Application for Individual Staff Award
Application criteria and guidance could be found at the end of this form.
For more information or assistance completing this application please contact:
[email protected]
Please note that applications must be submitted a minimum of 3 weeks prior to
the date of the conference or activity applied for.
Section A
Title
Applicant details
First name
Surname
Position
Grade
Department
Organisation
Address
Email
Telephone
Have you applied for a staff development grant in the past 12 months? [
] Yes [
] No
How did you hear about the Individual Staff Award scheme?
Section B
Eligibility
1. Please state how you are eligible for funding
Please refer to the eligibility guidelines on page 5 and then detail below how you are
eligible to apply for funding
2. Are working within Viapath? [
] Yes [
] No
For a time limited period (to 31/3/18) staff working within Viapath who transferred from a Guy’s
and St Thomas’ NHS Foundation Trust contract of employment to employment by Viapath on
1/1/15 will be eligible. Staff employed directly by Viapath before or after this date are not eligible
If yes are you able to provide evidence that you are eligible to apply? [ ] Yes [ ] No
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Section C
Activity details
3. Activity type
- Conference [
[
- Travel
- Sabbatical [
] will you be presenting at the conference?
]
]
[
] Yes [
] No
4. Total requested
5. Description
Please describe the activity applied for
Please ensure that the following is submitted alongside your application
[ ] Invitation letter, acceptance letter or similar proof of attendance
[ ] Documents showing quotes for all items applied for
If these are not included your application will not be considered.
6. Duration and dates
Duration of the activity, including start and end dates
7. How will this activity benefit you and your department?
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8. Cost breakdown
Please include quotes along with your application.
Accommodation is capped at £70 per night, you will need to meet any additional costs
yourself. We recommend Expedia or Trivago for accommodation bookings.
Travel costs should be kept as low as possible, these will be checked and may be
amended if we find suitable cheaper alternatives.
We recommend using Skyscanner or Kayak for flights and National Rail for trains.
Item description
Amount
Total
Section D
To be completed by the applicant’s line manager
9. Manager’s details
Title
First name
Surname
Position
Department
Organisation
Address
Email
Telephone
10. Does your department benefit from a Special Purpose Fund(s)?* [
If yes, please detail why this activity could not be paid for by the fund
]Yes [
] No
*if unsure or for more information about Special Purpose Funds please contact [email protected]
11. Support for application
Detail why this application is appropriate for charitable funding and how it is additional to
that which should be funded through the Directorate/Departmental training budget
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12. Organisational benefit
What are the benefits to your organisation from the proposed staff development activity?
And what are the personal benefits that will arise for the member of staff that will arise
from this activity?
Section E
Signatures
Signature of applicant
Signed
Date
Signature of line manager
Signed
Date
Please return the completed and signed application to:
Guy’s and St Thomas’ Charity
2nd Floor, Francis House
9 King’s Head Yard
London, SE1 1NA
[email protected]
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Guidance and Criteria for Funding
1. Who is eligible?
Staff from the following employers are eligible for funding:
1. Guy’s and St Thomas’ NHS Foundation Trust
2. Employees of King’s College London who have a joint or honorary contract with
GSTFT.
The following are not eligible to apply for funding:
-
Undergraduate students
Foundation Year doctors (years 1 and 2)
Core trainee doctors / Specialist Trainees (ST1, 2, 3)
Registrar doctors/SPRs
For a time limited period (to 31/3/18) staff working within Viapath who transferred from a
Guy’s and St Thomas’ NHS Foundation Trust contract of employment to employment by
Viapath on 1/1/15 will be eligible. Staff employed directly by Viapath before or after this
date are not eligible
Please note that applications must be submitted a minimum of 3 weeks prior to the date
of the conference or activity applied for.
2. What type of activities can Individual Staff Awards fund?
Awards can be made for the following purposes:
1.
2.
3.
Expenses in connection with attendance at a conference relevant to the applicant’s
work, either in the UK or abroad if the applicant is presenting a paper, poster, case
study or is chairing a session. [A maximum of two places can be funded at the
same conference from employees within the same department]
Travel bursaries to fund visits to centres of excellence in the UK or abroad to learn a
new skill with a view to implementing a new practice or technique on return.
Locum cover in order for the applicant to take a sabbatical leave for a purpose that
is of demonstrable benefit to the organisation.
Priority will be given to those who have not had a grant from the Charity before if there
are insufficient funds to meet all requests deemed suitable for funding.
You are allowed a maximum of 3 awards within a 24 month period.
3. How much can the Charity fund?
The minimum award that can be applied for is £250. The maximum award that can be
applied for is £20,000.
The amount granted in the award letter is the maximum that can be claimed. Any further
costs must be met by the applicant.
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4. What can I claim for?
Items claimed for will vary depending on the particular staff development activity. The
general principle is that amounts claimed should be reasonable and represent value for
money. Only those costs that are absolutely necessary for the award recipient to take
part in the staff development activity will be reimbursed.
The following guidelines should be borne in mind when making arrangements for the
activity. We will assess applications against these guidelines and may amend the
amount applied for on award if necessary to ensure the guidelines are complied with. In
addition, we will assess the claim, when it is submitted, against the guidelines.
Conference fees
Any registration or attendance fees necessary for the recipient to attend the staff
development activity can be reimbursed. Fees for additional activities can be reimbursed
if these activities are necessary for the recipient to benefit fully from the staff
development activity. All claims must be accompanied by acceptable proof of
attendance.
Travel expenses
Air Travel – All flights should be in Economy/Tourist class. The charity will only
reimburse the Economy/Tourist cost for any flight. If you wish to travel in a higher class
of cabin, you will need to meet any additional costs yourself. An economy/tourist class
travel quote should be submitted with the application form, whichever class of travel is
actually booked.
Rail travel - All train journeys should be in standard/second class. The charity will only
reimburse the standard/second class cost of any rail journey. If you wish to travel in a
higher class seat, you will need to meet any additional costs yourself. A standard/second
class quote should be submitted with the application form, regardless of what class of
travel is actually booked.
No other forms of transport are usually reimbursed.
Accommodation
Accommodation costs incurred while undertaking a staff development activity will only be
covered for the duration of the activity e.g. conference attendance, and where
reasonable, a night before the beginning of the activity or after it ends.
Claimants should make every effort to benefit from value and discounted
accommodation. The award cannot be used to cover accommodation in 5-star or luxury
accommodation.
The maximum amount that can be claimed for accommodation is £70 per night, any
additional costs must be met by the applicant.
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Sundries
Costs incurred in producing materials to support the staff development activity (e.g.
poster production for a poster presentation) can be reimbursed if the materials are solely
to be used at the staff development activity. Full details of any materials claimed for
should be included with the application and the claim.
We would appreciate if our logo could be displayed on any poster or presentation
mentioning us as the sponsor of your attendance.
5. Acknowledgement and communication
Please credit Guy’s and St Thomas’ Charity as sponsors of your attendance in posters
and presentations as well as verbally. We enclose our logo with guidelines for your use.
Similarly, we ask that you credit us in relevant media activity, including social media,
relating to the activity sponsored. You will find us on:
Twitter - @GSTTCharity
Linkedin - www.linkedin.com/company/guy's-and-st-thomas'-charity
A copy of your presentation will need to be submitted along with your claim after the
event.
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