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Leave

Annual leave

A summary of annual leave entitlement by staff group can be found here.

Sickness Absence Reporting Procedure

If you cannot attend work due to ill-health you should notify your manager (or a designated person within your Institution) of your absence by telephone as soon as possible on the first day of absence and, normally, before the start of their normal working day. Full details of the sickness absence reporting procedure can be found in the Sickness Absence Policy.

On your return to work you should complete a Self-Certification Form (CHRIS 62) for absences up to seven calendar days. For absences of eight calendar days or more you must provide a Statement of Fitness for Work (or ‘Fit Note’) from a doctor. Further information regarding sickness absence certification can be found in the Sickness Absence Policy.

Sources of Information

Management of Sickness Absence

Sick Pay Entitlement

Support

Maternity leave

All pregnant staff are currently entitled to 52 weeks maternity leave, during which you receive full pay (including Statutory Maternity Pay) for the first 18 weeks, unless they opt to receive SMP only. For the remaining period of their leave, they will receive the balance of their entitlement to Statutory Maternity Pay, or Maternity Allowance if appropriate.

Staff seeking maternity leave are advised to follow the guidance set out on the Human Resources Division website:

Graduated return from maternity leave

The Graduated Return Scheme requires that a member of staff must return at a minimum of 20% of full-time and increase back to full time within 12 months. For more information, see the University Maternity Policy and Procedure (above) or contact the Human Resources Division.

Adoption

A member of staff who adopts a child may be entitled to adoption leave and pay (including Statutory Adoption leave and pay, where applicable). Only one of the adoptive parents may take adoption leave. Couples who adopt jointly may choose which partner takes adoption leave. The other member of the couple may be entitled to paternity leave and pay. For more information, see the University adoption policy and procedure or contact the Human Resources Division.

Paternity / Co-Parent leave

All staff who are new fathers, whether they are the biological father of a child or the mother's husband or partner, with responsibility for the child's upbringing are entitled to 2 weeks' paternity / co-parent leave (including Statutory Paternity leave and pay, where applicable). Leave should be taken within 56 days of the birth.

Members of staff, of either sex, adopting a child but not taking adoption leave may also be entitled to paternity / co-parent leave.

If you wish to take paternity / co-parent leave, you may apply on form CHRIS/65, which is available online or from the Human Resources Division.

Shared Parental Leave

The University has a shared parental leave policy which applies to all employees whose child is born or placed on or after 5 April 2015 and who meet the statutory requirements.

Eligible employees will be entitled to take up to a maximum of 50 weeks shared parental leave, consisting of 18 weeks’ paid leave (minus any period of paid maternity/adoption/paternity leave they have already received) during which they will receive their normal rate of pay, followed by up to 19 weeks statutory shared parental leave pay (if entitled) and up to 13 weeks unpaid.

Staff seeking to take shared parental leave are advised to follow the guidance set out on the Human Resources Division website:

Compassionate leave

If you need time off work because of the death or serious illness of a dependant or close relative, you should talk to your local administrator. You may be allowed paid compassionate leave of up to a maximum of 5 working days, depending on the circumstances.

In exceptional circumstances where longer periods of leave are required, a longer period or a combination of compassionate, annual and/or unpaid leave may be agreed to meet the particular circumstances of the case and subject to the operational needs of the work area. 

Full details of the University’s provisions on compassionate leave can be found in the University’s Special Leave Policy. Advice is also available from the Human Resources Division.

Emergency leave

If you are faced with an unforeseen emergency involving dependents, for instance an unexpected disruption in childcare arrangements, you may be allowed to take paid leave of up to 5 working days in any rolling 12-month period (pro-rated for part-time employees), with a limit of 2 working days’ paid leave permitted on any single occasion. Where paid leave is exhausted, you may have a statutory right to reasonable time off (unpaid) to deal with unforeseen emergencies involving dependants. 

You may also request up to 1 day of unpaid leave to deal with severe and un-expected domestic emergencies unrelated to children or dependants, which necessitates your presence at home, for instance a burglary, fire or flood at your home.  

Full details of the University’s provisions on emergency leave can be found in the University’s Special Leave Policy. Advice is also available from the Human Resources Division.

Unpaid parental leave

If you have been employed by the University for more than a year, you may be entitled to take up to 18 weeks' unpaid leave to look after your child until their 18th birthday.

If you need to take such leave, you should inform your head of institution as soon as possible. Full details of the University’s provisions on unpaid parental leave can be found in the University’s Ordinary Parental Leave:policy and procedure.  Advice is also available from the Human Resources Division.

Leave for academic or professional reasons

The University's policy on unpaid leave of absence for academic purposes is set out in the Notice on Leave of Absence granted under Statute D, II, 6 (b) in Statutes and Ordinances.

This type of leave is applicable if you are invited to take up a prestigious visiting appointment at another academic institution, or if you are awarded an externally funded research fellowship to undertake particular research. In such cases, the sponsor should fund your salary.

Secondment leave is available if you are asked to contribute to the work of another organisation (e.g. a government, national agency, charity, or commercial company), and the cost of your salary is met by the host organisation.

In all cases, the leave must be in the academic interests of the institution and supported by the Faculty Board.

Requests for approval of leave by the General Board or Council must be made to the Human Resources Division on the application form CHRIS/67 (formerly LAF1), which is available online.

Sabbatical leave

All University officers falling under Schedule J are eligible for sabbatical leave under Statute D, II, 5. Certain other offices are also eligible for study leave. Your contract of employment will indicate if you are eligible.

Sabbatical leave frees staff from their teaching and administrative commitments to enable them to concentrate on their research and scholarship 'during one term for every six terms of service' while continuing to receive full pay. They are required to produce a report on the work carried out during their sabbatical, for submission to their institutional head soon after the end of their leave.

If you wish to take sabbatical leave, you must first discuss your plans with your institutional head (and with your head of house if you are a fellow of a College) to ensure that satisfactory arrangements can be made in your absence.

Requests for approval of leave by the General Board or Council must be made to the Human Resources Division on the application form LAF1, which is available online, and supported by your Faculty Board.

Leave for Public Service or other reasons

Public Service or Unpaid Leave

Anyone called for Public Service (e.g. jury duty) or wishing to take unpaid leave for any reason not covered by the above should complete this form.