Emergency Leave Policy

About this Policy

The Society understands emergencies happen and all colleagues are entitled to reasonable time off, without pay, in the event of an unplanned emergency.

This policy applies to all colleagues (whether employed on a full-time, part-time, fixed term or permanent basis). It does not apply to agency workers or self-employed contractors.

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

Who is Responsible for this Policy?

All colleagues are expected to follow the guidelines set out in this policy. Colleagues are encouraged to speak with their line manager in the first instance if they need assistance with this policy.

All managers must treat colleagues fairly and consistently in accordance with this policy. If managers require support or assistance, they should contact the relevant HR Advisor.

Eligibility

All colleagues are entitled to reasonable time off, without pay, to deal with an emergency.

Colleagues should speak to their line manager about what has happened to agree the support that is needed in an unplanned emergency. The Society trusts that colleagues will only request emergency leave when it is really needed.

Where a colleague is regularly utilising emergency leave the line manager may discuss alternatives on how best to support the colleague, such as adjusting hours of work or any other measures a colleague could take to mitigate the amount of time they require away from work.

Entitlement

There is no limit to the amount of time a colleague can take off to deal with an emergency issue, but time taken is limited to the amount of time needed to enable the colleague to make alternative arrangements to deal with the issue.  For example, if leave is taken due to an issue with childcare arrangements, the amount of leave is limited to the amount of time needed to put alternative childcare arrangements in place.

In addition to the above the Society will always take a sensible approach which allows colleagues to deal with emergencies without damaging the needs of the business. Wherever possible, colleagues will be allowed to make up lost time, or book annual leave, in order to reduce the financial loss which the colleague suffers.  Emergency leave requests are considered by the line manager on a case by case basis. All periods of leave should be recorded correctly with the reason for the absence detailed where necessary.

We have a separate policy for other types of special leave, including compassionate leave, child’s educational leave, medical appointments and public duties.

For colleagues who wish to change their working hours permanently, colleagues should refer to the Society’s Flexible Working Policy. Colleagues should speak to their line manager and refer to additional Society leave policies if they require more time off, for example; the Annual Leave Policy, Parental Leave Policy or Career Break Policy.

Additional Support

If you have any questions regarding this policy or require additional support, you should speak to your line manager. Alternatively, you can contact the HR Advisor for your business group, or email HR.advice@midcounties.coop.