Compassionate Leave Policy
Background
The Bristol Cable is committed to creating a progressive, supportive workplace and we want our policies to reflect that. We’d like the way we work to actively challenge the power structures that reproduce inequality and injustice, and consciously choose to work in ways that are liberatory, or anti-oppressive.
Our policies have been written with these principles in mind and signed off by the entire staff team, who collectively run our Co-op.
1. Introduction
1.1 This policy covers leave relating to unexpected circumstances regarding dependants, domestic emergencies, bereavements and other compassionate needs. The aim of this policy is to inform employees and members of employment rights relating to such leave and to provide a framework for the decision making process.
1.2 The Bristol Cable is committed to equality of opportunity in employment for all its employees and to developing work practices and workplace policies that support work-life priorities.
1.3 This policy covers a range of exceptional circumstances which may affect employees and extend in the appropriate circumstances the statutory right of employees, as set out inGovernment legislation, to take reasonable unpaid time off work to deal with an emergency involving a dependant and to make any necessary longer term care arrangements.
1.4 The Bristol Cable recognises it will need to balance the requirements of the Bristol Cable with the needs of an employee at a time of personal stress or a serious family emergency and understands that a prompt and thoughtful response to requests from employees is important in maintaining good working relationships.
2. Dependants Leave
2.1 Dependants’ leave is designed to support employees where the emergencies are related to children or dependants.
2.2 Employees have the statutory right, no matter what their length of service, to take reasonable unpaid time off work to deal with an emergency involving a dependant. This leave is intended to cover genuine emergencies and there is no set limit as to the number of times an employee can be absent from work under this right.
2.3 A dependant is defined in law as the partner, child, or parent of the employee, or someone who lives with the employee as part of their family. It does not include tenants, boarders or employees living in the home.
2.4 In cases of illness, injury or where care arrangements break down, a dependent may also be someone who can reasonably be said to rely on the employee for assistance. For instance a parent or grandparent who lives elsewhere, or an elderly neighbour living alone where the employee is closest on hand at the time of the emergency.
2.5 Statutory dependants’ leave may be granted to an employee for the purpose of dealing with a situation involving a dependant, such as, for example:
A child or partner who is sick or injured or assaulted
An adult for whom an employee cares where no other arrangements can reasonably be made for someone else to look after the person
A serious incident involving a child at school
A child or family member whose usual care arrangements are unexpectedly disrupted
2.6 Dependants’ leave is not intended to and will not be granted to deal with predictable domestic arrangements that could be accommodated using annual or extra leave (for example regular childcare and childcare during the school holidays).
2.7 The purpose of dependants’ leave is to afford the employee the time and space to resolve an ongoing care emergency. It is expected this time will be used to find alternative care arrangements where possible to enable the employee to return to regular work times and duties. If such arrangements cannot be found, the employee should update the Cable as soon as is practical with estimated timescales for return to work and/or other proposals for meeting Cable responsibilities in the interim period.
3. Compassionate Leave
3.1 In addition to the above statutory rights to unpaid leave, the People Circle has discretionary authority to grant additional days paid compassionate leave per year. This would normally be for up to five days but can be extended in exceptional circumstances. Each case will be considered on its merits, using the principles outlined below. Any further leave may be granted as annual or extra leave.
3.2 The Bristol Cable recognises that circumstances and the nature of relationships vary. Compassionate leave may apply to close friends as well as relatives or partners. Rather than being prescriptive on the situations under which compassionate leave is available, each case should be assessed individually and should take into consideration the following factors to determine whether a request is granted:
The seriousness of the situation
The age of the person
The extent to which the person can cope on their own
The nature and extent of any illness
The availability of others to look after the person
The relationship between the person and the employee
3.3 Bereavement Leave
3.3.1 The Bristol Cable will pay bereaved employees up to five days bereavement leave with pay on the death of a partner or parent.
3.3.2 In addition, an employee whose child dies under the age of 18 years or is stillborn after 24 weeks’ of pregnancy is entitled to 2 weeks’ bereavement leave and statutory bereavement pay.
3.3.3 The Bristol Cable recognises that circumstances, the nature of relationships and the required observances of different religions vary. Therefore there is a need to assess each case individually, depending on its own particular circumstances.
4. Leave for a domestic emergency
4.1 Leave for a domestic emergency is designed to support employees where the emergencies are unrelated to children or dependants.
4.2 The People Circle can grant one day of paid leave per emergency recorded using the guidelines below, which can be extended depending on the circumstances. Any further leave should be taken as annual leave or additional unpaid leave.
4.3 Examples of an emergency include:
Escaping domestic abuse or moving house following domestic abuse
A road accident or other similar accident involving the employee, other than when the employee is entitled to sick leave
A burglary at the employee’s home or a violent crime involving the employee
Fire or flooding at the employee’s home
4.4 In determining whether request for leave should be granted, the People Circle should take the following into consideration, where the information is available:
The nature and extent of the emergency
The availability of others to deal with the emergency
The likely impact of the emergency on the employee
4.5 This leave is intended to cover genuine emergencies. If an employee knows in advance that they are going to need time off for a domestic issue (for example in the case of delivery of goods to the employee’s home) they should ask for leave in the normal way.
5. Reporting of leave
5.1 Employees must report their absence to the responsible member of the People Circle as soon as is reasonably practicable. They also need to advise of the reason for their absence and how long they expect to be away from work. A text or phone call is an acceptable way to communicate this in stressful circumstances. Where extended leave is necessary a discussion will take place with the employee and their Circle Lead or a member of the People team to determine the best way forward to balance the needs of the employee and the organisation.
5.2 Any leave taken must be recorded on the Leave log. This can be done on the employee’s return to work.
6. Refusal of leave
5.1 Employees who feel that they have been unreasonably refused the right to dependants, compassionate, domestic emergency or bereavement leave or who feel that they have been victimised for requesting leave have the right to raise the matter through the grievance procedure.
Authorisation and revisions
Created January 2018
Revised by: Hannah Vickers, Julia Beasley, Lucas Batt and Mat Alborough November 2021
Revised by Maya Kaufman, Nick Plant and Neil Sellers: Feb 2024
Authorised by staff team: April 2024
Authorised by Directors: March 2024
Policies should be reviewed every 2 years, unless:
We approve a proposal that changes the policy
There’s a change to the organisation that will change the policy
There’s a change in the law that affects the policy
Last updated