The University recognises that employees may be faced with difficult personal circumstances involving the serious illness or death of a close relative. We understand that, during these situations, employees may need to take time away from work.
Compassionate leave is normally granted to an employee who:
- Needs to care for a dependant or close relative who is seriously ill, or
- Requires compassionate leave due to the death of a dependent or close relative (including time to deal with practical matters which may arise as a result).
A ‘close relative’ is defined as a spouse or partner, child, stepchild, grandchild, parent, stepparent, parent-in-law, grandparent, brother or sister, stepbrother or stepsister, or brother or sister-in-law. A ‘dependant’ is defined in the Special Leave Policy.
If you need time off work because of the death or serious illness of a dependant or close relative, you should talk to your department administrator in the first instance. 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.
Should you need to request leave, speak to your line manager and then complete the CHRIS68 form and send this to your departmental HR team/contact. They will in turn counter sign the form and submit this to the Clinical School HR Staff Hub Team who will process the form and issue you with your confirmation of leave letter.
The School of Clinical Medicine does allow Established Academics to take a period of Sabbatical Leave (please note this is reviewed on a case by case basis).
The individual’s period of leave would need to be fully supported by their Head of Department and if clinical they would need confirmation in writing to confirm their clinical activity will be covered during their absence.
The Application Process
- The individual would need to complete a Sabbatical request (CHRIS67). The form would also need to be signed by the Head of Department along with a supporting statement.
- Alongside the CHRIS67 the individual (if undertaking clinical work) will need to send over confirmation that their clinics or teaching responsibilities will be covered in their absence.
- Once the above steps have been completed the Department should send the form to the HR CS Reward Inbox firstname.lastname@example.org who will review the application.
If you have any questions regarding Sabbaticals, contact the Clinical School HR Team via the CS Reward Inbox email@example.com.
Career Break Scheme
The University has developed a career break scheme for academic and academic-related staff. The scheme allows working to be at a minimum of 10% of full-time hours
The career break scheme is an extension of the flexible working arrangements for those with domestic responsibilities, provided that your institutional head supports the request. In brief, the scheme covers leave:
- after the end of maternity leave
- if you have exceptional family responsibilities, or wish to spend more time with young children
- if you have an elderly dependant relative in need of full-time care
- other unforeseen domestic situations.
The maximum period for any career break (including after maternity leave) is two years. Full details are given in the Notice in Reporter, 15 December 1999: Flexible working arrangements.
Long Term Study Leave
If you have ten or more years’ service you may apply to your Head of Institution for a period of unpaid leave of up to nine months to undertake a course of study or personal development which will be of benefit both to you and to your institution. Leave may be granted provided your duties can be covered at no extra cost to the University. In recommending leave to the Clinical School HR Team, your Head of Institution will take into account your performance in your job.
If an employee is called up for jury service, they should contact their Head of Institution or Departmental Administrator at the earliest opportunity to discuss the matter. Jury service normally lasts for 10 working days, but may be longer. The employee should provide their Head of Institution with a copy of the jury summons, a completed CHRIS/68 and any other relevant documentation.
The University expects employees to seek reimbursement from Her Majesty’s Courts Service (HMCS) wherever possible. To do this, the employee should:
a. Send the Certificate of Loss of Earnings or Benefit they receive with their jury summons to payroll for completion. b. Submit the Certificate to HMCS to receive reimbursement for loss of earnings. c. Send the reimbursement receipt they receive from HMCS to payroll.
Employees will continue to be paid as normal whilst on jury service, until reimbursement for loss of earnings is confirmed by the court, at which point the University will make the appropriate deduction from their pay in the next monthly payroll. If the receipt for reimbursement is not received within 3 months of the end of the period of jury service, the University will make a deduction from the employee’s salary in respect of those sums which are reclaimable from HMCS by the employee.
Where an Institution considers that an employee’s absence on jury service will be severely detrimental to the operation of the Department, the employee may be asked to make an application for excusal or deferral, as appropriate. Where the Institution or employee considers that this applies, they should first discuss the matter with their HR School Team. Where the Institution provides a letter (and any other relevant evidence) to support the employee’s application, this should be submitted with the application for excusal or deferral. There is no guarantee that the University’s support will ensure that a deferral will be granted by the court service.