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Time Away from Work
These pages cover time away from work that is not specifically covered by one of the policies on the Work/Life Balance screens.
- Annual Leave
- Compassionate Leave
- Special Leave
- Jury Service Leave
- Unpaid Leave
- Leave for public duties
- Leave for political activities
- Secondment
- Sabbatical Leave
- Time off for Interviews
Compassionate Leave
Paid compassionate leave is available for the death of a close family member, or to attend a funeral. It is not possible to provide definitive list of circumstances and who specifically would be considered a close relative, but the following examples can be used as guidance:
- Death of partner (this includes same sex partner), parent or child, up to 5 days. A longer period may be granted in specific circumstances, further options such as sick or annual leave may be more appropriate for extended absences.
- Death of other relative or friend, typically 1 day to attend the funeral plus consideration of any significant travel involved; up to 3 days if the employee is the only person available to make the funeral arrangements.
For unusual circumstances or more specific guidance please contact your HR representative who will be able to assist. Requests by an employee for paid or unpaid compassionate leave should be discussed and are granted at the discretion of the line manager, who will inform Human Resources for reporting and payroll purposes.
Special Leave
Applications for special leave with or without pay in respect of the serious illness or death of a relative will be at the discretion of the Director of HR only.
Jury Service Leave
Members of staff who are called for Jury Service or to act as a witness will be released from duty. The University will deduct from pay only the amount received from the Court in respect of loss of earning and expenses. The Payroll Office is required to calculate a daily rate for loss of earnings and authorise the form (which is included with your court instruction pack) on behalf of the University. Payroll will return the form to you before your first attendance at court. You should:
- keep a log of attendances for jury service and
- claim for the amount shown on your loss of earnings for,. If the amount shown on your loss of earnings form exceeds the Court maximum, then the Court maximum should be claimed.
- send all receipts for payments received to the Payroll Office.
Unpaid Leave
Any request for unpaid leave must be discussed and agreed with your line manager. The line manager must inform Human Resources who will write to the employee confirming the deduction and will ensure that Payroll are informed accordingly.
Leave for public duties
Leave for public duties Section 50(1)-(3) of the Employment Rights Act 1996 states:
An employer shall permit an employee of who is a Justice of the Peace, or:
- a member of a local authority;
- a member of a statutory tribunal;
- a member of a police authority;
- a member of a board of prison visitors or a prison visiting committee;
- a member of a relevant health body;
- a member of a relevant education body; or a member of the Environment Agency or the Scottish Environment Protection Agency
to take time off during work for the purposes of:
- attendance at a meeting of the body or any of its committees or sub committees, and
- the doing of any other thing approved by the body ... for the purpose of the discharge of the functions of the body or of any of its committees or sub-committees.
The amount of time off, occasions on which and any conditions subject to which time off may be taken are those that reasonable in all circumstances having regard, in particular to the following:
- how much time off is required for the performance of the duties;
- how much time off the employee has already been permitted, either under the section or for trade union duties or activities; and
- the circumstances of the employer's business and the effect of the employee's absence on the running of the business.
Paid leave of absence up to two full days or four half days per month together with unpaid leave of absence up to two full days or four half days per month will be granted to members of staff undertaking recognised public duties; the actual times at which this leave may be taken are to be a matter of agreement between the member of staff concerned and their line manager, bearing in mind the requirements of his/her post
Leave for political activities
Leave of Absence with Pay to be given:
- to employees who are candidates or agents in Parliamentary, European, County and District elections for the day of the election and the day on which the result of the poll is declared.
Leave of Absence without Pay to be given:
- to employees who are candidates in Parliamentary or European elections for the period commencing with the Notice of Election (i.e., the Notice that announces the date of election and invites nominations) to the conclusion of the poll (this does not affect the right to paid leave as above)
- to employees who are candidates in Parish or Town Council elections on the day of the election and the day on which the result of the poll is declared, if necessary.
Unpaid Leave for Attendance at Party Political Annual Conference
Employees who request leave to attend Annual Conferences as delegates may do so, whether or not normal annual entitlement has been exhausted, subject to the following conditions:
- The request should be supported by the Line Manager concerned who will have regard to the needs of the service. The request should be submitted to the Director of HR for approval in the normal way.
Unpaid leave for this purpose is limited to a maximum of 5 days
Leave to attend annual union conference
The allocation for each recognised trade union is 15 days paid leave to attend annual union conferences. These days are to be used at the discretion of the union, subject to adequate notice being given to the Director of HR and the appropriate line manager. Any leave in excess of these 15 days will be taken either as annual leave or unpaid leave.
Secondment
Applications for a secondment must be discussed and agreed with your line manager and then subsequently agreed with the Vice-Chancellor. A secondment is a period of time when a member of staff is transferred to another organisation for recognised academic\vocational duties. The receiving organisation will cover salary and other financial costs. Secondment may involve the member of staff continuing to undertake set duties within the University during the secondment period.
Sabbatical Leave
Applications for paid or unpaid sabbaticals must be discussed and agreed with your line manager and then subsequently agreed with the Vice-Chancellor.
Time off for Interviews
Paid time off for job interviews is granted by the line manager and should be requested prior to the date of the interview.