CHW33-Staff Leave and Absence Policy

Registration Number: {{org_field_registration_no}}

Staff Leave and Absence Policy

1. Purpose

The purpose of this policy is to provide clear guidelines on managing staff leave and absence at {{org_field_name}}. This ensures that employee rights are upheld while maintaining appropriate staffing levels to deliver high-quality care. This policy aligns with CIW regulations, employment law, and best practices to promote fairness, transparency, and efficiency in managing absences.

2. Scope

This policy applies to all employees, including full-time, part-time, agency workers, and volunteers within {{org_field_name}}. It covers all forms of leave, including annual leave, sick leave, maternity/paternity leave, compassionate leave, unpaid leave, and unauthorised absences.

3. Annual Leave

All employees are entitled to paid annual leave as per their contract and statutory regulations.

Entitlement: Annual leave entitlements will be outlined in each employee’s contract and comply with the Working Time Regulations 1998.
Requesting Leave: Staff must submit leave requests in advance via the designated leave request system, subject to approval based on staffing needs.
Fair Allocation: Leave will be approved based on a fair and rotational system to ensure all staff can take leave without disrupting service delivery.
Carry Over: Unused leave may be carried over to the next leave year only in exceptional circumstances and with management approval.

4. Sickness and Absence Management

Staff sickness and absence are managed to support staff well-being while maintaining adequate workforce levels to provide safe care.

Reporting Absence: Staff must notify their line manager as soon as possible and no later than one hour before their shift starts if they are unable to work.
Certification: Absences of up to seven calendar days require a self-certification form; absences exceeding this period require a GP’s Fit Note.
Return to Work Process: Employees will be required to complete a return-to-work interview to discuss their health, any adjustments needed, and support available.
Long-Term Absence: Absences exceeding four weeks will be classified as long-term, and a structured return-to-work plan will be developed with HR and Occupational Health.
Absence Monitoring: Persistent short-term absences will be reviewed, and support or further action will be taken in line with the Absence Management Procedure.

5. Maternity, Paternity, and Parental Leave

{{org_field_name}} supports employees in balancing work and family life while ensuring compliance with statutory leave entitlements.

Maternity Leave: Eligible employees are entitled to up to 52 weeks of maternity leave, with Statutory Maternity Pay as per government regulations.
Paternity Leave: Employees meeting eligibility criteria can take up to two weeks’ paid paternity leave.
Parental Leave: Employees with at least one year of service can take up to 18 weeks of unpaid parental leave per child before their 18th birthday.
Adoption Leave: Employees adopting a child are entitled to the same leave and pay rights as maternity leave.

6. Compassionate and Bereavement Leave

We recognise the need for staff to take leave due to bereavement or compassionate circumstances.

Bereavement Leave: Staff are entitled to a minimum of three days’ paid leave following the death of an immediate family member, with additional unpaid leave available upon request.
Compassionate Leave: Consideration will be given on a case-by-case basis for circumstances such as caring responsibilities or severe illness of a loved one.

7. Unpaid Leave

Employees may request unpaid leave for personal reasons, subject to managerial approval and operational needs.

Eligibility: Unpaid leave requests should be made in writing at least four weeks in advance, stating the reason for the request.
Approval Process: Approval is subject to staffing requirements and management discretion.

8. Unauthorised Absence and Lateness

It is essential to maintain punctuality and attendance to ensure continuity of care within {{org_field_name}}.

Unauthorised Absence: Failure to attend work without notifying management will be recorded as unauthorised and may result in disciplinary action.
Lateness: Employees are expected to arrive on time for their scheduled shifts. Repeated lateness will be monitored, and corrective actions may be taken.
Disciplinary Actions: Failure to follow the absence reporting procedure may lead to formal warnings or further action as outlined in the Staff Conduct and Disciplinary Policy.

9. Monitoring and Compliance

Absence Records: All absences will be recorded, monitored, and reviewed to identify patterns and offer necessary support.
Managerial Responsibility: Line managers are responsible for monitoring staff leave, ensuring fairness, and addressing absence issues promptly.
CIW Compliance: This policy ensures compliance with CIW regulations, supporting a safe and well-managed workforce.

10. Related Policies

This policy should be read in conjunction with:

CHW23 – Lone Working and Staff Safety Policy
CHW26 – Recruitment, Selection, and Retention Policy
CHW28 – Staff Conduct and Code of Ethics Policy
CHW31 – Disciplinary and Grievance Policy

11. Policy Review

This policy will be reviewed annually or sooner if there are changes in legislation, regulatory requirements, or organisational needs. Any updates will be communicated to all staff through training sessions and policy briefings.

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}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.