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Human Resources

 

Leave

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 they receive full pay (including Statutory Maternity Pay where eligible) for the first 26 weeks and Statutory Maternity Pay for the following 13 weeks. The remaining weeks are unpaid.

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 Leave

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/co-parent leave and pay. For more information, see the University Adoption Policy and Procedure.

Paternity/Co-Parent Leave

The following staff, who have or expect to have responsibility for the child's upbringing are entitled to a maximum of 12 weeks' paid paternity/co-parent leave, regardless of their length of service and entitlement to statutory paternity benefits:

  • Biological father of a child.
  • Spouse, civil partner or partner of the mother or birth parent, who themselves expects to have responsibility for the child's upbringing.  
  • Employee who is adopting a child but is not taking adoption leave.  
  • Employee who is having a child via surrogacy but is not taking adoption leave.  

The paternity/co-parent leave and pay available consists of any statutory leave and pay that the employee is entitled to and a contractual paternity leave and pay provision. Full details and the steps eligible staff must take to give notice of their entitlement are set out in the University Paternity/Co-Parent Leave Policy and Procedure.

Shared Parental Leave

Shared Parental Leave (SPL) gives eligible parents flexibility to choose how they use their family leave entitlement in the year following their child's birth or adoption. SPL can be used where both parents work at the University or where one parent works for the University and the other parent works for another employer or is self-employed (subject to eligibility criteria).

Full details and the steps eligible staff must take to give notice of their entitlement are set out in the University Shared Parental Leave Policy and Procedure.

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.

Ordinary Parental Leave

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.

 

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