Leave Policies

Schedule 12: Time Off for Antenatal Appointments

About This Policy

This policy outlines the statutory right to take time off to attend antenatal appointments. This policy applies to employees and agency workers. It does not apply to self-employed contractors.

If you are an agency worker, the rights set out in this policy only apply to you once you have worked in the same role with us for at least 12 continuous weeks (which may include more than one assignment). For these purposes we will ignore any breaks due to:

• Holiday or other leave to which you are entitled
• Workplace closure, for example at Christmas
• Industrial action
• Breaks of up to 28 weeks in cases of sickness or jury service
• Breaks of up to six weeks for any other reason

We will treat breaks due to pregnancy or childbirth up to 26 weeks after birth, and any statutory maternity, paternity or adoption leave, as time worked.

This policy does not form part of any employee's contract of employment and we may amend it at any time.

Time Off If You Are Pregnant

If you are pregnant you may take reasonable paid time off during working hours for antenatal appointments, including any relaxation or parenting classes that your doctor, midwife or health visitor has advised you to attend. You should try to give us as much notice as possible of the appointment. Please inform your Line Manager. Unless it is your first appointment, we may ask to see a certificate confirming your pregnancy and an appointment card.

Time Off for Accompanying a Pregnant Woman: Eligibility

You may take unpaid time off to accompany a pregnant woman to an antenatal appointment if you have a "qualifying relationship" with the woman or the child. This means that either:

• You are the baby's father
• You are the pregnant woman's spouse, civil partner or cohabiting partner or are living with her in an enduring family relationship and she is not your sister, mother, grandmother, aunt or niece
• She has undergone assisted conception and at that time you were her wife or civil partner or gave the required legal notices to be treated in law as the second female parent
• You are one of the intended parents in a surrogacy arrangement and expect to obtain a parental order in respect of the child

Time Off for Accompanying a Pregnant Woman: How to Book

Please give us as much notice of the appointment as possible. Please request 'other' leave on BreatheHR, selecting Antenatal appointment and await approval in the usual way.

You must provide us with a signed statement providing the date and time of the appointment and confirming:

• That you meet one of the eligibility criteria above
• That the purpose of the time off is to accompany the pregnant woman to an antenatal appointment
• That the appointment has been made on the advice of a registered medical practitioner, registered midwife or registered nurse

Time Off for Accompanying a Pregnant Woman: Amount of Time Off

You may take time off to accompany a pregnant woman to up to two antenatal appointments in relation to each pregnancy. You must not take more than six and a half hours off for each appointment, including travel and waiting time. Please request 'other leave' on BreatheHR selecting Antenatal Appointment from the drop down menu.

Time off to attend these appointments is unpaid. Further time off for antenatal appointments is in our absolute discretion or you may choose to take annual leave which must be requested and authorised in the usual way.

Schedule 13: Time Off for Adoption Appointments

About This Policy

This policy outlines the statutory right to take time off to attend adoption appointments. This policy applies to employees and agency workers. It does not apply to self-employed contractors.

If you are an agency worker, the rights set out in this policy only apply to you once you have worked in the same role with us for at least 12 continuous weeks. We will ignore the same categories of breaks as described in Schedule 12, and will treat breaks due to pregnancy or childbirth up to 26 weeks after birth, and any statutory maternity, paternity or adoption leave, as time worked.

This policy does not form part of any employee's contract of employment and we may amend it at any time.

Time Off for an Adoption Appointment

An adoption appointment is an appointment arranged by an adoption agency (or at the agency's request) for you to have contact with a child who is to be placed with you for adoption, or for any other purpose related to the adoption.

You may take time off to attend an adoption appointment once the agency has notified you that a child is to be placed with you for adoption but before the child is actually placed with you.

If You Are Adopting a Child With Another Person

Where you and your partner are adopting a child, you must decide between you who will be treated as the primary adopter and who will be treated as the secondary adopter for the purposes of time off. You must tell us your decision the first time you request time off for an adoption appointment. This will affect how much time you can take off and whether it is paid.

• You would usually choose to be the primary adopter if you intend to take adoption leave when the child is placed with you. You would not be able to take paternity leave if you have elected to be the primary adopter.
• You would usually choose to be the secondary adopter if you intend to take paternity leave when the child is placed with you, although you may be able to take adoption leave if your partner is not taking it.

If You Are Adopting a Child Alone

If you are adopting a child alone, you are treated as the primary adopter.

If You Are Adopting More Than One Child

If the agency is placing more than one child with you as part of the same arrangement, this is treated as one adoption and will not increase the number of appointments you can take time off to attend. Any time off under this policy must be taken before the first child is placed with you.

Amount of Time Off

• If you are adopting on your own or have elected to be the primary adopter, you may take paid time off to attend an adoption appointment on up to five occasions in relation to any particular adoption.
• If you are the secondary adopter, you may take unpaid time off to attend an adoption appointment on up to two occasions only.
• You must not take more than six and a half hours off for each appointment, including travel and waiting time.

How to Book Time Off

Please give us as much notice of the appointment as possible. Please request 'other' leave on BreatheHR, selecting Adoption from the drop-down menu.

You must provide your Line Manager with a signed statement or an email confirming:

• The date and time of the appointment
• That the appointment has been arranged or requested by the adoption agency
• Whether you are adopting a child alone or jointly with another person
• If you are adopting with another person, whether you are electing to take paid or unpaid time off

If you are an agency worker you may have to notify your agency as well. We may sometimes ask you to try and rearrange an appointment where it is reasonable to do so. In exceptional circumstances we reserve the right to refuse a request for a particular appointment but we will not do so without good reason.

Schedule 14: Maternity Policy

About This Policy

This policy outlines the statutory rights and responsibilities of employees who are pregnant or have recently given birth, and sets out the arrangements for antenatal care, pregnancy-related sickness, health and safety, and maternity leave.

This policy does not form part of any employee's contract of employment and we may amend it at any time.

Entitlement to Maternity Leave

All employees are entitled to up to 52 weeks' maternity leave, consisting of 26 weeks' ordinary maternity leave ("OML") and 26 weeks' additional maternity leave ("AML").

Notification

Please inform us as soon as possible that you are pregnant. This is important as there may be health and safety considerations. Please speak to your Line Manager in the first instance.

Before the end of the fifteenth week before the week that you expect to give birth ("Qualifying Week"), or as soon as reasonably practical afterwards, you must tell us:

• The week in which your doctor or midwife expects you to give birth ("Expected Week of Childbirth")
• The date on which you would like to start your maternity leave ("Intended Start Date")

We will write to you within 28 days to tell you the date we will expect you to return to work if you take your full maternity leave entitlement ("Expected Return Date"). Once you receive a certificate from a doctor or midwife confirming your Expected Week of Childbirth (MATB1), you must provide us with a copy.

Stillbirth and Neonatal Loss

In the unfortunate event of stillbirth after 24 weeks of pregnancy or if your child is born alive at any stage of pregnancy but does not survive (neonatal loss), you will be entitled to maternity leave. If eligible, you will also be entitled to maternity pay.

In the event of a miscarriage during or before the 24th week of pregnancy, provisions and regulations of the sick pay scheme will apply. You may be entitled to 2 weeks' leave paid at the statutory rate if you lose a child under the age of 18, or suffer a stillbirth after 24 weeks of pregnancy.

Starting Maternity Leave

The earliest you can start maternity leave is 11 weeks before the Expected Week of Childbirth (unless your child is born prematurely before that date).

If you want to change your Intended Start Date please tell us in writing. You should give us as much notice as you can, but wherever possible you must tell us at least 28 days before the original Intended Start Date (or the new start date if you are bringing the date forward). We will then write to you within 28 days to tell you your new expected return date.

Your maternity leave should normally start on the Intended Start Date. However, it may start earlier if you give birth before your Intended Start Date, or if you are absent for a pregnancy-related reason in the last four weeks before your Expected Week of Childbirth.

Shortly before your maternity leave is due to start we will discuss with you the arrangements for covering your work and the opportunities for you to remain in contact, should you wish to do so, during your leave. Unless you request otherwise, we will share usual internal updates, job vacancies, training and work-related social events.

The law says that we cannot allow you to work during the two weeks following childbirth.

Maternity Pay

Statutory maternity pay ("SMP") is payable for up to 39 weeks provided you have at least 26 weeks' continuous employment with us at the end of the Qualifying Week and your average earnings are not less than the lower earnings limit set by the government each tax year. The first six weeks SMP are paid at 90% of your average earnings and the remaining 33 weeks are at a rate set by the government each year.

During Maternity Leave

With the exception of terms relating to pay, your terms and conditions of employment remain in force during OML and AML. Annual leave entitlement will continue to accrue at the rate provided under your contract.

If your maternity leave will continue into the next holiday year, any holiday entitlement that cannot reasonably be taken before starting your maternity leave can be carried over and must be taken immediately before returning to work unless agreed otherwise. Please discuss your holiday plans with HR in good time before starting your maternity leave. All holiday dates are subject to approval.

If you are a member of a pension scheme with us, we shall make employer pension contributions during OML and any period of paid AML, based on your normal salary, in accordance with the pension scheme rules. Any employee contributions you make will be based on the amount of any maternity pay you are receiving, unless you inform HR that you wish to make up any shortfall.

Redundancies During or After Pregnancy and Maternity Leave

If your role is affected by a redundancy situation and you have notified us of your pregnancy, are on maternity leave, or have returned to work from maternity leave and are within an additional protected period of 18 months from the first day of the Expected Week of Childbirth or actual date of birth (where notified to us), you shall be given first refusal on any suitable alternative vacancies that are appropriate to your skills.

Similar protection applies to employees on, or who have recently returned from, adoption leave or shared parental leave. In addition, you will be informed of proposals and invited to a meeting before any final decision is reached about your continued employment.

Keeping in Touch

We may make reasonable contact with you from time to time during your maternity leave although we will keep this to a minimum. You may work (including attending training) on up to ten "keeping-in-touch" days during your maternity leave. This is not compulsory and must be discussed and agreed with HR. You will be paid at your normal basic rate of pay for time spent working on a keeping-in-touch day and this will be inclusive of any maternity pay entitlement.

Returning to Work

You must return to work on the Expected Return Date unless you tell us otherwise. If you wish to return to work earlier than the Expected Return Date, you must give us eight weeks' prior notice of the date.

You are normally entitled to return to work in the position you held before starting maternity leave, and on the same terms of employment. However, if you have taken AML and it is not reasonably practicable for us to allow you to return into the same position, we may give you another suitable and appropriate job on terms and conditions that are not less favourable.

If you want to change your hours or other working arrangements on return from maternity leave you should make a request under our Flexible Working Policy. If you decide you do not want to return to work you should give notice of resignation in accordance with your contract.

Schedule 15: Adoption Policy

About This Policy

This policy sets out the arrangements for adoption leave and pay for employees who are adopting a child through a UK adoption agency. This policy does not form part of any employee's contract of employment and we may amend it at any time.

Entitlement to Adoption Leave

You are entitled to adoption leave if you meet all the following conditions:

• You are adopting a child through a UK or overseas adoption agency
• The adoption agency has given you written notice that it has matched you with a child for adoption and tells you the date the child is expected to be placed into your care with a view to adoption ("Expected Placement Date")
• You have notified the agency that you agree to the child being placed with you on the Expected Placement Date
• Your spouse or partner will not be taking adoption leave with their employer (although they may be entitled to take paternity leave)

The maximum adoption leave entitlement is 52 weeks, consisting of 26 weeks' Ordinary Adoption Leave ("OAL") and 26 weeks' Additional Adoption Leave ("AAL").

Notification Requirements

Not more than seven days after the agency notifies you in writing that it has matched you with a child (or where that is not reasonably practicable, as soon as reasonably practicable), you must give us notice in writing of the Expected Placement Date, and your intended start date for adoption leave ("Intended Start Date"). Please inform your Line Manager.

We will then write to you within 28 days to inform you of your expected return date assuming you take your full entitlement to adoption leave. Once you receive the matching certificate issued by the adoption agency, you must provide us with a copy.

Starting Adoption Leave

OAL may start on a predetermined date no more than 14 days before the Expected Placement Date, or on the date of placement itself, but no later. If you want to change your Intended Start Date please tell us in writing, with as much notice as possible, but at least 28 days before the original Intended Start Date where possible.

Adoption Pay

Statutory adoption pay ("SAP") is payable for up to 39 weeks provided you have at least 26 weeks' continuous employment with us at the end of the Qualifying Week and your average earnings are not less than the lower earnings limit set by the government each tax year. It is paid at a rate set by the government each year. For further information please speak to HR.

During Adoption Leave

All the terms and conditions of your employment remain in force during OAL and AAL, except for the terms relating to pay. Annual leave entitlement will continue to accrue at the rate provided under your contract.

If your adoption leave will continue into the next holiday year, any holiday entitlement that cannot reasonably be taken before starting your adoption leave can be carried over and must be taken immediately before returning to work unless your Line Manager agrees otherwise.

If you are a member of a pension scheme with the Company, we shall make employer pension contributions during OAL and any further period of paid adoption leave based on your normal salary, in accordance with the pension scheme rules. Any employee contributions you make will be based on the amount of any adoption pay you are receiving, unless you inform HR that you wish to make up any shortfall.

Keeping in Touch

We may make reasonable contact with you from time to time during your adoption leave although we will keep this to a minimum. You may work (including attending training) on up to ten "keeping-in-touch" days during your adoption leave. This is not compulsory and must be discussed and agreed with your Line Manager. You will be paid at your normal basic rate of pay for time spent working on a keeping-in-touch day.

Returning to Work

You must return to work on the expected return date unless you tell us otherwise. If you wish to return to work early, you must give us at least eight weeks' notice of the date.

You are normally entitled to return to work in the position you held before starting adoption leave, on the same terms of employment. However, if you have taken AAL and it is not reasonably practicable for us to allow you to return to the same position, we may give you another suitable and appropriate job on terms and conditions that are not less favourable.

If you want to change your hours or other working arrangements on return from adoption leave you should make a request under our Flexible Working Policy.

Redundancies During or After Adoption Leave

If your role is affected by a redundancy situation and you are on adoption leave or have returned to work from adoption leave and are within an additional protected period of 18 months from the date the child is placed with you for adoption, you shall be given first refusal on any suitable alternative vacancies that are appropriate to your skills. In addition, you will be informed of proposals and invited to a meeting before any final decision is reached about your continued employment.

Schedule 16: Paternity Policy

About This Policy

This policy outlines when an employee may be entitled to paternity leave and paternity pay, and sets out the arrangements for taking it. You will not be discriminated against or subjected to a detriment for taking leave in accordance with this policy.

This policy applies to employees only. It does not apply to agency workers, consultants, self-employed contractors, volunteers or interns. This policy does not form part of any employee's contract of employment and we may amend it at any time.

Entitlement to Paternity Leave

Paternity leave is available on the birth of a child if you have been continuously employed by us for at least 26 weeks ending with the 15th week before the Expected Week of Childbirth and:

• You are the biological father and will have some responsibility for the child's upbringing; or
• You are the husband, civil partner or cohabiting partner of the biological mother and will have the main responsibility (with the mother) for the child's upbringing; or
• The child is born to a surrogate mother where you are, or your partner is, one of the child's biological parents, and you expect to obtain a parental order giving you and your partner legal responsibility for the child

Paternity leave is also available where a child is placed with you for adoption by an adoption agency, if you have been continuously employed by us for at least 26 weeks ending with the week in which the agency notifies you that you have been matched with a child.

Stillbirth and Neonatal Loss

If eligible, you are entitled to paternity leave and pay if your child is stillborn after 24 weeks of pregnancy or born alive at any stage of pregnancy but does not survive (neonatal loss).

Paternity Leave

Paternity leave is a period of up to two weeks' leave taken when a child is born or placed with you for adoption. You may choose to take:

• A single period of leave of either one or two weeks
• Two separate periods of leave of one week each

You can start your leave on the date of birth or placement, or a later date of your choosing. Leave can be taken any time within 52 weeks of the birth or placement. If the baby is premature, the period ends 52 weeks after the start of the expected week of childbirth.

To take paternity leave you must give us written notice by the end of the 15th week before the Expected Week of Childbirth (or no more than seven days after the adoption agency notified you of being matched with a child), or as soon as you reasonably can, stating:

• The expected week of childbirth (and, in surrogacy cases, that you and your partner are parental order parents); or the date on which the adopter was notified of having been matched with the child and the expected placement date
• That you are the father of the child, or that you are not the child's father but are the spouse, civil partner or partner of the child's mother or adopter
• That you expect to have the main responsibility (apart from your spouse, civil partner or partner) for the child's upbringing

To choose a period of paternity leave, you must give us written notice at least 28 days before the chosen start date (or as soon as you reasonably can), stating:

• The start date of the leave
• The duration of the leave
• That the purpose of the leave will be to care for the child or to support the child's mother or adopter

You can change the intended start date or cancel a period of leave by giving us written notice at least 28 days before the relevant date, or as soon as you reasonably can. You must give us written notice of the child's date of birth or placement for adoption as soon as you reasonably can afterwards. Please give all notices to your Line Manager.

Paternity Pay

Statutory paternity pay is payable at the statutory rate during paternity leave provided you have at least 26 weeks' continuous employment ending with the Qualifying Week and your average earnings are not less than the lower earnings limit set by the government each tax year. For further information please contact your line manager.

During Paternity Leave

All the terms and conditions of your employment remain in force except for the terms relating to pay. Annual leave entitlement will continue to accrue during paternity leave at the rate provided under your contract.

If your paternity leave continues into the next holiday year, any holiday entitlement that cannot reasonably be taken can be carried over and must be taken immediately before returning to work unless agreed otherwise. Please discuss your holiday plans with HR in good time. All holiday dates are subject to approval.

If you are a member of a pension scheme with us, we shall make employer pension contributions during paternity leave, based on your normal salary, in accordance with the pension scheme rules. Any employee contributions you make will be based on the amount of any paternity pay you are receiving, unless you inform HR that you wish to make up any shortfall.

Schedule 17: Shared Parental Leave (Birth) Policy

About This Policy

This policy outlines the arrangements for shared parental leave and pay in relation to the birth of a child. If you are adopting a child please see Schedule 18 (Shared Parental Leave — Adoption) instead.

This policy applies to employees. It does not apply to agency workers or self-employed contractors. This policy does not form part of any employee's contract of employment and we may amend it at any time.

Frequently Used Terms

• Expected week of childbirth (EWC): the week, beginning on a Sunday, in which the doctor or midwife expects your child to be born
• Parent: one of two people who will share the main responsibility for the child's upbringing (and who may be either the mother, the father, or the mother's partner if not the father)
• Partner: your spouse, civil partner or someone living with you in an enduring family relationship, but not your sibling, child, parent, grandparent, grandchild, aunt, uncle, niece or nephew
• Qualifying Week: the fifteenth week before the EWC

What is Shared Parental Leave?

Shared parental leave ("SPL") gives you and your partner more flexibility in how to share the care of your child in the first year after birth than simply taking maternity and paternity leave. Assuming you are both eligible, you will be able to choose how to split the available leave between you, and can decide to be off work at the same time or at different times. You may be able to take leave in more than one block.

Entitlement to SPL

You are entitled to SPL in relation to the birth of a child if:

• You are the child's mother, and share the main responsibility for the care of the child with the child's father or with your partner
• You are the child's father and share the main responsibility for the care of the child with the child's mother
• You are the mother's partner and share the main responsibility for the care of the child with the mother (where the child's father does not share the main responsibility with the mother)

The following conditions must also be fulfilled:

• You must have at least 26 weeks continuous employment with us by the end of the Qualifying Week, and still be employed by us in the week before the leave is to be taken
• The other parent must have worked (in an employed or self-employed capacity) in at least 26 of the 66 weeks before the EWC and had average weekly earnings of at least £30 during 13 of those weeks
• You and the other parent must give the necessary statutory notices and declarations, including notice to end any maternity leave, statutory maternity pay (SMP) or maternity allowance (MA) periods

The total amount of SPL available is 52 weeks, less the weeks spent by the child's mother on maternity leave (or the weeks in which the mother has been in receipt of SMP or MA if she is not entitled to maternity leave).

If you are the mother you cannot start SPL until after the compulsory maternity leave period, which lasts until two weeks after birth. If you are the child's father or the mother's partner, you should consider using your two weeks' paternity leave before taking SPL. Once you start SPL you will lose any untaken paternity leave entitlement. SPL entitlement is additional to your paternity leave entitlement.

Opting In to Shared Parental Leave and Pay

Not less than eight weeks before the date you intend your SPL to start, you must give us a written opt-in notice giving:

• Your name and the name of the other parent
• If you are the child's mother, the start and end dates of your maternity leave; if you are the father or partner, the start and end dates of the mother's maternity leave or SMP/MA period
• The total SPL available (52 weeks minus weeks of maternity leave/SMP/MA taken or to be taken)
• How many weeks of SPL will be allocated to you and how many to the other parent
• If claiming statutory shared parental pay (ShPP), the total ShPP available and how it is allocated
• An indication of the pattern of leave you are thinking of taking
• Declarations by you and the other parent that you both meet the statutory conditions

Please give this notice to HR.

Ending Your Maternity Leave

If you are the child's mother and want to opt into the SPL scheme, you must give us at least eight weeks' written notice to end your maternity leave (a "curtailment notice") before you can take SPL. The notice must state the date your maternity leave will end. You can give the notice before or after you give birth, but you cannot end your maternity leave until at least two weeks after birth.

The curtailment notice is binding and cannot usually be revoked. You can only revoke it if maternity leave has not yet ended and one of the following applies:

• If neither you nor the other parent are in fact eligible for SPL or ShPP, you can revoke within eight weeks of giving the notice
• If you gave the curtailment notice before giving birth, you can revoke it up to eight weeks after giving it, or up to six weeks after birth, whichever is later
• If the other parent has died

Evidence of Entitlement

You must also provide on request:

• A copy of the birth certificate (or if not yet obtained, a signed declaration of the child's date and place of birth)
• The name and address of the other parent's employer (or a declaration that they have no employer)

Booking Your SPL Dates

Having opted into the SPL system, you must book your leave by giving us a period of leave notice at least eight weeks before the start of SPL. The period of leave notice can either give the dates you want to take leave or, if the child has not been born yet, state the number of days after birth that you want the leave to start and end. Leave must be taken in blocks of at least one week.

If your period of leave notice gives a single continuous block of SPL you will be entitled to take the leave set out in the notice. If your period of leave notice requests split periods of SPL, with periods of work in between, we will consider your request (see below). You can give up to three period of leave notices.

Procedure for Requesting Split Periods of SPL

We may be willing to consider a period of leave notice where the SPL is split into shorter periods with periods of work in between. It is best to discuss this with your Line Manager in good time before formally submitting your notice.

If we have not reached agreement after a two-week discussion period, you will be entitled to take the full amount of requested SPL as one continuous block, starting on the start date given in your notice. Alternatively, you may choose a new start date or withdraw your period of leave notice within the timeframes specified.

Changing the Dates or Cancelling Your SPL

• You can cancel a period of leave by notifying us in writing at least eight weeks before the start date
• You can change the start or end date for a period of leave by notifying us in writing at least eight weeks before the original or new date, whichever is earlier
• You can combine split periods of leave into a single continuous period by notifying us at least eight weeks before the start date of the first period
• A notice to change or cancel a period of leave will usually count as one of your three period of leave notices

Shared Parental Pay

You may be able to claim Statutory Shared Parental Pay (ShPP) of up to 39 weeks (less any weeks of SMP or MA claimed by you or your partner) if you have at least 26 weeks' continuous employment with us at the end of the Qualifying Week and your average earnings are not less than the lower earnings limit set by the government each tax year. ShPP is paid at a rate set by the government each year.

Other Terms During Shared Parental Leave

Your terms and conditions of employment remain in force during SPL, except for the terms relating to pay. Annual leave entitlement will continue to accrue at the rate provided under your contract. If your SPL continues into the next holiday year, any holiday entitlement that cannot reasonably be taken before starting your leave can be carried over and must be taken immediately before returning to work unless agreed otherwise.

If you are a member of the pension scheme, we will make employer pension contributions during any period of paid SPL, based on your normal salary.

Redundancies During or After Shared Parental Leave

If your role is affected by a redundancy situation and you are on shared parental leave or have returned to work from a period of at least six consecutive weeks of shared parental leave and are within an additional protected period of 18 months from the child's date of birth, you shall be given first refusal on any suitable alternative vacancies that are appropriate to your skills.

Keeping in Touch

We may make reasonable contact with you from time to time during your SPL although we will keep this to a minimum. You may ask or be asked to work (including attending training) on up to 20 "keeping-in-touch" days (KIT days) during your SPL without bringing your SPL to an end. This is in addition to any KIT days taken during maternity leave. KIT days are not compulsory and must be discussed and agreed with HR.

Returning to Work

If you want to end a period of SPL early, you must give us eight weeks' written notice of the new return date. If you want to extend your SPL, you must give us a written period of leave notice at least eight weeks before the date you were due to return to work.

You are normally entitled to return to work in the position you held before starting SPL. However, if it is not reasonably practicable for us to allow you to return into the same position, we may give you another suitable and appropriate job on terms and conditions that are not less favourable, but only if:

• Your SPL and any maternity or paternity leave you have taken adds up to more than 26 weeks in total; or
• You took SPL consecutively with more than four weeks of ordinary parental leave

Schedule 18: Shared Parental Leave (Adoption) Policy

About This Policy

This policy outlines the arrangements for shared parental leave and pay in relation to the adoption of a child. If you or your partner are pregnant or have given birth please see Schedule 17 (Shared Parental Leave — Birth) instead.

This policy applies to employees. It does not apply to agency workers or self-employed contractors. This policy does not form part of any employee's contract of employment and we may amend it at any time.

Frequently Used Terms

• Partner: your spouse, civil partner or someone living with you in an enduring family relationship at the time the child is placed for adoption, but not your sibling, child, parent, grandparent, grandchild, aunt, uncle, niece or nephew
• Qualifying Week: the week the adoption agency notifies you that you have been matched with a child for adoption

What is Shared Parental Leave?

Shared parental leave ("SPL") gives you and your partner more flexibility in how to share the care of your child in the first year after adoption. Assuming you are both eligible, you will be able to choose how to split the available leave between you, and can decide to be off work at the same time or at different times. You may be able to take leave in more than one block.

Entitlement

You may be entitled to SPL if an adoption agency places a child with you and/or your partner for adoption, or where a child is placed with you as foster parents under a "fostering for adoption" or "concurrent planning" scheme. You must intend to share the main responsibility for the care of the child with your partner.

The following conditions must be fulfilled:

• You must have at least 26 weeks continuous employment with us by the end of the Qualifying Week, and still be employed by us in the week before the leave is to be taken
• Your partner must have worked (in an employed or self-employed capacity) in at least 26 of the 66 weeks before the Qualifying Week and had average weekly earnings of at least £30 during 13 of those weeks
• You and your partner must give the necessary statutory notices and declarations, including notice to end adoption leave or statutory adoption pay ("SAP")

Either you or your partner must qualify for statutory adoption leave and/or SAP and must take at least two weeks of adoption leave and/or pay.

The total amount of SPL available is 52 weeks, less the weeks of adoption leave taken by either you or your partner.

Opting In to Shared Parental Leave and Pay

Not less than eight weeks before the date you intend your SPL to start, you must give us a written opt-in notice. Please give your notice to HR.

The notice must include:

• Your name and your partner's name
• In a UK adoption case, the date the adoption agency notified you of a match, the expected date of placement, and the actual date of placement
• In an overseas adoption case, the date you received written notification of approval for overseas adoption, and the date the child entered Great Britain
• Your adoption leave start and end dates (if you are taking adoption leave), or your partner's adoption leave start and end dates if you are not taking adoption leave
• The total SPL available and how it is allocated between you and your partner
• If claiming ShPP, the total ShPP available and how it is allocated
• An indication of the pattern of leave you are thinking of taking
• Declarations by you and your partner that you both meet the statutory conditions

Ending Your Adoption Leave

If you are taking or intend to take adoption leave and want to opt into the SPL scheme, you must give us at least eight weeks' written notice to end your adoption leave (a curtailment notice). The notice must state the date your adoption leave will end. You must take at least two weeks' adoption leave.

The curtailment notice is binding and cannot usually be revoked except if neither you nor your partner are eligible for SPL or ShPP (in which case it may be revoked within eight weeks of giving it), or if your partner has died.

Evidence of Entitlement

You must provide on request:

• Documents from the adoption agency showing the agency's name, address and expected placement date
• The name and address of your partner's employer (or a declaration that they have no employer)

Booking Your SPL Dates

Having opted into the SPL system, you must book your leave by giving us a period of leave notice at least eight weeks before the start of SPL. The period of leave notice can give the dates you want to take SPL or, if the child has not been placed yet, can state the number of days after placement you want the SPL to start and end. Leave must be taken in blocks of at least one week.

If your period of leave notice requests split periods of SPL, we will consider your request. If no agreement is reached after a two-week discussion period, you will be entitled to take the full amount as one continuous block. You can give up to three period of leave notices.

Changing the Dates or Cancelling Your SPL

• You can cancel a period of leave by notifying us in writing at least eight weeks before the start date
• You can change the start or end date for a period of leave by notifying us in writing at least eight weeks before the original or new date, whichever is earlier
• A notice to change or cancel will usually count as one of your three period of leave notices

Shared Parental Pay

You may be able to claim Statutory Shared Parental Pay (ShPP) of up to 39 weeks (less any weeks of SAP claimed) provided you have at least 26 weeks' continuous employment with us at the end of the Qualifying Week and your average earnings meet the lower earnings limit. ShPP is paid at a rate set by the government each year.

Other Terms During Shared Parental Leave

Your terms and conditions of employment remain in force during SPL, except for the terms relating to pay. Annual leave entitlement will continue to accrue. If your SPL continues into the next holiday year, any holiday entitlement that cannot reasonably be taken can be carried over and must be taken immediately before returning to work unless agreed otherwise.

If you are a member of the pension scheme, we will make employer pension contributions during any period of paid SPL, based on your normal salary.

Redundancies During or After Shared Parental Leave

The same redundancy protection applies as described in Schedule 17. If your role is affected during or within 18 months of the child's date of placement, you shall be given first refusal on suitable alternative vacancies.

Keeping in Touch

You may ask or be asked to work on up to 20 keeping-in-touch days during your SPL. This is in addition to any KIT days taken during adoption leave. KIT days are not compulsory and must be agreed with your line manager.

Returning to Work

If you want to end a period of SPL early, you must give us eight weeks' written notice. If you want to extend your SPL, you must give us a written notice at least eight weeks before the date you were due to return.

You are normally entitled to return to work in the position you held before starting SPL. If not reasonably practicable, we may offer a suitable alternative on equivalent terms, subject to the same criteria as described in Schedule 17.

Schedule 19: Parental Leave Policy

About This Policy

This policy summarises the statutory right of employees with at least one year's continuous service to take up to 18 weeks' unpaid parental leave in respect of each child. This policy does not form part of any employee's contract of employment and we may amend it at any time.

Entitlement to Parental Leave

To be eligible for parental leave, you must:

• Have at least one year's continuous employment with us
• Have or expect to have responsibility for a child
• Be taking the leave to spend time with or otherwise care for the child

You have responsibility for a child if you are the biological or adoptive parent or have legal parental responsibility in some other way, for example under a court order.

Eligible employees are entitled to take up to 18 weeks' parental leave in relation to each child. You must tell us of any parental leave you have taken while working for another employer as this counts towards your 18-week entitlement.

Taking Parental Leave

In most cases, parental leave can only be taken in blocks of a week or a whole number of weeks, and you may not take more than four weeks' parental leave a year in relation to each child. Parental leave can be taken up to the child's 18th birthday.

Special rules apply where your child is disabled (entitled to a disability living allowance, armed forces independence allowance or personal independence allowance). You can take parental leave in respect of that child at any time up to the child's 18th birthday, and leave may be taken in blocks of less than one week. There is still a limit of four weeks a year for each child and 18 weeks in total for each child.

Notification Requirements

You must notify your Line Manager of your intention to take parental leave at least 21 days in advance, in writing if possible. Your notification should include the start and end dates of the requested period of leave.

If you wish to start parental leave immediately on the birth of a child, you must give notice at least 21 days before the expected week of childbirth. If you wish to start parental leave immediately on having a child placed with you for adoption, you should give notice at least 21 days before the expected week of placement, or if this is not possible, as much notice as you can.

Evidence of Entitlement

We may ask to see evidence of:

• Your responsibility or expected responsibility for the child (such as birth certificate, adoption or matching certificate, parental responsibility agreement or court order)
• The child's date of birth or date of adoption placement
• If applicable, the child's entitlement to a disability living allowance, armed forces independence allowance or personal independence allowance

Our Right to Postpone Parental Leave

Although we will try to accommodate your request for parental leave, we may postpone your requested leave where it would unduly disrupt our business (for example, if it would leave us short-staffed or unable to complete work on time). We will discuss alternative dates with you, and notify you in writing of the reason for postponement and the new start and end dates, within seven days of receiving your request.

We cannot postpone parental leave if you have requested it to start immediately on the birth or adoption of a child. We cannot postpone parental leave for more than six months, or beyond the child's 18th birthday.

Terms and Conditions During Parental Leave

Parental leave is unpaid. Your employment contract will remain in force, and holiday entitlement will continue to accrue. You will remain bound by your duties of good faith and confidentiality, and any contractual restrictions on accepting gifts and benefits, or working for another business.

Schedule 20: Carer's Leave Policy

About This Policy

The law recognises and we respect that there may be occasions when you will need to take time off work to provide or arrange care for a dependant with a long-term care need. The purpose of this policy is to set out the circumstances in which we will give employees unpaid time off work to deal with these situations.

For time off for dependants to deal with unexpected events, please see Schedule 21 (Time Off for Dependants Policy). No-one who takes time off in accordance with this policy will be subjected to any detriment.

This policy does not form part of any contract of employment or other contract to provide services, and we may amend it at any time.

Who Does This Policy Apply To?

This policy applies to employees only. It does not apply to agency workers, consultants, self-employed contractors, volunteers or interns.

Time Off

You have a right to take up to one week of unpaid time off work in each rolling 12-month period to provide or arrange care for a dependant with a long-term care need.

A dependant for the purposes of this policy is:

• Your spouse, civil partner, child or parent
• A person who lives in the same household as you, but who is not your tenant, lodger, boarder or employee
• Anyone else who reasonably relies on you to provide or arrange care for them

A dependant has a long-term care need for the purposes of this policy if:

• They have an illness or injury (whether physical or mental) that requires, or is likely to require, care for more than three months
• They have a disability for the purposes of the Equality Act 2010
• They require care for a reason connected with their old age

Amount of Time Off

You may take a minimum of half a working day's leave under this policy and up to a maximum of one week's leave. You do not need to take the days consecutively, provided that you take no more than the equivalent of one working week's leave in each rolling 12-month period.

If the amount of time you work varies from week to week, a week's leave will be an average of a week's work:

• If you have been employed for at least a year, this will be calculated by dividing the total of the periods for which you were normally required to work during the course of a week in the previous 12 months by 52.
• If you have been employed for less than a year, this will be calculated by dividing the total of the periods by the number of weeks you have been employed.

Exercising the Right to Time Off

To take leave under this policy you must make a request on BreatheHR, giving the longer of: three days' notice or twice as many days' notice as the number of days you want to take off.

The notice must:

• Specify that you are entitled to take carer's leave in accordance with this policy
• Specify the days you intend to take carer's leave and whether you will take a full or a half day

If you fail to notify us as set out above, you may be subject to disciplinary proceedings for taking unauthorised time off.

In some circumstances, where the operation of the business would be disrupted if you took leave, we may need to postpone your carer's leave. If we do this, we will allow you to take the same amount of leave at a mutually convenient time within one month of the first day you requested to take leave. We will write to you within seven days of your request, setting out the reason for the postponement and the agreed dates.

If you take carer's leave and any other statutory leave (for example, maternity or adoption leave) consecutively, carer's leave does not count when calculating the period of time you have been away from work in respect of your right to return to the job in which you were previously engaged.

Schedule 21: Time Off for Dependants Policy

About This Policy

The law recognises and we respect that there may be occasions when you need to take time off work to deal with unexpected events involving one of your dependants. This policy sets out the circumstances in which employees are entitled to unpaid time off work to deal with such situations.

No-one who takes time off in accordance with this policy will be subjected to any detriment. This policy does not form part of any contract of employment and it may be amended at any time.

Who Does This Policy Apply To?

This policy applies to employees only. It does not apply to agency workers, consultants, self-employed contractors, volunteers or interns.

Reasonable Unpaid Time Off

You have a right to take a reasonable amount of unpaid time off work when it is necessary to:

• Provide assistance when a dependant falls ill, gives birth, is injured or assaulted
• Make longer-term care arrangements for a dependant who is ill or injured
• Take action required in consequence of the death of a dependant
• Deal with the unexpected disruption, termination or breakdown of arrangements for the care of a dependant (such as a child-minder falling ill)
• Deal with an unexpected incident involving your child while a school or another educational establishment is responsible for them

A dependant for the purposes of this policy is:

• Your spouse, civil partner, parent or child
• A person who lives in the same household as you, but who is not your tenant, lodger, boarder or employee
• Anyone else who reasonably relies on you to provide assistance, make arrangements or take action of the kind described above

This policy applies to time off to take action which is necessary because of an immediate or unexpected crisis. It does not apply where you need to take planned time off or provide longer-term care for a dependant.

Whether action is considered necessary will depend on the circumstances, including the nature of the problem, the closeness of the relationship between you and the dependant, and whether anyone else is available to assist. Action is unlikely to be considered necessary if you knew of a problem in advance but did not try to make alternative care arrangements.

Reasonable time off in relation to a particular problem will not normally be more than one or two days. However, we will always consider each set of circumstances on their facts.

Exercising the Right to Time Off

You will only be entitled to time off under this policy if, as soon as is reasonably practicable, you tell your line manager:

• The reason for your absence
• How long you expect to be away from work

If you fail to notify us as set out above, you may be subject to disciplinary proceedings for taking unauthorised time off. We may in some cases ask you to provide evidence for your reasons for taking the time off, either in advance or on your return to work. Suspected abuse of this policy will be dealt with as a disciplinary issue under our Disciplinary and Capability Procedure.

Schedule 22: Flexible Working Policy

About This Policy

This flexible working policy gives eligible employees an opportunity to request a change to their working pattern. We will deal with flexible working requests in a reasonable manner and within a reasonable time. In any event the time between making a request and notifying you of a final decision (including the outcome of any appeal) will be less than two months unless we have agreed a longer period with you.

This policy does not form part of any employee's contract of employment and we may amend it at any time.

Eligibility

To be eligible to make a flexible working request, you must:

• Be an employee
• Not have made two flexible working requests during the last 12 months (even if you withdrew that request)
• Not make a request to work flexibly if a request you made previously has not been concluded

What is a Flexible Working Request?

A flexible working request under this policy means a request to do any or all of the following:

• Reduce or vary your working hours
• Reduce or vary the days or times you work
• Work from a different location (for example, from home)

Making a Flexible Working Request

Your flexible working request should be submitted to your Line Manager in writing and dated. It should:

• State that it is a flexible working request
• Explain the change being requested and propose a start date
• State whether you have made any previous flexible working requests

Meeting

We will arrange a meeting at a convenient time and place to discuss your request. You may request to be accompanied at the meeting by a colleague of your choice. They will be entitled to speak and confer privately with you, but may not answer questions on your behalf.

We may decide to grant your request in full without a meeting, in which case we will write to you with our decision.

The meeting will be used to discuss the working arrangements you have requested. You will be able to explain how the arrangements will accommodate your needs. We will also be able to discuss what impact your proposed working arrangements will have on your work and that of your colleagues. If we cannot accommodate the arrangements you have requested, the meeting also provides an opportunity to explore possible alternative working arrangements.

We may suggest starting new working arrangements under an initial trial period to ensure that they meet your needs and those of your team and department.

The meeting may take place in person or remotely, using remote working platforms or technologies as appropriate.

Decision

We will inform you in writing of our decision as soon as possible after the meeting. If your request is accepted, we will write to you with details of the new working arrangements and the date on which they will commence. You will be asked to sign and return a copy of the letter.

If we cannot immediately accept your request we may require you to undertake a trial period before reaching a final decision. Unless otherwise agreed, changes to your terms of employment will be permanent.

We may reject your request for one or more of the following business reasons:

• The burden of additional costs
• Detrimental effect on ability to meet customer demand
• Inability to reorganise work among existing staff
• Inability to recruit additional staff
• Detrimental impact on quality
• Detrimental impact on performance
• Insufficiency of work during the periods that you propose to work
• Planned structural changes

If we are unable to agree to your request, we will write to tell you which of those reasons applies in your case. We will also set out the appeal procedure.

Appeal

You may appeal in writing within 14 days of receiving our written decision. This includes a decision following a trial period. Your appeal must be dated and must set out the grounds on which you are appealing.

We will hold a meeting with you to discuss your appeal. You may bring a colleague to the meeting. We will tell you in writing of our final decision as soon as possible after the appeal meeting, including reasons. There is no further right of appeal.