DC33-Staff Leave and Absence Policy

Registration Number: {{org_field_registration_no}}

Staff Leave and Absence Policy

1. Introduction

At {{org_field_name}}, we recognise that employees require time away from work for various personal, medical, and professional reasons. A fair and transparent leave and absence policy ensures that staff can balance their work commitments with personal needs while maintaining the smooth operation of our domiciliary care services.

This policy outlines the different types of leave available to employees, the procedures for requesting leave, and the steps required for managing absences. It is designed to ensure compliance with employment law, including the Employment Rights Act 1996, the Working Time Regulations 1998, and best practices set out by the Care Quality Commission (CQC) regarding staffing and continuity of care.

Our approach balances the needs of employees with the responsibility to provide uninterrupted, high-quality care to service users. Clear procedures help prevent staff shortages and ensure that all employees understand their rights and obligations regarding leave and absence.

2. Purpose and Scope

The purpose of this policy is to establish a structured framework for managing staff leave and absence, ensuring that requests are handled fairly and consistently. This policy applies to all employees, including full-time, part-time, and agency staff.

We aim to:

Provide a supportive environment where employees feel comfortable requesting leave when needed.
Ensure service continuity by managing absences effectively and minimising disruption to service users.
Maintain accurate records of employee leave to ensure legal compliance and payroll accuracy.
Encourage a culture of responsibility where employees adhere to leave procedures and notify management of absences promptly.

By implementing this policy, we uphold fairness and accountability while ensuring that our domiciliary care service operates efficiently.

3. Annual Leave (Holiday Entitlement)

Annual leave is essential for employees to rest and recharge. All employees are entitled to paid holiday in accordance with their contract and the Working Time Regulations 1998, which specify a statutory minimum of 5.6 weeks (28 days) of paid leave per year for full-time employees, including bank holidays.

For part-time staff, holiday entitlement is calculated on a pro-rata basis, ensuring fair allocation based on hours worked. Employees must request annual leave in advance, following the notice period set out in their contract (typically twice the length of the leave requested).

To maintain service continuity, annual leave is allocated on a first-come, first-served basis, and we encourage employees to spread their leave throughout the year. Requests for leave during peak periods (such as Christmas and bank holidays) may be subject to additional planning to ensure adequate staffing levels.

Unused annual leave cannot typically be carried over to the next holiday year unless agreed in exceptional circumstances, such as illness or statutory maternity leave.

4. Sick Leave and Absence Due to Illness

Employee well-being is a priority, and we support staff who are unwell while ensuring that service users continue to receive safe and reliable care. Employees must report sickness absences as soon as possible, ideally before their scheduled shift, so that alternative cover arrangements can be made.

4.1. Reporting Sickness Absences

Employees must notify their line manager or designated supervisor as soon as possible if they are unable to attend work due to illness. Ideally, notification should be made at least two hours before their scheduled shift, allowing management sufficient time to arrange cover.

Employees should provide:

The reason for their absence.
The expected duration of their absence (if known).
Any updates regarding their return to work if the illness continues.

For absences lasting up to seven consecutive days, employees are required to complete a self-certification form upon their return to work. If the absence extends beyond seven days, a Fit Note (formerly known as a sick note) from a GP is required.

4.2. Supporting Employees During Absence

During periods of prolonged sickness absence, we maintain open communication with employees to provide support and discuss any necessary adjustments upon their return to work. If an employee is absent for more than four weeks, it may be classified as a long-term sickness absence, and we may refer them to an occupational health assessment to determine the best course of action for their return.

Where appropriate, we may implement a phased return to work, which could include reduced hours or modified duties to accommodate the employee’s recovery.

Employees who are absent due to illness may be entitled to Statutory Sick Pay (SSP) in line with government regulations, provided they meet the eligibility criteria. Additional sick pay benefits may be provided depending on the terms of the employment contract.

4.4. Return-to-Work Procedure

All employees returning from an absence will have a return-to-work discussion with their manager to:

Confirm that they are fit to return.
Address any ongoing health concerns.
Identify any workplace adjustments required to support their return.
Reinforce expectations around attendance and absence reporting.

This discussion provides an opportunity for open dialogue, ensuring that employees feel supported while also maintaining accountability.

5. Emergency and Compassionate Leave

We understand that unforeseen emergencies and personal crises can arise, requiring immediate leave. Employees may request emergency leave for situations such as:

The sudden illness or injury of a dependent.
The death of a close relative.
A family crisis that requires urgent attention.

Compassionate leave is granted at the discretion of management, taking into account the employee’s circumstances and the impact on the service. Depending on the situation, this leave may be paid or unpaid, in line with contractual terms and company policy.

6. Maternity, Paternity, and Parental Leave

Employees are entitled to statutory maternity, paternity, and parental leave as per UK employment law.

Maternity Leave: Employees who are pregnant are entitled to up to 52 weeks of maternity leave, consisting of 26 weeks of ordinary maternity leave and 26 weeks of additional maternity leave. Statutory Maternity Pay (SMP) may be available, subject to eligibility criteria.
Paternity Leave: Eligible employees may take up to two weeks of paid paternity leave following the birth or adoption of their child.
Parental Leave: Parents of children under the age of 18 may request unpaid parental leave of up to 18 weeks per child, with a maximum of four weeks per year.

Employees wishing to take maternity, paternity, or parental leave must notify management within the required notice period and provide relevant documentation.

7. Unauthorised and Persistent Absence

Unauthorised absences—where an employee fails to attend work without notifying management—are taken seriously as they can disrupt care services and impact colleagues. If an employee is absent without notice, management will attempt to make contact to check on their well-being and understand the reason for their absence.

Repeated or prolonged unauthorised absences without valid explanation may result in disciplinary action in accordance with our Disciplinary and Grievance Policy. Employees are expected to communicate openly about any difficulties that may affect their attendance so that appropriate support can be provided.

Unauthorised absences—where an employee fails to notify management of their inability to work—are taken seriously, as they can cause significant disruption to service users and colleagues. If an employee is absent without informing their manager, we will:

Attempt to make contact via phone to check on their well-being and understand the reason for their absence.
If there is no response, a follow-up message will be sent requesting immediate contact.
If the employee fails to respond or provide a valid explanation, their absence will be classified as unauthorised leave.

Repeated short-term absences may indicate an underlying issue that needs to be addressed. If an employee has three or more instances of sickness absence within a three-month period, a sickness review meeting will be arranged to:

Discuss the reasons for the absences.
Identify any patterns or contributing factors.
Offer support, including potential adjustments or referrals to occupational health if needed.
Set expectations for improvement in attendance.

If an employee continues to take frequent, unexplained absences, a formal absence management process will be initiated. This may involve:

A formal warning for repeated short-term absences without medical justification.
A structured improvement plan to monitor attendance over a specified period.
A final written warning if no improvement is made.
Termination of employment in cases where absence levels remain unmanageable and the employee fails to engage with support or reasonable adjustments.

8. Unpaid Leave

In certain situations, employees may request unpaid leave if they require additional time off beyond their annual entitlement. Unpaid leave is granted at management discretion, considering the operational needs of the service. Employees must submit a formal request in advance, stating the reason and duration of the leave required.

While we aim to accommodate requests where possible, approval is subject to ensuring adequate staffing levels and minimal disruption to service users.

9. Managing Leave and Absence Effectively

To ensure fairness and service continuity, we use a structured approach to managing leave requests and absences. Leave requests are reviewed based on operational needs, and decisions are communicated promptly. A centralised leave and absence tracking system is maintained to monitor trends, ensuring that absence levels remain manageable.

Regular absence reviews are conducted to identify patterns of frequent short-term absences. Where necessary, management may arrange a meeting with the employee to discuss concerns, offer support, or implement reasonable adjustments.

Employees returning from extended leave (such as long-term sickness or maternity leave) may be offered a phased return to work to support their transition back into the workplace. This may include reduced hours, adjusted duties, or additional support based on individual needs.

10. Compliance and Policy Review

This policy is reviewed annually to ensure compliance with employment laws, regulatory requirements, and best practices in workforce management. Updates to statutory entitlements or CQC guidelines will be reflected in policy revisions, and employees will be informed of any changes. Managers are responsible for enforcing this policy fairly and consistently, ensuring that all employees are aware of their rights and responsibilities regarding leave and absence.

Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
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