Professional Development Annual Allowance

Background

The University of Oxford and the Medical Sciences Division have committed to 'provide opportunities, structured support, encouragement and time for researchers to engage in a minimum of 10 days professional development pro rata per year'.

This commitment stems from the Concordat to Support the Career Development of Researchers and is included in the University's Concordat Action Plan and set out in the University's Charter for the Career Development of Researchers.

RDM aims to ensure that all staff (including researchers and professional services staff) undertake continuing professional development in line with this commitment. 

what are the Concordat, Action Plan and charter?

In April 2021, the University of Oxford signed the Concordat to Support the Career Development of Researchers. This is an agreement between universities, research institutes and funders to support the career development of researchers in the UK.

The Concordat Action Plan was approved in April 2022, and contains a series of activities that will help the University of Oxford to deliver against the Concordat. Action 1.3 aims by 2025 to "ensure that all researchers are able to benefit from the availability of at least ten days professional development (pro rata) per year". The Department has chosen to extend this to all staff groups.

The Charter for the Career Development of Researchers replaced the previous Code of Practice for the employment and career development of research staff on 31 October 2024. The Charter, developed in collaboration with colleagues across the division and central University, lists the University's commitments to support researchers' career development and what researchers are responsible for.

What is continuing professional development and why is it important?

Professional development takes many forms, encompassing any activities that enhance professional competencies or that enable you to gain experiences that contributes to your current role or future career (which may be outside academia). It is important to consider the diversity of opportunities, as much professional development activity that is already happening may not be recognised as such. Such opportunities may arise within a research group, department, university, or elsewhere. A webpage is available to support planning of researchers' professional development.

What professional development activities can I undertake?

Unless specifically excluded by your funding body, you can use your 10 days' professional development for activities that contribute to progression in your chosen career, whether that is inside or outside academia.

There is no prescriptive list of 'eligible' activities; instead professional development includes anything that enhances your skills and abilities to do your work.

It may directly contribute to your current role or to your future career.

Some examples of professional development for research staff include:

• Attending training, workshops, and courses
• Contributing to a working group or committee
• Taking on a leadership or supervision role
• Organising seminars or events
• Choosing to speak at or attend a conference
• Working on a funding application
• Learning from others through mentoring or networking events, or the Careers Service
• Workplace shadowing
• Participating in policy development, public engagement or knowledge exchange activities
• Writing up a paper from a previous research project.

Further useful links are provided in the Researchers' Toolkit and by the Researcher Hub.

Many of the examples above are also applicable for Professional Services Staff. Additional ideas for
this group include:

• Learning a new skill or technique either via self-directed learning (e.g. reading, listening to podcasts, completing on line learning courses), working with a colleague or attending a course/workshop;
• Reflective learning – reviewing a situation you were involved with to identify what went well, not so well and opportunities for improvement;
• Using or being a 'critical friend' to help identify areas for improvement as above;
• Time spent either being or having a buddy (as a new starter) or mentor;
• Being part of a project in an area of work that is new to you;
• Work shadowing someone in a different role or area of the Department;
• Taking part in a professional network/community of practice either in RDM, the Medical Sciences Division or beyond.

Do conferences count?

Yes, they may be counted since conferences provide valuable experience and networking opportunities to help build your career.

A few individuals may have funding terms that exclude the use of conference days - please check this with your line manager.

Who is eligible for 10 days' professional development?

The Concordat defines researchers as 'individuals whose primary responsibility is to conduct research and who are employed specifically for this purpose by a higher education institution or research institute.'

In RDM, we are extending the eligibility to cover all staff, not just researchers. All staff in RDM are encouraged to take their professional development allowance.

In RDM, we foster an inclusive and supportive work culture. We therefore wish to:

• Ensure that you are aware of the minimum of 10 days' professional development per year (pro rata)
• Encourage all staff to undertake Profession Development and Career Development Reviews
• Encourage all staff to discuss professional development opportunities with their line manager.

How do I arrange the time for professional development?

The first step is to discuss timing with your line manager.

In RDM, we recommend that you record your professional development during the year. Researchers should use the online recording system accessible via HR Self Service. Professional Services Staff should keep a record themselves which will be transferred onto the PDR form.

Your 10 days' professional development per year are aligned to the University annual leave cycle (1 October – 30 September) and are pro-rata for part-time staff.

Why does professional development need to be recorded?

Information on staff undertaking 10 days' professional development may be used by RDM to provide evidence:

• that all researchers have access to and are supported in their professional development
• of how information about professional development is communicated to researchers
• how much time researchers are spending on professional development
• under audits
• REF
• Department-wide training needs.

Do I need my line manager's agreement to take time for professional development?

Yes - please discuss with your line manager to avoid disrupting planned work.

Both you and your line manager are strongly encouraged to make use of the 10 days' professional development (pro rata). Uptake will be monitored through recording on your PDR/CDR form.

What do I do if I am finding it difficult to take professional development time?

If you find yourself in need of advice, please contact your local HR Team, Business Manager or their Deputy.

Anyone can seek advice and can be assured of confidentiality.

Also remember that if you ever need support and a confidential and safe space to discuss difficult things happening with your peers/line manager, speak to your line manager (if the concern does not involve them), your HR team or one of the RDM harassment advisers, who can provide you with support.

Are the 10 days part of my annual leave?

No. Professional development is separate from your annual leave allowance and will provide paid work time for you to focus on professional development activities.

Your 10 days' professional development per year are aligned to the University annual leave cycle (1st October – 30th September) and are pro-rata for part-time staff.

How does professional development link to my Professional Development Review (PDR) or Career Development Review (CDR)?

Professional development days allow you to take time out from your research/usual work to focus on your professional development, optimise your skill set and prepare your next steps.

Your annual PDR which includes a CDR, gives you the opportunity to reflect on and discuss your progress with your line manager. Should you wish to have your CDR discussion with someone other than your line manager, you can arrange this. We encourage everyone to:

• take part
• record and review your professional development in the past year
• identify the skills you want to develop and the professional development activities to undertake in the forthcoming year.

Uptake of the 10 days' professional development will be specifically discussed at these meetings.

Is there funding available for professional development activities?

There is a broad range of professional development activities, and researchers and other staff have different career trajectories and destinations. Many activities are zero/low cost and the University and Medical Sciences Division provide many free courses and workshops that can benefit researchers. Therefore, although there are currently no University or Divisional funds directly allocated to support individual professional development activities, the lack of dedicated funding should not be seen as a reason not to undertake 10 days' professional development per year.

Some funders will allow applicants to ask for costs for CPD for themselves and people employed on the grant. Where this is permissible applicants are strongly encouraged to consider their CPD needs and those of the staff employed on the grant and to apply for appropriate and justified costs to provide the CPD.

RDM has invested in commissioning a leadership course in 2024/25, with places allocated after an open application process.

RDM HR teams will be providing new guidance for line managers and associated line manager training which will also count.

See a list of training providers.

How do I contact my local HR team in RDM?

See a list of divisional HR Contacts.

My question is not answered here -who should I ask?

Please contact your line manager in the first instance. Other sources of advice and information depending on your question include:

• Your local HR team for advice on local processes within your RDM Division (see Divisional HR Contacts)
• Further advice and support can be obtained from Divisional Business Managers and their Deputies