Leave in Special Circumstances
University recognises that there are a range of circumstances when you may need
to take time away from work, but that it may not be reasonably expected for you
to use annual leave or flexi-leave to accommodate this.
are a number of special leave types, with or without pay, which may be approved
following a request. All requests should be discussed, wherever possible in
advance with the manager, before submitting a request online through HR
Connect. To submit a request: log in to HR Connect, select absence, scroll down to ‘other’, click ‘add other’, and then select absence
details. Once saved, this request will be sent to the manager
Jury Duty should still be requested on a Special Leave Request Form which should be authorised by the line manager and sent onto Payroll.
note that Workplace
Options can provide advice and support, if required.
are a number of reasons for which leave in special circumstances may be
considered and the following guidance provides a framework for making and
considering these requests for time off.
leave is discretionary and will normally be for anything from a few hours paid
time off for attendance at a funeral to up to five days paid leave. Leave may
be granted for a longer period but additional leave will normally be unpaid.
may be granted for cases of serious illness of a close relative or if a close
relative passes away. A close relative is defined as a spouse or partner,
child, stepchild, grandchild, parent, step parent, parent-in-law, grandparent,
brother or sister, stepbrother or stepsister or brother or sister-in-law.
considering a request the manager will take into account personal circumstances
including the nature of the relationship; the extent to which other family
members are available for support; the staff member’s responsibilities; and how
far away the family members lives/lived.
leave may also be granted to attend the funeral of a distant relative, or a
person with whom there has been a close personal relationship, this will normally
only be time off during the working day to attend the funeral (if held
locally). However, consideration will be given to the time of day and distance
required to travel, but it is expected that no more than one day will be
The University has produced a guidance document for managers on how to support a team member who has suffered a bereavement. This document, which can be found here, provides information and links where staff can get more support.
Parental Bereavement Leave
Parents and adults with parental
responsibility who have suffered the loss of a child after 24 weeks of
pregnancy and before 18 years of age will be entitled to a statutory 2 weeks
paid leave. This is a day one right. The University will enhance
the statutory rate to full pay for the 2 week leave period.
The two weeks’ leave can be taken in either
one block of two weeks or in two separate blocks of one week each. It
must be taken within 56 weeks of the date of the child’s death. If an
employee loses more than one child, they are eligible for the leave for each
The University has produced a guidance document for managers on how to
support a team member who has suffered a bereavement. This document,
which can be found here,
provides information and links where staff can get more support.
Jury Duty or Court Witness
will always be granted to staff that are required to attend court for jury duty
or as a witness, on the production of Citation forms and the commitment to
claiming for loss of earnings. Staff will continue to receive their salary in
the normal way, during any period that they are required to attend
ensure follow the below steps when requested to attend Jury duty or as a
witness in court.
Email a copy of the Certificate of
Loss of Earnings Form that you receive from the court to firstname.lastname@example.org before attending court,
The payroll team will complete and return to you. This needs to be taken to
court and staff must claim for loss of earnings if they are selected for
(if you are selected for duty) Once you have returned to work
from Jury Duty, please complete a special leave form with the dates and time you
have been absence from work. Forward this
on you your manager, they will then sign and approve the form and forward on to
the payroll team: email@example.com
you are not selected for Jury duty, please can you notify payroll team of this: firstname.lastname@example.org
Following Payment from
the court for loss of earnings, please inform email@example.com
when these have been received and the amount paid (excluding expenses for
travel or subsistence). A copy of the cheque received, or remittance advice
should also be provided to allow payroll to make this deduction from salary.
Please note that by not informing Payroll of monies received from the court,
this could be deemed to be a conduct matter.
that are discharged from jury service or from being a witness, are expected to
return to work for the rest of the day. If staff are not planning to return to
work, advance approval is required from their manager.
Reserve and Cadet Duties
who have declared membership of a reserve force to the University can
request two weeks' additional paid leave for attendance at annual
camp or training. Any additional requests will be considered and would be
granted as unpaid leave subject to approval. Staff who are called up on
active service should contact firstname.lastname@example.org for
advice concerning pay, pension and leave arrangements.
Further information regarding the reserve forces is available at Ministry
of Defence Website.
Trade Union Duties
Union officials will be granted a reasonable amount of paid time off work to
allow them to perform their duties. Time off will also be granted to Trade
Union Learning Representatives to help them promote workplace learning.
All reasonable paid time off will be agreed in advance with the recognised
Trade Unions in line with the RPA.
Public and Statutory Duties
member of staff who wishes to stand for election for public or statutory duties
must inform the Director of People & Services in writing, copying in their
to attend elections may be granted for up to five days for local government
elections and up to three weeks for parliamentary elections at the discretion
of the Director of People & Services.
addition, members of staff are entitled to reasonable unpaid leave to perform
public duties if they are a member of a recognised public or statutory body.
This should be discussed between the member of staff and the manager and will
be based on how long the duties might take; the amount of time that has already
been granted; how the time off will affect the business. Please note that time
off can be refused if it is considered to be unreasonable; alternatively should
the external position be linked to the staff members role and deemed to be of
benefit to the University, paid time may be agreed to perform these public
More information regarding this is available on the Government web site that can be
leave or time off may be available for staff members undertaking job-related
academic or professional studies. This leave can be granted to staff sitting
examinations associated with an agreed (with the line manager / department)
programme of study. The amount of study and examination leave will be at the
discretion of the Head of School or Director of Service but should not normally
exceed five days in any one year.
Fertility Treatment Leave
recognise the physical and emotional stresses of undergoing fertility treatment
and wish to support staff going through this process. We will provide the
following time off for all staff who may be direct recipients of fertility
treatment, and their partners:
receiving treatment – up to 5 days’ paid leave within a 12 month period to
cover necessary treatment during a fertility treatment cycle
- Partners – up to 3
days’ paid leave within a 12 month period to cover necessary treatment and
to provide support during a fertility treatment cycle
paid leave will be pro-rata for part time staff. The 12 month period
begins from the first day that the fertility treatment leave is taken. Any
unused amount cannot be carried forward to the next 12 months. Time off
can be requested as a single block, full days or half days.
regarding infertility and consultations exploring treatment options should be
regarded as medical appointments and entitlement to time off to attend such
appointments is covered by the University’s Attendance Management Policy.
should give their manager as much notice as possible and may be asked to
provide a letter from their doctor/hospital confirming the