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Registration Number: {{org_field_registration_no}}

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Paternity Leave Policy

1. Introduction

At {{org_field_name}}, we are committed to supporting our employees in balancing work and family responsibilities. Our Paternity Leave Policy provides clear guidance on eligibility, entitlements, and procedures for employees wishing to take paternity leave. We recognise the importance of this time for bonding with a new child and supporting partners, whether through birth, adoption, or surrogacy.

This policy ensures that paternity leave is managed efficiently, balancing the needs of employees with the continuity of care for service users. It aligns with the statutory requirements set out by the UK government and reflects our commitment to employee well-being, inclusivity, and equality in the workplace.

2. Purpose and Scope

The purpose of this policy is to:

• Support employees in balancing work and family life.
• Ensure clarity around eligibility, entitlements, and the application process.
• Promote equality and prevent discrimination related to paternity leave.
• Maintain continuity of care for service users during an employee’s absence.
• Ensure compliance with relevant employment legislation.

This policy applies to all employees, including full-time, part-time, and fixed-term staff, regardless of gender identity, who meet the eligibility criteria for statutory paternity leave.

3. Definitions

For the purposes of this policy:

• Paternity Leave: Time off granted to an employee following the birth, adoption, or surrogacy of a child, enabling the employee to support their partner and bond with the child.
• Primary Adopter: The individual who takes primary responsibility for adopting a child. The other adopter may be eligible for paternity leave.
• Surrogacy Arrangement: When an individual or couple arranges for another person to carry and give birth to a child for them.
• Partner: The spouse, civil partner, or long-term partner of the mother, adopter, or surrogate parent.

4. Eligibility for Paternity Leave

To qualify for paternity leave, an employee must meet the following criteria:

1. Employment Status:
   • Must be employed by {{org_field_name}} under a contract of employment.
   • Must have worked continuously for at least 26 weeks by the end of the 15th week before the baby is due or by the end of the week when the adoption is notified.
2. Relationship to Child and Parent:
   • Must be the biological father, the adopter’s partner, the intended parent (in a surrogacy arrangement), or the partner of the birth mother.
3. Purpose of Leave:
   • Must intend to care for the child or support the child’s mother or adopter.

5. Entitlement to Paternity Leave

Eligible employees are entitled to:

1. Length of Leave:
   • Up to 2 weeks of statutory paternity leave. This can be taken as:
     • One full week.
     • Two consecutive weeks.
   • Leave cannot be taken as individual days and must be completed within 56 days (8 weeks) of the child’s birth or placement for adoption.
2. Statutory Paternity Pay (SPP):
   • Eligible employees will receive Statutory Paternity Pay (SPP), which is the lower of:
     • £172.48 per week (as of 2024).
     • 90% of average weekly earnings.
   • Employees must have earned at least the Lower Earnings Limit (£123 per week) to qualify for SPP.
3. Unpaid Leave:
   • If an employee does not qualify for SPP, they can still take paternity leave, but it will be unpaid.

6. Application Process

To apply for paternity leave, employees must:

1. Notification of Intent:
   • Inform their line manager and HR at least 15 weeks before the expected due date or 7 days after being matched with a child for adoption.
   • Provide the following details in writing:
     • Expected week of childbirth (EWC) or adoption date.
     • Intended start date for paternity leave.
     • Duration of leave (1 or 2 weeks).
2. Self-Certification Form:
   • Complete a SC3 form (for birth) or SC4 form (for adoption), confirming eligibility for statutory paternity leave and pay.
3. Confirmation of Leave:
   • HR will provide written confirmation of the approved leave dates and payment arrangements within 28 days of receiving the application.

7. Timing and Flexibility of Leave

Employees can choose when to start their paternity leave:

1. For Birth:
   • On the day the baby is born.
   • A specific date after the birth.
   • From a chosen date within 56 days of the birth.
2. For Adoption:
   • On the date of placement.
   • A specific date after placement.
   • Within 56 days of the child’s placement.

If the baby is born earlier than expected or the adoption placement changes, employees should inform HR immediately to adjust leave dates.

8. Rights During Paternity Leave

Employees retain the following rights during paternity leave:

1. Continuous Employment:
   • Paternity leave counts as continuous service. Employment rights, including annual leave entitlement, continue to accrue.
2. Annual Leave Accrual:
   • Annual leave will continue to accrue during paternity leave. Employees are encouraged to discuss how to manage leave entitlements before and after their paternity leave.
3. Pension Contributions:
   • Pension contributions will continue based on normal salary during paid paternity leave.
4. Protection from Discrimination:
   • Employees will not be treated unfairly, dismissed, or subjected to detriment for taking or requesting paternity leave.

9. Returning to Work

Employees have the right to return to the same role following paternity leave, provided they take no more than two consecutive weeks of leave.

Return-to-Work Process:

• Employees must confirm their return date with HR at least 1 week before the end of their paternity leave.
• Line managers will conduct a return-to-work meeting to discuss any support needed for reintegration.

10. Shared Parental Leave (Optional Extension)

Employees may wish to convert paternity leave into Shared Parental Leave (SPL), allowing both parents to share up to 50 weeks of leave and 37 weeks of pay. To be eligible:

• The mother or adopter must end their maternity or adoption leave early.
• Both parents must meet statutory eligibility criteria.

Employees interested in SPL should discuss options with HR as early as possible.

11. Managing Paternity Leave Efficiently

To ensure paternity leave is managed efficiently while maintaining service quality:

1. Staffing and Care Planning:
   • Line managers will arrange cover for care duties during the employee’s absence, ensuring continuity of care for service users.
   • Care schedules will be reviewed, and temporary adjustments made where necessary.
2. Clear Communication:
   • HR will communicate approval and pay arrangements in writing.
   • Service users will be informed of any temporary changes to care arrangements.
3. Flexible Work Arrangements:
   • Upon returning, employees can request flexible working arrangements, including adjusted hours, remote work (if applicable), or part-time schedules.

12. Additional Support and Resources

{{org_field_name}} recognises that becoming a parent is a significant life event. We offer additional support to employees during this time, including:

1. Employee Assistance Programme (EAP): Access to counselling, parenting resources, and well-being support.
2. Parental Coaching: Optional coaching sessions to help employees balance work and family responsibilities.
3. Flexible Working: Upon returning, employees may request flexible work arrangements under the Flexible Working Policy.
4. Health and Well-Being: Support for mental and physical well-being, including signposting to external resources.

13. Monitoring, Review, and Compliance

To ensure this policy remains effective:

• HR will monitor paternity leave requests, approvals, and return-to-work outcomes.
• Feedback from employees will inform continuous improvements.
• The policy will be reviewed annually to reflect any legislative changes or organisational needs.

Any breaches of this policy will be addressed under the company’s disciplinary procedures, ensuring fair treatment and adherence to employment law.

14. Complaints and Grievances

Employees who feel they have been treated unfairly regarding paternity leave can raise their concerns through the company’s Grievance Procedure. HR will investigate all complaints promptly and impartially.

15. Review and Approval

This policy will be reviewed annually by the HR Department and Senior Management Team to ensure compliance with current legislation and best practices. Any updates will be communicated to all staff.

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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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