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Staff Leave and Absence Policy

1. Introduction

Our Home Care business is committed to ensuring that staff leave and absences are managed fairly, transparently, and efficiently while maintaining service continuity and high-quality care delivery in compliance with Care Inspectorate Wales (CIW) regulations, the Employment Rights Act 1996, the Working Time Regulations 1998, and the Social Care Wales Code of Professional Practice.

This policy applies to all employees, including Care Assistants, Senior Carers, Coordinators, Managers, and Directors, and provides clear guidance on how different types of leave and absences are handled. It also serves as a compliance guide for CIW inspectors assessing our workforce management practices.

2. Key Principles of Leave and Absence Management

• Service User Safety: Staff absences are managed to ensure continuity of care and prevent disruption to service users.
• Fairness and Transparency: All staff are treated equitably, with clear processes for requesting leave and reporting absences.
• Compliance with Employment Law: Leave entitlements comply with the Working Time Regulations 1998 and other relevant laws.
• Workforce Planning: Absences are planned and recorded effectively to ensure adequate staffing levels.
• Employee Well-being: Leave policies promote work-life balance, prevent burnout, and support staff health and well-being.

3. Types of Leave and Absences

A. Annual Leave

All staff are entitled to paid annual leave as per their contract and in line with Working Time Regulations (5.6 weeks per year for full-time staff, pro-rata for part-time staff).

For Staff:

• Annual leave must be requested at least 4 weeks in advance using the Annual Leave Request (ALR) system.
• A maximum of 2 consecutive weeks may be taken at one time, unless otherwise agreed.
• Leave requests will be granted on a first-come, first-served basis, considering service user needs.

For CIW Inspectors:

• Leave records demonstrate fair allocation of holiday entitlements.
• Workforce planning logs confirm that adequate cover is arranged during staff absences.

B. Sick Leave and Reporting Absence

We support staff who are unwell while ensuring that service continuity is maintained.

For Staff:

• Report sickness absence to their line manager at least 2 hours before their shift starts.
• If absent for more than 7 days, provide a Fit Note from a GP.
• Follow the Return to Work (RTW) procedure, including a Return to Work Interview (RWI) after extended absence.

For CIW Inspectors:

• Absence records confirm that all sickness absences are recorded and managed appropriately.
• Return to Work forms and interviews ensure staff are fit to resume duties.

C. Emergency Leave (Compassionate and Dependent Care Leave)

Staff may take emergency leave for urgent personal matters or to care for dependents.

For Staff:

• Notify their line manager as soon as possible in case of an emergency.
• Emergency leave may be paid or unpaid, depending on the nature of the situation.
• Extended leave may require using annual leave entitlement or requesting unpaid leave.

For CIW Inspectors:

• Logs confirm that emergency leave is granted in line with policies.
• Workforce plans demonstrate that cover arrangements are made for absent staff.

D. Maternity, Paternity, and Parental Leave

We comply with statutory maternity, paternity, adoption, and parental leave entitlements.

For Staff:

• Maternity Leave: Up to 52 weeks, with Statutory Maternity Pay (SMP) for eligible employees.
• Paternity Leave: Up to 2 weeks, with Statutory Paternity Pay (SPP) for eligible employees.
• Parental Leave: Up to 18 weeks per child, unpaid but job-protected.
• Staff must provide at least 15 weeks’ notice before maternity leave.

For CIW Inspectors:

• Records confirm compliance with maternity and parental leave entitlements.
• Policies ensure that service continuity is maintained during extended staff leave.

E. Unauthorised Absence and Lateness

Repeated unauthorised absences or lateness may result in disciplinary action.

For Staff:

• Arrive on time for scheduled shifts.
• Notify management if running late, with a valid reason.
• Unauthorised absences may lead to formal warnings under the Disciplinary Policy.

For CIW Inspectors:

• Absence records ensure lateness and unauthorised absences are monitored and addressed.
• Disciplinary records confirm fair and consistent enforcement of policies.

F. Unpaid Leave and Career Breaks

Staff may request unpaid leave or a career break for personal reasons.

For Staff:

• Submit a written request for unpaid leave or a career break.
• Unpaid leave may be granted at the discretion of management, based on service needs.
• Staff on career breaks may need to re-train upon return to work.

For CIW Inspectors:

• Records confirm that career breaks and unpaid leave are granted equitably.
• Workforce plans ensure that staffing levels remain sufficient.

4. Managing Leave and Absences Efficiently

A. Workforce Planning and Cover Arrangements

We ensure that staff absences do not impact service user safety by implementing robust workforce planning measures.

For Staff:

• All leave requests must be approved before travel arrangements are made.
• Staff may be required to swap shifts or cover additional hours during peak periods.
• Temporary staff or agency workers may be used to cover unexpected absences.

For CIW Inspectors:

• Workforce plans demonstrate adequate staffing during absences.
• Shift logs confirm that cover arrangements are in place.

B. Return to Work Process

We support staff returning after long-term illness or absence to ensure they are fit for work.

For Staff:

• A Return to Work Interview (RWI) will be conducted after 7 or more days of absence.
• Staff may require a phased return or adjustments to workload based on health needs.
• Occupational Health referrals may be arranged if needed.

For CIW Inspectors:

• Return to Work records confirm that staff are assessed before resuming duties.
• Risk assessments ensure that employees are not returning before they are fit to work.

5. Governance and Continuous Improvement

We maintain strong oversight and regular reviews of absence management.

What We Do:

• Conduct Quarterly Leave Audits (QLA) to assess absence trends.
• Hold Annual Staff Well-being Reviews (ASWR) to improve leave policies.
• Use absence trend analysis to reduce unplanned absences.

For CIW Inspectors:

• Audit reports confirm that leave and absence procedures are compliant.
• Records demonstrate that staff receive fair access to leave entitlements.

6. Compliance Monitoring and Audit Procedures

• Internal Audits: Conducted quarterly to review leave management efficiency.
• Annual Reviews: Full compliance check against CIW and employment law.
• Staff Supervisions & Appraisals: Used to discuss attendance and well-being.

7. Conclusion

We are committed to fair, transparent, and legally compliant leave and absence management in full alignment with CIW regulations, employment law, and Social Care Wales workforce standards. This policy ensures that staff are supported in maintaining a healthy work-life balance, while service continuity remains a priority for service users.

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