ࡱ> {}|  =bjbj n[4 4   hq< Tp99"[[[666SSSSSSSVYS66S[[T0P'P'P'p[[SP'SP'P'Nt[S[@VX x{QS>THTRZ$Z[SZ[S60f"P'd666SS"666TZ666666666 : JOINT AGREEMENT ON GUIDANCE ON COMPASSIONATE LEAVE, PATERNITY LEAVE, TIME OFF FOR FERTILITY TREATMENT AND DEPENDANTS LEAVE IN FURTHER EDUCATION COLLEGES BETWEEN THE ASSOCIATION OF COLLEGES (AoC) AND ASSOCIATION FOR COLLEGE MANAGEMENT (ACM) ASSOCIATION OF TEACHERS & LECTURERS (ATL) GMB UNISON UNITE - THE UNION UNIVERSITY AND COLLEGES UNION () May 2009 JOINT AGREEMENT ON GUIDANCE ON COMPASSIONATE LEAVE, PATERNITY LEAVE, TIME OFF FOR FERTILITY TREATMENT AND DEPENDANTS LEAVE IN FURTHER EDUCATION COLLEGES This document includes guidance on the following areas: Compassionate leave Paternity leave Time off for fertility treatment Dependants leave 1 INTRODUCTION 1.1 The College recognises the need for effective policies, which play a key part in supporting an appropriate work life balance. Such policies are intended to: allow a more effective combination of home and work responsibilities; enhance equality of opportunity at work; maintain the competitive advantage of the organisation by retaining skilled and valued employees. 1.2 Facilitating time off for urgent reasons is an important aspect in effective College management. Sections 5 and 7 of this guidance reflect rights to paternity leave and dependants leave respectively, which are now embodied in The Employment Rights Act 1996. This guidance also describes entitlements and procedures related to other leave which is not currently included in legislation. 2 SCOPE 2.1 This agreement describes entitlements to compassionate, paternity, fertility treatment and dependants leave for employees at the College, subject, in some instances, to certain eligibility criteria. Employees are also encouraged to refer to other related policies such as: {maternity, adoption and parental leave}. 2.2 The law relating to surrogacy is very complex. Requests for time off by employees who intend to have a child through a surrogacy arrangement will be considered on a case-by-case basis. Adoption leave or paternity leave may apply depending on eligibility (according to legislation in the UK). It is intended that the principle of fairness and equality should be applied regardless of sexual orientation. Where an employee of the College is to be a surrogate mother, the maternity leave policy will apply. 3 COMPASSIONATE LEAVE 3.1 Eligibility & entitlements: 3.1.1 Compassionate leave is available to all employees regardless of length of service. It is intended to assist employees in the event of bereavement or serious illness of a close relative. Employees will be eligible for up to a maximum of 10 days, or pro rata, paid leave in any year; a year being a rolling 12-month period. 3.1.2 A close relative will include partner, parents, grandparents, brother, sister or child. The College will also consider applications for leave in the case of individuals treated as close relatives but not included above. 3.1.3 The (line manager/HR Manager) will agree the number of days for any individual giving consideration to the details of each application. 3.1.4 The College will consider applications for additional compassionate leave for those who have to travel significant distances overseas to attend a funeral, or in the case of caring for terminally ill dependants. 4 PATERNITY LEAVE 4.1 Eligibility for paternity leave: 4.1.1 Those employees who are partners of pregnant women will be entitled to access the College paternity leave benefits, subject to the eligibility criteria below. This is in addition to the right to parental leave. 4.1.2 To be eligible to take paternity leave, an employee must: have at least 26 weeks of continuous employment leading into the 15th week before the expected week of the childbirth; have, or expect to have, responsibility for the upbringing of the child; be either the biological father of the child, married to the childs mother or be the partner of the childs mother. 4.1.3 In the case of adoption, to be eligible to take paternity leave, an employee must: have at least 26 weeks of continuous employment ending with the week in which the adopter is notified of being matched with a child; have, or expect to have, responsibility for the upbringing of the child; be either married to, or the partner of, the childs adopter; and must not be taking adoption leave in respect of the child. 4.2 Entitlements: 4.2.1 Eligible employees are entitled to 2 weeks leave, taken in a block of either one week or 2 consecutive weeks. Employees are not entitled to take 2 non-consecutive weeks of leave. 4.2.2 Paternity leave can take place within 56 days of the childs birth or the expected week of childbirth, whichever is the later. In the case of an adoption, paternity leave can take place within 56 days of the placement for adoption, or within 56 days of the first day of the expected placement, whichever is the later. 4.3 Statutory Paternity Pay (SPP) 4.3.1 An employee will be eligible to receive SPP if he/she: has completed 26 weeks of continuous employment leading into the 15th week before the expected week of the childbirth, or with the week in which the childs adopter is notified of the match; earns an amount equivalent to at least the lower earnings limit for National Insurance contributions; and notifies the College of his/her intention to take paternity leave, in line with Section 5.4. 4.3.2 Not all employees will be eligible for SPP. Those below the earnings threshold should apply to the Benefits Agency to see whether they may be entitled to Income Support. 4.4 Application process 4.4.1 Employees should apply for paternity leave to (line manager/HR manager) on or before the 15th week before the expected week of childbirth. Where this is not possible, notice must be given as soon as is reasonably practicable. Applications must state the intended date of paternity leave and the length of paternity leave. 4.4.2 Employees are required to provide a certificate of confinement or birth to validate their application, or proof of the adoption. This can include the Mat B1, followed by the birth certificate. 5 FERTILITY TREATMENT 5.1 Eligibility to time off for fertility treatment: 5.1.1 Employees will be permitted to take reasonable time off for fertility treatment during normal working hours, although employees who can control the timings of their appointments / treatment should consider the needs of the College. 5.1.2 This permission applies to all employees regardless of length of service, hours worked or contract type. 5.2 Procedures for taking time off for fertility treatment: 5.2.1 The College will allow employees reasonable time to attend appointments for treatment. Agreement should be reached regarding what time is required. Each request will be considered individually in the context of the particular circumstances. Employers are encouraged to provide paid leave for medical/hospital appointments for fertility treatment and associated treatments. 5.2.2 Permission for time off for fertility treatment should not be unreasonably refused. Employees who feel they have not been treated reasonably in relation to such requests should access the College grievance procedure. 5.2.3 Employees should, if requested by the College, produce information to verify that medical appointments have been made in relation to fertility treatment. 6 DEPENDANTS LEAVE 6.1 Eligibility to dependants leave 6.1.1 Employees have the right to take dependants leave during working hours. 6.1.2 The right applies to all employees regardless of length of service, hours worked or contract type. 6.1.3 Employees are entitled to take reasonable time off in order to take action necessary in relation to the types of specific circumstances set out in 7.3 below. 6.2 Who is a dependant? 6.2.1 A dependant is defined for the purposes of this procedure as an employees partner, child, parent, dependant relative, or someone who lives in the same household as the employee but who is not his or her employee, tenant, lodger or boarder. However, the definition of dependant can be extended to any other person who relies on a College employee for the provision of care arrangements. 6.3 When dependants leave may be taken: 6.3.1 Employees may take reasonable time off during working hours in order to take action necessary to deal with the following types of emergencies: to provide assistance on an occasion when a dependant falls ill, gives birth or is injured or assaulted; to make arrangements for the provision of care for a dependant who is ill or injured; because of the unexpected disruption or termination of arrangements for the care of a dependant; or to deal with an incident that involves a child of the employee and which occurs unexpectedly in a period during which an educational establishment that the child attends is responsible for him or her. These are examples of instances which may require dependants leave; however, the College will give consideration to requests for dependants leave which are not included above but may require the support of the College. Illness and injury do not necessarily have to be serious or life threatening and may be linked to a dependant with a deteriorating condition requiring occasional support. However, the leave is intended to enable employees to deal with unexpected disruptions to care arrangements, rather than to allow employees to provide care for dependants themselves. The College will consider sympathetically each individual request for dependants leave considering the merits and circumstances of the specific case. 6.4 Procedures for taking dependants leave 6.4.1 The employee must inform the College of his or her absence as soon as is reasonably practicable, stating how long he or she expects to be absent for. 6.4.2 The College will allow employees reasonable time to do what is necessary in any particular given situation. (Whether this leave is paid should be the subject of local agreement within the College). Agreement should be reached regarding what time is required and for what purposes, though it is accepted that the employee may need to alter the initial agreement depending on the circumstances. Each request will be considered individually in the context of the particular circumstances. 6.4.3 There is no limit to the number of occasions on which an employee can exercise the right to take time off; however, such leave should be for genuine emergencies and unforeseen matters. Employees should therefore utilise annual leave, or parental leave for any planned absence as dependants leave is not intended for such purposes. 6.4.4 Permission for dependants leave should not be unreasonably refused. Employees who feel they have not been treated reasonably in relation to such leave should access the College grievance procedure. 7 TERMS AND CONDITIONS OF EMPLOYMENT 7.1 Contract 7.1.1 The employees contract and continuity of service will continue during any periods of leave covered by this joint agreement whether the leave is paid or unpaid. 7.1.2 Entitlement to other contractual benefits during periods of unpaid leave will be a matter for local agreement between the Corporation and employees, although, contractual terms and conditions (except salary) will be preserved during any period of paternity leave. Employers and employees may wish to continue to make pension contributions during unpaid periods of absence to maintain continuity of pensionable service. 8 RECORDS 8.1 The College will keep records of leave taken by employees in relation to compassionate leave, paternity leave, time off for fertility treatment or dependants leave. 8.2 The College will comply with any reasonable requests to disclose relevant records to the employer of an individual who was previously employed at the College. 9 GENERAL 9.1 Any attempt by an employee to act dishonestly in respect of any element of the Colleges policy(ies) on compassionate leave, paternity leave, time off for fertility treatment or dependants leave will be regarded as serious misconduct and will result in the employee being subject to the Colleges disciplinary procedure. 9.2 If an employee believes that they are not being treated fairly in relation to the right to leave in relation to compassionate leave, paternity leave, time off for fertility treatment or dependants leave, the matter should be dealt with through the grievance procedure or by contacting (a senior manager) if the issue needs to be resolved quickly. 9.3 This policy will be reviewed on a regular basis in accordance with legislative developments and the need for good practice. Note: i) Definition of joint agreement: The Agreement on these guidelines is intended to be a recommendation to Colleges as to how to deal with issues relating to employees compassionate leave, paternity leave, time off for fertility treatment or dependants leave. JOINT AGREEMENT ON GUIDANCE ON COMPASSIONATE LEAVE, PATERNITY LEAVE, FERTILITY TREATMENT AND DEPENDANTS LEAVE IN FURTHER EDUCATION COLLEGES SIGNATURES OF THE PARTIES TO THIS AGREEMENT AoC ACM ATL GMB UNITE The Union . UNISON .... 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