Discretionary leave
Paid discretionary leave
We may approve paid discretionary leave for family or personal reasons, such as bereavement.
We may grant paid leave to make arrangements following the death of a close relative or dependant. This would include attending the funeral.
Managers should use their discretion when granting such leave. They should consider the specific circumstances of the request.
Managers may grant general special leave provisions of ten days (74 hours) paid leave. If an employee wishes to take further leave, they may request annual leave in the usual way.
Following the death of someone who is not a close family member, employees may request unpaid time off, or annual leave, to attend a funeral.
When granting paid discretionary leave for bereavement, we define a close relative or dependant as the employee's:
- own child
- next-of-kin or nominated next-of-kin
- spouse, partner, civil partner
- parent, grandparent, grandchild
- brother or sister
- parent of spouse, partner, civil partner
Other reasons for paid discretionary leave
- childcare issues (for example, unexpected school closure)
- dependent assistance. This may include assisting when a dependent:
- dies
- falls ill
- gives birth
- is injured or assaulted
- dependant care (for example, where arrangements are unexpectedly disrupted or terminated)
- domestic emergency (for example, severe unforeseen property damage due to fire, flood or burglary)
- personal reasons (includes a domestic abuse situation)
Unpaid discretionary leave
Managers may also approve reasonable periods of unpaid leave on a case-by-case basis, for example, to care for a relative.
Unpaid carer's leave
If paid time off under dependents leave or discretionary paid leave (special leave) has been exhausted, we provide statutory unpaid carer’s leave.
This is available to all employees to give or arrange care for a ‘dependant’ who has:
- a physical or mental illness or injury that means they’re expected to need care for more than 3 months
- a disability (as defined in the Equality Act 2010)
- care needs because of their old age
The dependant does not have to be a family member. It can be anyone who relies on them for care. It is not necessary for them to provide evidence of the dependents caring needs or to put requests in writing.
Employees can take up to one week of carer’s leave every 12 months. A ‘week’ means the length of time they usually work over seven days. For example, if someone usually works three days a week, they can take three days of carer’s leave.
They can either take a whole week off or take individual days or half days throughout the year.
If an employee needs to care for more than one person, they cannot take a week of carer’s leave for each dependant. They can only take one week every 12 months. They can use the week of leave on more than one dependant.
If an employee is a parent, they can take up to 18 weeks’ leave to look after their child by using ordinary parental leave. More information on ordinary parental leave is in the family leave policy.
Unless there is an emergency situation, employees must give their manager the following notice before they wish to take carer’s leave:
- for a half day or a day off, at least three days notice
- for periods of more than one day, at least twice as much notice as the requested time off. For example, if the request is for 2 days, a notice period of at least four days
Managers cannot refuse a carer’s leave request but can ask the employee to take it at a different time. They can only do this if the employee’s absence would cause serious disruption to the organisation.
If they delay it, the manager must:
- agree another date within one month of the requested date for the leave
- put the reason for the delay and new date in writing to the employee within seven days of the original request, and before the requested start date of the leave
Parental bereavement leave
We recognise that dealing with any bereavement is difficult. The death of a child is among the most devastating events that an employee can ever face. We are committed to supporting employees through their grief.
We will ensure that bereaved parents can take parental bereavement leave. This provision applies to employees who have suffered the loss of a child, under the age of 18. It also applies to parents who suffer a stillbirth after 24 weeks of pregnancy.
Whatever the length of service, employees can take parental bereavement leave if they are the:
- parent of a child who has passed away
- partner of the child's parent, where they live in an enduring family relationship with them
- "parent in fact" of a child who has passed away. This means that, for a continuous period of at least four weeks before the child died:
- they have been living with the child
- they had "day-to-day responsibility" for the child
- they have not been paid to look after the child
- "intended parent" of a child who has passed away (for example, a parent using a surrogate)
- "natural parent" of a child who has passed away who is named in a court order. This could be where a court orders some contact for an adopted child's birth parent
- adopter of a child who has passed away
For each child who has passed away, a bereaved parent can take one or two weeks' (up to 74 hours) parental bereavement leave. This leave is not available as individual days. Employees can take parental bereavement leave as:
- a single block of two weeks
- two separate blocks of one week at different times
Employees must take this leave within 56 weeks of the date of the death of the child. Informal notification, such as a phone call, is sufficient to take parental bereavement leave.
Employees can take this leave straightaway and we require no notice. They can begin parental bereavement leave by letting their manager know no later than when they are due to start work. If that is not feasible, they should let their manager know as soon as is reasonably practicable.
Employees must give their manager at least one week's notice if they intend to take parental bereavement leave more than 56 days after the child's death. They can cancel parental bereavement leave within 56 days of the child's death. Employees should let their manager know before they would have been due to start work.
Employees can cancel parental bereavement leave more than 56 days after the child's death with at least one week's notice. Employees should arrange this with their manager. They will not be able to cancel any week of parental bereavement leave that has already begun.
We will continue to pay normal pay during parental bereavement leave.
Religious holidays
Employees should follow the normal procedure to request time off for religious holidays. Bank Holidays are provided for Christmas and Easter.
Managers will consider the reason for the request. They will make their decision in line with the diversity and inclusion policy.