1. Definition of Study Leave

2. Criteria

The Public Service Training Committee (PSTC) in the exercise of its functions as delegated by the Services Commissions utilizes the following criteria when considering requests for study leave:

• a. Priority of subject.
• b. Status of officer (Temporary/Permanent/on Contract).
• c. Length of service (with 5 years as a bench mark).
• d. Accreditation status of institution of study or programme.
• e. Relevance of course of study to Ministry/Department.
• f. Relevance of course of study to the wider Public Service.
• g. Officers in receipt of Scholarships/Awards.
• h. The ability of the officer to undertake and benefit from the course.
• i. Three (3) year minimum intervening period between periods of study leave granted to individual officers.

3. Conditions on which  Study Leave is recommended by the PSTC

• a. Full pay leave for courses at the Barbados Community College and for officers in receipt of scholarships.
• b. Half Pay Study Leave for final year of Bachelor’s programme (usually local courses of study at the University of the West Indies, Cave Hill, St. Michael).
• c. Half pay leave for Masters programmes.
• d. No pay leave for Ph.D. programmes.

Note:

1.  Conditions of leave in respect of Scholarships depend on the level of priority within the Public Service and the stipulations of the awarding body. Public Officers who are awarded scholarships must meet the criteria established by the PSTC.
2. It should be noted that the PSTC may consider other pertinent information/and special circumstances which would guide its deliberations and ultimate recommendations.

4.  Application for Study Leave

•  a. All public officers, who on their own initiative wish to embark or have embarked on a course of study, must apply for study leave by completing the prescribed “Application for Study Leave Form” which is available at Training Administration Division
• b. Part A of the form must be completed by the applicant in its entirety, while Part B must be completed by the Ministry/Department.
• c. All completed applications for Study Leave must contain the comments and recommendations of the Permanent Secretary and Head of Department.
  
• d. All completed Study Leave forms must bear the signature of the Permanent Secretary and/or Head of Ministry/Department, or other designated senior officer before they are submitted to TAD.

N.B. Ministries/Departments must ensure that all Applications for Study Leave Forms are thoroughly completed and all required information and supporting documentation provided.  All Study Leave requests must be submitted to TAD, even in cases, where the application is not supported by the Ministry/Department. The Ministry/Department must clearly indicate reasons for not supporting the applicant.

5. Information/documentation required for processing applications or Study Leave

Applicants must provide the following information:-

• a. National Registration Number:  This is the number on the Barbados identification card e.g. 500826-0020.  This is a number unique to the applicant and will serve to track the study leave record of the officer.
• b. Name:  The officer’s full name must be clearly stated.
• c. Date of Birth:  Date/Month/Year
  
• d. The Ministry/Department: Should be clearly stated (as contained in the Civil Establishment (General) Order and not the section of a Ministry or Department where the officer works).
• e. Post: The substantive post and incremental date of the applicant must be clearly stated.
  
  If the officer is acting, the acting post must be stated as well. This is important since officers are granted study leave on the salaries attached to their substantive posts and it has implications for the processing and signing of bonds.
  
•  f. Status:  This refers to whether the officer is a permanently appointed officer or holds a temporary appointment or is on contract.
• g. Salary:  The present salary scale and incremental dates must be clearly stated (e.g.)
• (1) Salary per annum - $36,000.00
• (2) Salary Scale Z6-1
• (3) Incremental Date – (month annual increment is due) e.g January
  
  Where the applicant is at the maximum in a scalar post, the term “Max” should be used. Where the applicant is paid in a fixed scale, the term “FX” should be inserted.
  
• h. Years of Service:  It is imperative that the employment record section of the form be completed.  Specific dates must be given e.g. 1960-08-01 to 2003-10-01. This includes any period of continuous temporary service.
• i. Course of Study:  The officer must ensure that the correct course title is stated, as offered by the institution/university.
• j. Duration:  This refers to the period of time indicated by the university/institution for the candidate to complete the course of study.  This should include:
• (1) Work attachments;
• (2) Thesis Preparation; and
• (3) Internships etc.
• K. Institution/Country:  The full name and address of university/institution must be clearly stated.  The officer must ensure that the particular university/institution is accredited to offer the particular discipline.  Moreover, an acceptance letter should accompany the application for study leave, and if not available at the time, must be submitted to Training Administration Division as soon as it is received.
• l. Course Content:  Officers are required to accurately state the course contents (subject areas being offered). This must be supported by official documentation from the institution/university.
• m. Qualifications:  The exact programme title, qualifications obtained and year received must be clearly stated. e.g. Certificates, Diploma or Degree.
• n. Courses already taken:  Some officers embark on the courses of study prior to requesting study leave.  Officers are required to submit with the completed forms:
• (1) A list of courses to be taken during period for which the study leave is being requested; and
• (2) Official documentation/transcript from university or institution is required indicating those courses already completed/to be completed.
• o. Previous Training and Study Leave granted:  Where applicable all public officers requesting study leave must clearly indicate the exact period of previous training and study leave granted (other than short periods granted to prepare for and write exams).
  

 6. Bonding

All Public Officers who have been granted study leave with pay (half/full) will be required to sign a Bond to same on completion of the training/study. A Study Leave Bond, is required by General Orders, Section 7.11.1, pg. 77.

7. Deadlines for Submission of Study Leave Forms

Training Administration Division requires that all completed application forms for study leave should be submitted to its office by:

• a. 28th February for programmes commencing August-October of same year; and
• b. 31st July for programmes commencing in January of the following year.
  
  Please note that the completed forms are to reach Training Administration Division by the dates stipulated above. This means that the applications should be submitted to the Permanent Secretary/Head of Department with enough time for processing to reach Training Administration Division on or before the stipulated dates for receipt of study leave applications.

8. Request for Extension of Study Leave

 All requests for extensions of study leave must be channeled through the parent Ministry for comments and recommendations before they are received at Training Administration Division.

 Public Officers requiring an extension of their study leave must submit the following with their requests:

• a. Official correspondence from the university/institution corroborating the request and stating clearly the reasons for the extension, the exact period of leave required and the courses of study to be undertaken.
  
• b. Comments and recommendation of the parent Ministry.
• c. A progress report/transcript from the institution in keeping with Section 7:13 of the General Orders, pg.79.
  
• d. The report/transcript must indicate the courses taken and status (eg. passed/failed/supplementary exam required).

9. Request for Review of Study Leave

All public officers who were unsuccessful in their request for study leave may request a review of the decision. In addition, public officers who are granted study leave may request a review of the condition under which the study leave was granted.

Any request for review must be clearly and logically stated and the information contained must be materially different from that which formed the basis of the original request for study leave.

10. Request for Deferral of Study Leave

Public Officers who are granted Study Leave may want to defer that leave for some reason.  All requests for deferral of study leave must be channeled through the officer’s Ministry/Department.  Supporting documentation and clear reasons for the deferral must be given together with the period the officer proposes to proceed on study leave.

 11. Procedures for Processing  Request for Study Leave

• a. The desk officer at Training Administration Division prepares an Information Paper encapsulating all pertinent information for consideration by the Public Service Training Committee (PSTC).
  
• b. The PSTC’s recommendations are presented to the Minister responsible for training matters for approval and ratification.
• c. Both the PSTC’s recommendations and the Minister’s ratification/ approval are sent to the relevant Services Commission, through the Chief Personnel Officer, for consideration of the grant of the required Study leave, pending the confirmation of acceptance by the institution and the signing of a bond for officers granted the leave with pay.
• d. When Training Administration Division receives a response from the Chief Personnel Officer of the approval or non-approval of the required study leave, this information is channeled to the Ministries/Departments with an invitation to inform the respective candidate.
• e. Where study leave is granted ‘With Pay’ the officer is required to sign a Study Leave Bond as per Section 7.11.1 of the General Orders In this regard, the Division will prepare the necessary bond and communicate with the candidate directly and invite him/her to come to the Division to execute the Bond.
• f. Officers should not change the course of study for which the leave was granted without the approval of the relevant Service Commission.
• g. Officers are expected to return to their posts immediately on completion of the course of study if it finishes before the end date for which the leave was granted.  Adequate notice should be given to their Ministries/Departments about the expected completion dates of the course of study and the likely resumption of duty so that appropriate staffing adjustments can be made in a timely manner.
  

Download Study Leave Form