Sonning Common Primary School
Leave of Absence Policy
1. Introduction
The
Governing Body ensures that all employees are treated equally and consistently
when applying for leave of absence, in accordance with the school's Equal
Opportunities Policy and taking account of differing national and local
conditions of employment.
The
Governing Body is responsible for ensuring the school's Leave of Absence Policy
is followed and
for
monitoring staff absence rates. Unauthorised absence is dealt with under the
school's Disciplinary
Procedure.
As in the majority of cases a quick response is required, the responsibility
for implementing
this
Policy is delegated to the Headteacher,or to the Chair of Governors in the case
of applications for
leave of
absence from the Headteacher.
Where an employee wishes to make representations
against a decision made by the Headteacher or
Chair of
Governors, they may write to the Governing Body giving full details of the
request. The decision of the Governing Body is final.
Employees
have certain entitlements to leave of absence, in particular circumstances,
under their conditions of service. In other circumstances the Governing Body
grants leave of absence on a discretionary basis in accordance with this
Policy.
2. Entitlement
The
Governing Body will grant leave of absence in accordance with national or local
conditions of service in the following circumstances:-
Entitlement: With Pay
(i) Examiners and Moderators for Examining Bodies
Chief Examiners and Chief
Moderators are given up to 10 school days' leave with pay in any one financial
year. Examiners and Assistant Moderators are given up to 5 school days' leave
with pay in any one financial year.
Employees are not required to pay
the Council or their school any fees or expenses received for examining and
moderating duties.
(ii) Jury Service and Other Public Service
An employee receiving a summons to
serve on a jury must report this to the Headteacher who will grant a leave of
absence unless exemption from jury service is secured. The Headteacher must
report the dates of jury service to the Senior Advisory Officer so that the
necessary financial adjustments can be made. An employee serving as a juror is
required to claim the allowance for loss of earnings to which he/she is
entitled under the Juror Allowance Regulations currently in force. The
Authority will deduct from the employee's full pay an amount equal to the
allowance received for loss of earnings, and this sum will then be credited to
the school's budget.
(iii) Witness Summons
An employee who is subpoenaed as a
witness to appear before the court must report this immediately to the
Headteacher, who will grant leave of absence with pay for such time as is
necessary to discharge the duty as witness.
(iv) Service in Non-Regular Forces
Employees must obtain the
Governing Body’s consent before joining the Non-Regular Forces (e.g.
Territorial Army, Royal Air Force Volunteer Reserve).The Governing Body will
grant two weeks’ additional paid leave to volunteer members of the Non-Regular
Forces who are required by the Forces to attend summer camp.
Such employees are required to
show the Headteacher a copy of their Forces’ payslip for the period of the
summer camp, so that the Headteacher can arrange for a deduction to be made
from the employee’s County Council salary of an amount equal to the pay
received from the Forces for each normal working day of the absence (i.e.
without making any deductions for days when the employee would not normally be
working). The Headteacher ensures this sum is credited to the school’s budget.
Any such employees who are
called-out by the Secretary of State for service with the armed forces are granted
leave of absence without pay for the duration of that service (unless the
Governing Body applies for and gains exemption, deferral or discharge on the
grounds that their absence would cause serious harm to the school in which they
are employed.)
(v) Magistrates and Members of Public Bodies
Employees who are appointed as
magistrates or who undertake duties connected with the work of district
councils or other public bodies, including governing bodies, will be granted
leave of absence with pay for the equivalent of up to 208 hours per year in the
case of staff on Oxfordshire Pay conditions of service, and 10 school days a
year for other staff, unless special approval is given by the Governing Body in
exceptional circumstances.
In the case of employees who have
been appointed to service on the Education Committee of the County Council or
any of its sub-committees, the question of leave of absence does not arise
since the employees concerned are regarded as undertaking special duties at the
Council's request.
(vi) Union Duties
See the Authority's Facilities
Agreement.
(vii) Job Interviews
Leave with
pay is granted as necessary.
(viii) Examination Leave
Staff on Oxfordshire Pay
conditions of service are granted a maximum of 5 days’ leave with pay to sit
approved examinations : this is normally half a day per examination subject.
Other staff are granted 1 day’s leave with pay to sit each approved
examination.
(ix) Paternity Leave
Staff on Oxfordshire Pay
conditions of service and with continuous service of one year or more, are
granted the specific Oxfordshire Paternity Leave entitlement. For other staff
the discretionary compassionate leave provisions of this Policy apply.
(x) Appointments with Dentist,
Doctor etc.
These appointments should be made
outside normal working time except in emergencies or where consultants etc. are
inflexible over timing.
3. Discretionary
The
Governing Body normally applies a limit of 5 days' discretionary leave with pay
per annum, although additional time (either with or without pay) may be granted
in exceptional circumstances.
The
Governing Body may grant leave (either with or without pay) for a period of
time in excess of the limits quoted above, and for any other good reason. These
could include any of the circumstances listed below:
a) Discretionary:
With Pay
(i) Compassionate Leave
Absence necessary as a result of the death or serious
illness/injury of a close member of the family, close friend or partner.
Breakdown of normal childcare arrangements.
Maternity support leave. This recognises the need for
employees to have leave associated with their spouse's/partner's maternity at
short notice to deal with unforeseen circumstances.
Other occasions when care of dependants is necessary.
(ii)
Adoption
Leave with pay is given for the adoption of a child.
Teaching staff may be granted the relevant post-natal provisions of the
maternity leave scheme for teaching staff.
(iii) Revision/Study Leave
The Governing Body can approve up
to a maximum of 5 days' revision/study leave with pay to employees undertaking
work-related qualifications.
b) Discretionary: Without
Pay
(i) Parliamentary Candidates
Leave may be granted, but without
pay, from the date when the candidate's nomination is accepted until the date
of the election.
(ii) Religious Festivals
Leave may be granted, but without
pay. A limit of 5 days' unpaid leave is normally applied although additional
time may be granted in exceptional circumstances.
(iii) Secondment for Other Paid Employment
Leave may be granted without pay
for an agreed period of time.
c) Discretionary:
With or without Pay
(i) Participation in National Sporting, Cultural and
Similar Events
Leave is granted (either
with or without pay) for the necessary period of absence.
(ii) Moving House
For employees whose contractual
arrangements do not allow them to take annual leave during term-time and where
the move cannot be effected in a school closure period, 1 day’s leave is
granted (either with or without pay).
4. Applications for leave of absence
Requests
for leave of absence (either with or without pay) should be made on the
"Application for Leave of Absence" form (see Appendix 1).
APPENDIX 1
APPLICATION FOR LEAVE OF ABSENCE
SECTION ONE - to be completed by the Applicant
NAME: ..............................................................................................................................……..
POST HELD:
.............................................................................................................................
I hereby request leave of absence
on the following date(s):
.......................................................................................................................................…………
.........................................................................................................................................………..
for the following reason:
.........................................................................................................................................………..
.........................................................................................................................................………..
(If there is insufficient room, continue overleaf.)
Signed ................................................................... Date ……………………………….
When this section has been completed the form should be given to the
Headteacher, or to the Chairman of Governors where the Applicant is the
Headteacher.
SECTION TWO - to be completed by the Headteacher/Chairman of
Governors
*(i) The
Governing Body agrees this
application for leave of absence with
pay.
*(ii) The
Governing Body agrees this
application for leave of absence without
pay.
*(iii) The
Governing Body does not agree this application for the
following reason:
...........................................................................................................................……….
...........................................................................................................................……….
Signed
.......…..................................…….......... Date
..................................................
*Headteacher/Chairman
of Governors
* Delete
as appropriate
A copy of the completed form should be returned to
the Applicant.