Compassionate and Domestic Leave

If you need to apply for a period of Compassionate and Domestic Leave, please follow the steps below:

1. Notify your line manager as soon as possible of your absences and the reasons for it.
2. Download the application form available on this web page.
3. Complete the form, sign it and get your department head to sign it off (electronic signatures are acceptable or you can print off a copy, sign it and then scan it).
4. Forward the form to HR so it can uploaded to your HR record, by attaching it to a Document Upload request on ServiceNow.
5. Finally, to record the absence on your MyView, submit an 'Other Absence Paid' - this will go through to your line manager to authorise.

Contact your line manager or Head of Academic Unit/Service as soon as possible to let them know the situation, ideally by telephone.

The circumstances may mean that you can take Domestic Leave on the day, or your manager may agree that you can take a day’s annual leave or work from home.

An employee has a statutory right to take unpaid time off to deal with an emergency involving a dependant. A dependant could be a spouse, partner, child, grandchild, parent, or someone who depends on the employee for care.

An employee can take as much time as they reasonably need to deal with the immediate emergency. For example, if their child falls ill, they can take take time off to take them to the doctor and make arrangements for their care. If they need to stay off work longer to care for their dependant themselves, they will need to take some other form of leave, such as holiday or unpaid leave. In most cases, time off work will amount to one or two days but of course may be longer depending on the specific situation.

Although there is no statutory right to paid Domestic Leave, the University’s Policy provides up to 4 days paid leave, in any one leave year. If additional time is needed, it may be possible to take holiday or unpaid leave by agreement. Managers may wish to consult with Ask HR, where the circumstances do not fall clearly within policy.

An emergency could be any unexpected or sudden problems involving someone who depends on the employee’s help or care. The right to time off for dependants could apply to a wide range of different circumstances but below are examples of some situations where an employee could be entitled to take time off:

• If a dependant falls ill – In this situation the illness or injury doesn’t necessarily have to be serious or life-threatening, and may be mental or physical. It can include a deterioration of an existing mental or physical condition. For example, a dependant may have a mental health condition and may not need full-time care, but there could be occasions when their condition deteriorates and the employee needs to take unexpected time off work.
• If a dependant has been injured or is a victim of a crime – The right to take time off would be available if a dependant is a victim of a crime even if they have not been physically hurt but where the employee needs to take time off work to support them.
• When a dependant is having a baby – This does not include taking time off after the birth to care for the child as the employee could be entitled to paternity or parental leave for this purpose.
• To deal with an unexpected disruption or breakdown of care arrangements for a dependant – For example, if a child-minder or carer fails to turn up as arranged, or the nursery or nursing home has to close unexpectedly.
• To deal with an unexpected incident involving your child during school hours – For example, if the employee’s child has been involved in a fight, is distressed, has been injured or is being suspended from school.
• To deal with the death of a dependant – For example, to make funeral arrangements or to attend a funeral.

Employees need to inform their line manager as soon as practicable about their absence, the reasons for it and how long they expect to be away from work.

At times, employees may experience personal difficulties which can be extremely stressful. Managers should deal with requests for such leave with discretion as each case will need to be judged on the individual circumstances, however the employee may be asked to use their annual leave entitlement or take unpaid leave. Further guidance can be provided by Ask HR.

If the employee knows about the event in advance, for example, if they need time off to take their child to a pre-planned hospital appointment they should discuss with their line manager - it may be possible for the employee to take holiday, unpaid leave or make up the time.

The Parents' and Carers' Network (P&CN) aims to support the working lives of colleagues who also have off-campus responsibilities, looking after children or after adults unable to care for themselves due to old age or a disability. Please visit their website for more information.