1. Applying for Special Leave

1.1 Colleagues should make their manager aware of the situation as soon as possible in the first instance

1.2 You can apply for special leave using the Application for Special Leave form

1.3 Requests should be made in a timely manner and in advance where reasonably possible

1.4 Colleagues are encouraged to be transparent and open to enable proper consideration of all potential types of support

1.5 Colleagues should provide documentation to support applications for Special leave as a result of Public Service and HM Armed Forces Mobilisation

1.6 Colleagues should check the impact, if any, that special leave may have on their pension arrangements.

2. Considering and deciding on an application for Special Leave

2.1 When considering requests for special leave managers should:

• Request any necessary additional information
• Grant leave reasonably, consistently and fairly using our published guidance to inform their decision making and seek further HR advice and support if necessary
• Explain any refusal or partial approval to the employee sensitively and in a timely fashion.
• Explore alternative leave options and forms of support if appropriate
• Ensure that there is a record of their decision and the reasons for it
• Inform payroll of the outcome

2.2 During periods of paid special leave colleagues will receive the same salary they would expect to receive had they been at work

2.3 Colleagues may dispute the outcome of a special leave application through the University’s grievance procedure if necessary

3. Roles and Responsibilities

Role	Responsibilities
Employee	Request leave as soon as possible, provide details, submit documentation if needed, stay in contact with manager, update FlexiLeave record, check impact on Pension
Line manager	Review requests fairly, consider alternatives, notify payroll/HR if needed, arrange cover, communicate decisions, keep record of their decision
HR team	Advise managers, ensure consistency, handle appeals
Payroll Team	Process unpaid leave deductionstd>

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• Last reviewed and updated: 1 August 2025