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Work Life Balance Policies

This document summarises the University’s arrangements for work life balance for staff, including:

A - Maternity Leave Scheme

B - Adoption/Surrogacy Leave Scheme

C - Paternity Leave Scheme

D - University Special Leave Schemes

E - Civic and Public Duties Scheme

F - Working Flexibly at Cardiff Scheme

The information contained within this document will be updated to reflect statutory changes and is correct as at 30 June 2014..

Policy Statement

Cardiff University provides and sustains a positive working environment for all its staff to flourish and achieve in pursuit of the University’s vision to be a ‘world leading’ university. As part of this commitment, the University has developed a flexible and responsive framework of procedures to support staff in managing their work and personal commitments wherever possible.

The aim of this web page is to bring together all the current procedures available to establish a clear understanding of the schemes on offer and to ensure consistency of approach across the University. The provisions set out within this document are not exhaustive and if any requests for special leave fall outside this document, staff should contact their designated Human Resources Manager for further advice.

Notes: for sponsored employees and managers of sponsored employees:

Individuals who are sponsored by the University in accordance with Tier 2 / Tier 5 of the Points Based System:

The UK Visas and Immigration Service (UKVI) requires employers to report certain information or events to the Home Office in relation to the sponsorship of migrant workers within a specified time-frame. This includes:
A change of salary from the level stated in the sponsored employee’s Certificate of Sponsorship (CoS) due to a period of:  

maternity leave                                               paternity leave                                        adoption leave
Therefore, if you are a sponsored worker and are due to take maternity, paternity or adoption leave, please ensure that you inform your HR Manager in order that they can take any necessary action with regard to the University’s reporting duties. The individual’s line manager should make the HR Manager aware that the employee is due to take maternity leave / paternity leave / adoption leave.

Please also note:

Unpaid leave of one month or more ends sponsorship
If a reduction in a sponsored employee’s salary is due to absence from work without pay for one calendar month or more, during any 12 month period from 1 January to 31 December, for any reason other than for those listed in the next paragraph below (whether over a single period, or multiple periods), the University cannot continue to sponsor the individual and we must report this to the UKVI

The exceptions to this rule are where the reduction is due to the individual taking a period of: a) maternity leave; b) paternity leave; c) adoption leave; d) long-term sick leave in excess of one continuous calendar month.

If a sponsored employee wishes to take a longer period of other unpaid leave, for example a sabbatical period, the University must stop sponsoring the individual and report this to the UKVI.

 

A - Maternity Leave Scheme

Cardiff University offers full and flexible maternity leave provision to ensure female staff have an opportunity to integrate the development of their career with the birth of their child. The maternity provisions included refer to the leave and pay to which female members of staff may be entitled.

All staff seeking any entitlement under the scheme will be required to provide the University with a MATB1 (Maternity Certificate), which is provided on request by the relevant Medical Practitioner between 20 and 26 weeks of pregnancy. Female staff will be provided with reasonable paid time off for antenatal appointments, as well as any other treatments advised by a registered Medical Practitioner. Evidence of appointments may be required.

 

1. Maternity Leave and Pay

1.1       The table below provides an outline of the various maternity leave entitlements available to female staff. The entitlements will differ according to the length of service the member of staff has with the University:

 

Staff Entitlement

All female staff, regardless of length of service

 

52 weeks Statutory Maternity Leave (SML)[1]

Female staff who have 26 weeks’ continuous service with the University at the end of the 15th week before the expected week of confinement (EWC) and have paid National Insurance contributions on their earnings

 

Statutory Maternity Pay (SMP) for 39 weeks -

90% of their average weekly pay for the first six weeks and either £136.78[2] or 90% of their average weekly earnings (whichever is lower) for the remaining 33 weeks

13 weeks unpaid leave

 

There are four options for female staff who have 12 months’ continuous service at the (EWC) which are dependent upon whether or not they intend to return to work and when this decision is made:

 

Option 1 -  Female staff intending to return to work in a full or part time capacity for a minimum of 13 weeks after completion of their maternity leave                                                                           

University Maternity Pay Scheme

18 weeks at full pay (inclusive of SMP)

 

8 weeks at half pay (inclusive of SMP)

 

13 weeks at Statutory Maternity Pay

13 weeks of unpaid leave

Option 2 – Female staff who decide at any time prior to the birth of their baby that they will not be returning to work

Statutory Maternity Pay (SMP) 39 weeks -

90% of their average weekly pay for the first six weeks and either £136.78ibid or 90% of their average weekly earnings (whichever is lower) for the remaining 33 weeks

Option 3- Female staff who decide between the birth of their baby and up to six weeks after the birth that they will not be returning to work

 

University Maternity Pay Scheme (Lump Sum Payment) -

The balance of any unpaid maternity pay will be paid as a lump sum in compensation for loss of office and the member of staff will resign their position without needing to serve their contractual notice period

 

Option 4- Female staff who decide not to return to work more than six weeks after the birth of their baby

Statutory Maternity Pay (SMP) 39 weeks -

90% of their average weekly pay for the first six weeks and either £136.78ibid or 90% of their average weekly earnings (whichever is lower) for the remaining 33 weeks

Any University Maternity Pay received will need to be repaid to the University

 

All maternity pay is subject to tax and national insurance and, where appropriate, superannuation.

1.2 The maternity pay period can start on any day of the week up to 11 weeks prior to the week in which the baby is due and can finish at any time after two weeks have elapsed since the birth of the baby.  Maternity leave cannot exceed 52 weeks.

1.3  Maternity pay may be triggered early by a pregnancy-related illness: if the member of staff is absent as a result of a pregnancy-related illness for more than four days within four weeks before her expected week of confinement, her maternity leave will commence automatically. If the baby arrives early, the maternity leave will commence on the day after the birth of the baby.

1.4  If a member of staff has been away from the University on any type of unauthorised absence, University Maternity Pay may be withheld.

1.5  All members of staff who are paid during their maternity leave will continue to make pension contributions during their leave. During any unpaid leave, staff may choose to maintain their contributions or to repay the contributions on their return to work. For advice regarding superannuation arrangements during maternity leave, please contact the Pensions Section, Finance Division.

1.6   With effect from 3 April 2011, parents have the right to share their entitlement to Statutory Maternity Leave (SML).  Employees are able to return to work at any point from 20 weeks after the birth of the child, and allow their partner to take Additional Paternity Leave (APL) for the remainder of the Maternity Leave period. .  This is known as Additional Paternity Leave (APL).  Payment for APL will depend upon individual circumstances.  

 

 

  2.         General Entitlements 

2.1      During the period of maternity leave, the member of staff is entitled to benefit from all the terms and conditions of employment that would have been applied had they not been absent, with the exception of salary.

2.2    Staff whose fixed term contract will expire during the maternity leave period or prior to the completion of 13 weeks return to work should talk to their line manager to investigate the possibility of an extension to their contract at the earliest opportunity. If no extension is possible because there is no further employment opportunity available, the entitlement to University Maternity Pay will end at the termination of the fixed term contract. However, any outstanding entitlement to Statutory Maternity Pay will continue for the full 39 weeks for eligible staff.

2.3     University annual leave will continue to accrue at the normal rate during the period of leave. Statutory days will only accrue during periods of unpaid leave or when a member of staff is only in receipt of the Statutory Maternity Pay element of maternity pay. The accrued leave must be used in conjunction with the maternity leave. Annual leave can be used flexibly to create a further period of paid leave following the end of a period of paid or unpaid absence or, with the permission of the Head of School/Department, to have a phased reduction in working hours prior to the commencement of leave or following a return. If the maternity period overlaps to another leave year, it is permissible to use the leave as outlined above. Any carry over of annual leave to another leave year should be limited to 5 days unless permission has been granted by the Head of School/Department to increase this in line with the Flexible Use of Annual Leave scheme and, again, must be used in conjunction with the maternity leave.

2.4     It is the normal expectation that the member of staff will return to exactly the same position as prior to her maternity leave. Where this is not practical, the member of staff will be entitled to another job on no less favourable terms and conditions to previously which is both suitable for her and appropriate for her to do in the circumstances.

2.5 Occasionally, a member of staff may be advised by her Medical Practitioner that she should refrain from work for several weeks or for the duration of her pregnancy.  In such circumstances, line managers should consult their Human Resources Manager for advice.

 

 

2.6      Keeping in touch days (KIT)

          Keeping in touch days allow the member of staff to ‘work’ for up to 10 days during the course of their maternity leave, without loss of entitlement to any maternity pay. No extra payment will be made for KIT days and they may not be worked during the two weeks following birth. The days are to be agreed by both the staff member and the University and there is no compulsion for either party to insist on such days. KIT days provide an ideal opportunity for keeping in touch, including activities such as training or departmental meetings.  Any part of a day worked will count as one KIT day. 

3.        Procedures

  1. 3.1  As soon as the member of staff is aware that they are pregnant, they should arrange with their line manager to undertake a Health and Safety risk assessment. Where this may cause personal difficulties, the staff member may wish to contact Health and Safety directly. Further advice on risk assessments is available from the Occupational Health, Safety and Environment Unit (http://www.cf.ac.uk/osheu/index.html). Risk assessments should be carried out for all pregnant women.  If a pregnant employee is advised to refrain from work during any part of her pregnancy, her line manager should contact Human Resources for advice.  

    3.2  To ensure qualification for maternity leave and pay and to safeguard the right to return to work, the member of staff should complete a University Maternity Leave Form as soon as they receive their MATB1. The MATB1 is issued by a GP or midwife between 20 and 26 weeks of the pregnancy.  If outside the UK, the member of staff must obtain a GP’s certificate to confirm the pregnancy, which must be translated into English. The form will confirm the date the maternity leave will commence, how much maternity leave will be taken and confirmation of whether or not the staff member intends to return to work. Any specific additional arrangements made with the Head of School/Department should also be included.

    3.3  After the member of staff has obtained the signature of the Head of School/Department or their nominee, the member of staff should forward the Maternity Leave Form with the MATB1 to the Human Resources Division.

    3.4  Following receipt of the Maternity Leave Form and the MATB1, the Human Resources Division will write to the member of staff to confirm the maternity arrangements and inform Salaries. A copy will be sent to the School/Department for their information.  If Heads of School/Department require information on their financial obligations for a member of staff on maternity leave, they should contact the Finance Division.

    3.5  If the member of staff wishes to change the start date of their maternity leave, they must give four weeks’ notice in writing of the change to Human Resources.

    3.6  If the baby arrives early, prior to the commencement of the member of staff’s maternity leave, the member of staff should inform the Human Resources Division in writing as soon as possible.

    3.7  If the member of staff wishes to change the return date of their maternity leave, they must give eight weeks’ notice in writing of the change to Human Resources.

    3.8  On the return of a member of staff from maternity leave, it is recommended that an induction session be conducted in order to update her with developments within the School/Department and/or the University in general.

    3.9  Staff who wish to return to work and allow their partner to take Additional Paternity Leave should contact Human Resources for further advice

    3.10     Provisions for breastfeeding mothers on return to work

     

    In line with legislation, the University will make provisions to accommodate a breastfeeding employee on her return to work.  A member of staff will be allowed a rest break for the purpose of expressing milk, facilities will be provided for breastfeeding mothers to rest, and a healthy and safe environment to express and store milk will be made available upon request.  The toilets are not "suitable facilities" for this purpose.  
    Line managers should consult with a member of staff returning from maternity leave about any requirement to express milk and agree the length and frequency of any breaks for this purpose.  The line manager should also assess the risks to a breastfeeding mother or her baby of any process, working conditions or substances to which they might be exposed, and take practical action to control those risks.  This duty applies for as long as the mother chooses to breastfeed.  

     

    B – Adoption/Surrogacy Leave Scheme

     

    Cardiff University offers full and flexible adoption leave provision, which is similar to that available under the University Maternity Leave Scheme, to ensure staff have an opportunity to integrate the development of their career with the adoption of their child. The adoption provisions refer to the leave and pay to which members of staff may be entitled.

    Unlike the maternity scheme, the adoption scheme is applicable to staff and is available to one partner in the relationship, while the other partner would be eligible for paternity leave. Staff seeking any entitlement under the scheme will be required to provide the University with a matching certificate or appropriate documentation from the adoption agency. The matching certificate will include basic details of the match and the expected placement date.  In line with statutory requirements, members of staff will be required to sign a declaration that they have elected to receive the statutory adoption pay and not statutory paternity pay. Staff will be provided with reasonable paid time off for official appointments prior to the adoption. Evidence of appointments may be required.

  2. 1.         Adoption/Surrogacy Leave and Pay

    1.1  The table below provides an outline of the various adoption/surrogacy leave entitlements available to staff.  The entitlements will differ depending upon the length of service the member of staff has with the University:

    University Adoption/Surrogacy Pay Scheme (Lump Sum Payment) 

    Staff Entitlement

    All staff regardless of length of service

     

    52 weeks Statutory Adoption Leave (SAL)

    Staff who have 26 weeks’ continuous service with the University by the end of the 15th week before the expected week of placement (EWP) and pay National Insurance Contributions on their earnings

     

    Statutory Adoption Pay (SAP) 39 weeks -

    90% of their average weekly pay for the first six weeks and either £136.78[3] or 90% of their average weekly earnings (whichever is lower) for the remaining 33 weeks

    13 weeks unpaid leave

     

    There are four options for staff who have 12 months’ continuous service at the (EWP) which are dependent upon whether or not they intend to return to work and when this decision is made:

     

    Option 1 - Staff intending to return to work in a full or part time capacity for a minimum of 13 weeks on completion of the adoption leave                                                                           

                                                                                        

    University Adoption/Surrogacy Pay Scheme

     

    18 weeks at full pay (inclusive of SAP)

     

    8 weeks at half pay (inclusive of SAP)

     

    13 weeks at Statutory Adoption Pay

     

    13 weeks of unpaid leave

    Option 2 – Staff who decide at any time prior to the adoption of their child that they will not be returning to work

    Statutory Adoption Pay (SAP) 39 weeks -

    90% of their average weekly pay for the first six weeks and either £136.78ibid or 90% of their average weekly earnings (whichever is lower) for the remaining 33 weeks

    Option 3– Staff who decide at any time up to six weeks after the adoption that they will not be returning to work following placement of the child

     

    The balance of the adoption pay will be paid as a lump sum in compensation for loss of office and the member of staff will resign their position without serving their contractual notice period
    Option 4- Staff who decide not to return to work more than six weeks after placement of the child

    Statutory Adoption Pay (SAP) 39 weeks -

    90% of their average weekly for the first six weeks and either £136.78ibid or 90% of their average weekly earnings (whichever is lower) for the remaining 33 weeks

    Any University Adoption Pay received will need to be repaid to the University.

     

      All adoption pay is subject to tax and national insurance and, where appropriate, superannuation.

    1.2     The adoption pay period can start on any day of the week up to 11 weeks prior to the week in which the child is placed and can finish at any time.  Adoption leave may not exceed 52 weeks.

     

    1.3     Adoption pay may be triggered early if the child is placed earlier than expected.  In such cases, the adoption leave will commence on the day after the child is placed.

     

    1. 4        All members of staff who are paid during their adoption leave will continue to make pension contributions during their leave. During any unpaid leave, staff may choose to maintain their contributions or to repay the contributions on their return to work. For advice regarding superannuation arrangements during adoption leave, please contact the Pensions Section, Finance Division.

     

    1. 5        With effect from 6 April 2011, parents have the right to share their entitlement to Statutory Adoption Leave (SAL).  Employees are able to return to work at any point from 20 weeks after the birth of the child, and allow their partner to take Additional Paternity Leave (APL) for the remainder of the Maternity Leave period. Payment for the leave will depend upon individual circumstances but, for University members of staff, will be in line with the options detailed above. 

2.     General Entitlements

 

2.1      During the period of adoption/surrogacy leave, the member of staff is entitled to benefit from all  the terms and conditions of employment that would have been applied had they not been absent, with the exception of salary.

 

2.2       Staff whose fixed term contract will expire during the adoption/surrogacy leave period or prior to the completion of 13 weeks return to work should talk to their line manager to investigate the possibility of an extension to their contract at the earliest opportunity. If no extension is possible because there is no further funding available, the entitlement to University Adoption/Surrogacy Pay will end at the termination of the fixed term contract. However, any outstanding entitlement to Statutory Adoption Pay will continue for the full 39 weeks for eligible staff.

 

2.3    University annual leave will continue to accrue at the normal rate during the period of leave. Statutory days will only accrue during periods of unpaid leave or when a member of staff is only in receipt of the Statutory Adoption Pay element of adoption pay. Annual leave can be used flexibly to create a further period of paid leave following the end of a period of paid or unpaid absence or, with the permission of the Head of School/Directorate, to have a phased reduction in working hours prior to the commencement of leave or following a return. If the adoption period overlaps to another leave year, it is permissible to use the leave as outlined above. Any carry over of annual leave to another leave year should be limited to 5 days unless permission has been granted by the Head of School/Directorate to increase this in line with the Flexible Use of Annual Leave scheme and again must be used in conjunction with the adoption leave. 

 

2.4     It is the normal expectation that the member of staff will return to exactly the same position as prior to the adoption/surrogacy leave. Where this is not practical, the member of staff will be entitled to another job on no less favourable terms and conditions which is both suitable for them and appropriate for them to do in the  circumstances.

Keeping in touch days (KIT)

 

            Keeping in touch days allows the member of staff to ‘work’ for up to 10 days during the course of the adoption/surrogacy leave, without loss of entitlement to any adoption pay. No extra payment will be made for KIT days. The days are to be agreed by both the staff member and the University and there is no compulsion for either party to insist on such days. KIT days provide an ideal opportunity to keep in touch, including activities such as training or departmental meetings.  Any part of a day worked will count as one KIT day.

 

Procedures:

    1. 1         As soon as the member of staff is aware that they are planning to adopt a child, they should inform their line manager for planning purposes.
  1.  

    1. 2         To ensure qualification for adoption/surrogacy leave and pay and to safeguard the right to return to work, the member of staff should complete a University Adoption Leave Form as soon as they receive their matching certificate or other official documentation.  The form will confirm the date the adoption leave will commence, how much adoption leave will be taken and confirmation of whether or not the staff member intends to return to work. Any specific additional arrangements made with the Head of School/Directorate should also be included.

     

    1. 3         After obtaining the signature of the Head of School/Directorate or nominee and confirming their intentions, the member of staff should forward the Adoption Leave Form, with the associated documentation, to the Human Resources Division.

     

    1. 4         Following receipt of the Adoption Leave Form and the associated documentation, the Human Resources Division will write to the member of staff to confirm the adoption leave arrangements and inform Salaries. A copy will be sent to the School/Directorate for their information.

     

    1. 5         If the member of staff wishes to change the start date of their adoption/surrogacy leave, they must give four weeks’ notice in writing of the change to Human Resources.

     

    1. 6         If the child is placed early, prior to the commencement of the member of staff’s adoption/surrogacy leave, the member of staff should inform the Human Resources Division in writing as soon as possible and the start date will be amended.

     

    1. 7         If the member of staff wishes to change the return date of their adoption/surrogacy leave, they must give eight weeks’ notice in writing of the change to Human Resources.

     

    1. 8          On the return of a member of staff from adoption/surrogacy leave, it is recommended that an induction session be conducted in order to update them with developments within the School/Directorate and/or the University in general.

     

    1. 9          Staff who wish to return to work and allow their partner to take Additional Paternity Leave should contact Human Resources for further advice.

     

    4.0       Surrogacy 

    There is currently no statutory provision for time off or pay for employees who have a child through a surrogacy arrangement in the same way as such benefits are given in Maternity and Adoption cases. However, the University will provide the same benefits for employees who are the intended parents of a child through a surrogacy arrangement as those outlined in the provision for Adoption Leave and Pay, subject to the criteria as set out below.

  2.  

       C - Paternity Leave Scheme

    Cardiff University’s Paternity Leave Scheme offers full and flexible provision for new parents,.  To qualify for Statutory Paternity Leave, an employee must be the biological father or be married to, or be the partner of the child’s mother (this includes same sex partners) and have (or expect to have) responsibility for the upbringing of the child (apart from that of the mother).  Staff will be provided with reasonable paid time off for antenatal / adoption appointments where circumstances allow.  The University will do its best to accommodate such requests where the requests are made in reasonable time and appointment arrangements are made at times of minimal disruption to work. Evidence of appointments may be required

     

    1.        Paternity Leave and Pay 

     

    The table below provides an outline of the various paternity leave entitlements available to staff:

     

     

    Staff

    Entitlement

    Scheme 1

    All employees, regardless of length of service, who will have (or expect to have) responsibility for the upbringing of the child; be the partner of the child’s mother; and have, or expect to have, the main responsibility (apart from that of the mother) for the upbringing of the child

    University Paternity Leaveof one week (full pay)

    Scheme 2

    For employees who have parental responsibilities for the baby and have 26 weeks’ continuous service with the University at the end of the 15th week before the expected week of confinement (EWC) and pay National Insurance Contributions on their earnings

    Ordinary Statutory Paternity Leave - made up of University Paternity Leave of one week on full pay, followed by one week of Ordinary Statutory Paternity Leave, paid at £136.78[4] or 90% of their average weekly earnings (whichever is lower)

    This leave must be taken within 8 weeks’ of the birth of the baby (or the child being placed for adoption).

    Scheme 3

    For employees who have parental responsibilities for the baby and have 26 weeks’ continuous service with the University at the end of the 15th week before the expected week of confinement (EWC) and pay National Insurance Contributions on their earnings.  Eligibility is dependent upon the ‘mother’ being entitled to receive Statutory Maternity Pay in her own right and that she has returned to work.

     

     

    Additional Statutory Paternity Leave - a single block of between 2 weeks (minimum) and 26 weeks (maximum) at either statutory pay or no pay, depending how many weeks of Statutory Maternity Pay (SMP) the mother or partner has received. This leave can commence 20 weeks after the child is born, but the ‘mother’ must have returned to employment. Where the ‘mother’ has not exhausted her entitlement to 39 weeks’ SMP, the employee may be entitled to any remaining weeks’ statutory pay followed by up to 13 weeks’ unpaid leave. Eligibility for statutory payment will therefore vary with each individual circumstance.

    All paternity pay is subject to tax and national insurance and, where appropriate, superannuation

     

    1. 1         Any paternity leave entitlement must be taken in blocks of at least a week, not as odd days.  

 

 

1.2       Where a staff member is entitled to take Additional Paternity Leave, this must be taken in a single block of leave, the minimum being two weeks and the maximum being 26 weeks.  Such leave must be completed before the child’s first birthday.

 

1.3       For advice regarding superannuation arrangements during paternity leave, please contact the Pensions Section, Finance Division

 

2.       General Entitlements

 

2.1      During the period of paternity leave, the member of staff is entitled to benefit from all the terms and conditions of employment that would have been applied had they not been absent, with the exception of salary.

 

2.2     Staff whose fixed term contract will expire during the paternity leave period should talk to their line manager to investigate the possibility of an extension to their contract at the earliest opportunity. If no extension is possible because there is no further employment opportunity available, the entitlement to Paternity Pay will end at the termination of the fixed term contract.

 

2.3     University annual leave will continue to accrue at the normal rate during the period of leave. Statutory days will only accrue during periods of unpaid leave or when a member of staff is only in receipt of the Statutory Paternity Pay element of paternity pay. The accrued leave must be used in conjunction with the paternity leave. Annual leave can be used flexibly to create a further period of paid leave following the end of a period of paid or unpaid absence or, with the permission of the Head of School/Directorate, to have a phased reduction in working hours prior to the commencement of leave or following a return. If the paternity period overlaps to another leave year, it is permissible to use the leave as outlined above. Any carry over of annual leave to another leave year should be limited to 5 days unless permission has been granted by the Head of School/Directorate to increase this in line with the Flexible Use of Annual Leave scheme and, again, must be used in conjunction with the paternity leave. 

2.4     It is the normal expectation that the member of staff will return to exactly the same position as prior to the paternity leave.

 

Keeping in touch days (KIT)

            Keeping in touch days allow the member of staff to ‘work’ for up to 10 days during the course of their paternity leave, without loss of entitlement to any statutory pay. No extra payment will be made for KIT days. The days are to be agreed by both the staff member and the University and there is no compulsion for either party to insist on such days. KIT days provide an ideal opportunity to keep in touch, including activities such as training or departmental meetings.  Any part of a day worked will count as one KIT day.

 

3.         Procedures:

 

3.1     All staff requesting paternity leave should complete a University Paternity Leave form as soon as their partner receives a MATB1 form and at least 8 weeks prior to the expected start date of the leave.  The form will confirm the date the paternity leave will commence and how much paternity leave will be taken. Staff wishing to take up their entitlement to Additional Paternity Leave under Scheme 3 must confirm that they meet the eligibility criteria for additional paternity leave /additional statutory paternity pay. Their partner - ‘the mother’ - will also be required to sign the University Paternity Leave form to confirm required details, including the date they intend to return to work and the name and address of their employer for verification purposes.

 

3.2       In the case of an adoptive parent claiming paternity leave and pay, the University must be informed of the intention to take this leave within seven days of being notified by the adoption agency that s/he has been matched with a child (unless this is not reasonably practicable). The University must be informed of the date on which the employee was notified of being matched with a child; when the child is expected to be placed; which type of paternity leave the employee wishes to take; and when s/he wants the leave to start.  In order to claim Statutory Paternity Pay, an adoptive parent must give the University a completed self-certificate form including a declaration that s/he is eligible to claim this pay.

 

3.3     After informing the Head of School/Directorate of their intentions, the member of staff should        forward the Paternity Leave Form with a copy of the MATB1 / matching certificate / letter of adoption to the Human Resources Division.

 

3.4       Following receipt of the Paternity Leave Form, the Human Resources Division will write to the member of staff to confirm the paternity arrangements and inform Salaries.

 

 

4.         Varying or canceling paternity leave:

 

  1.   For University or Ordinary Statutory Paternity Leave : If the member of staff wishes to change the start date of the paternity leave, s/he must give at least four weeks’ notice of the change, in writing, to Human Resources, via their line manager. However, the University appreciates that, in some circumstances, the reason for the change cannot be foreseen and all requests for amendment will be considered sympathetically where circumstances allow.
  2.  For Additional Statutory Paternity Leave : If the member of staff wishes to change the start or end date of the paternity leave, s/he must give at least six weeks’ notice of the change, in writing, to Human Resources, via their line manager.  Failure to provide at least six weeks’ notice may result in the University requiring the employee to take the paternity leave for the dates originally requested, if it is not reasonably practicable to accommodate the change.

Compulsory withdrawal of Additional Statutory Paternity Leave

    1. 1          An employee must give the University written notice of the withdrawal of their paternity leave request if they discover they are not the child’s father or cease to be the partner of the child’s mother; or cease to have, or expect to have, the main responsibility (apart from that of the mother) for the upbringing of the child.
  1.  

    1. 2          Written notice of withdrawal of the paternity leave request must also be provided if the mother has not returned to work as planned or if she becomes ineligible to receive Statutory Maternity Pay for any reason.           

      

     

    D - University Special Leave Schemes

     

    The University is committed to providing a positive working environment and recognises that, from time to time, staff are likely to experience circumstances in their personal lives such that it is not possible also to fulfil the normal requirements of their University employment. If a member of staff is involved in a situation which impacts, or may impact, significantly upon the fulfilment of work obligations, contact should be made with the supervisor or manager as soon as possible in order to discuss the situation, work commitments and personal needs.  This should enable all parties to reach a mutually acceptable solution.

     

    The University offers a number of leave schemes for staff to help and support staff should they experience a domestic crisis or other life-changing event. The varying benefits under the schemes are not entitlements and should not be considered in the same way as annual leave or as long-term solutions to domestic problems but as a source of additional, temporary support from the University during a staff member’s time of extreme need.

     

    The University will consider the accommodation of all leave requests where there is no conflict with the ongoing business need or service provision of the School / Directorate / Organisation. Any requests for leave must be approved by the member of staff’s Head of School/Directorate, who has the discretion to determine the amount and type of leave to be granted and, in many cases, whether the leave should be paid. Heads of School/Directorate will be guided by these schemes and further advice and guidance is available from Human Resources as required.

     

    In support of a request for leave, the member of staff may be asked to provide documentary evidence to support their leave.

    All paid leave entitlements will be pro rata for part time staff, but the application of all schemes should be equitable for both full and part-time staff

     

  2. Special Leave Scheme and Pay

 

The table below summarises the main leave schemes:

Leave Circumstances where this leave may be appropriate Time allowed

Emergency Leave for Support for Dependants 

A dependant is defined as the employee’s spouse or partner, child or parent, or a person living with the employee in the same household (but not as an employee, tenant, lodger or boarder).  

 

 

The right to take time off exists as a means to deal  with an immediate crisis, sudden or

unexpected circumstances and not an ongoing problem. 

 

Typical examples where dependants leave may be appropriate include where a dependant falls ill, is injured or assaulted, if childcare or other care arrangements break down (e.g. a child-minder or nurse does not turn up) or if a child is involved in a serious incident at school during school hours.

 

The above list is not exhaustive. Dependants leave is not to be used for prearranged or foreseeable events such as medical appointments, or a dependant’s planned hospitalisation and after care. In such circumstances, the normal expectation is that annual leave would be used

 

The normal expectation of the University is that no more than five days paid dependants leave would be taken in 12 months.

 

The time should be taken in blocks of one to two days to deal with the immediate emergency, after which another more appropriate form of leave should be agreed.

 

 

Parental Leave Parental leave is unpaid leave which can be taken by staff with at least one year’s continuous service and who are parents of children under five years of age (or disabled children under 18 years of age).  Parents are defined as: birth mothers, fathers, foster parents, couples who adopt a child, guardians, and same-sex couples who become co-parents.A member of staff may take up to 18 weeks unpaid parental leave per child, which is limited to a maximum of four weeks in any one year.  Parental leave must be taken in blocks of one week,except where the child is disabled, in which case it may be taken one day at a time.
Bereavement Leave  The death of a member of the family or close personal friend

Staff are usually allowed a period of up to five days’ paid leave for bereavement. The response from the University will depend on the circumstances of each case and will require the Head of School/ Directorate to balance the requirements of the School/ Directorate with the needs of the individual.

 

Typically, members of staff will require a day or two; however, the length of time will vary with the circumstances of each case. Any further extended time off beyond the five days may involve a combination of Extreme Personal Circumstances leave, annual leave, time off without pay or the accumulation of ‘time owed’ through which the employee undertakes to work additional hours at a later date (within ten weeks of the return to work) to redress the balance.

 

Extreme Personal Circumstances Leave

 

Occasionally, members of staff experience considerable and extreme circumstances in their personal lives.  When these situations occur, the University understands that the employee may not be able to attend work.

 

It would be the normal expectation of the University that this period would not usually exceed five working days. The response from the University will depend on the circumstances of each case and will require the Head of School/ Directorate to balance the requirements of the School/ Directorate with the needs of the individual. This leave may be paid or unpaid at the discretion of the Head of School/Directorate or nominee.

 

Flexible use of annual leave

Annual leave may be used in exceptional circumstances, and with prior permission, to supplement time off associated with other leave (e.g. maternity, parental, or exceptional lifetime events, etc), or may be used to enable part-time working in the period leading up to an employee’s retirement.

 

 

Members of staff who wish to carry over more than five days from one year to the next or to take a number of days in advance from the following year (e.g. where a new employee has existing holiday arrangements which the University is prepared to honour) must have permission to do so from their Head of School/Directorate. The number of days will vary beyond the five days but, to ensure compliance with Working Time Regulations, the member of staff should ensure that they take at least 28 days leave (including bank holidays) in each year.

 

 

Civic and Public Duties * Public duties, trade union representatives, jury and witness service, Parliamentary/ National Assembly for Wales candidates, volunteer Territorial Army service, etc.

The amount of time that employees are allowed is not set.  It is ‘what is reasonable in the circumstances’ which will depend on several factors including the nature of the anticipated duties, how much time off is required for the performance of the duties and the demands of the employee’s paid employment with the University.

 

 

*For further information in relation to Civic and Public Duties, please see the Civic and Public Duties Scheme.

 

If staff have any queries regarding their superannuation contributions during any period of leave, please contact the Pensions Section.

 

2.         Procedures:

 

2.1     Requests for the parental and flexible use of annual leave schemes outlined above must be made to the relevant line manager by completing the Special Leave Form (available on the Human Resources website) with as much warning as possible within the confines of the individual circumstances. Ultimate approval regarding the granting of leave and the type of leave rests with the Head of School/Department or their nominee.

In the case of parental leave, the period of notice should be at least double the period of leave to be taken before the commencement of the leave: for example, a minimum of two weeks’ notice for one week’s leave.  At the time of application, evidence of the eligibility of the member of staff to claim parental leave must be provided in the form of the child’s birth certificate.

In the case of applications for flexible use of annual leave, approval must be obtained at least three months before the end of the leave year from which the member of staff  wishes to carry forward the holidays in order to facilitate planning. Where an employee wants to take a number of days in advance from the next year, a request should usually be made at least ten weeks in advance of the required start date.

2.2     The Head of School/Department or their nominee should forward the completed form to the person in the School/Department responsible for putting absence details into Core.  This person should enter the data into Core and then forward the form to the Human Resources Division for checking and processing.

2.3     The Human Resources Division will write to the member of staff to confirm whether the request has been approved or not. If the leave request is being refused, the reasons for this decision will be also confirmed in writing.

2.4     Where an application to grant leave is refused, a member of staff may request that the decision be reviewed.

2.5     Any such request for a review of the decision must be made in writing to the Head of HR Operations and must state the reason(s) for the review.  

2.6     The request will be acknowledged in writing by the Head of HR Operations and will be passed to an appropriate Pro Vice- Chancellor or another Head of School/Department for consideration.

2.7     The decision reached in such circumstances will be relayed to the member of staff and their Head of School/Department within 14 days.

 

 

E - Civic and Public Duties Scheme

 

The University wishes to play an active role in the community and fully supports its employees in undertaking public duties where this is compatible with the priority needs of the University.  The policy is outlined below and further information can be obtained by contacting the Human Resources Division.  When considering any request for leave for civic and public duties, the University will take into account several factors including:

 

  • whether the employee’s involvement in the outside activity will increase over time (e.g. through participation in sub-committees or training);
  • the minimum attendance level necessary to undertake the duties;
  • the quantity of personal time the employee is spending on these duties;
  • the benefit and value to the University and the employee; 
  • the effect that the employee’s absence will have on the effective performance of the work group 

 

This list is not exhaustive and other factors may also be taken into account depending on the proposed duty to be undertaken and the needs of the University.   

  

Leave for Civic and Public Duties covered by this Scheme 

 

1.1       There are many reasons why staff may need to request time off for civic or public duties.  Some of these are listed below. Leave may be taken in days or half days, as required, with the prior agreement of the employee’s Head of School/Directorate.  The list outlined in the table below, however, is not exhaustive and other situations requiring time off may also be considered. 

 

Types of Duties Time allowed
Public Duties - Justice of the Peace, a member of a local authority (e.g. local councillor), education body (e.g. school governor) statutory tribunal, religious, social or cultural organisation, or Health or Police authority,

A reasonable amount of time off. The member of staff is also expected to undertake some of these duties during personal time.

If a member of staff is appointed as Chair, or equivalent, of a public body and thereby attracts additional duties, additional paid leave may be granted for carrying out such duties, including any magisterial responsibilities. 

Trades Union Representatives Reasonable time off with pay to carry out industrial relations duties and approved training in subjects relevant to such duties.
Jury and Witness Service

Employees attending Jury Service or appearing as a witness will usually be able to claim compensation for loss of earnings from the Court and the University will make up such allowances to the level of normal earnings.  
Employees must forward their written notification to the Human Resources Department as soon as it is received and must obtain the loss of earnings claim form from the Court.  The Head of School/Administrative Department must also be notified of the request.  

Parliamentary/ National Assembly for Wales Candidates

Employees should discuss their intentions with their Head of School/Administrative Department to develop a plan to achieve a mutually acceptable arrangement using some of their holidays and some time off.  
Depending on the time of year of the elections and geographical factors, it may be possible for the employee to maintain contact with priority University commitments (e.g. by working part-time).   

Volunteer Reserve Forces (e.g. Territorial Army)

 

Time off is a matter of agreement between the employee and the Head of School/Administrative Department.  Leave may be granted as part of annual leave entitlement or unpaid leave of absence.

 

1.2       In most cases where employees are granted leave for civic and public duties, they will be paid their full salary by the University throughout the period of leave.  Entitlements may vary depending on the actual civic or public duty, the length of time needed to undertake it, and the needs of the University.      

1.3       If the arrangement will generate income to the employee which is equivalent to, or greater than, their University salary, the employee will be expected to take a pro-rata reduction in salary for the time spent away from work.  

 

2.        Procedures:

2.1 Before entering into any commitment which will require time off, the member of staff must discuss the idea with the Head of School/Department or nominee, who may then seek approval from the Director of the Human Resources Division.  

2.2 If the member of staff decides to proceed, a formal request should be made by completing the Special Leave form (available on the Human Resources website) and submitted to the Head of School/Department for consideration.

2.3 The Head of School/Department or their nominee should forward the completed form to the person in the School/Department responsible for putting absence details into Core.  This person should enter the data into Core and then forward the form to the Human Resources Division for checking and processing.

2.4 The Human Resources Division will write to the member of staff to confirm whether the request has been approved or not. If the leave request is being refused, the reasons for this decision will also be confirmed in writing.

2.5 Where an application to grant leave is refused, a member of staff may request that the decision be reviewed.

2.6 Any such request for a review of the decision must be made in writing to the Head of HR Operations and must state the reason(s) for the review.  

2.7 The request will be acknowledged by the Head of HR Operations and will be passed to an appropriate Pro Vice-Chancellor or another Head of School/Department for consideration.

 

F - Working Flexibly at Cardiff University

With effect from 30 June 2014, all employees have a contractual right to request a change to their contractual terms and conditions of employment to work flexibly provided they have been continuously employed by Cardiff University for 26 weeks at the date the application is made.

Cardiff University is committed to supporting all its employees in achieving the necessary balance between their work and their personal lives.  In recognition of statutory requirements and to assist employees in achieving this balance, there are a number of types of contract available to staff within the University.  All changes to working patterns will be based on mutual agreement.  Any approved request for statutory flexible working will be permanent, unless otherwise agreed.  It is recommended that a trial period of up to 12 weeks be utilised, wherever possible, prior to any formal request for any type of contract variation in order to ensure that the working pattern is suitable for both the member of staff and the University.

When considering any request to a variation of contract, the University will take into account several factors including:

  •  the requirements of the current project or work;
  • the ability of the University to recruit additional staff and any additional costs to the work area;
  • the impact on quality and performance and the effect on the ability to meet customer demand;
  • the level of work during the periods the employee proposes to work / be absent;
  • insufficient work;
  • the ability to reorganise work amongst existing employees and the level of planned structural change necessary to accommodate the request.

It must be remembered that, at some point, a School/Department may have to refuse requests for flexibility that have previously been approved but the above considerations will influence all requests.  Line managers should also take note of advice concerning lone working, which can be found on the University Health & Safety website.

Further information can be gained from the Human Resources Division.

A formal request for a new working pattern will normally result in a permanent change to the contract of employment, unless otherwise agreed with the Head of School / Department. The working pattern may be any of those outlined below.

 

  

1.         Types of Flexible Working

For advice regarding superannuation arrangements as a result of any of the above, please contact the Pensions Section, Finance Division.

 

Types of contractual change
Hours are worked only during semester time (either school term or University semesters) and take unpaid leave during the holiday.  Salary and terms and conditions of employment are pro-rata. Salary will normally be paid in 12 equal instalments.

Part-time Working

Part-time staff are employed on terms and conditions that are pro-rata to those of full-time staff.  A degree of flexibility will be required, as with all roles within the University, around the specific working pattern.

Semester/Term-time Working 

Hours are worked only during semester time (either school term or University semesters) and take unpaid leave during the holiday.  Salary and terms and conditions of employment are pro-rata. Salary will normally be paid in 12 equal instalments.

Staggered Hours 

Employees may request different start, finish and break times in order to achieve flexibility in their personal situations. 

Job-Sharing 

This occurs when a full-time post is divided between two employees, with each sharing the duties and receiving proportionate pay and conditions of service.  Each employee receives a separate contract of employment.  It involves a high level of co-operation and communication between the members of staff involved.

The University will consider applications for job-share where  the members of staff have identified a potential job-sharing partnership or may, in certain circumstances, consider undertaking a recruitment process to identify a job-sharing partner from either within or external to the organisation

Compressed Hours

This allows staff to compress their total number of hours over fewer days, within the legal framework for compulsory breaks.     

Annualised Hours

The hours of work are calculated over a period of a year rather than a week and the hours are then worked according to the requirements of the service.

Flexible retirement 

Flexible retirement allows staff to draw a proportion of their pension and tax-free cash benefits but enables them to continue working, albeit at reduced hours and salary. Importantly, as not all pension benefits have been drawn, the remaining, untaken proportion, will continue to be calculated by reference to the full-time equivalent pensionable pay based on the future part-time service to be accrued leading up to full retirement. However, if a new additional employment is taken up, this additional employment would not be pensionable.

 

2.         Procedures:

 

2.1       Time-scale for dealing with requests: it is a legal requirement that all requests are considered and decisions made, including any appeals, within a period of three months from initial receipt, unless an extension to the time-scale is agreed with the employee;

All formal requests for any form of contract variation (except Flexible Retirement) outlined in the table above must be made by submitting the Flexible Working Request Form (available on the Human Resources website) to the Head of School/Department or nominee, stating the effect that such a request would have on the work and how it could be accommodated.  Requests for Flexible Retirement must be made on the Application for Flexible Retirement Form.  All requests will be given careful consideration. 

 

  2.1.1     Requests for career breaks must be made at least 26 weeks in advance and must make explicit reference to the member of staff’s plans to maintain professional or skill competencies during the career break, any benefit the break may give to the University and any other relevant information.

 

  2.1.2     Please note that if a request for statutory flexible working is made, the member of staff  may be invited to  discuss their request. (A discussion may not always be needed such as when the intention is to approve the request. However, it may be useful to discuss a request with the employee anyway to ensure that the proposal put forward is the best solution for both the School/Department and the employee). Where a discussion is to take place, the member of staff may be accompanied to the meeting by a trade union representative or a friend or colleague of their choice.  If the Head of School/Department (or their nominee) or the employee cannot attend the initial meeting, then another date and time should be arranged. However, if an employee does not keep a meeting and any subsequent rearranged one without reason, then the law allows the University to deem the application as withdrawn. Before reaching any decision to close an application, the Head of School/Department (or their nominee) should find out and consider the reasons for the employee failing to attend both meetings. The Head of School/Department (or their nominee) must notify the employee of the decision..

 

2.1.3     Those in either the USS or CUPF Pension Schemes who would like to explore the possibility of flexible retirement and establish whether or not they meet the requirements of the relevant scheme, should visit the pension website www.cf.ac.uk/fince/servicestaff/Pensions/index.html.  If eligible and interested in exploring the possibility further, they should discuss with their line manager and / or Head of School whether a reduction in working hours could be reasonably accommodated within the School / Directorate.  If approval is given and having decided on the percentage of pension benefits that will be drawn, the form “Application for Flexible Retirement” should be completed and returned to Human Resources.

 

2.2       In respect of all other requests, the Head of School/Directorate or their nominee will write to the member of staff as soon as possible to confirm whether or not the request has been approved, or if an alternative arrangement has been agreed.  If the request is being refused, the reasons for this decision will also be confirmed in writing.

 

2.3       The Head of School/Directorate will provide the Human Resources Division with copies of the application and their response, confirming the outcome of the application.

 

2.4       The Human Resources Division will write to the member of staff with an amended contract of employment reflective of the new working pattern.  In the case of a career break, confirmation of the break will be given in writing and Human Resources will maintain contact with the member of staff during the break to clarify return to work information.

 

2.5      Where an application is refused, a member of staff may request that the decision be reviewed. A review of an application will only be granted in the following circumstances:
                • if there is new information that was not available to the employer at the time the individual made their original application; or
                • the employee considers that the application was not handled reasonably in line with this procedure.

        2.6       Any such request for a review of the decision must be made in writing to the Director of HR Operations and must state the reason(s) for the review. 

2.7       The request will be acknowledged in writing by the Director of HR Operations and will be passed to an appropriate Pro Vice- Chancellor or another Head of School/Directorate for consideration.

2.8       The outcome of the review will be communicated to the member of staff by Human Resources within 14 days.

[1] Female staff not entitled to receive SMP may be entitled to receive Maternity Allowance from their local Social Security office or Job Centre Plus. Where relevant, this is paid directly to the individual by the Department of Social Security.

 

[2]  This rate is determined each April by the Department of Work and Pensions
[3]  This rate is determined each April by the Department of Work and Pensions
[4] This amount is determined each April by the Department for Work and Pensions
[5] In some circumstances, a dependant could be someone else who relies on the employee for assistance.  This could be an individual for whom the employee has primary caring responsibility, such as an elderly relative not living in the employee’s household, or someone who is involved in a serious emergency where the employee is the only person who can help.