sportscotland

Human Resources Toolkit

Leave

1.0Introduction

1.1sportscotland values the contribution employees make to the success of the organisation and is committed to supporting requests for time off for reasons other than sickness orfamily friendly. These can include, but are not limited to:

  • Annual Leave
  • Time Off in Lieu
  • Time off for Dependants
  • Compassionate Leave
  • Study Leave
  • Trade Union/Public Duties
  • Jury Service
  • Volunteer Forces

1.2This policy also covers the support sportscotland offers to employees representing Scotland in the following circumstances:

  • National Team/Squad Member and Coaches
  • National Squad Training
  • Officiating at National Governing Body Level

1.3sportscotland will not discriminate on any grounds when dealing with requests for leave.

2.0Scope of Policy

2.1sportscotland’s policy is to ensure all:

  • employees are treated fairly regardless of their requirement for time off
  • employees have the provision to request time off in the circumstances named above
  • requests are given due consideration in accordance with business needs.

2.2Employee’s wishing to request a period of paid or unpaid special leave, which is not specifically covered within this policy, should follow the procedure and such requests will be considered on a case by case basis.

2.3This policy applies to all sportscotland employees.

2.4Details of Career Breaks can be found in the separate Career Breaks Policy.

3.0Guidelines

Annual Leave

3.1These procedures sets out the guidelines when an employee requests a period of paid annual leave.

3.2Employees must gain approved from their Line Manager prior to taking any leave or making any holiday bookings. Any bookings made without prior approval may have to be cancelled if the Line Manager is unable to approve the request. sportscotland will not be liable for costs incurred as a result of unauthorised leave being declined.

3.3Where possible,employees should give their Line Manager as much notice as possible to ensure they are able to accommodate the leave.

3.4Please note that requests for “extended leave” i.e. leave of more than two consecutive weeks will need additional authorisation from the Head of Department (if different from your Line Manager). Wherever possible, Line Managers will try to accommodate requests for leave given reasonable notice and subject to business needs.

3.5Employees are responsible for recording their annual leave on Astrow, which should be done at the time the leave is approved, in accordance with the Astrow Guidelines (if applicable).

Carrying over Leave

3.6All employees are encouraged to take their leave in the year to which it relates and, where possible, have a break around every 12 weeks to allow for proper rest away from work.

3.7Where employees have not managed to take all their annual leave, someentitlement may be carried over into the next holiday year. Line Manager’s must seek agreement from their HR Business Partner before giving their approval to carry leave forward. Carry over must be in accordance with the following:

  • Less than 10 years continuous service – Up to 5 days
  • More than 10 years continuous service – Up to 10 days

Accrual of Annual Leave During period of Family Friendly Leave

3.8Details of annual leave accrued during periods of family friendly leave can be found in the Family Friendly Policy.

Time Off In Lieu (TOIL)

3.9Employees working hours out with 0730 – 2200 during the week or over a weekend can accrue these excess hours as Time off in Lieu with prior approval of the Line Manager and/or Head of Department.

3.10As general guidance,any TOIL accrued must be used within one month of being worked. Any TOIL accruedbut not taken within this time fame will be lost.

3.11Employees are responsible for recording any TOILaccrued on Astrowand should be done at the time of accrual and in accordance with the Astrow Guidelines (if applicable).

TOIL guidelines are currently being developed. Further details are available from the HR Business Partner.

Time off for Dependants

3.12Time off for dependants is the right to be absent from work to deal with unforeseen emergencies involving employee’s dependants (as defined below).

3.13Employees who know in advance that they will require time off (e.g. moving house or to get married) must arrange to take this as part of their annual leave entitlement. If the time off relates to caring for the employee’s child, they may qualify to take some time off in accordance with the parental leave section of the Family Friendly Policy.

3.14Dependant means:

  • An employee’s spouse or partner, child or parent; or
  • A person living with them in the same household (but not as a tenant, lodger or boarder).

3.15In the case of illness, injury or where care arrangements break down, a dependant includes someone who reasonably relies on the employee for assistance (whether primary responsibility or because they are the only person who can help in a serious emergency situation).

3.16The right to time off is to enable employees to deal with an unexpected or sudden problem and to make any long term arrangements, e.g.:

  • When a dependant is ill orinjured
  • When childcare or other care arrangements break down
  • To deal with an instance involving a dependant child during school hours or on a school trip.

3.17The amount of leave should be reasonable for the individual circumstance, however, it should at most be no more than three days to allow the employee to make the necessary arrangements. This leave is pro rated for part-time employees.

3.18Time off for dependants is normally paid.

Compassionate Leave

3.19Employees are entitled to up to five days paid compassionate leave following the death of a close relative or where they are responsible for making funeral and/or legal arrangements. Examples of close relatives would be:

  • parents or parents in law
  • brother/sister or in law
  • child

3.20Compassionate leave will not normally exceed five days, however, any additional

leave paid or unpaid is at the discretion of the Line Manager, Head of Department and HR Business Partner.

3.21Employees will be granted one day paid special leave to attend the funeral of a close friend or relative, however, annual leave or flexi-leave (if applicable) must be used to attend the funeral of another relative (i.e. grand parent, aunt, uncle, cousin etc) or friend.

3.22If an employee is representing sportscotland at a funeral then approval must be sought from their Head of Department and/or Director and their leave record will be credited with this time.

Study Leave

3.23Leave granted will typically be:

  • One day’s study leave per subject, plus
  • One day’s leave to attend an exam per subject

However, all study leave will be in accordance with the employee’s individual Learning Agreement which must be agreed from the outset of the period of study.

Trade Union / Public Duties

3.24Reasonable requests for paid time off will be granted to PCS members, where required, to enable them to carry out their duties or responsibilities as a trade union member.

PCS members should agree the arrangements for requiring time off with their Line Manager. As this time off requires recording, it should also be signed off by Human Resources.

Jury Service

3.25Employees will be granted up to two weeks paid leave where they have been called upon to:

  • serve as a juror
  • serve as a member of a tribunal
  • appear in Court or the Coroner’s Court as a witness

Longer periods of leave for the purpose of Jury Service must be agreed on an individual basis by the Head of Human Resources.

Employees should claim for any related travel or subsistence directly through the court.

Volunteer Reserve Forces

3.26Employees who are members of a Volunteer Reserve Force involved in exercises or camps of two weeks duration will be expected to take at least one week as part of their annual leave entitlement.

3.27Subject to the needs of the business, one week’s unpaid leave of absence may be grantedand prior approval from the Line Manager and/or Head of Department must be sought before any leave is taken.

Time off to Represent Scotland

National Team / Squad Members & Coaches

3.28Special paid leave for competition/coaching at Scotland/GB level may be granted and will be considered on a case by case basis. The amount of special leave granted to an employee must be matched with annual leave.

Additional days may be granted, however, these will be unpaid.

This time off is at the discretion of Senior Management and approval is with consideration to the needs of the business.

National Squad Training

3.29Special paid leave for attending National Squad Training may be granted up to a maximum of 10 days and will be considered on a case by case basis. The amount of special leave granted to an employee must bematched with annual leave.

This time off is at the discretion of Senior Management and approval is with consideration to the needs of the business.

Officiating at Recognised International Competition

3.30Special paid leave for Officiating at Recognised International Competition may be granted up to a maximum of five days and will be considered on a case by case basis. The amount of special leave granted to an employee must bematched with annual leave.

This time off is at the discretion of Senior Management and approval is with consideration to the needs of the business.

Procedure

3.31Employees should obtain the Leave Request Form in Appendix 1and discuss their request with their Line Manager prior to completing the form.

If the Line Manager does not approve the request, a meeting should be arranged with the individual to advise them of the reasons for the leave being declined and to look at alternative options.

3.32Following discussion with their Line Manager, the completed form should be passed to HR for processing.

4.0 Compliance

4.1Employees who do not support this policy and procedure may be subject to disciplinary action.

4.2Compliance with this policy will be monitored by the Head of Human Resources.

5.1Appendix 1 – Leave Request Form

Surname: / First Name: / EmployeeNo:
Job Title: / Department:
1. Type of Absence:
I request paid / unpaid (please circle) leave of absence for the following reason (please circle) and attach appropriate documentation in support of my application. / Compassionate Leave
Time off for dependants
Study / Examination Leave
Jury Service
Trade Union / Public Duties
Volunteer Forces
National Squad Training
Officiating at National Governing Body Level
Other (please specify):
Please provide further details in support of request:
In case of emergency, please provide details of up to two people to contact (should you wish):
2. Period of Absence (please record half days):
From (Date): / To (Date):
Return to work date: / Total number of days absent:
3. Request approved by (all requests must be signed by the line manager):
Name (please print): / Job title:
Signature: / Date:
4. HR Use Only:
Date Received: / Name:
Signature: / Date:

sportscotland HR Toolkit – Leave Policy

October 2010 – version 1.0