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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Compassionate Leave Policy

1. Purpose

The purpose of this policy is to provide clear, fair, and compassionate guidance on leave entitlements for employees who experience bereavement or a significant personal crisis. {{org_field_name}} recognises the emotional and practical impact such situations can have on staff and is committed to supporting employees during difficult times. This policy ensures that compassionate leave is managed consistently, equitably, and in line with employment laws and Care Inspectorate Scotland guidelines while maintaining service delivery standards.

2. Scope

This policy applies to all employees, agency workers, and volunteers working for {{org_field_name}}. It covers:

• Bereavement leave for the loss of an immediate family member or dependent.
• Leave for critical illness or emergencies affecting close relatives or dependents.
• Additional discretionary leave based on individual circumstances.
• Support available for employees dealing with grief or crisis situations.

3. Related Policies

• Leave of Absence Policy
• Health and Wellbeing Policy
• Equality, Diversity & Inclusion Policy
• Mental Health Support Policy
• Flexible Working Policy

4. Legal and Regulatory Compliance

{{org_field_name}} adheres to the following employment laws and regulatory guidelines:

• Employment Rights Act 1996 – Governing statutory leave entitlements for bereavement.
• Parental Bereavement (Leave and Pay) Act 2018 – Providing rights to bereaved parents.
• Care Inspectorate Scotland Guidelines – Ensuring fair and supportive employment practices within care organisations.
• Equality Act 2010 – Protecting employees from discrimination and ensuring compassionate leave policies are applied fairly.
• ACAS Guidelines on Compassionate Leave – Best practice recommendations for supporting employees.

5. Types of Compassionate Leave

5.1. Bereavement Leave

{{org_field_name}} provides paid bereavement leave for employees who have experienced the loss of a close relative, which includes:

• Immediate family members (e.g., spouse, partner, child, parent, sibling, or grandparent).
• Dependents (e.g., a person for whom the employee has primary caregiving responsibilities).
• Extended family members or close friends (considered on a case-by-case basis).

Standard bereavement leave entitlements are:

• Up to five days of paid leave for the loss of an immediate family member.
• Two to three days of paid leave for the loss of a close friend or extended family member.
• Additional unpaid or discretionary leave may be considered based on individual circumstances.

5.2. Emergency Leave for Critical Illness or Dependents’ Care

Employees may request emergency leave if a close relative, dependent, or household member experiences a serious illness, injury, or crisis. This includes:

• One to three days of paid leave in cases of medical emergencies affecting a dependent.
• Additional unpaid leave or flexible working arrangements where necessary.
• Consideration for extended leave under the Flexible Working Policy.

5.3. Discretionary Leave for Exceptional Circumstances

In cases where employees require additional time off due to personal loss, trauma, or extraordinary circumstances, {{org_field_name}} may grant discretionary leave at the manager’s discretion. Considerations include:

• The nature of the event and its impact on the employee.
• Operational requirements and service delivery commitments.
• Alternative work arrangements, including remote work or flexible hours.

6. Requesting Compassionate Leave

Employees should notify their line manager or HR department as soon as possible when requesting compassionate leave. The process includes:

1. Informing their manager of the reason for the leave request.
2. Discussing the anticipated duration of leave.
3. Providing any necessary documentation if requested (e.g., proof of bereavement in exceptional cases).
4. Agreeing on a plan for returning to work and any required support.

7. Support for Employees During Bereavement or Crisis

{{org_field_name}} is committed to providing additional support to employees facing bereavement or personal crises. Support may include:

• Access to Employee Assistance Programmes (EAPs), offering counselling and mental health support.
• Flexible work arrangements where feasible.
• Managerial support and check-ins to assess well-being.
• Signposting to external bereavement support services.

8. Returning to Work After Compassionate Leave

• Employees will be offered a return-to-work meeting to discuss any ongoing support needs.
• Adjustments to duties or workloads may be made where necessary to ease the transition back to work.
• If an employee requires additional time off, they may request unpaid leave or temporary adjustments.

9. Management Responsibilities

Managers and HR personnel at {{org_field_name}} are responsible for:

• Ensuring fair and consistent application of this policy.
• Providing support and guidance to employees requesting compassionate leave.
• Maintaining confidentiality and respecting employees’ privacy.
• Monitoring workloads and operational impact to maintain service continuity.
• Providing additional bereavement support or signposting to external services.

10. Complaints and Appeals

Employees who believe they have been unfairly treated under this policy can:

• Raise concerns with their line manager or HR.
• Request a review of their case if compassionate leave is declined.
• Submit a formal grievance following the organisation’s grievance procedures.

11. Policy Review

This policy will be reviewed annually or sooner if legislative changes, operational needs, or staff feedback require updates. Any amendments will be communicated to all employees.

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