Accent Leave Manager Pilot Trainee Information

The Accent Leave Manager pilot will launch on Wednesday, 3rd August 2022 for doctors and dentists in training who are employed by Leeds Teaching Hospitals NHS Trust

From 3rd August 2022 Accent Leave Manager (ALM) will replace the current study leave application process for doctors and dentists in training who are employed by Leeds Teaching Hospitals NHS Trust. The information on this page applies to these staff members only and our trainees employed by any other Trust should continue to use the current study leave application process. This page includes an overview of the ALM approval process, Applicant User Guide and Frequently Asked Questions.

Approval process

The approval process in ALM will differ depending on whether your application is for Study Leave or Study Leave for Regional Teaching. Applications for Study Leave will be approved by a Training Programme Director. Applications for Regional Teaching will be approved by Medical Education. 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.

Before submitting an application on ALM, trainees must have agreement from their Educational Supervisor that the activity is educationally appropriate and have followed local processes to secure the agreement of their Rota Coordinator to take the time off.

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Claims for reimbursement can only be submitted after the event and must be submitted using the local staff expenses system. Claims for reimbursement will not be processed via ALM. However, Medical Education will record the amount claimed against the application on ALM.

User Guide & Frequently Asked Questions

An Applicant User Guide has been prepared to help get you started and provide an overview of the system. Please also see below for answers to frequently asked questions.

   

How can I access Leave Manager?

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. 

Can you show me how to apply?

Yes! We have created a short video to show you the basics - INSERT EM VIDEO

Alternatively please refer to the Applicant User Guide or the HICOM quick guide

I am unable to log in - how do I obtain login credentials?

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.

The system won't let me apply - why?

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.

I have changed my e-mail address who should I tell?

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 relevant School pages.

My placements are wrong/missing; who do I contact?

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.   

I've had the error "There are no approvers available for this placement, please select different dates or placement".

This can mean one of two things.

Firstly, please check the dates of your leave. As per HEE study leave guidance, all study leave must be applied for in advance of the leave taking place. You will not be able to submit a retrospective leave request and will trigger this error. Please correct the dates of your study leave. If you are attempting to submit a leave request for an activity that has already taken place, please contact your local Medical Education Centre, confirming the following:

  • Your name
  • Your GMC/GDC number (if applicable)
  • The date/s of the leave
  • The activity you are applying for
  • A breakdown of any expenses you wish to claim
  • The venue, course provider, and any other details to be included in your application
  • The reason/s why your request was not submitted prospectively.

If the dates are correct and are not retrospective, 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.

What do the different Leave Types mean?

“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.)

 

How do I apply for an online course?

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".

I missed adding expenses/there's an error on my leave request; what should I do? Should I cancel the leave?

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.

How do I cancel a leave request?

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:

  1. Login to your Leave Manager account at https://accent.hicom.co.uk/Portal/Live/Web/
  2. Go to My Applications
  3. Click on the leave request that you want to cancel to open it
  4. Scroll to the bottom of the page
  5. Click Cancel application
I have forgotten my login details; how can I access the system?

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.

How will I know if my application is approved by my TPD?

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.

My Exception approver (TPD/Head of School) can’t see the leave request

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.

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