Operated by: Nudge Education Ltd · Version: Nov 2025 · Owner: HR / People
Extraordinary Leave Policy November 2025 Review Date: November 2027
Scope of Document:
This policy applies to all employees of the organisation, including full-time, part-time, and temporary staff, regardless of their employment status.
Purpose:
The purpose of this policy is to establish clear and fair guidelines for extraordinary leave. It sets out the entitlements, procedures, and conditions under which employees may take leave for reasons beyond standard annual or statutory entitlements.
Flexible workers (including zero-hour, casual, or agency staff) will be entitled to all statutory rights under UK employment law such as Statutory Sick Pay, Statutory Leave, and Statutory Holiday Pay where eligibility criteria are met.
However, they will not be entitled to additional company-paid leave benefits beyond statutory entitlements unless specifically stated in their contract or otherwise agreed in writing. Types of Extraordinary Leave A. Charity, Community and Personal Development (CCPD) Days Certain roles within the organisation may be allocated a number of days each calendar year (1 January – 31 December) for use on charitable purposes, community projects, or personal development activities. Employees requesting CCPD days must provide details of the activity and its relevance to their personal or professional development. Approval is at the discretion of the line manager, taking into account business needs, with statutory leave requests taking precedence in scheduling. Any unused CCPD days will not carry over into the following year, and no payment will be made for days not taken. Eligibility for CCPD days will be determined based on role requirements and organisational objectives, and the process will be applied consistently and transparently across departments.
B. Bereavement Leave
Bereavement Leave applies when an employee experiences the death of a close family member or loved one. The organisation recognises the emotional impact of such loss and aims to provide appropriate support. Paid leave entitlement:
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Immediate family members (spouse, partner, child, parent, sibling): up to 10 working days
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Extended family members (grandparent, grandchild, in-law): up to 3 working days
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Other significant relationships (close friend, step-relative, or non-immediate relation): 1 working day
Employees may request additional time off as annual leave or unpaid compassionate leave (see below). The organisation may request reasonable documentation (for example, a funeral notice or service details) only where necessary, and such information will be handled confidentially and sensitively in line with data protection law.
C. Parental Bereavement Leave
Employees are entitled to 2 weeks of Statutory Parental Bereavement Leave if their child dies under the age of 18 or is stillborn after 24 weeks of pregnancy. This leave can be taken as two consecutive weeks, two separate weeks, or one week only, within 56 weeks of the date of death or stillbirth.
Employees must notify their line manager of the intended start date of the leave, whether they wish to take one or two weeks, and the date of the child’s death. Statutory Parental Bereavement Pay will apply if the employee has at least 26 weeks’ continuous service, earns above the statutory minimum, and was employed at the date of the child’s death.
Requests for Statutory Parental Bereavement Pay must be made in writing within 28 days of starting leave, including the employee’s name, relationship to the child, and dates of leave.
Reference: GOV.UK Parental Bereavement Pay and Leave
D. Miscarriage leave
If an employee or their partner experiences a miscarriage before 24 weeks of pregnancy, the organisation provides up to three working days’ paid leave at full pay. Up to two weeks’ sickness absence may also be recorded as pregnancy-related, excluded from any absence review or trigger process.
E. Medical and Health-Related Leave
Elective Procedures & Recuperation Elective surgery, recommended by a qualified medical professional, is covered under this policy. Employees’ entitlement to surgery and recuperation pay is based on length of service:
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0–2 years: up to 2 weeks at full pay
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3–4 years: up to 4 weeks at full pay
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5+ years: up to 8 weeks at full pay
Where complex medical conditions require multiple procedures, additional leave is discretionary and assessed case by case. Recuperation beyond the above is paid at Statutory Sick Pay (SSP) rates, and annual leave may be used to extend the period at the employee’s normal salary rate.
Occupational Health Appointments Time off for occupational health appointments outside recuperation periods may be granted with prior notice and appropriate documentation. Appointments requested by the organisation will be paid at the employee’s standard salary.
Transgender Appointments & Gender Reassignment Treatment Employees undergoing gender transition are entitled to time off for necessary treatments and appointments. Recuperation from treatment is managed under the sickness and absence policy. Appointments should be scheduled outside working hours where possible; otherwise, manager discretion applies.
Rehabilitation & Long-Term Health Conditions Employees requiring rehabilitation or support for long-term health conditions will be accommodated as far as practicable, balancing individual and organisational needs. Adjustments may be reviewed under the Reasonable Adjustments policy.
Appointment and Sick Leave Recording All medical appointments must be recorded in the HR system. Any subsequent absence due to illness is recorded as sick leave. Line managers will complete a Return to Work form with the employee upon return.
F. Dependants Leave
Employees may take unpaid time off to care for dependants during emergencies, such as illness or injury, when a dependant goes into labour, during unexpected school closures, or following the death of a dependant. Dependants include a spouse, partner, child, parent, or anyone living in the same household (excluding tenants or employees). After the emergency, the employee may request to convert the time into bereavement or annual leave if appropriate.
G. Fertility Treatment
Employees undergoing fertility treatment may take time off, with prior notice and supporting documentation. Where possible, appointments should be arranged outside working hours, but managers may authorise paid or unpaid time off where necessary.
H. Statutory Carer’s Leave
All employees are entitled from their first day of employment to take up to one week’s unpaid leave during any rolling 12-month period to provide or arrange care for a dependent with a long-term care need.
A “dependant” includes a spouse, partner, child, parent, or someone living in the same household (excluding tenants or employees) who reasonably relies on the employee for care. Leave may be taken in a single block or smaller blocks up to the employee’s normal working week. Notice requirements are at least twice the number of leave days requested (minimum three days for one-day leave), unless unforeseen or emergent. All employment rights are preserved during leave.
I. Emergency Leave
Depending on the nature of the emergency, leave may be covered under medical, dependent, or other relevant categories. Domestic emergencies are assessed on a case-by-case basis with the employee’s line manager.
J. Jury Service
Employees called for jury service must notify their line manager promptly and provide a copy of the jury summons. Jury service usually lasts 10 working days, but longer periods may occur.
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The first 10 working days are paid; any subsequent days require the employee to claim loss of earnings allowance.
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Employees may request deferral of jury service for up to 12 months if there is a valid reason and an alternative availability date.
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Work arrangements should be discussed with the line manager if the employee is not required at court all day. The organisation recognises the potential emotional impact of jury service and employees may access support via the Employee Assistance Programme (EAP).
Applying for Extraordinary Leave
Requests must be submitted via the organisation’s designated leave system or approved form. All requests are reviewed by the line manager, considering both individual circumstances and business needs. Decisions are communicated promptly, and records are stored confidentially in HR systems.
Return to Work
The organisation supports phased returns or reasonable adjustments where appropriate, recognising that returning from bereavement, illness, or medical procedures can be challenging.Employees are encouraged to seek professional support if coping is difficult. The Employee Assistance Programme (EAP) provides confidential counselling and wellbeing services. HR or line managers can provide guidance on accessing these resources.
Review and Amendment
This policy will be reviewed periodically to ensure compliance with legislation and organisational objectives. Where statutory rights conflict with this policy, statutory provisions take precedence.
Document control
| Field | Value |
|---|---|
| Version | Nov 2025 |
| Owner | HR / People |
| Status | live |
| Source file | 2. HR and Employee Relations/Extraordinary Leave Policy - Nov 2025.pdf |