Accent Leave Manager - Trainee Information
From 14th February 2023 Accent Leave Manager (ALM) will replace the current study leave application form for doctors and dentists in training working across Yorkshire and the Humber. The resources on this page have been developed to help you get started and address common issues. The following resources are available to help introduce you to Accent Leave Manager:
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Applicant user guide |
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Study Leave Policy |
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Study Leave process map | Regional Teaching process map |
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Frequently Asked Questions |
Approval process
Before you submit a study leave application on ALM, you must have the agreement of your rota coordinator for the time off and the agreement of your supervisor that the activity is educationally appropriate. The application form on ALM includes a declaration to confirm that you have secured these agreements before applying.
When you submit your application on ALM, the application will be routed to the appropriate approver(s) based on your training placement corresponding to the dates of your planned study leave. For external study leave the approver will be your Training Programme Director or Specialty Study Leave Approver. Internal study leave applications for Regional Teaching will be approved by Medical Education colleagues.
Existing study leave applications that were fully approved before the roll out (14th February) will be honoured. If you have an existing application which received supervisor and Training Programme Director approval before this date, you do not need to reapply using ALM.
Expenses
Expense claims for reimbursement can only be submitted after the event and must be submitted using the local trust expenses system. Claims for reimbursement will not be processed via ALM. Medical Education will check that a study leave application has been approved before authorising expenses and will record the amount reimbursed against the application on ALM. Expense claims must be submitted within 6 weeks of the event taking place.
Frequently Asked Questions
Please expand the sections below for answers to frequently asked questions.
Accent Leave Manager is available online at https://accent.hicom.co.uk/Portal/Live/Web/
It is compatible with Microsoft Edge, Safari, Chrome, and Firefox. Accent cannot be accessed properly using Internet Explorer.
Please also ensure that your device is set to UK time.
Alternatively please refer to the Applicant User Guide or the HICOM quick guide.
You can request your login details from the Accent homepage at any time: go to https://accent.hicom.co.uk/Portal/Live/Web/ and click on ‘Forgotten password’ – type in the email address that you have registered with HEE (the address held on the Trainee Information System, TIS) and click Send reset password link. Your login credentials will then be emailed to you from NoReply@hicom.co.uk - you may need to check your junk/spam folder as your email provider may filter the email. Password re-set links are valid for 30 minutes. If you attempt to use the link after this, you will be required to follow the process above again.
If you do not receive login credentials, email StudyLeave.yh@hee.nhs.uk with your first name, surname, GMC/GDC number and preferred email address. Please put “Trainee Login Request” in the subject.
There are some rules built into Accent. For example, if you are trying to submit a retrospective application (ie an activity that starts on the day you're applying or before), the system will not allow you to do so as retrospective applications are not permitted; this will give you a validation error as "There are no approvers available for this placement, please select different dates or placement".
To apply, you must first be in a post on Accent; your post must have Approvers (e.g Medical Education or TPDs) recorded against it (otherwise the post will show as 'There are no approvers available for this placement, please select different dates or placement.').
If you suspect some of this has not been done, please contact StudyLeave.yh@hee.nhs.uk.
Trainee details are primarily managed by our Programme Support Teams; please contact the team with your updated details. Their contact details can be found on the School pages.
Placements are all managed by our Programme Support Team; please contact the team with your updated details. Their contact details can be found on the relevant School pages.
Please be aware that any future placements may not appear in ALM until 2 months before the post start date. Please avoid contacting our Programme Support Team until you are within 2 months of your next placement start date.
This usually means that Leave Approvers are not set up for this post. This may be because it is a new post number (Leave Approvers are attached to post numbers). Please contact StudyLeave.yh@hee.nhs.uk who can investigate and set up the approvers as appropriate.
“International” leave is for anything being held outside of the UK.
“Exam” leave is for attending exams, and always comes out of your External entitlement.
“Study” leave is for everything else. Please remember to select Regional Teaching* if the course/event is mandatory teaching organised by your training programme.
*(Applications for Regional Teaching are only required if you will incur expenses (eg travel or meal expenses). For all other Study Leave activities, an application is always required.)
You can apply for online courses or conferences in the same way as you would for a face-to-face course. When applying for an online course, please ensure that you specify the venue to "Online".
Cancelling leave requests should only be done when you are no longer planning to attend the activity you applied for.
Leave requests can no longer be edited once they have been submitted on Leave Manager as they are under review/have been approved by your approvers on the basis of the information you have provided.
If there is something wrong with/missing from your leave request, please contact your MEC with the details you need changing (including the breakdown of expenses, e.g. course fees, public transport, accommodation, mileage), who can amend/add to your leave request as appropriate.
Cancelling leave requests should only be done when you are no longer planning to attend the activity you applied for. If there is something wrong with/missing from your leave request, please contact your MEC who will be able to amend/add to your leave request as appropriate.
In order to cancel a leave request that you have submitted but you will no longer be attending the activity, please follow the below instructions. Please note that cancelled leave requests cannot be reinstated, so be certain that you need to cancel the request:
- Login to your Leave Manager account at https://accent.hicom.co.uk/Portal/Live/Web/
- Go to My Applications
- Click on the leave request that you want to cancel to open it
- Scroll to the bottom of the page
- Click Cancel application
You can request your login details from the Accent homepage at any time: go to https://accent.hicom.co.uk/Portal/Live/Web/ and click on ‘Forgotten password’ – type in the email address that you have registered with HEE (the address held on the Trainee Information System, TIS) and click Send reset password link. Your login credentials will then be emailed to you from NoReply@hicom.co.uk - you may need to check your junk/spam folder as your email provider may filter the email.
If you do not receive login credentials, email StudyLeave.yh@hee.nhs.uk with your first name, surname, GMC/GDC number and preferred email address. Please put “Trainee Login Request” in the subject.
You will receive an automated email and notification on Accent stating your application has been approved or declined. You will be able to monitor the progress of your request at any time on Accent under the My Applications section. Where provided, approvers’ notes are recorded against their decisions – it is important you read these as there may be some important information for you.
There are two possible reasons for this:
1. TPD/Head of School approval is only required for Exception applications; it's not required for Regional Teaching (i.e. curriculum required activities).
2. If your TPD/Head of School can't see your Exception request, please notify your local Medical Education Centre.
ALM is not linked to the expense systems used by employers so there is no need to upload evidence and receipts after the event. To request reimbursement for your expenses please follow your employer’s local guidance. If you have any questions regarding this process, please contact your Medical Education team.
Employer | Contact |
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Bradford Teaching Hospitals NHS FT | StudyLeave@bthft.nhs.uk |
Calderdale and Huddersfield NHS FT | StudyLeave@cht.nhs.uk |
Doncaster & Bassetlaw Teaching Hospitals NHS FT | DBTH.MedicalEducation@nhs.net |
Harrogate and District NHS FT | HDFT.Strayside.Education@nhs.net |
Hull University Teaching Hospitals NHS FT |
Foundation Y2: hyp-tr.Foundation.Year2@nhs.net All other programmes: hyp-tr.jdStudy.Leave@nhs.net |
Humber Teaching NHS FT | hnf-tr.MedicalEducation@nhs.net |
Leeds Community Healthcare NHS Trust | l.wilson11@nhs.net; sarah.smith268@nhs.net |
Leeds Teaching Hospitals NHS Trust | StudyLeave.LTHT@nhs.net |
Leeds and York Partnership NHS FT | MedicalEducationLYPFT@nhs.net |
Mid Yorkshire Hospitals NHS FT |
Foundation: Jane.Farrar@nhs.net; Sue.Newbound@nhs.net All other programmes: Michelle.Gilbert3@nhs.net |
Sheffield Children's Hospital NHS FT | scn-tr.MedicalEducation@nhs.net |
Sheffield Health and Social Care NHS FT | MedEd.Dept@shsc.nhs.uk |
Sheffield Teaching Hospitals NHS FT | Lesley.Izzard1@nhs.net |
York and Scarborough Teaching Hospitals NHS FT |
MECYork@york.nhs.uk (York Hospital) PGME.Scarborough@york.nhs.uk (Scarborough Hospital) |