Reasons for special leave
Special leave is a request for time off work, either paid or unpaid. We want colleagues to ask for the support they need and will always handle things as sensitively as possible. The following options have been developed in consultation with the trade union partners and observe your legal entitlements and are in line with the requirements of the Equality Act 2010.
Compassionate leave
We want to support colleagues when someone close to them dies or is seriously ill. We know that the death of someone close, or other upsetting situations, can affect people in different ways. Individual circumstances, the nature of the relationships and the required observance of different religions may vary.
As a guide, when your relationship is really close with the person who’s died or is ill, we’ll generally give two-weeks paid leave.
We’ll also give you one day paid leave if you need to attend a funeral. Your manager will decide, so talk to them about what’s happened and agree what kind of support you need. Your attendance record will be updated by your manager using TRS (Time recording System).
Our Bereavement Policy has advice and guidance for managers supporting colleagues through bereavement.
Emergency or dependency leave
Emergency or dependency leave is for unexpected emergencies, such as securing a damaged property or a situation involving a dependent. We know that every emergency situation is different but usually you’ll just need one or two days off to deal with the immediate problem. We’ll generally give up to 5 of your normal working days in any leave year.
Talk to your manager about your options, for example, working from home rather than taking leave. Where you do need to take paid special leave, your manager will consider things like how serious the situation is and if someone needs care how close you are to them. Your attendance record will be updated by your manager using TRS.
IVF/fertility treatment
We know that sometimes colleagues may need time off work to go to appointments for IVF/fertility treatment. We also know that you may want to accompany your partner if they are undergoing treatment. We’ll give you a flexi credit equal to the duration of an appointment for:
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Preparing for treatment
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Undergoing treatment
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Accompanying your partner who is undergoing treatment
This credit will not include normal commuting time and the credit cannot exceed your normal working hours. You should claim your time back using TRS.
Jury service
You’ll get your normal pay while on jury service, so there is no need for you to claim for loss of earnings from the court. You should claim your time back using TRS. We appreciate that some things you see and hear might be upsetting so remember that we have an Employee Assistance Programme (more information is available on the intranet).
Attending medical appointments
You’re encouraged to arrange appointments in your own time. However, if that’s not possible you should make the appointment at a time that will cause the least disruption, for example, at the beginning or end of the day. If this is not possible, talk to your manager before confirming the appointment.
You’ll be given a flexi credit equal to the duration of your appointment. This credit will not include normal commuting time and the credit cannot exceed your normal working hours. You should claim your time back using TRS.
Parental bereavement leave
We understand that losing a child is an unimaginable trauma. Parents will be given two-weeks paid leave if they lose a child under the age of 18 or suffer a stillbirth from 24 weeks of pregnancy. This can be taken as a single block or as 2 separate weeks within 56 weeks of the bereavement.
This will help to remove any pressure from parents to come back to work too quickly and provide the time to grieve. It is important for our colleagues to feel they’re being treated with dignity and compassion when such a tragedy occurs.
In operating this policy, we will follow Government guidance.
Reserve forces
If you’re a member of a reserve force, you should let your manager know at the start of your employment. Colleagues who would like to join the reserve forces while in employment should discuss this with their line manager.
We will support you to be able to attend training and will give you up to 5 days paid special leave. If you need more time off, you should use your holidays or talk to your manager about unpaid special leave. This should be recorded on TRS.
Supporting colleagues experiencing domestic abuse
We want to promote an organisational culture where colleagues can seek support if they are subjected to domestic abuse. We recognise that a colleague who is experiencing, or has experienced domestic abuse, has the right to raise the issue with us in the knowledge that it will be treated in strict confidence and dealt with as sensitively and effectively as possible.
If you are experiencing domestic abuse we will make every effort to help you. For example, we will give up to 5 of your normal working days in any leave year (i.e. 1 September to the 31 August) to support you to leave your abusive partner safely and to seek support. We will also arrange an advance of your pay in an emergency situation.
Read the Domestic Abuse Policy
Read the Domestic Abuse - Guidance for Managers (1016KB, pdf) posted 05 October 2022
Public duties
We’ll support colleagues who hold certain public positions to carry out their role. You’ll be given paid time off unless the relevant public body pays a salary or other taxable payment. If that’s the case, we’ll give you unpaid special leave. The amount of time off will depend on the circumstances, so you should talk to your manager and agree on what support you need.
Transitioning colleagues
We know that there are many different ways to transition and we will support colleagues individually to ensure a successful workplace transition.
Where colleagues are requesting time off for transition-related appointments and treatment the arrangement above will apply in the same way. You should claim your time back using the ‘Request time back for an external appointment’ button in TRS.
For colleagues who require more time off, this period of leave will be paid in accordance with the attendance management policy arrangements.
We also know that you may want to accompany your partner, spouse, or other family member if they are attending medical appointments or treatments and we’ll give you credit equal to the duration of the appointment. This credit will not include normal commuting time and the credit cannot exceed your normal working hours. You should claim your time back using the ‘Request time back for an external appointment’ button in TRS. You may also want to request time off to give assistance following surgical procedures.
Our Trans and Non-binary Policy and Guidance for Managers sets out our approach to promoting equality, inclusion, and support for trans and non-binary colleagues.
Read the Trans and Non-binary Policy
Read the SPCB Trans Including Non-Binary Equality Policy – Managers Guidance (498KB, pdf) posted 05 October 2022
Bad weather
Bad weather, icy roads, floods or snow sometimes makes travel to or from work difficult or dangerous. We don’t want anyone to take unnecessary risks, but we also need to keep parliamentary business running. If you think you’re going to be late, or aren’t able to get in at all, let your manager know as soon as possible. Make sure you keep in touch with them so they know when to expect you back to work.
If we decide to close the building due to bad weather, you’ll receive a flexi credit for the hours you’re scheduled to work. Your head of office/group has the discretion to allow credits for the duration of the delay or absence. You should claim your time back using TRS.
Additional support
We recognise that you may need additional support, so remember you can talk to your Trade Union representative if you’re a member, or contact our Employee Assistance Programme (EAP) and speak to someone confidentially on 0808 196 2016 or WhatsApp: text "hi" to 07418 360 780. You can find more information on the intranet.
If you’re a manager and need advice, contact the People and Culture Office on 0131 348 6500.
You can appeal against any decision not to grant you special leave or a decision to grant you special leave without pay. Your Office Head or Team Leader will hear your appeal and to do this, you should put your concerns in writing. They will then meet with you and your representative to consider your concerns before letting you know of their decision.