Leave Policy

1. Purpose

The purpose of this policy is to define the leave entitlements available to Registrars.

2. Scope

2.1 This policy applies to:

1. 1. Registrars enrolled in the Australian General Practice Training (AGPT) program, 

   2. Registrars enrolled in the Fellowship Support Program (FSP), and

   3. Registrars training towards RACGP Rural Generalist Fellowship

2.2 Leave entitlements addressed in this policy relate to leave from the Training Program only. Annual leave and personal leave, as agreed between the Training Site and the Registrar in their work contract, are not within the scope of this policy.

2.3 This policy is to be read in conjunction with the relevant training program registrar handbook. If there is any inconsistency between this policy and the relevant handbook, the terms of this policy take precedence.

3. General principles

3.1 The RACGP recognises circumstances may arise that require the Registrar to take leave from their Training Program, including for their own wellbeing.

3.2 Education and training continuity is important for Registrars, therefore, leave must not compromise the Registrar’s progression through training or their Education and Training Requirements.

3.3 Registrars must not use leave allowances for the express purpose of sitting or re-sitting the RACGP Fellowship Examinations.

3.4 Registrars returning from any extended period of leave must ensure they still fulfill the requirements to practise in Australia, including, but not limited to:

1. 1. meeting the relevant Medical Board of Australia’s (MBA) Registration Standards, particularly in relation to recency of practice; and

   2. holding a valid visa, where applicable.

4. Requests for leave

4.1 Registrars can apply for leave from their Training Program under the following categories:

1. 1. Leave from the Training Program (Category 1),

   2. Additional leave from the Training Program (Category 2),

   3. Australian Defence Force (ADF) leave (Category 3),

   4. Deferral of Commencement of Training (Category 4), and

   5. Special emergency leave (Category 5).

4.2 Registrars must submit leave requests and comply with the requirements in the relevant training program registrar handbook.

4.3 The RACGP grants leave from the program on a full-time basis regardless of the Full-Time Equivalence (FTE) status of the Registrar.

4.4 The RACGP has the discretion to withdraw the Registrar from their Training Program as per the Withdrawal Policy should the period of leave extend beyond a reasonable timeframe, in the RACGP’s opinion, for that category of leave.

4.6 Registrars who are training towards Dual Fellowship are not entitled to additional leave beyond the allowances specified in this policy.

5. Categories of leave

5.1 Category 1 – Leave from the Training Program

1. 1. Category 1 leave is available to all Registrars and includes, but is not limited to:

      1. maternity and parental leave

      2. sick leave

      3. carer’s leave

      4. Leave for Cultural Considerations for Aboriginal and/or Torres Strait Islander registrars

   2. Registrars may commence their Training Program on Category 1 leave.

   3. Category 1 leave does not contribute towards the Registrar’s Program Time.

5.2 Category 2 – Additional leave from the Training Program

1.  

   1. Category 2 leave is available to all Registrars and includes:

      1. leave for personal reasons,

      2. leave for Training Program Administrative Constraints, 

      3. leave for any other purpose not included under Category 1 leave.

   2. Registrars may be placed on Category 2 leave while the RACGP determines their remediation plan, as per the Registrar Support and Remediation Policy.

   3. Category 2 leave is granted for up to 26 calendar weeks at a time, to a maximum limit of 52 weeks.

      1. Following the initial approval for 26 calendar weeks of Category 2 leave, Registrars may apply for an additional 26 calendar weeks of Category 2 leave.

      2. Registrars are not automatically entitled to this additional 26 calendar weeks of Category 2 leave. Requests will be considered by the RACGP on a case-by-case basis.

   4. Category 2 leave contributes towards the Registrar’s Program Time, unless otherwise advised by the RACGP (for some Administrative Constraints, leave required for remediation planning, etc). 

5.3 Category 3 – Australian Defence Force (ADF) service leave

1. 1. Category 3 leave is available to ADF personnel and ADF reservists enrolled in AGPT or FSP, who are required to:

      1. take leave from their Training Program to meet ADF service requirements, or

      2. defer their Commencement of Training to meet ADF service requirements.

   2. Category 3 leave does not contribute towards the Registrar’s Program Time.

5.4 Category 4 – Deferral of Commencement of Training

1. 1. Category 4 leave may be available to Registrars to defer their Commencement of Training, and will only be considered if: 

      1. the Registrar wants to commence training in the second semester of the intake year,

      2. the RACGP is unable to match the Registrar to an appropriate Training Site,

      3. the Registrar is unable to secure appropriate hospital training terms, or

      4. the Registrar’s Medicare provider number is not issued in time for Commencement of Training.

   2. Registrars may apply for Category 4 Leave for a period of up to 26 calendar weeks.

      1. Registrars may submit a request for an additional period of up to 26 calendar weeks of Category 4 Leave in Extenuating and Unforeseen Circumstances. 

         1. Each request will be considered on a case-by-case basis. Registrars are not automatically entitled to this additional 26 calendar weeks of deferral.

   3. If, after deferring their Commencement of Training for a maximum of 52 calendar weeks, the Registrar is still unable to commence their Training Program, the RACGP will withdraw them from the Training Program as per the Withdrawal Policy.

   4. Category 4 leave does not contribute towards the Registrar’s Program Time. The Program Time will commence once the Registrar begins training on their Training Program.

5.5 Category 5 leave – Special emergency leave

1. 1. The RACGP has the discretion to activate Category 5 leave in response to Emergency Situations.

   2. The RACGP will determine the terms of Category 5 leave in each individual Emergency Situation.

   3. The RACGP will contact the Registrar should they be eligible for Category 5 leave at any given time.

   4. Category 5 leave does not contribute towards the Registrar’s Program Time.

6. Leave and Continuing Professional Development

6.1 Registrars on leave must adhere to the CPD requirements outlined in the CPD Guide for GP Training.

7. Amendment of this policy

The Censor-in-Chief (CiC) may, without the consent of the RACGP Board, make Minor, Moderate and Consequential Amendments to this policy at any time. 

If the CiC makes amendments, they must advise the RACGP Board of those amendments as soon as practicable. 

The RACGP Board may make amendments to this policy at any time.

8. Responsibilities

8.1 Censor-in-Chief	Approving Minor Amendments Approving Moderate Amendments Approving Consequential Amendments
8.2 RACGP Board	Approving Major Amendments
8.3 RACGP	Assessing and approving requests for leave, where appropriate Enacting Category 5 leave Notifying the Registrar of the outcomes of the leave application within a reasonable time period for the category of leave
8.4 Registrars	Applying for all categories of leave within a reasonable time period for the category of leave.

9. Glossary

9.1 Administrative Constraints	Limitations or restrictions that arise from RACGP processes resulting in the RACGP being unable to offer any options suitable for the Registrar’s training needs.
9.2 Commencement of Training	The first day on which the Registrar begins their RACGP-Approved Program.
9.3 Consequential Amendment	An amendment that requires urgent implementation as a necessary result of an amendment to another policy or process.
9.4 Dual Fellowship	Fellowship with both the RACGP and the Australian College of Rural and Remote Medicine (ACRRM).
9.5 Education and Training Requirements	The mandatory components of the Registrars RACGP-Approved Program as defined in the relevant registrar handbook.
9.6 Emergency Situations	A situation the RACGP determines impacts a certain cohort of Registrar that requires additional allowances beyond the usual scope of policy. Examples include, but are not limited to: pandemics, and extreme weather events.
9.7 Extenuating and Unforeseen Circumstances	Circumstances which are outside the Registrar’s control and can reasonably be considered to be unforeseen, and can be shown to have a direct and significant impact on the Registrar. The RACGP considers Extenuating and Unforeseen Circumstances  on a case-by-case basis.
9.8 Fellowship	Admittance to either: Fellowship of the RACGP (FRACGP), or FRACGP and Rural Generalist Fellowship (FRACGP-RG).
9.9 Full-Time Equivalence	The RACGP determines FTE to mean 38 hours per week and includes all practice time, education, and Training Program activities – the composition of which will vary depending upon the Registrar’s stage of training.
9.10 Leave for Cultural Considerations	Leave for Aboriginal and Torres Strait Islander Registrars for cultural, ceremonial, community, and family obligations, etc, in keeping with traditional customs and laws, as well as the significant and multifactorial burden of grief and cultural load experienced and impacting on health, wellbeing and ability to work and study effectively.
9.11 Major Amendment	An amendment that materially changes the operation of the policy but is not otherwise a Minor or Moderate Amendment (ie a change to one major clause or policy review).
9.12 Minor Amendment	An amendment to style, to correct grammatical mistakes, change overall formatting, make updates that do not materially change meaning, or any other amendment, which in the opinion of the Censor-in-Chief, does not materially alter the operation of the policy.
9.13 Moderate Amendment	An amendment that materially changes the operation of a policy by a limited amount (ie a change to one minor clause, or changes that have a limited impact on the outcome of the policy).
9.14 Program Time	The length of time required to complete an RACGP-Approved Program.
9.15 RACGP-Approved Program	An education or Training Program approved by the RACGP as a suitable avenue to Fellowship, including the: Australian General Practice Training Program, Remote Vocational Training Scheme, Fellowship Support Program, Practice Experience Program – Standard Stream Practice Experience Program – Specialist Stream Partially Comparable Practice Experience Program –Specialist Stream Substantially Comparable Stream. These Training Programs are approved specified programs listed in Division 6 of the Health Insurance Regulations 2018 (Cwlth).
9.16 RACGP Fellowship Examinations	The exams which, as determined by the RACGP, assess a candidate’s competency for unsupervised general practice anywhere in Australia. They include the: Applied Knowledge Test (AKT), Key Feature Problem (KFP), and Clinical Competency Exam (CCE).
9.17 Registrar	The medical practitioner enrolled in the: Australian General Practice Training (AGPT) program, or; Fellowship Support Program (FSP).
9.18 Training Program	Either the: Australian General Practice Training (AGPT) program, or Fellowship Support Program (FSP).
9.19 Training Region	An area in which the RACGP delivers general practice training as defined by the relevant Training Program.
9.20 Training Site	A health service accredited by the RACGP where the Registrar may undertake their general practice training.

10. Related documents, legislation and policies

• Academic Misconduct Policy
• ADF Guide
• AGPT Registrar Training Handbook
• CPD Guide for GP Training
• Defence Reserve Service (Protection) Act 2001
• Extensions of Program Time Policy
• Fair Work Ombudsman - National Employment Standards
• FSP Registrar Handbook
• Health Insurance Act 1973 (Cwlth)
• Medical Board of Australia’s Registration Standards
• Registrar Support and Remediation Policy
• Training Program Requirements Policy
• Withdrawal Policy

11. Policy review and currency

This policy will be reviewed every three calendar years from the last approval date, or when there is a significant change in the intent of the policy. This policy remains valid and applicable notwithstanding if it is overdue for review.