Special leave policy

1. Purpose and Scope

1.1 RoS is committed to helping employees maintain a good work life balance. We understand that there may be times when you require time off from work for reasons other than holidays.

1.2 This policy outlines the types of leave available to deal with different absence reasons.

2. Guiding principles

2.1 The principles of the special leave policy are that:

• special leave can be paid or unpaid and is not an entitlement or condition of service but is an option available to managers to provide support to employees in particular situations. Please see Appendix 1 below for examples of paid special leave
• paid special leave can be approved by managers or team leaders within the following limits:
  • line managers/team leaders – Up to a total of 5 days in a 12-month rolling period
  • C-Band managers – An additional 5 days up to a total of 10 days in any 12-month rolling period
• unpaid special leave in all other exceptional circumstances, can only be approved by HR and if supported by the relevant C-Band manager
• unpaid leave is not a substitute for properly managing annual leave or for situations where a contractual change to working hours would be more appropriate. HR will make necessary adjustments for pay and reckonable service and individuals should make themselves aware of the implications before making a request
• in situations where an ongoing or long term need for time away from work is expected, flexible working arrangements may be considered a more appropriate option
• the decision about whether to authorise special leave and the amount of leave which is appropriate will take into account the individual circumstances, business needs and any period of special leave that may have already been approved
• special leave requests should, where possible, be discussed and agreed in advance between the individual and their manager. In some circumstances this will not be possible, (e.g. Domestic Emergency) and they may be discussed retrospectively. Documentary evidence may be requested such as a jury citation or notification of formal training
• all approved special leave must be recorded on MyHR. Please refer to our step by step guidance on how to do this
• if any employee feels that they have been treated unfairly because of the application of this policy, they have a right to raise a grievance.

3. Roles and responsibilities

3.1 The Strategic People Authority is responsible for the content of this policy, its approval and review. They are responsible for ensuring its implementation in practice and for monitoring this over time. They are responsible for ensuring that appropriate procedures, guidelines or standards as are required to support this are maintained and ownership for these assigned appropriately.

4. Approval and review

This policy will be reviewed and approved by the Strategic People Authority (SPA) every 24 months, unless earlier review is appropriate.

5. Appendix 1

Special paid leave can be considered and approved by managers under any of the following categories:

• bereavement: Death of a partner, close relative or other dependent, or close friend
• domestic emergency: Emergency relating to childcare, partner, close relative or other dependant, damage, or disruption to property
• carers: Support to carers to help them provide or arrange care for a dependant with a long-term care need, including attending appointments, meetings with officials or experts, or undertaking other care related activities.
• parental bereavement leave
• community Involvement: If you are involved in community groups, volunteering or community associations to attend formal training or development in order that you can fulfil your role effectively
• Reserve Forces, Territorial Army, Cadet Forces: To attend leadership/command training or annual camp
• Jury Service, Court Citation for Civil cases: Limited to the actual time you are required to attend court. Approval will routinely be given for the total period of required attendance
• Children’s Panel: for attendance at meetings, training and other essential business of the Children’s Panel. Approval will routinely be given for up to a maximum of 18 days per year
• Trade Union: For PCS elected officers and representatives to attend training, National Conference or National Executive Committee meetings
• sporting events/representing RoS: If you are selected to represent Scotland or the UK in a National or International sporting event or if you have qualified or been selected to participate in CSSC National Finals

Special paid leave is not available for:

• routine appointments such as dental or medical appointments
• anticipated events unless specified elsewhere in this appendix
• absence relating to sickness.