Program 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

      1. the Australian General Practice Training (AGPT) Program

      2. the Fellowship Support Program (FSP)

   2. Registrars training towards RACGP Rural Generalist Fellowship

2.2 Leave entitlements addressed in this policy relate to leave from the Training Program.

1. 1. Leave from the workplace is not within the scope of this policy.

   2. Leave from the workplace is negotiated with your employer.

2.3 This policy does not apply to government incentives that may be available for certain categories of leave, as per the Department of Health, Ageing and Disability’s GP Training Incentive Payments.

2.4 This policy is to be read in conjunction with the

1. 1. Training Program Requirements Policy

   2. Registrar Support and Educational Interventions Policy

   3. relevant training program registrar handbook

      1. 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 Current Australian medical registration and a valid visa (where applicable) are required at all times while on an RACGP-Approved Program.

4. Requests for leave

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

1. 1. Approved personal leave from the Training Program (category 1)

   2. Other approved leave from the Training Program (category 2)

   3. Australian Defence Force (ADF) leave (category 3)

   4. Deferral of Commencement of Training (category 4)

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

1. 1. Registrars who are training with ACRRM (Australian College of Rural and Remote Medicine) and the RACGP towards Dual Fellowship are not entitled to additional leave beyond the allowances specified in this policy.

4.3 Registrars who take leave from the workplace that exceeds a total of three weeks and three days (FTE, including up to three days of RACGP study leave) per six-month training term must advise the RACGP in writing.

4.4 All program leave granted is full-time, even if the Registrar is training part time, calculated in calendar days.

4.5 Requests for leave over 26 weeks are considered by the RACGP on a case-by-case basis.

4.6 The RACGP has the discretion to put the Registrar on leave from the Training Program at any time including but not limited to for safety concerns and de-accreditation of a training site.

4.7 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.

5. Categories of leave

5.1 Legal employment entitlements that count towards Program Time

1. 1. As per the Fair work Act 2009 (cth) and the NTCER (National Terms and Conditions for the Employment of Registrars) for each six-month training term legal leave entitlements include:

      1. two weeks of paid annual leave

      2. one week of paid sick or carers leave

      3. two days of compassionate leave

      4. domestic violence leave

5.2 Category 1 – Approved personal leave from the training program

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

      1. sick leave (when over the limits listed above)

      2. carer’s leave (when over the limits listed above)

      3. Leave for Cultural Considerations for Aboriginal and/or Torres Strait Islander Registrars

      4. Leave for other cultural and religious reasons

      5. Parental Leave

   2. Conditions

      1. Registrars may commence their Training Program on category 1 leave.

      2. Category 1 leave does not count towards the Registrar’s Program Time.

5.3 Category 2 – Other approved leave from the training program

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

      1. leave for personal reasons or any other purpose not granted under category 1 leave

      2. leave for program Administrative Constraints

      3. leave while the RACGP determines a Remediation plan

   2. Conditions

      1. Registrars may apply for category 2 leave for up to 26 calendar weeks at a time, to a total maximum of 52 weeks.

      2. Registrars may commence their Training Program on category 2 leave.

      3. Category 2 leave counts towards the Registrar’s Program Time, unless otherwise advised by the RACGP.

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

1. 1. Category 3 leave is available to ADF personnel and ADF reservists 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. Conditions

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

5.5 Category 4 – Deferral of commencement of training

1. 1. Category 4 leave is to defer Commencement of Training for Registrars who are otherwise eligible for entry to the Training Program

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

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

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

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

   2. Conditions

      1. Registrars may apply for category 4 leave, for a period of up to 26 calendar weeks.

         1. If the Registrar is unable to commence their Training Program after 52 weeks, the RACGP will involuntarily withdraw them from the Training Program as per the Withdrawal Policy.

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

5.6 Category 5 – Disaster 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. Conditions

      1. Category 5 leave does not count towards the Registrar’s Program Time.

6. Leave and CPD (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 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 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.
9.6 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.
9.7 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.
9.8 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).
9.9 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.
9.10 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).
9.11 Parental Leave	Approved time off work or a training program to care for a child (a newborn, recently adopted child, or long-term foster child) or for pregnancy loss occurring after 20 weeks of gestation.
9.12 Part-time training	At least 14.5 hours over a minimum of two days per week in one training site, of which at least 10.5 hours is face-to-face, rostered, patient consultation time, undertaking general practice activities. Work periods of less than three consecutive hours, or of less than four calendar weeks in any one training site will not be considered.
9.13 Program Time	The length of time required to complete an RACGP-approved program as per the Training Program Requirements Policy.
9.14 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).
9.15 Registrar	A medical practitioner enrolled in the: Australian General Practice Training (AGPT) program, or; Fellowship Support Program (FSP).
9.16 Remediation	An approved additional term of program time in which the registrar receives further support in order to address performance concerns.
9.17 Training Program	Either the: Australian General Practice Training (AGPT) program, or Fellowship Support Program (FSP).
9.18 Training Site	A health service accredited by the RACGP where the registrar may undertake their general practice training.

10. Related documents, legislation and policies

• ADF Guide
• AGPT Registrar Training Handbook
• CPD Guide for GP Training
• Fair Work Act 2009 (cth)
• Fair Work Ombudsman - National Employment Standards
• FSP Registrar Handbook
• GP Training Incentive Payments
• Health Insurance Act 1973 (Cwlth)
• National Terms and Conditions for the Employment of Registrars
• 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.