Special Leave Policy Summary

This page provides a summary of the Special Leave Policy. For full details, please refer to the complete Policy on the Special Leave Policy page.    

What is this Policy about?  

There are circumstances when employees will need time away from work to deal with life events.  The Special Leave Policy outlines the leave that is available in different situations and the process an employee needs to follow to request special leave.   

Who is this Policy for? 

All University employees.  

What do I need to know?  

Types of special leave 

Special leave is available in the following situations: 

  • The death of a close family member or dependant. 
  • A close family member or dependant falls ill or is injured. 
  • Emergency situations relating to dependants e.g. an unexpected interruption to normal caring arrangements or an unexpected closure of a child’s school or nursery. 
  • When experiencing domestic violence e.g. when an employee needs time away from work to make practical arrangements such as to organise emergency housing. 
  • Unexpected domestic emergencies, e.g. a fire or flood. 
  • Undertaking fertility treatment or supporting a partner who is having fertility treatment.  
  • When a baby is receiving neonatal care. 
  • Undertaking jury service. 
  • Attending court as a witness. 
  • Medical appointments and treatment related to gender reassignment. 
  • Planned surgery and treatment. 
  • Planned time off for employees with caring responsibilities. 
  • Undertaking civic and public duties. 
  • Training and mobilisation of employee in the reserve forces. 
  • Acting as an organ donor. 

Time off 

In some cases, time off will be granted on a paid basis.  In other situations, unpaid leave is available.  Some situations will need to be covered by annual leave rather than special leave.  Full details of the amount of time off available in each situation are given in the Special Leave Policy.   

Notification process 

For planned events, employees need prior authorisation.  The Special Leave Policy explains how much notice needs to be given in each situation.  In an emergency, prior approval is not needed, but the employee should speak to their manager as soon as they can.   

Employees should submit a CHRIS/68 form to apply for special leave.   For some types of leave, additional documentation is required.  The relevant Head of Institution or manager can complete this form on an employee’s behalf if needed in an emergency.   

To apply for Neonatal Care Leave employees should complete a Neonatal Care Leave Application Form (CHRIS/85). 

Documents 

Special Leave Policy (webpage), Special Leave Policy (PDF) 

Special Leave Policy Flowchart (showing the procedure for considering a special leave request)

Special Leave Application Form (CHRIS/68) 

Neonatal Care Leave Application Form (CHRIS/85)