Home Page

Special Leave of absence

SECTION 3 – SPECIAL LEAVE PROVISIONS

 

PURPOSE

 

3.1  One of the Governing Body’s and Council’s key commitments is to support the Work life Balance Strategy and in support of this, a range of flexible working policies and arrangements exist. These, in addition to the Council’s annual leave arrangements, should provide sufficient time off to deal with the personal needs of most employees. However the Governing Body recognises that there are times when employees will need short periods of time off work to deal with family and domestic situations.

 

3.2  The Governing Body and the Council recognises that many areas of public service can only function through the good will of employers who agree to their employees having time off to attend to such duties. The Council wishes to encourage its employees to enter into public service, but must balance this with the needs of service users.

 

3.3  These provisions outline the reasons where special leave may be granted (over and above annual leave entitlements), and the number of days allowable.

 

       KEY PRINCIPLES

 

3.4  Managers are responsible for ensuring that there is adequate provision for the needs of service users and therefore any of the provisions in this policy are subject to management approval. They are not an automatic entitlement and any request will be subject to the needs of the Service. To ensure a fair and consistent approach Managers must consult HR People Services prior to giving approval for other than routine special leave requests.

 

3.5  Employees requesting special leave must apply for approval through DigiGov (or the Special Leave application form for those without DigiGov access), as far in advance as possible taking into account the circumstances of the request.

 

3.6  These provisions are to deal with genuine requests for special leave and any abuse of the provisions will be dealt with under the School’s Disciplinary Policy. Where applications for special leave are frequent then managers should discuss this with the employee.

 

3.7  Where special leave is granted and the employee is entitled to claim an allowance for loss of earnings, the employee should claim and pay the allowance to the Council e.g. Jury Service. In such cases, advice should be sought from HR People Services.

 

3.8  Where special leave with pay is approved the daily amount payable will be the amount normally payable when an employee is taking annual leave. Where special leave is for periods of less than a day then pro rata payments will apply. Unless stated otherwise special leave is with pay.

 

3.9  Where any of these special leave provisions could also be approved under other provisions such as the Parental Leave and Time Off for Dependants (both of which are unpaid) then the provisions of special leave would normally apply.

 

3.10 Frequently Asked Questions regarding Special Leave are available in the Attendance and Wellbeing Toolkit.

 

PROVISIONS

 

Reason for Leave

Further Details

Days Allowable

(Paid unless otherwise specified)

Authority to approve

 

1. Bereavement

a. Death of immediate relative:

Husband/ wife/ partner/ child/ parent*/ sibling*/ civil partner/ guardian/ dependant.

 

 

10 days. This may be extended in exceptional circumstances by Assistant Director/ Director

 

Line Manager .

 

b. Death of other relative:

 

1 day for day of funeral.

 

Line Manager.

 

 

c. Death of a member of staff.

 

Leave to attend funeral. – for direct line manager or representative

 

Other employees may request leave/ flexi

 Line Manager.

 

2a. Domestic / Personal emergencies

 

Leave to deal with certain unexpected or sudden emergencies which are immediate, severe and/or tragic and to make necessary long-term arrangements. Some examples are: critical illness of family/ fire/ theft/ flood

 

Depending on the circumstances of the case, up to a maximum of 2 days leave for each circumstances

 

Line Manager

 

 

2b Dependant care arrangements

 

To make arrangements for care (not actually caring for) of dependants

Up to 1 day paid per instance

This will be monitored and where it is shown to be excessive then limits over a period of time will be set. Guidance on this is available in the A&W Toolkit

 

 

Line Manager

 

3a. Personal Medical appointments

 

Authorised absence for medical reasons to attend e.g. GP, dentist, optician, etc.

 

GP's, dentists and opticians often have extended hours and so employees should make every effort to make appointments outside of their normal working hours. Where this is not possible the appointment must be made for the start/ end of working hours

Where not possible to arrange an appointment outside of working hours time allowed for appointment and reasonable travel time. This is usually up to 2 hours, although

extended reasonable time may be agreed.

This will be monitored and where it is shown to be excessive then limits over a period of time will be set. Guidance on this is available in the A&W Toolkit

Line Manager

 

Hospital appointments/ OH appointments/ Employee Counselling Service

 

Time allowed for appointment and

reasonable travel time. This will usually be 2 hours, although extended reasonable time may be agreed. This may be extended to a maximum of 1 day in exceptional circumstances e.g. IVF treatment/ day surgery/ medical procedure.

This will be monitored and where it is shown to be excessive then limits over a period of time will be set. Guidance on this is available in the A&W Toolkit

Line Manager

 

3b. Dependant appointments

Accompanying dependants to attend a medical appointment at a hospital or GP which cannot be made outside normal working hours. (i.e.  for circumstances where the relative cannot attend on their own).

 

 

 

Accompanying dependants to non medical appointments e.g. social worker, care professionals which cannot be made outside normal working hours (i.e. for circumstances where the dependant cannot attend on their own). Where 2 employees working for the Council have the same dependant usually only 1 of them may claim this unless there are exceptional circumstances

 

Time allowed for appointment and reasonable travel time, this would usually be up to 2 hours, although extended reasonable time may be agreed.

This will be monitored and where it is shown to be excessive then limits over a period of time will be set. Guidance on this is available in the A&W Toolkit

 

Time allowed for appointment, this would usually be up to 2 hours, although extended reasonable time may be agreed.  This will be monitored and where it is shown to be excessive then limits over a period of time will be set. Guidance on this is available in the A&W Toolkit

Line Manager

 

 

 

 

 

 

 

 

 

 

 

Line Manager

 

4. Sporting /Cultural Events.

Employees who are selected to participate in representative sporting or cultural events at National/ International levels.

 

Participants in representative events to be allowed to stay for the duration that they are actively participating in the event, up to a maximum of 5 days.

 

Requests in excess of above may be considered in exceptional circumstances.

Operational Manager

 

 

 

 

 

 

 

OM in consultation with HRPS

 

5. Training

 

Leave to sit approved examinations relevant to job plus examinations approved through post entry training scheme.

Time required to sit exam plus up to 3 days revision leave, maximum ½ day per examination.

Line Manager.

Leave to attend personal graduation.

 

Up to ½ day.

 

Line manager

6. Attendance at job interview

 

For jobs within Cardiff Council.

 

Time required to attend interview.

 

Line Manager

Any other job interview.

 

Annual leave / flexi leave.

(Paid leave will be given for the time required to attend interviews for employees under notice of redeployment/ redundancy)

 

Line manager

7. Public Duties

Leave to attend official meetings/ mandatory training during working hours for employees  who are

  • members of Local Authorities;
  • appointed by a Govt. ministry, assoc. of local authorities or a local authority to serve on a Committee, Tribunal or panel;
  • Justices of the Peace;
  • School Governors;
  • Official Prison Visitors;
  • Any other body in accordance with Sect 50 of the Employment Rights Act 1996.
  • Special Constabulary

 

Up  to a maximum

of 18 days p.a. for all categories (up to a total of 18 days aggregated over all categories listed).

 

Initial approval by Operational Manager. Subsequent requests for time off approved by Line Manager

Military Service (Non Regular Forces).

 

Up to a maximum of 2 weeks per annum for annual camp.

 

Operational Manager

 

Candidate in Local Authority, Parliamentary, Welsh Assembly or European Election.

 

One day’s leave on polling day

 

Line Manager

 

8. Cardiff Council run Elections

Employees involved with election duties i.e. Senior Election Staff, Presiding Officers, Poll Clerks, Count Assistants and Assistants for the issue and opening of postal ballot papers.

 

1 day off with pay per election, subject to business requirements

 

Line Manager.

9. Volunteering Activities

Employees undertaking approved volunteering activities in accordance with Cardiff Volunteering Service

 www.vcscardiff.org.uk

 

Up to a maximum of 5 days (pro rata).

Operational Manager

10. Attendance at Court as a witness or a juror (not in connection with work)

 

Time required to attend court. (Employee must claim and pay to the Council any “loss of earnings" payable).

 

Time required attending court.

 

Operational Manager

11. Attendance at Court as a Defendant

 

Discretion to allow time off in exceptional circumstances.

Depending on circumstances.

 Operational Manager

12. Unpaid Leave

Requests to take unpaid leave will normally be considered after the employee’s annual leave allowance has been exhausted, and in appropriate circumstances

(Employees in the Pension

scheme should seek advice from the Pensions section). Each case to be dealt with on its own merits, with requests to be managed by Service Areas and advice sought from HR People Services.

 

Unpaid leave

Operational Manager

 

(Requests beyond 5 days to be approved by Chief Officer and HRPS  Officer, in consultation with Line Manager).

 

14.  Adverse Weather

 

Non attendance due to adverse weather e.g. snow

(See Severe Weather Conditions Guidance Note – 5.C.177)

Annual leave, flexi, unpaid leave or making up of hours  

Line Manager

 

NOTE:      Special leave provisions cannot cover all eventualities, and there will undoubtedly be exceptional circumstances where it would be appropriate to grant special leave.  Where this is the case, managers should consult hr people services to ensure consistency.

 

Where leave is to be unpaid this must be confirmed in writing to the employee before any deduction from their wages takes place.

 

For the purposes of this policy ‘Dependent’ is defined as: a spouse, a child of the employee, a parent of the employee, a person who lives in the same household as the employee (excluding tenants, lodgers, live in employees e.g. nanny) or a


Gallery Page
We have had 2 2 8 7 6 2 visitors
basic skills agency quality mark award leading aspect award welsh network of healthy school schemes award