

Refusal Reasons

Requests may be refused if:

• Not relevant to current role
• Inadequate budget
• Insufficient cover available
• Recent funded training not completed
• Poor performance/attendance record
• Timing unsuitable (business-critical period)

Appeals: [Process for appealing refusal]

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Key Points Summary

For Employees:

• Apply well in advance (minimum X weeks)
• Explain clearly how training benefits the Company
• Understand repayment terms if funded
• Plan work coverage arrangements
• Maintain performance during study

For Managers:

• Assess business benefit, not just employee benefit
• Consider cover arrangements realistically
• Be consistent - use same criteria for all
• Don't refuse without good business reason
• Support approved learning

Common Mistakes:

• Late applications (insufficient time to arrange cover)
• Vague explanation of relevance to role
• Not planning work coverage
• Assuming study leave is a right (it's discretionary)
• Not understanding repayment terms