1. Policy

1.1 The University is committed to supporting the diverse needs of colleagues and recognises there will be situations, when colleagues need to be absent from work and the use of annual leave or flexi leave is not appropriate.

1.2 We acknowledge that life events impact everyone, and colleagues have a wide range of responsibilities outside of their employment; our special leave policy and procedure aims to provide a consistent but flexible and supportive framework that respects individual needs and circumstances.

1.3 To support colleagues the University provides paid special leave in the circumstances outlined in our procedure below.

1.4 The duration and nature of support colleagues need away from work will vary depending on their individual circumstances and paid leave may be complemented with unpaid special leave where necessary.

1.5 When considering requests for special leave managers should consider other forms of support available.

1.6 Special leave should not exceed 12 weeks in duration.

1.7 Colleagues continue to be bound by the terms and conditions of their employment for the duration of their Special Leave.

1.8 All special leave is pro-rata for colleagues who work on a part time basis.

1.9 Further guidance is available to support the application of this policy.

2. Paid Special Leave

The University will normally grant paid special leave in the following circumstances:

2.1 Compassionate leave

• Up to 5 days in any 12 month period as a result of an unexpected and exceptional personal or family crisis, such as emergency hospitalisation

2.2 Bereavement leave

• Up to 5 days if a member of your close family, partner or someone else who relied on you dies.
• This includes time to attend a memorial service

2.3 Fertility Treatment

• Up to 5 days (pro rata for part time staff) in any 12 month period to attend appointments associated with or to undergo fertility treatment, to be taken as full or half days as required.

2.4 Parental Bereavement Leave

• Up to 12 weeks where parents and adults with parental responsibility suffer the loss of a child under 18 years of age

2.4.1 Parental Bereavement Leave is inclusive of any statutory entitlement or payment, is to be taken in one or two periods by 56 weeks of the date of the child's death and is to be taken instead of bereavement leave.

2.4.2 In the event of a stillbirth from the 24th week of pregnancy onwards:

• The mother will receive 2 weeks Parental Bereavement Leave in addition to her maternity leave
• The partner or father will be entitled to receive up to 6 weeks paid Parental Bereavement leave. Providing a total of up to 12 weeks paid leave including their entitlement to partner/paternity leave.

2.5 Public Service

Providing you obtain prior agreement before undertaking Public Service, your line manager may grant paid leave to support the following forms of public service

Activity	Maximum annual entitlement
Magistrate	18 days
Local councillor	18 days
School or college governor (eg for Ofsted inspection)	4 days
Chairperson of public body	Up to an additional 6 days for any duties in addition to allowances above
Jury service	As required by the court
HM Armed Forces Reserves	5 days to meet training requirement

3. Unpaid Special Leave

The University will normally provide unpaid special leave in the following circumstance:

3.1 Dependants and Carers Leave

• Up to one week of unpaid leave to care or organise care for a dependant with a long term care need

3.1.1 A dependant may or not be related to the employee

3.1.2 A long term care need would include those with a disability, an illness or injury that will need care for at least 3 months, or needs arising as a result of old age.

3.2 HM Armed Forces Mobilisation

• Unpaid Leave in the event a colleague who is a reservist is mobilised

3.3 Domestic Emergencies

• 1 -2 days unpaid leave to deal with an unexpected domestic emergency such as, flood, fire or burglary that requires immediate attention.

3.4 Recognising the diverse needs of colleagues, managers have discretion to grant or approve additional unpaid special leave to supplement the scenarios outlined above where necessary.

4. Scope

4.1 This Policy and Procedure applies to all colleagues on a contract of employment at the University of York

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• Last reviewed and updated: 1 August 2025