{{org_field_logo}}

{{org_field_name}}

Registration Number: {{org_field_registration_no}}

---

Employee Statutory Leave and Time Off Policy

1. Purpose

The purpose of this policy is to set out the legal entitlements and procedures for statutory leave and time off within {{org_field_name}}. We are committed to supporting our staff to balance their work and personal lives in a manner that complies with UK employment law, aligns with Care Quality Commission (CQC) regulations, and maintains high standards of care for the people we support. Through effective leave management, we aim to promote staff wellbeing, reduce absenteeism, and ensure the continued provision of safe, person-centred care.

2. Scope

This policy applies to all individuals employed or engaged at {{org_field_name}}, including:

• Permanent and temporary employees
• Part-time and full-time staff
• Volunteers, agency and bank staff
• Contractors working under regulated activity

It ensures fairness and consistency in handling all forms of statutory leave and time off while respecting the operational requirements of the service and the wellbeing of our workforce.

3. Related Policies

This policy should be read in conjunction with the following documents:

• CH02 – Fit and Proper Persons: Employed Staff Policy
• CH27 – Staff Supervision, Training, and Development Policy
• CH33 – Staff Leave and Absence Policy
• CH31 – Disciplinary and Grievance Policy
• CH04 – Good Governance Policy

These policies collectively ensure lawful employment practices, adequate staff support, and continuous improvement in service delivery.

4. Types of Statutory Leave and Entitlements

4.1. Annual Leave

All staff are entitled to a minimum of 5.6 weeks of paid annual leave (pro-rata for part-time). This promotes work-life balance and staff wellbeing.

• Leave requests are processed through our central system and must be submitted at least four weeks in advance.
• The Registered Manager will ensure leave is granted fairly and staffing levels are maintained for safe care delivery.
• Where possible, leave should be taken in the same leave year to prevent backlogs and ensure rest.

4.2. Sick Leave

Employees must report absence due to illness by contacting {{org_field_phone_no}} or their line manager directly.

• A fit note is required after seven calendar days.
• Return-to-work interviews are conducted after each absence to ensure support and address any concerns.
• Persistent short-term absence may trigger formal review under the Attendance Management process.

4.3. Maternity, Paternity, Adoption, and Shared Parental Leave

We fully support our staff through parental journeys and life transitions.

• Maternity Leave: Up to 52 weeks with Statutory Maternity Pay for eligible employees.
• Paternity Leave: 2 weeks’ statutory paid leave for eligible partners.
• Adoption Leave mirrors maternity leave entitlements.
• Shared Parental Leave allows parents to share leave and pay after birth/adoption. Early notification and planning with line managers are encouraged to ensure appropriate staffing cover.

4.4. Parental Leave

Employees with at least one year of service may request up to 18 weeks’ unpaid leave per child.

• This can be used for school transitions, medical appointments or family time.
• Requests should be made in writing with at least 21 days’ notice.
• Leave is generally limited to four weeks per year per child unless agreed otherwise.

4.5. Time Off for Dependants

Employees can take unpaid, reasonable time off to deal with unforeseen events affecting a dependant, such as:

• Illness, injury, or assault
• Childcare disruption
• Emergency involving an elderly relative Requests must be made as soon as practically possible. The duration will depend on the nature of the emergency.

4.6. Compassionate and Bereavement Leave

We recognise that the loss of a loved one is distressing and staff need time to grieve and make arrangements.

• Up to 5 days paid leave may be granted, depending on circumstances and relationship to the deceased.
• Additional leave may be authorised at management discretion or through annual/unpaid leave.

4.7. Medical and Dental Appointments

Staff are expected to arrange appointments outside working hours when possible. If unavoidable:

• Appointments should be reported to line managers in advance.
• Time off may be granted as annual leave, unpaid, or made up at a later date.
• Reasonable flexibility will be shown for long-term or specialist treatments.

4.8. Time Off for Public Duties

Employees serving as magistrates, school governors or other public service roles are entitled to reasonable time off.

• Each request is considered based on the individual’s role and service needs.
• Evidence of the public duty must be provided to support time off requests.

4.9. Jury Service

Staff summoned for jury duty must notify {{org_field_registered_manager_email}} immediately.

• The Court provides compensation for loss of earnings, and we will supply the required forms.
• We will discuss the impact on operations and support staff throughout the process.

5. Efficient Management of Leave

To uphold safe staffing and service continuity, we have implemented the following systems:

• Central Leave Calendar: Prevents clashes and ensures adequate cover.
• Advance Rota Planning: Rosters are drafted four weeks in advance, factoring in booked leave.
• Flexible Workforce: Use of bank and agency staff to provide temporary cover.
• Regular Monitoring: Absence patterns are monitored and addressed during supervision.
• Wellbeing Promotion: Encouraging use of full leave entitlements to prevent burnout. These practices ensure that the people we support receive consistent, high-quality care despite staff absences.

6. Record-Keeping and Confidentiality

All leave and absence records are securely maintained in compliance with the GDPR and our Confidentiality and Data Protection Policy (CH34).

• Access is restricted to authorised personnel.
• Data is reviewed regularly to monitor trends, support workforce planning and prevent misuse of leave.

7. Policy Review

This policy will be reviewed annually by {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}, or sooner in response to:

• Legislative changes
• Changes in operational or staffing needs
• CQC inspection feedback Updated versions will be communicated to all staff and included in the Policy and Procedure Manual.

---

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.