University of Wales Institute, Cardiff Human Resources

MATERNITY, PATERNITY, ADOPTION AND PARENTAL LEAVE POLICY

(For babies due on or after 1st April 2007) Established: April 2003 Last Updated: 5th April 2009 (statutory update) Version Number: 2.0

UNIVERSITY OF WALES INSTITUTE, CARDIFF MATERNITY, PATERNITY, ADOPTION & PARENTAL LEAVE POLICY Introduction This policy incorporates the relevant statutory legislation in relation to Maternity, Paternity, Adoption and Parental Leave and pay entitlement which comes into effect on 1st April 2007 Babies due prior to 1st April 2007, those expected to be placed by adoption prior to 1st April 2007 or parental leave prior to 1st April 2007 will be considered under UWICs current Maternity, Paternity, Adoption and Parental Leave Policy MATERNITY 1 Introduction 1.1 1.2 2 In addition to Statutory Maternity Leave, UWIC has an Occupational Maternity Scheme Maternity leave and pay are separate entitlements

Statutory Maternity Leave 2.1 All pregnant employees are entitled to take up to one year (52 weeks) maternity leave, regardless of length of service with UWIC (provided their expected week of childbirth is on or after 1st April 2007) While it is up to employees to decide how much maternity leave they wish to take, up to 52 weeks maximum, the law requires that a minimum of two weeks leave must be taken or four weeks if the woman works in a factory. This is known as compulsory maternity leave Maternity leave is a single continuous period and is made up of: 2.4 26 weeks Ordinary Maternity Leave (OML) AND 26 weeks Additional Maternity Leave (AML) which follows OML without a gap

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2.3

The earliest date you can begin your statutory Maternity Leave is the 11th week prior to your EWC

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Statutory Maternity Pay 3.1 Employees with less than 26 weeks continuous service at the 15th week prior to the Expected Week of Childbirth (EWC) are not entitled to Statutory Maternity Pay (SMP). You may be entitled to claim a Maternity Allowance (MA) from the Benefits Agency Employees with more than 26 weeks continuous services at the 15th week prior to the EWC are entitled to Statutory Maternity Pay (SMP) for 39 weeks. SMP will be paid at 90% of your average earnings for 6 weeks followed by the current rate per week for SMP (or 90% of the womans average weekly earnings if this is less than the weekly SMP rate) for the remaining 33 weeks If you earn less than the National Insurance lower earnings limit (currently 95.00 per week), you will not be entitled to SMP but you may be able to claim MA from the Benefits Agency If you continue to work after the 11th week before the week your baby is due you can choose when you want your SMP to start. SMP will start from any day you choose, once you have stopped work to have your baby. This means that your SMP should start from the first day of your maternity leave You do not have to repay SMP or MA if you decide not to return to work

3.2

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UWICs Occupational Maternity Pay 4.1 Eligibility 4.1.1 One or more years continuous service at the 11th week prior to EWC

4.2 Entitlement 4.2.1 18 weeks Occupational Maternity Pay as follows: 4 weeks full pay 2 weeks 90% of weekly earnings 12 weeks 50% of weekly earnings 4.2.2 In addition to Occupational Maternity Pay during the 12 weeks when you will receive 50% of average weekly earnings, you will receive SMP subject to the proviso that normal pay is not exceeded Following your 18 weeks Occupational Maternity Pay, you will receive 21 weeks SMP at the current rate or 90% of earnings if this is less, taking you to 39 weeks paid leave

4.2.3

Notification before Commencement of Maternity Leave 5.1 The earliest date you can begin your Maternity Leave is the 11th week prior to your EWC

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If you are absent from work due to a pregnancy related reason after the beginning of the fourth week before the expected week of childbirth, but before the date you have notified us that you wish to commence your maternity leave, the maternity leave period begins automatically on the day after the first day of your absence

Notification 6.1 Your responsibilities: 6.1.1 You must inform your Line Manager and Human Resources no later than the end of the 15th week before the week the baby is due that: you are pregnant when the expected week of childbirth is when you want your maternity leave to start If you change your mind about your start date, you must give your Line Manager and Human Resources at least 28 days notice of the revised start date of your Maternity Leave (where reasonably practicable) You must give your Line Manager and Human Resources at least 28 days notice of the date which you want your SMP to begin (where reasonably practicable) In order to receive SMP you must provide Human Resources with your MATB1 which will be given to you by your healthcare provider at approximately 26 weeks of pregnancy

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6.1.3

6.1.4

6.2

UWICs responsibility: 6.2.1 6.2.2 Once aware of your pregnancy Human Resources will arrange to meet with you to discuss your entitlement to maternity leave and pay When informed of your pregnancy, Human Resources will arrange for a workplace risk assessment to take place to ensure you are safe in your workplace Human Resources will respond to your notification of intention to take Maternity Leave within 28 days outlining the date you are expected to return to work if you take your full entitlement to Maternity Leave (52 weeks from the start of the maternity leave) Line Managers are responsible for ensuring pregnant employees are aware of the policy and following the correct procedure

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Optional Arrangements during Maternity Leave 7.1 You may, by advance agreement with UWIC, undertake up to ten days work known as keeping in touch days (KIT) under your contract of employment during any stage of the maternity leave period

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The exception to the above is that these days cannot be taken during the first 2 weeks after the baby is born These days will be paid in accordance with your contract of employment (provided that the work carried out is in accordance with your contract of employment) and with reference to OMP with the proviso that normal pay is not exceeded The KIT may include any activity which would normally be classed as work under your contract i.e. carrying out work, attending a conference, team or training activity It is expected that the KIT days will be taken intermittently throughout the maternity leave period (by advance agreement) and not taken as a block of one or two consecutive weeks

7.4

7.5

Returning to work following Maternity Leave 8.1 8.2 8.3 You cannot return to work within the first two weeks following the birth of your child or 4 weeks if you work in a factory If you intend to return to work earlier than the end of your maximum period of Maternity Leave you must notify UWIC 8 weeks prior to your intended return If you have notified UWIC that you wish to return to work before the end of your maternity leave and change your mind and wish to return at a later date, you must notify UWIC at least 8 weeks before the earlier date. For example, if, having started her maternity leave, an employee decides that she does not wish to take her full entitlement of 52 weeks and gives her employer notice that she will return after six months (for example, on 1 October) she can still change her mind and tell her employer that she will take a longer period away up to the full year of maternity leave as long as she gives eight weeks notice before the earlier date (in this case, eight weeks before 1 October i.e. 6th August) If you intend to take your full entitlement of Maternity Leave you need to return to work on the stated date On your return to work Human Resources will arrange to undertake a workplace risk assessment if you are still breast feeding to ensure your working environment is safe If you do not wish to return to work after your maternity leave you must provide UWIC with notice in accordance with your contract of employment. You are encouraged to give UWIC as much notice as possible if you do not wish to return to work after your maternity leave and as long as you specify the date on which you wish to terminate the contract (this could be the first day you are due back at work after maternity leave) this will not, of itself, mean that you are no longer entitled to statutory maternity leave or statutory adoption pay for the rest of the maternity leave period

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If you do not return to work for a minimum of 3 months following your Maternity Leave, UWIC reserves the right to reclaim all or part of the occupational entitlement of the Maternity Pay which you have received. For the avoidance of doubt, if you are sick when you would otherwise have returned to work, UWIC reserves the right to consider all circumstances before deciding whether or not to reclaim all or part of the Occupational Maternity Pay

Pension 9.1 Whilst on paid Maternity Leave, you will continue to remain a member of the Pension Scheme. During the paid period of Maternity leave, full pension contributions will be maintained During the unpaid period of Maternity Leave, UWIC will not pay your pension contributions If you wish to buy back contributions on your return to work, this can be requested by contacting Human Resources

9.2 9.3 10

Annual Leave 10.1 10.2 10.3 Whilst you are on Maternity Leave you will accrue paid annual leave as normal It is not possible for an employee to take annual leave at the same time as maternity leave It will usually be possible for an employee to take any unused annual leave either before she starts maternity leave or at the end of the maternity leave period. This should be by advance agreement with the line manager (as per normal procedure)

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Time Off for Antenatal Care 11.1 You are entitled to paid time off to attend appointments for antenatal care, made on the advice of a Registered Medical Practitioner, Registered Midwife or Registered Health Visitor Antenatal care includes medical examinations and other appointments, such as, relaxation classes and parent craft classes With the exception of your first appointment, if requested, you must be prepared to show your Line Manager: A certificate from a Registered Practitioner, Registered Midwife or Registered Health Visitor confirming you are pregnant An appointment card or other documentation to show that an appointment has been made

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Employee rights in the event of a stillbirth or miscarriage 12.1 If you have a miscarriage earlier than the 25th week of pregnancy, you will not qualify for Maternity Leave, Statutory Maternity Pay, Maternity Allowance or Occupational Maternity Pay. Any absences taken will be classed as sickness absence If your baby is stillborn from the 25th week of pregnancy onwards, you will be eligible for Maternity Leave, Statutory Maternity Pay, Maternity Allowance or Occupational Maternity Pay (subject to meeting the criteria) in the usual way

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Paternity Leave and Pay 1 Introduction 1.1 1.2 1.3 The right to Paternity Leave and Pay allows eligible employees to take paid leave to care for their baby or to support the mother following birth Paid Paternity Leave is available to employees whose children are expected to be born or are born, on or after 6 April 2003, at the current rate of SPP Paid Paternity Leave also applies following the placement of a child for adoption (see section on Adoption Leave)

Statutory Paternity Leave and Pay 2 Eligibility 2.1 You must have or expect to have responsibility for the babys upbringing and be either (or both) the biological father of the child or the mothers husband or partner (including same sex partner) In addition you must have worked continuously for UWIC for 26 weeks prior to the 15th week before the EWC and from the 15th week before the baby is due up to the date of the birth

2.2

Length of Paternity Leave 3.1 3.2 3.3 A maximum of 2 weeks may be taken either 1 week or 2 consecutive weeks. It cannot be taken as odd days or as two separate weeks Only one period of leave can be taken even if more than one baby is born as a result of the same pregnancy Leave cannot start until the birth of the baby. Otherwise, an employee can choose to start the leave: - on the date of the babys birth; or - on a date falling such number of days after the date on which the child is born as the employee notifies UWIC; or - on a chosen date as notified to UWIC which falls after the first day of the expected week of childbirth 3.4 Leave must be completed within 56 days of the actual birth, unless the child is born early, in which case, leave must be taken within 56 days of the expected week of birth

Statutory Paternity Pay 4.1 Statutory Paternity Pay will be paid at the same rate as Statutory Maternity Pay or 90% of average weekly earnings if this is less than the current rate of SMP. Normal salary will not be paid during Paternity Leave

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Notification Your responsibilities: 5.1 You must inform your Line Manager and Human Resources of your intention to take Paternity Leave by the 15th week before the EWC (unless this is not reasonably practicable) You must provide your Line Manager and Human Resources with the following information:- the week the baby is due (expected week of childbirth); - whether you wish to take one week or two weeks leave; - when you want the leave to start 5.3 If you change your mind regarding the dates of leave you must inform your Line Manager and Human Resources at least 28 days in advance (unless this is not reasonably practicable) You must sign a self certificate (SC3 Becoming a parent) as evidence that you are eligible to receive Statutory Paternity Pay. The self certificates are available from your local tax office or can be downloaded at: http://www.hmrc.gov.uk/forms/sc3.pdf

5.2

5.4

Paternity Leave and Pay when a child is placed for Adoption 6.1 6.2 The rights to paternity leave and SPP allow an eligible employee to take up to two weeks paid leave following placement for adoption Employees may be eligible for paternity leave and SPP if they are a couple and the other person decided to claim adoption leave and / or Statutory Adoption Pay (SAP). They may also be eligible if they are both the partner of an individual who is adopting and they intend to help care for the adopted child Please see section on Adoption Leave and Pay for further details

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Adoption Leave and Pay 1 Introduction 1.1 This applies where the expected date of the childs placement is on or after 1st April 2007. Where the expected date of placement is before 1st April 2007 other guidance will apply Statutory Adoption Leave and Pay is available to employees who are newly matched with a child for adoption by an approved adoption agency Where a couple adopt a child jointly they may choose which partner takes Adoption Leave and pay. The other partner (regardless of gender) may be eligible for Paternity Leave and Pay

1.2 1.3

Definitions 2.1 Adopter: For the purposes of this Policy, an adopter is a person who has been matched with a child for adoption or, if the couple have been matched jointly, the member of the couple who has chosen to take adoption leave and / or Statutory Adoption Pay (SAP) Adoption Agency: An adoption agency has the meaning given to it in section 1(4) of the Adoption Act 1976 in England and Wales Matched / Matching: A person is matched with a child for adoption when an agency decides that the person would be a suitable adoptive parent for the child, either individually or with another person Notification of Matching: A person is notified of having been matched with a child on the date on which they receive notification of the agencys decision that they have been matched with a child for adoption Placement: A child is placed for adoption when the child goes to live with the adopter or adopters with a view to being adopted by them in the future

2.2 2.3

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Statutory Adoption Leave 3 Eligibility You must: 3.1 3.2 3.3 Have been matched with a child to be placed with you by a UK adoption agency Have notified the agency that you agree that the child should be placed with you and agree a date of placement Have been continuously employed by UWIC for at least 26 weeks ending with the week in which you are notified of having been matched with the child. [The week in questions starts on a Sunday and ends on a Saturday.]
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Notify UWIC of when you want to take your adoption leave no more than seven days after you are notified that you have been matched with a child

Length of Adoption Leave 4.1 4.2 Eligible employees are entitled to 26 weeks Ordinary Adoption Leave and 26 weeks Additional Adoption Leave You may start your Adoption leave on the date the child is placed with you for adoption or a pre-determined date no earlier than 14 days prior to the expected date of placement and no later than the expected date of placement You will only be entitled to one period of leave irrespective of whether more than one child is placed for adoption as part of the same agreement

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Statutory Adoption Pay 5.1 Statutory Adoption Pay will be paid for 39 weeks at the rate of standard Statutory Maternity Pay (or 90% of average weekly earnings if this is less than the current rate of SMP) Employees will need to provide a matching certificate from their adoption agency as evidence of their entitlement to Statutory Adoption Pay.

5.2 6

Notification Your responsibilities: 6.1 You must inform your Line Manager and Human Resources of your intention to take Adoption Leave within 7 days of being notified by the Adoption Agency that you have been matched with a child (unless this is not reasonably practicable) An Adopter can chose to begin their leave and pay on: - the date on which the child is placed with them for adoption; or - a pre-determined date no earlier than 14 days before the expected date of placement, and no later than the expected date of placement 6.3 You must give 28 days notice to your Line Manager and Human Resources of the date you want your Statutory Adoption Pay to begin (or as soon as is reasonably practicable) You must provide your Line Manager and Human Resources with the following information:- when the child is expected to be placed; - when you wish your Adoption Leave to begin.

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If you change your mind regarding the start date of your Adoption Leave or SAP, you must inform your Line Manager and Human Resources at least 28 days in advance of the original date or the new date you want your leave to start, whichever is later You must provide a matching certificate from your Adoption Agency as evidence that you are entitled to Statutory Adoption Pay and a declaration that you have chosen to receive Statutory Adoption Pay rather than Statutory Paternity Pay If the date of placement changes before you begin your adoption leave, you should inform your Line Manager and Human Resources as soon as possible and give the appropriate notice to change the start date 7 Optional Arrangements during Adoption Leave 7.1 You may, by advance agreement with UWIC, undertake up to ten days work known as keeping in touch days (KIT) under your contract of employment during any stage of the adoption leave period These days will be paid in accordance with your contract of employment (provided that the work carried out is in accordance with your contract of employment) and with reference to SAP with the proviso that normal pay is not exceeded The KIT may include any activity which would normally be classed as work under your contract i.e. carrying out work, attending a conference, team or training activity It is expected that the KIT days will be taken intermittently throughout the maternity leave period (by advance agreement) and not taken as a block of one or two consecutive weeks

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7.4

UWICs Responsibilities 8.1 UWIC will respond to your notification of intention to take Adoption Leave within 28 days outlining the date you are expected to return to work (which will be 52 weeks after the start of the Adoption Leave or sooner if you opt to take less of your adoption leave entitlement)

Returning to Work Following Adoption Leave

You must give your Line Manager and Human Resources at least 8 weeks notice if you intend to return to work earlier than the end of your agreed period of Adoption Leave If you have notified UWIC that you wish to return to work before the end of the full 52 weeks of Adoption Leave and subsequently change your mind, you must give your Line Manager and Human Resources at least 8 weeks notice of the earlier date that you intend to return to work later than the end of your agreed period of Adoption leave (provided the new date is within your full entitlement of 52 weeks of adoption leave)

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If you intend to take your full entitlement of Adoption Leave you must return to work on the stated date If you do not wish to return to work after your Adoption Leave you must provide UWIC with notice in accordance with your contract of employment. You are encouraged to give UWIC as much notice as possible if you do not wish to return to work after your Adoption Leave and as long as you specify the date on which you wish to terminate the contract (this could be the first day you are due back at work after Adoption Leave) this will not, of itself, mean that you are no longer entitled to Adoption Leave or statutory adoption pay for the rest of the Adoption Leave period

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Parental Leave 1 Introduction 1.1 Parental Leave is a right to take unpaid time off work to look after a child or make arrangements for the childs welfare and is available to mothers, fathers and to a person who has obtained formal parental responsibility for a child under the Children Act Both mothers and fathers, whether they are birth or adoptive parents, can qualify for parental leave, provided they are UWIC employees. (Employees who are adopting a child will be entitled to take parental leave because they will have parental responsibility when they adopt) They must either be named on the childs birth certificate or they must have, or expect to have, parental responsibility under the law for the child. The parents of a child do not have to be living with the child in order to qualify for parental leave In some cases legal responsibility for looking after a child will have been given to someone other than a natural or adoptive parent, such as a guardian. If an individual has acquired parental responsibility for the child, he or she will be entitled to parental leave if the qualifying conditions set out in this document are met Parental leave must be to care for a child

1.2

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1.5 2

Eligibility 2.1 2.2 You must have completed one years continuous service and have had child born or adopted on or after 15 December 1999, or You must have had child born or adopted between 15 December 1994 and 14 December 1999 and have one years continuous service with UWIC or your previous employer between 15 December 1998 and 9 January 2002

Length of Parental Leave 3.1 3.2 3.3 Eligible employees are entitled to 13 weeks in total for each child born or adopted, 18 weeks in total if the child is disabled If your child was born on or after 15 December 1999 you must take your Parental Leave by your childs 5th birthday If you have adopted a child on or after the 15 December 1999, you make take Parental Leave up to the 5th anniversary of the date when the placement for adoption began or until the childs 18th birthday if it is sooner If a child is disabled (i.e. an award of a disability living allowance has been made) leave maybe taken up until the childs 18th birthday

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You may take your leave in blocks or multiples of one week If your child is disabled you may take your leave in blocks or multiples of one day The maximum Parental Leave you may take in one year is 4 weeks in respect of an individual child

Notification Your responsibilities: 4.1 4.2 You must give UWIC 21 days notice of your intention to take Parental Leave If you intend to take Parental Leave immediately after the birth or adoption of a child you must inform UWIC at least 21 days before the beginning of the expected week of childbirth or expected week of placement. In cases of adoption where this is not possible, you should give notice as soon as is reasonably practicable You may start your leave: - once the child is born or has been placed for adoption; or - as soon as the employee has completed 1 years service (whichever is later) UWICs responsibilities: 4.4 When an employee applies to take parental leave immediately after the birth or adoption of a child UWIC cannot postpone the leave 4.5 Except in cases where Parental Leave is requested immediately after the birth of a child or the placement of an Adoption child, UWIC has the right to postpone Parental Leave for up to 6 months UWIC can postpone Parental Leave and in cases where this is postponed following discussion, UWIC will write to you confirming the postponement no later than 7 days after your request to take leave In such cases, UWIC will inform you in writing of the reason for postponement and set out the new dates of Parental Leave UWIC has the right to request evidence to confirm you are the parent or person who has legally responsibility for the child

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4.7 4.8 5

Pension 5.1 5.2 Whilst you are on Parental Leave UWIC will not pay for your Pension Contributions If you wish to buy back contributions on your return to work, this can be requested by contacting Human Resources
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Time off for Emergency Care 6.1 Time off for Emergency Care is covered in the Leave of Absence Policy

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THE STATUTORY RIGHT TO APPLY TO WORK FLEXIBLY FOR PARENTS WITH DISABLED CHILDREN, A CHILD AGED SIXTEEN AND UNDER OR CARERS OF ADULTS 1 Introduction The right to request to work flexibly is available to employees with children aged 16 and under, as of 6 April 2009, or disabled children aged under 18. The law includes the right to request flexible working for employees who are carers of certain adults 2 Statutory Right to Apply to Work Flexibly Eligibility General 2.1 2.2 You must have worked for UWIC continuously for 26 weeks on the date you make an application You must not have made another application to work flexibly under this right during the past 12 months

Parents 2.3 2.4 2.5 2.6 2.7 You must have a child aged 16 or under, or under 18 in the case of a disabled child You must make your application before the day on which the child concerned reaches the age of 17 or, if disabled, 18. You must have or expect to have responsibility for the childs upbringing You must be making the application to enable you to care for the child You must be either: the mother, father, adopter, guardian, special guardian or foster parent of the child; or married to or the partner (including a civil partner) of the childs mother, father, adopter, guardian, special guardian or foster parent

Carers of adults who are in need of care 2.8 You must be or expect to be caring for a spouse, partner, civil partner or relative; or if not the spouse, partner or a relative, live at the same address as the adult in need of care A relative for this purpose is a mother, father, adopter, guardian, special guardian, parent-in-law, son, son-in-law, daughter, daughter-in-law, uncle, aunt or grandparent. Step-relatives and half-blood relatives are also included

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Scope of Request You may request: 3.1 3.2 3.3 A change in hours of work A change to the times when you are required to work To work from home (whether for all or part of the week)

Notification Your responsibilities: 4.1 You must make your application in writing to your Line Manager and Human Resources stating the application is being made under the statutory right to request a flexible working pattern You must set out your desired working pattern and reasons why it can be implemented. The application should be made well in advance of when the change is proposed to take effect You may only make one application per year You must be aware that should your application be accepted this will mean a permanent change to your terms and conditions

4.2

4.3 4.4

UWICs responsibilities: 4.5 4.6 4.7 Your Line Manager and Human Resources will arrange to meet with you within 28 days of you submitting a request to discuss the possibilities of your request You have the right to be accompanied at this meeting by a trade union representative or work colleague if you wish Within 14 days after the date of the meeting, UWIC will write to you either agreeing a new work pattern and a start date or providing clear business grounds for rejecting the application and reasons why the grounds apply in the circumstances

5 Appealing the decision 5.1 An employee who wishes to appeal UWICs decision to reject their request has 14 days to appeal in writing after the date they receive written notification of UWICs decision. The appeal must be sent to the Head of Human Resources The grounds of the appeal must be stated and the appeal should be dated UWIC will arrange an appeal meeting within 14 days (unless not reasonably practicable) after receiving notification that the employee wishes to appeal The
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meeting will be held by a more senior manager (unless not reasonably practicable) than the manager who considered the request at the previous stage 5.4 5.5 5.6 The employee is entitled to bring a work colleague or Trade Union Representative with them to the appeal meeting UWIC will inform the employee of the outcome of the appeal in writing within 14 days (unless not reasonably practicable) after the date of the meeting Should the appeal be upheld the written decision will: 5.6.1 5.6.2 5.6.3 5.7 include a description of the new working pattern state the date from which the new working pattern is to take effect be dated

Should the appeal be dismissed the written decision will: 5.7.1 State the grounds for the decision (these will be appropriate to the employees own grounds for making the appeal). The reasons must fall into one of the following categories: 5.7.1.1 5.7.1.2 5.7.1.3 5.7.1.4 5.7.1.5 5.7.1.6 5.7.1.7 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 the employee proposes to work 5.7.1.8 Planned structural changes 5.7.2 5.7.3 provide an explanation as to why the grounds for refusal apply in the circumstances be dated

5.8

Written notice of the appeal outcome constitutes UWICs final decision

6 What types of care are relevant? 6.1 Employees are not required under the flexible working legislation to demonstrate that the child or adult in question requires any particular level of care. For example, an employee asking for a change in hours in order to care for her elderly mother will not need to show that her mother is unable to cope alone or that she qualifies for disability living allowance Employees are not required to demonstrate why they personally are needed to provide that care. For example, a father asking for reduced hours in order to care for his child will not be required to demonstrate why the care cannot be provided by the mother or by somebody else
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6.3 6.4

However, requests for flexible working can only be made for the purpose of providing care, and not for some other purpose In cases where there is suspected abuse of this right, for example, that an employee does not genuinely have a qualifying relationship with the child or adult in question, UWIC might reasonably request evidence (if this is available) and, in some circumstances, invoke UWICs disciplinary procedure Carers patterns of care-giving will vary considerably from individual to individual, both in the nature and the extent of the care. The type of care-giving activities that carers of adults who request flexible working are likely to be involved in to a greater or lesser extent may include: Help with personal care (e.g. dressing, bathing, toileting); Help with mobility (e.g. walking, getting in and out of bed); Nursing tasks (e.g. daily blood checking, changing dressings); Giving / supervising medicines; Escorting to appointments (e.g. General Practitioner (GP), hospital, chiropodist; 6.5.6 Supervision of the person being looked after; 6.5.7 Emotional support; 6.5.8 Keeping the care recipient company; 6.5.9 Practical household tasks (e.g. preparing meals, doing shopping, domestic labour); 6.5.10 Help with financial matters or paperwork 6.5.1 6.5.2 6.5.3 6.5.4 6.5.5

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Guidance for Managers 1 Maternity 1.1 1.2 1.3 1.4 As soon as an individual notifies you that they are pregnant contact Human Resources Human Resources will arrange to meet with the individual In agreement with the pregnant individual, you will be informed of their leave and pay entitlement You need to consider the period of maternity leave and options for cover as soon as possible particularly in cases where individuals have indicated that they will be taking the maximum maternity leave i.e. one year An Application for Staffing Form (Core funded posts) must be completed to receive cover for Maternity Leave. Schools and Trading accounts must submit a HR compliance form if they wish to appoint to cover the maternity leave A work place assessment will be carried out by the Occupational Health Nursing Advisor when an individual notifies Human Resources she is pregnant Any health and safety issues will be fed back to you as the Line Manager It is good practice to maintain regular contact with staff during Maternity Leave Please note for staff who give birth or adopt as of 1st April 2007, up to 10 working days or Keeping in Touch (KIT) days can be agreed. Please see Maternity / Adoption guidance for further details

1.5

1.6 1.7 1.8 1.9

Paternity 2.1 2.2 Staff should inform the Line Managers and Human Resources of their intention to take Paternity Leave You will not receive funding for temporary cover for Paternity Leave

Adoption Leave 3.1 You will need to consider the period of Adoption Leave and options for cover as soon as possible particularly in case where individuals have indicated that they will be taking the maximum entitlement i.e. one year An Application for Staffing Form or HR Compliance form (for Schools and Trading Accounts) must be completed to receive cover for Adoption Leave

3.2 4

Parental Leave 4.1 You should be aware of the eligibility and entitlements of employees

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4.2 4.3 4.4

You should meet with the individual if they indicate that they wish to take Parental Leave to establish length of request and dates You should discuss this request with Human Resources You must respond to an individual's requests within 7 days and should meet with the individuals to confirm arrangements particularly if a postponement is considered appropriate

Request for Flexible Working 5.1 You should be aware and understand the eligibility requirements for parents and carers of adults to make requests

5.2 You should discuss requests with the individual and Human Resources 5.3 5.4 Specific notice should be taken of the requirement to respond within set timescales Managers need to consider the impact of permanent changes on colleagues, and the business issues, however you will need to have legitimate business reasons, which should be clearly documented, if the request is not to be supported

5.5 Should you not support a request to work flexibly then the reason for refusal must be from one of those listed below: 5.5.1 5.5.2 5.5.3 5.5.4 5.5.5 5.5.6 5.5.7 5.5.8 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 the employee proposes to work Planned structural changes

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Application to take Paternity Leave Name Department Length of Service Expected Week of Childbirth of Partner: I confirm that: I have or expect to have responsibility for the childs upbringing I am the biological Father of the child or the Mothers Husband or Partner (male or female) I would like to take: 1 weeks Paternity Leave 2 consecutive weeks Paternity Leave I would like to take my Paternity Leave to start on or I would like my leave to start on the date of the childs birth or I would like my leave to start Days After the childs birth / placed for adoption Leave must be taken within 56 days of the actual birth, unless the child is born early, in which case, leave must be taken within 56 days of the expected week of birth. Notes You must have 26 weeks continuous service with UWIC

Weeks after the childs birth / placed for adoption I am eligible to receive Statutory Paternity Pay, I have completed the Inland Revenue Form SC3 Becoming a Parent and forwarded to Human Resources Signed Date
This form should be forwarded to your Line Manager and copied to Human Resources

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Application to Apply for Flexible Working for Parents with Children aged 16 and under or Disabled Children Under 18 Notes Name You must have 26 weeks continuous service with UWIC on Department the date you make this application Length of Service Childs Date of Birth: I confirm that: I have or expect to have responsibility for the childs upbringing I am making this application to enable me to care for the child I would like to request the following changes to my work pattern: A change in hours A change to the times I am required to work To work from home I suggest the following work pattern: Please outline the amended work pattern you wish to apply for

I wish to commence my new working pattern on: Signed Date

Please forward this form to your Line Manager and copy to Human Resources. A meeting will be arranged within 28 days to discuss your request.

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Application to Apply for Flexible Working for Carers of Adults Name Department Length of Service I confirm that: I am or expect to be caring for a spouse, partner, civil partner or relative; or if not the spouse, partner or a relative, live at the same address as the adult in need of care I am the spouse, partner, civil partner or relative; or if not the spouse, partner or a relative, live at the same address as the adult in need of care I would like to request the following changes to my work pattern: A change in hours A change to the times I am required to work To work from home I suggest the following work pattern: Please outline the amended work pattern you wish to apply for Notes You must have 26 weeks continuous service with UWIC on the date you make this application

I wish to commence my new working pattern on: Signed Date

Please forward this form to your Line Manager and copy to Human Resources. A meeting will be arranged within 28 days to discuss your request.

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Application to Apply for Parental Leave Notes Name Department Length of Service Childs Date of Birth: You must have one years continuous service with UWIC and have had a baby or adopted a child on or after 15 December 1999 or Have had or adopted a child between 15 December 1994 and 14 December 1999 and have one years continuous service with UWIC or your previous employer between 15 December 1998 and 9 January 2002.

I confirm that: I am the birth or adoptive parent of the child I have legal responsibility for the child

I wish to take _______ weeks Parental Leave * _______ days Parental Leave I would like my Parental Leave to begin on ___________________________

You may take a maximum of 4 weeks in any one year *only parents of disabled children may take multiples of 1 day. This must be at least 21 days from date of request

In some cases Parental Leave may be postponed by UWIC. In cases of postponement, UWIC will write to you within 7 days following discussion between yourself, you Line Manager and Human Resources to confirm the leave has been postponed by up to 6 months. Signed Date

Please forward this form to your Line Manager and copy to Human Resources.

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