Leave requests

• Medical staff should request their leave through Employee Online / LOOP, with at least 6 weeks’ notice.
• Leave will be approved or declined (with reasons given) by the Rota Masters, within 2 weeks of request.
• Leave will be approved on a first come first served basis, with the exception of major holidays and school holidays.
• Staff can submit their preferences for leave for major holidays and school holidays at any time, however it is not guaranteed that these requests will be approved or declined within 2 weeks of request and will likely require discussion to ensure fairness.
• Rota masters will approve/ reject leave via Health Roster- automatic email notification will be sent with the outcome.

Please do not assume your leave request will be granted until the request has been formally communicated.

• Staff should request their leave no less than 6 weeks in advance, allowing rosters to be produced for staff and services 4 weeks in advance.
• Staff should ensure that they are using their leave entitlement evenly throughout the year to avoid build-up of leave or the need to carry over leave.
• Leave requests will be reviewed once every 2 weeks at a minimum and will be either approved or declined (with reasons given) at that point.

• If you require leave urgently due to unforeseen circumstances within the 6 weeks’ notice period, or if you have had leave declined which you require due to extenuating circumstances, please discuss this with the rota masters who will liaise with the team to try to accommodate leave.
• Short notice requests will need to be manually added to Health Roster by the rota master or directorate assistant for consideration.
• Although discussion re short notice leave may take place over email or in person, please note that leave at short notice or due to extenuating circumstances will also need to be formally approved before being taken. Verbal approval is not sufficient.