Sample

Policies

Sample Policy
Documents
from Carer Positive employers across Scotland
This document features examples of policies which
some of our Carer Positive employers have in place
to support carers.

A range of leave, flexible working, and practical

support options are presented, with all policies
clearly highlighting how carers are supported
within each organisation.
SAMPLE POLICY DOCUMENTS

Contents
Dumfries and Galloway Council
Carers Policy 04

Carers of West Dunbartonshire

Carer Support Policy 09

Community Safety Glasgow

Guidance on Supporting Carers 16

Scottish Water
Family, Carer and Special Leave Policy 24

University of Edinburgh
Caring for Carers 31

Voluntary Action North Lanarkshire

Carer Leave Policy 36

Employers Policy Documents

32
Sample
Policies

Carers Policy
from Dumfries and Galloway Council

4 Carer Positive
Dumfries and Galloway Council: Carers Policy SAMPLE POLICY

OD AND HR POLICIES
Organisational Development & Human Resources

CARERS
POLICY

Employers Policy Documents

5
Dumfries and Galloway Council: Carers Policy SAMPLE POLICY

1. POLICY STATEMENT are; Requests for Variation to

Working Arrangements; Dependants
1.1 Dumfries and Galloway Council (the Leave; Special Leave; Flexible
Council) is committed to ensuring that Working Hours, and Flexible
flexible working arrangements are Retirement Policy
promoted for all employees and that
requests are considered fairly and 1.6 In order for employees to qualify for
objectively subject to the needs of the terms under this policy then they
service. must register on the Council’s Carer’s
Register. The register will be held
1.2 The Council acknowledges that many centrally by Human Resources in full
of our employees have to deal with compliance with the Data Protection
the daily demands of caring for legislation. The registration form is
dependants and dealing with available at (Appendix 1).
emergency situations. It is also the
case that some of our employees 1.7 The Council is committed to
may find the need to provide long encouraging a positive culture of
term care for a seriously ill support for carers recognising the
dependant. demands of balancing work and
caring responsibilities.
1.3 This policy provides additional
flexibility and leave provisions which 2. PRINCIPLES
should provide employees with good
solutions to meet their caring 2.1 The Council recognises the
responsibilities. implications of, and its responsibilities
under the Equality Act 2010 and this
1.4 For the purposes of this policy, a policy enhances the support and
carer is defined as; someone who assistance available to employees
provides unpaid support to a who have a responsibility of caring for
dependant who is affected by long- a dependant who is affected by long-
term illness, disability or addiction term illness, disability or addiction.
who could not manage without this
help. A dependant is spouse, partner, 2.2 The Council recognises that from
parent, grandparent, civil partner or time to time employees will need to
child of the employee, or anyone who try to balance work and caring
lives with the employee as part of responsibilities and seeks to provide
his/her family and is dependent on this support for employees. The
the employee. provisions within the Carer’s Policy
means that some employees may be
1.4 The Council acknowledges that able to remain in employment where
carers undertake a wide range of they would otherwise have needed to
duties including but not limited to:
resign to provide care to a
dependant.
Ø Help with personal care
Ø Help with mobility
Ø Managing medication 2.3 A flexible working approach for carers
Ø Practical household tasks can; attract and retain staff; reduce
Ø Emotional support; and stress; increase resilience and
Ø Help with financial matters or productivity; reduce sick leave;
paperwork improve service delivery and increase
staff morale.
1.5 The Council has an extensive range
of other policies which support 2.2 The Council is committed to raising
flexible working in the Council. These awareness of the role and demands
Page 2 of 4 June 2015

6 Carer Positive
Dumfries and Galloway Council: Carers Policy SAMPLE POLICY

of carers in the workplace through the with other leave (e.g. annual or
implementation of an Employee flexi leave if available)
Carer Support network, awareness Ø Flexible Working (subject to
raising publications and training. needs of service and can be
temporary/permanent or short/long
term). The ability to vary working
3. THE SCHEME hours and to work flexibly is key to
enabling carers to balance their
3.1 Carers wishing to benefit from the caring role and work allowing them
Scheme must elect to join the Carer’s to continue in employment.
Register. The register is a formal list Ø Carers leave (Paid) of up to 5
of employees who have identified working days per leave year – this
themselves as carers and satisfied is in addition to Emergency Carers
the qualifying criteria (as set out in Leave (can be used flexibly in
the application form). Employees either full or half days and/or
must have a minimum of 26 weeks occasional per hour times e.g. for
continuous service to be able to administering medication or
apply. attendance at hospital appointment
for a dependant etc.
3.2 In order to discuss carer needs, Ø Carers leave (Unpaid) of up to 12
flexible working or carers leave then weeks in a leave year. Time can
the line manager will need to be be requested in individual blocks of
informed of the employees’ inclusion no less than one week. A period of
on the Carer’s Register. This unpaid leave can be immediately
information will be disclosed deducted from the employee’s
sensitively and confidentially. salary or the employee can opt for
deductions from their salary over
3.3 Placement on the register will be an extended period of time up to a
reviewed annually or following a maximum of 12 months
change of circumstances in line with (employees must give a minimum
best practice on Data Protection. It is of 2 weeks’ notice to allow
the responsibility of the carer to sufficient time for operational
inform Human Resources of a arrangements to be made. In
change in circumstances. exceptional circumstances,
applications may be accepted
3.4 Access to the Carer Register offers within the period.
the following benefits; Ø Carers leave (Terminal ill health
– Paid) up to 6 months when
Ø Emergency Carers Leave dealing with the terminal ill health
(usually short term (maximum 3 of a dependant (subject to GP
working days per leave year and is certification)
paid leave). This would usually Ø Keeping in Contact - Permission
occur when; unforeseen and to have a mobile phone on and
sudden serious ill health occurs accessible at all times during work
with a dependant or care time
arrangements are temporarily Ø Carer Support – Carers can
disrupted or break down request to speak to a qualified and
completely. The time take should confidential Counsellor through
be enough for the carer to cope Occupational Health if required
with the emergency or make any Ø Carers Health Check – Carers will
necessary long term be able to receive an annual health
arrangements. The employee is check through Occupational health
entitled to supplement any time off Ø Employee Carer Support
Network - Carers will be entitled to
Page 3 of 4 June 2015

Employers Policy Documents

7
Dumfries and Galloway Council: Carers Policy SAMPLE POLICY

attend bi-monthly Employee Carer Scottish Association Scottish Women’s Aid

Support Network meetings for Mental Health
0141 530 1000 0800 027 1234
3.5 All carers leave granted will be Breathing Space Dumfries and
counted as continuous service for 0800 83 85 87 Galloway Citizen’s
Advice Service
contractual purposes.
0300 303 4321
3.6 Carers leave should normally be Money Advice Welfare Rights
granted, however, in exceptional Scotland
circumstances, where services would 0141 572 0237 01387 266888
be unduly disrupted if leave were NHS 24 Moodjuice
taken during the period identified, the 111 www.moodjuice.scot.nh
leave may be refused or postponed. s.uk
Steps for Stress Healthy Reading
3. SCOPE www.stepsforstress.org Catalogue
D&G Library Service
3.1 This Policy applies to all employees
of Dumfries and Galloway Council

4. MONITORING & REVIEW

4.1 This Policy has been developed by

Human Resources, and consulted on
with the Trade Unions, Dumfries and
Galloway Carers Centre and NHS
(Dumfries and Galloway). The Policy
has been subject to an Impact
Assessment.

4.2 This Policy will be subject to a

programmed cyclical review process.

5. USEFUL CONTACTS
Organisational Occupational Health –
Development and HR OHAssist
030 3333 3003 0845 371 3313
Trades Unions DGVoice
UNISON 01387 257770
UNITE
GMB
EIS
01387 257393
Samaritans Refuge
08457 90 90 90 0808 2000 247
Alcoholics Alzheimer’s Scotland
Anonymous
0845 769 7555 0808 808 3000
Cruse Bereavement Anxiety UK
0844 477 9400 08444 775 774
Relationship Scotland Dumfries & Galloway
0845 119 2020 Carers Centre
01387 248600
Page 4 of 4 June 2015

8 Carer Positive
 Sample
Policies

Carer Support
Policy
from Carers of West Dunbartonshire

Employers Policy Documents

9
Carers of West Dunbartonshire: Carer Support Policy SAMPLE POLICY

CARERS OF WEST DUNBARTONSHIRE

CARER SUPPORT POLICY



Reviewed: July 2016





Page 1

10 Carer Positive
Carers of West Dunbartonshire: Carer Support Policy SAMPLE POLICY

INTRODUCTION
Carers of West Dunbartonshire recognise the implications of and its responsibilities under
the Equality Act 2010. The organisation’s Carer Support system enhances the support and
assistance available to employees who have the primary responsibility of caring for a
relative or friend. Carers of West Dunbartonshire acknowledge that at times its employees
will have to deal with the demands of caring for a loved one which may require responding
to an emergency situation. Employees with a primary caring responsibility may also be
required to provide long term care. The organisation’s Carers’ Support Scheme offers
employees with primary caring responsibilities a variety of support to help them balance
their caring responsibilities and their employment.
The organisation’s aim is to encourage employees to have open and honest discussions
about the challenges of their caring role so that the Service manager and the Board of
Trustees can offer support.

WHO IS A CARER?
A carer is someone of any age who looks after and supports a relative or friend who,
because of their disability, illness, frailty or addiction, would not otherwise be able to live
independently at home. Many carers provide substantial amounts of regular care and are
not paid for the help and support that they give. Caring for someone can be very stressful.
Carers often have little help and regularly suffer financially, physically and emotionally
themselves.

THE CARER SUPPORT SCHEME
As the key Carer Support Service within West Dunbartonshire, the organisation is
experienced and well informed regarding the provision of support to unpaid carers. It is
important that as an employer, support is available not only to the users of the service i.e.
unpaid carers but those employees who have caring responsibilities.
The organisation recognises that by making sure its employees have a good work and life
balance, its staff will be more focussed on work, less stressed, and the organisation will
retain their experience and expertise.

The Carer Support Scheme is available to any employees who have a primary caring role for
a relative or friend. The Scheme offers employees a variety of support to enable them to
balance their caring responsibilities with work commitments.
The support scheme offers:
• Guidance about Flexible Working options and taking Carer Leave.
• Career Vs Caring: Getting the Balance Right Information Booklet. The booklet offers
information about looking after one’s own health and well being and information about
juggling work with caring.

For more information about looking after one’s own health and how to juggle work with
caring, please refer to the Career Vs Caring: Getting the Balance Right information booklet.







Page 2

Employers Policy Documents

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Carers of West Dunbartonshire: Carer Support Policy SAMPLE POLICY

FLEXIBLE WORKING OPTIONS

The following leave provisions are designed to provide our employees with solutions which
will support them with their caring responsibilities.

What is flexible working?
Employees who are finding it difficult to balance their work life with their caring
responsibilities, may be helped by flexible working. Flexible working can mean:
• Flexible starting and finishing hours
• Compressed working hours (where you work full-time hours but over fewer days)
• Term-time working
• Job share
• Part time working
• Working from home

Who can ask for flexible working?
Employees who have been employed by Carers of West Dunbartonshire for 26 weeks
(continuously) prior to application have the right to request for flexible working. This is
called making a statutory request and the organisation must consider their request in a
“reasonable manner”. Employees can only apply for flexible working once a year.

How to ask for flexible working
Employees who want to discuss flexible working should speak to the Service Manager about
what options are available and what would best suits their caring role. To request flexible
working the employee must email or write a letter to the Service Manager detailing their
request.

What happens to the application?
The request will be considered by the Finance Planning Group. The employee will receive a
response within eight weeks of their request being submitted. The group will consider the
request in a reasonable manner. If the request cannot be accommodated, they will be given
a good business reason for the decision.

Time off for emergencies.
Flexible working also includes being allowed time off to deal with an emergency situation
which involves the person who is being cared for. It does not include taking time off to take
the person being cared for to appointments as these are usually known about in advance so
should be planned for. It doesn’t matter how long the employee has worked for Carers of
West Dunbartonshire; however they are only allowed a reasonable time off to deal with the
emergency, for example, when:
• Someone falls ill or is injured
• Someone dies, or
• Care arrangements for someone suddenly break down
This time off will be unpaid but they can use TOIL if they wish. For more information about
using TOIL see taking Time off in Lieu.

Time off in Lieu
As part of providing flexibility for its employees, Carers of West Dunbartonshire offers time
off instead of paying overtime. This is known as Time off in Lieu. Employees who have a
primary caring responsibility are able to “bank” a build up of TOIL which can be used for
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12 Carer Positive
Carers of West Dunbartonshire: Carer Support Policy SAMPLE POLICY

emergency situations as well as planned appointments. This allows the employee to accrue
TOIL by working more hours when they are able to and using it when they most need it.
The terms of when and why it is being used should be agreed with the Service Manager. If
TOIL is being used for appointments that are known about in advance, the employee must
give as much notice as possible so that their absence can be planned for.

PARENTAL LEAVE
If an employee has completed one year's service with an employer, they are entitled to 18
weeks unpaid parental leave for each child born or adopted. The leave can start once the
child is born or placed for adoption, or as soon as the employee has completed a year's
service, whichever is later. Employees can take it at any time up to the child's 18th birthday.
For more information please refer to the Managing Attendance Policy.

CARER LEAVE
Carer Leave is considered special unpaid time off work where an employee is unable to
attend work as a result of their need to care on a longer term basis.
Carers of West Dunbartonshire recognise that employees with primary caring
responsibilities may require a longer period of absence from work. This may be due to the
deterioration in the health of their relative or friend or a break down in the existing care
provision.
The leave is unpaid however the cost of the leave can be spread over a period of time to
lessen the financial impact on the employee. The provision of Carer Leave means that
employees may be able to remain in employment, where they would otherwise have
needed to resign to provide care. Carers of West Dunbartonshire benefits from the
application of the policy by retaining skills, knowledge and experience and improving staff
wellbeing, resulting in improved engagement, loyalty and retention.

Who can take Carer Leave?
Carer Leave is available to employees who have a primary caring role and who have one or
more year’s continuous service.

What can the length of the leave be?
Carer Leave can be for a period of up to twelve weeks in a leave year. Time can be
requested in individual blocks of no less than one week.

How to apply?
If an employee wishes to request Carer Leave, they must complete the Carer Leave
Application form. A minimum of two weeks notice is required to allow sufficient time for
operational arrangements to be made. Forms should be forwarded to the Service Manager
in the first instance. The Manager will then take the request to the Finance Planning Group.
If the request cannot be accommodated, the employee will be given a good business reason
for the decision.
Carer Leave granted will be counted as continuous service for contractual purposes.

How will deductions be made?
The period of unpaid leave can be an immediate deduction from the employee’s salary or
the employee can opt for deductions from their salary over an extended period of time up
to a maximum of twelve months.

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Carers of West Dunbartonshire: Carer Support Policy SAMPLE POLICY

At the point of application, the employee must decide how salary deductions will be taken
(e.g. one single deduction, or spread over three, six or twelve months)
Where the employee decides to spread the deductions from their pay they will be asked to
sign a form agreeing to the amount and the period covered. Should the employee leave
Carers of West Dunbartonshire employment before the amount owed is repaid it will be
deducted from their final pay. Where the full amount cannot be deducted from the final
pay, the employee will be issued with an account for the balance owed. If the employee is
made redundant, these deductions will not be reclaimed.



































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14 Carer Positive
Carers of West Dunbartonshire: Carer Support Policy SAMPLE POLICY

APPLICATION FOR CARERS’ LEAVE

(This application form should be submitted to the Service Manager for approval.)

Employee Details:

Name:

Designation:
Employee
Reference Number:

Details of Carers’ Leave required
Date Date
From To Details of Dependant and Reason for Leave Request








Immediate Deduction from Salary Yes No

I wish to have an immediate deduction from my salary
If you wish to spread the deductions from your salary please detail below:
Yes No

I wish to spread the deductions from my salary over 3 months

I wish to spread the deductions from my salary over 6 months

I wish to spread the deductions from my salary over 12 months

Signature: Name: Date:


Period of Leave Approved Yes No

If no, please supply reason and, if applicable alternative From To

approved dates




Line Manager’s Signature: Name: Date:

Page 6

Employers Policy Documents

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 Sample
Policies

Guidance on
Supporting Carers
from Community Safety Glasgow

16 Carer Positive
Community Safety Glasgow: Guidance on Supporting Carers SAMPLE POLICY

Employers Policy Documents

17
Community Safety Glasgow: Guidance on Supporting Carers SAMPLE POLICY

18 Carer Positive
Community Safety Glasgow: Guidance on Supporting Carers SAMPLE POLICY

Employers Policy Documents

19
Community Safety Glasgow: Guidance on Supporting Carers SAMPLE POLICY

20 Carer Positive
Community Safety Glasgow: Guidance on Supporting Carers SAMPLE POLICY

Employers Policy Documents

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Community Safety Glasgow: Guidance on Supporting Carers SAMPLE POLICY

22 Carer Positive
Community Safety Glasgow: Guidance on Supporting Carers SAMPLE POLICY

Employers Policy Documents

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 Sample
Policies

Family, Carer and

Special Leave Policy
from Scottish Water

24 Carer Positive
Scottish Water: Family, Carer and Special Leave Policy SAMPLE POLICY

Family, Carer and Reviewed & Updated:

October 2014
Special Leave Policy Owner: People &OD
Page 1 of 6

Contents

1 Introduction Page 1
2 Parental leave 2
3 Emergency Care– For Parents & Carers 3
4 Planned Health Care – For Parents & Carers 3
5 Hospital Appointments 3
6 General Care Emergencies 3
7 Agile and Flexible Working 3
8 Compassionate Leave 4
9 Career Breaks and Sabbaticals 4
10 Reserve Forces 5
11 Emergency Services 5
12 Time off for Public Duties 6
13 Requesting Family, Carer and Special Leave 6
14 Related Policies and Procedures 6

1 Introduction

Scottish Water recognises the importance of helping employees to balance their work and personal
commitments and the necessity to support employees during periods of absence.

The aims of this policy are to:

• To support a positive work life balance.

• Facilitate flexible working within a culture of trust and mutual respect.
• Reduce unnecessary sickness or unauthorised absence levels by offering flexible working
alternatives.
• Support employees in managing their family and care commitments.
• Be a preferred employer who promotes family care and support of carers by implementing
innovative, progressive policies and practices.

This policy applies to all employees of Scottish Water irrespective of length of service.

This policy details the provisions under our Family, Carer and Special Leave Policy. For details on
Maternity, Adoption, Paternity and Shared Parental Leave please refer to our separate policies. For
the purposes of this policy a Carer is an employee with significant caring responsibilities that have
a substantial impact on their working lives. They provide unpaid help, care and support of disabled,
elderly or sick relatives, partners or friends who are unable to care for themselves.

A flexible approach to working arrangements will be encouraged at all times to ensure that both
employee and business needs are met. Where paid leave is made available, extended additional
periods of unpaid leave may be available in exceptional circumstances and at management
discretion.

If you have any queries, please contact People Connect:

0131 445 6330 (56330) [email protected]

Employers Policy Documents

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Scottish Water: Family, Carer and Special Leave Policy SAMPLE POLICY

Family, Carer and Reviewed & Updated:

October 2014
Special Leave Policy Owner: People &OD
Page 2 of 6

2 Parental leave

What are the provisions?

Over and above any maternity, adoption, paternity and shared parental leave provisions, all
parents are entitled to take an additional period of unpaid leave of up to 18 weeks to care for their
child. An employee’s pensionable employment or continuity of service will not be affected.

An employee must be prepared to show evidence of their child’s age, receipt of relevant disability
allowance and/or their parental responsibility if requested.

When can parental leave be taken?

You are entitled to up to 18 weeks unpaid parental leave per child if you meet one of the following
conditions:
• You are the parent of a child who is under 5 years of age.
• You are the adoptive parent of a child under the age of 18 years (the right to parental leave
lasts for a period of 5 years from placement of adoption or until the child’s 18th birthday,
whichever is sooner).
• If you are the parent of a child who has been awarded Disability Living Allowance, you are
entitled to up to 18 weeks unpaid parental leave, which can be taken up until the child’s 18 th
birthday.

The maximum period of parental leave you can take in any one year will normally be four weeks.
This can be taken in a single block or in any combination of smaller periods (a minimum of one
week) if required. Parental Leave must be taken in blocks of at least one week (except in relation
to a child with a disability).

You can apply to transfer from Maternity, Adoption, Paternity or Shared Parental Leave to
Parental Leave by giving the required notice period of 28 calendar days.

Can my request for leave be postponed?

Your line manager will only postpone your request and offer deferred parental leave in exceptional
circumstances. The deferred leave you will be offered will:
• be offered to you within 7 calendar days of your original request.
• be for the same length as originally requested.
• specify the start and end date of the deferred leave.
• not be deferred for longer than 6 months of the original date requested
• not end after child’s 5th birthday (or 18 in case of adopted or disabled children)

If the new dates offered are not acceptable, you can cancel your original request and make a new
one.

How do I apply for parental leave?

You should aim to inform your manager of your desire to take parental leave as soon as possible,
in any event not less than 28 calendar days before, especially if you wish to take one or two large
periods of time. You will then be required to complete a Parental Leave Application Form
authorising appropriate deductions from your salary.

If you have any queries, please contact People Connect:

0131 445 6330 (56330) [email protected]

26 Carer Positive
Scottish Water: Family, Carer and Special Leave Policy SAMPLE POLICY

Family, Carer and Reviewed & Updated:

October 2014
Special Leave Policy Owner: People &OD
Page 3 of 6

What about your pension provisions?

If you wish to contribute to your pension provision during your leave you can continue to pay
pension contributions monthly or on your return to work. Any such contributions would be based on
the level of pay you received immediately before your unpaid leave commenced.

3 Emergency Care for Carers and Parents

Paid leave is available for the care of a dependant or someone for whom you are the carer in the
case of unexpected emergencies. You must contact your line manager to advise them of the
circumstances as soon as possible.

4 Planned Health Care for Carers and Parents

Paid leave is available to enable you to accompany your child or someone for whom you are the
carer to pre-arranged medical appointments (e.g. Doctor, Dentist, Specialist). However, wherever
possible you should make every effort to minimise the disruption to your working day by making
the appointment at the beginning or the end of the day.

5 Hospital Appointments

Paid leave is available to help you to attend hospital appointments. You should request this time off
as far in advance as possible, to ensure that arrangements can be made to ensure that business
needs are met while you are away from work. Where possible you should make every effort to
minimise the disruption to your working day by making the appointment at the beginning or the end
of the day.

6 General Family and Carer Emergencies

Paid leave may be available to help you to deal with unexpected emergencies at home that are not
covered elsewhere in the policy. This leave is at the discretion of your line manager and will only
be considered once all other options have been explored (e.g. flexible working, working from
home, sharing responsibility with partner).

You must contact your line manager to advise of your particular circumstances and he/she will
agree with you how much paid time you will be able to take.

7 Agile and Flexible Working

Scottish Water wants employees to achieve a good work/life balance and to support employees
who are carers. We provide a range of options to enable employees to work flexibly, balancing
personal requirements with business needs. Informal flexible working arrangements and Agile
working are available to support individuals. Where these arrangements do not meet personal
needs, you can formally request a change to your flexible working pattern for any reason.

If you are considering this you should speak to your line manager to discuss options as soon as
possible. Your manager will work with you to ensure that both your needs and the needs of the
business are met.

To formally request flexible working you should complete a “Change To Flexible Working Request
Form” which is available on the Policies and Procedures site on the intranet and submit this to your
manager.
If you have any queries, please contact People Connect:
0131 445 6330 (56330) [email protected]

Employers Policy Documents

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Scottish Water: Family, Carer and Special Leave Policy SAMPLE POLICY

Family, Carer and Reviewed & Updated:

October 2014
Special Leave Policy Owner: People &OD
Page 4 of 6

If you request flexible working, your manager will arrange a meeting with you to discuss this within
28 days of your request and will ensure that you are aware of the decision and given confirmation
in writing within 14 days of your meeting.

Approval for part-time or flexible working is at the discretion of your manager. Any such requests
will not be unreasonably refused, however, each case will be considered on its own merits in light
of current business requirements.

If you do not agree with the decision made you should submit an appeal in writing to your line
manager stating the reason for your appeal. This should be done within 5 days of you being
notified of the decision. For more information please consult the Manager Guidance on Flexible
Working which is available on the intranet.

8 Compassionate Leave

Paid time off is available to attend the funeral of a close family member or friend.

A maximum of five days paid leave is available to help you make necessary arrangements
following the death of a close family member.

Employees may require additional leave from work, for example, to make funeral arrangements
abroad, and can request unpaid leave to cover their absence if this extends beyond five days.

9 Career Breaks and Sabbaticals

What are the provisions?

Up to one year unpaid leave may be taken at the discretion of your senior manager.

What will be taken into account when deciding whether or not to authorise such leave?

Such requests will not be unreasonably refused, but prior to making a decision, your manager will
need to consider the following:
• Will the business be able to accommodate your absence over a prolonged period of time?
• Will your absence provide a temporary development or redeployment opportunity for
another employee?
• How will the time off be spent? (e.g. working or studying in a particular field that will be of
both personal and organisational benefit or supporting someone for whom you are a Carer
who needs full time support for a period).

What about your pension provisions?

If you wish to contribute to your pension provision during your break you can continue to pay
pension contributions monthly or on your return to work. Any such contributions would be based on
the level of pay you received immediately before your unpaid leave commenced.

What effect will the break have on your continuity of service?

No break in service will occur. Your whole period of career break or sabbatical leave will be taken
into account for calculating continuous service.

If you have any queries, please contact People Connect:

0131 445 6330 (56330) [email protected]

28 Carer Positive
Scottish Water: Family, Carer and Special Leave Policy SAMPLE POLICY

Family, Carer and Reviewed & Updated:

October 2014
Special Leave Policy Owner: People &OD
Page 5 of 6

How often must you contact your manager during your break?

You must agree with your line manager before the commencement of your leave, what date you
will return to work and agree how and when contact will be maintained during your absence.

Further advice and guidance on this type of leave is available from People Connect. Remember if
the purpose of the career break is to spend more time with your child, please refer to Section 1 of
this document on Parental Leave prior to application.

10 Reserve Forces

If you are a member of the Reserve forces (e.g. TA/RAAF), up to 15 days paid leave per annum is
available to attend compulsory training. You should give your manager as much advance warning
as possible of your intention to take this type of leave. A copy of the request to attend training
should be sent to Payroll with confirmation that you have requested this leave through Connect
Plus.

The amount of pay you receive from Scottish Water will be equal to your normal contractual salary
less the payment you receive from the Reserve Forces. The maximum amount deducted will be
the amount equal to your normal pay.

You should submit your Reserve Forces Statements/Salary Statements to Payroll via your line
manager. You will still be required to make pension contributions.

If you are called up for the Reserve Forces, you should notify your manager as soon as possible
and notify People Connect on 0131 445 6330 or [email protected]

11 Emergency Services

If you are a retained member for an emergency service, (e.g. Fire Service, Life Boat) you require
written approval from your line manager prior to your appointment with that emergency service.

Scottish Water understands that it is necessary for you to be available to attend emergency calls
on as many occasions as possible and will facilitate this as much as practicable. During working
hours you must get the permission of your line manager to attend an emergency call. If you work
standby for Scottish Water you may attend an emergency only when you are not already on call
out for Scottish Water. If there is a full crew available for the emergency service you are retained
for you must stand down from attendance if you are not required.

Up to 15 days paid leave per annum is available to attend compulsory training. You should give
your manager as much advanced warning as possible of your intention to take this type of leave.
A copy of the request to attend training should be sent to Payroll with confirmation that you have
requested this leave through Connect Plus.

12 Time off for Public Duties

Jury Service, Witness and Judicial Proceedings

Time off is available for employees who are cited for Jury Service, are called as a witness or who
must compulsorily attend judicial proceedings. You should advise your manager when you get a

If you have any queries, please contact People Connect:

0131 445 6330 (56330) [email protected]

Employers Policy Documents

29
Scottish Water: Family, Carer and Special Leave Policy SAMPLE POLICY

Family, Carer and Reviewed & Updated:

October 2014
Special Leave Policy Owner: People &OD
Page 6 of 6

citation and the leave must be recorded in Connect Plus. The amount of pay you receive from
Scottish Water will be equal to your normal contractual pay so no loss of earnings will apply.

Other Public Duties e.g. Councillor, Children’s Panel etc.

For any days taken, either paid or unpaid, you must inform your line manager and give as much
notice as possible. A maximum of 5 days paid leave per year will be given. Anything above this will
be unpaid and the time off must be authorised by your line manager.

13 Requesting Family, Carer and Special Leave

All Family, Carer and Special Leave should be recorded in Connect Plus. This can be done by
clicking on ‘Request Absence’ under ‘Your Frequent Tasks’ in the middle of the screen. You then
select a start date from calendar and appropriate reason under ‘Filter by Type’ and ‘Absence
Name’ and follow the online instructions to record your leave.

If you do not have access to Connect Plus please contact your line manager or People Connect on
0131 445 6330 or [email protected].

14 Related Documents

• Maternity, Adoption and Paternity Leave Policy

• Flexible Working Guidelines
• Agile Working

If you have any suggestions how we can improve this policy, such as adjustments in its application
to take account of individual needs, please contact People Connect on 0131 445 6330 (56330) or
click here to access the Equality and Diversity Wavelength pages.

If you have any queries, please contact People Connect:

0131 445 6330 (56330) [email protected]

30 Carer Positive
 Sample
Policies

Caring
for Carers
from The University of Edinburgh

Employers Policy Documents

31
The University of Edinburgh: Caring for Carers SAMPLE POLICY

Caring for carers

This caring for carers guidance outlines the support available to
employees who have a caring responsibility so that they can
balance work with caring commitments and continue to be effective
in their role.

Who is a carer?
A carer is a person who provides a substantial amount of unpaid care on a regular basis
for another individual or a person who provides more occasional support to cope with
changes in circumstances or health of another individual.
The University recognises that a carer can be a spouse, parent, sibling, child or other
dependent and could be living in the same home as the person being cared for or further
away.

Support
The University appreciates that caring places demands on employees and at times it
may be difficult for them to combine work and caring responsibilities.
Therefore the University will adopt the following principles:

• To give sympathetic consideration to requests for support from those who have
caring responsibilities, based on a shared understanding of the situation and its
impact at work
• To view the making of requests for support as acceptable and ensure that no one
is treated unfairly because of their caring responsibilities
• To handle requests for support with discretion and tact

Policies to support carers

A range of University policies can be used to help support employees who need time off
to care for relatives or dependents either on a short or longer term basis:

Flexible Working
Flexible working usually involves requests for permanent changes to working patterns
but it is also possible to ask for temporary or rolling requests to be considered to help
carers through difficult situations.
For example:

• A reduction in hours could be adopted for a 6 month period initially to allow a

Carer to have more time for caring responsibilities. The arrangement could be

32 Carer Positive
The University of Edinburgh: Caring for Carers SAMPLE POLICY

reviewed after the initial agreed period and either extended or concluded
depending on a Carer’s circumstances.
• Annualised hours could be adopted to allow a Carer to fulfil an agreed number of
hours at work over a period of time, but allowing periods of time to be taken off to
fulfil caring responsibilities.

The above are examples that have been adopted within the University. Other options
can be explored with HR in the first instance.
Flexible Working Policy (PDF)

Parental Leave
If a carer needs time off to care for their child up to the age of 18 the Parental leave
policy may be of assistance.
Provided the parent has one year’s service he or she may take up to four weeks unpaid
leave a year to care for a child. (Up to 18 weeks in total.)
Parental Leave Policy (PDF)

Time off for Dependents

Time off for dependents can be given to help a carer cope with the immediate impact of
emergency situations such as a child falling ill at school or a parent having an accident
and needing medical attention.
The University provides up to 10 days’ paid leave per calendar year (pro rata for part
time employees) to help employees cope with unforeseen problems affecting people that
they have responsibility for.
Time off for Dependents Policy (PDF)

Special and Other Leave

In certain circumstances employees may apply for special leave to cope with difficult or
unusual situations not covered by other policies.
This might include compassionate leave or bereavement leave.
Employees should speak to their line manager and/or HR for advice but all requests will
be treated with sensitivity.
Special and Other Leave Policy (PDF)

Other support available

The following services and groups can be contacted for emotional support or informal
advice:

Chaplaincy

Employers Policy Documents

33
The University of Edinburgh: Caring for Carers SAMPLE POLICY

The multi-faith team of chaplains and belief contacts is available to offer sensitive,
impartial support in any situation.
Chaplaincy emergency contact

Counselling service
This is a free confidential service for staff providing an opportunity to discuss problems
or situations that are causing concern or distress.
Staff Counselling

Local Networking Groups

Some areas of the University have local networking groups where carers can offer
mutual support and exchange experiences.
Please contact your local HR team to find out if there is a networking group in your
location.
Local HR Teams

Further information
External advice and support can be found at:
Carers Allowance
Carers Credit

Carer events
Information about events and training in Edinburgh and the Lothians such as; falls
prevention, stroke awareness, understanding dementia, understanding finance and
benefits
Carers events

CarersNet
A website providing resources and information for carers in Edinburgh and the Lothians.
CarersNet
Carer support groups in Edinburgh:
Mobility/transport assistance:

Power of attorney
Please note there are legal differences depending on whether a person lives in Scotland
or other parts of the UK.
Public Guardian Scotland
Age UK

34 Carer Positive
The University of Edinburgh: Caring for Carers SAMPLE POLICY

Citizens Advice
Gov UK

Related Links
Leave and Absence Policies
Family Leave Policies
Leave and Absence Options
This article was published on Oct 23, 2015

Employers Policy Documents

35
 Sample
Policies

Carer Leave
Policy
from Voluntary Action North Lanarkshire

36 Carer Positive
Carer Leave Policy: Voluntary Action North Lanarkshire SAMPLE POLICY

VOLUNTARY ACTION NORTH LANARKSHIRE

TIME OFF FOR DEPENDANTS/CARERS LEAVE
POLICY & PROCEDURES
Introduction
Work and home life can cause conflicting pressures. Many employees are responsible for
caring for a relative or a child. The idea behind carer leave is to encourage flexible
working practice so that employees can balance their home and work commitments.

The purpose of this policy is to allow for a compassionate response to the sudden and
immediate need to provide care. This could be in the case of a sick child, close relative or
dependant. It could be that normal arrangements have broken down thus leaving the
employee without proper carer arrangements. The policy is open to all employees of
Voluntary Action North Lanarkshire (VANL), regardless of grade, length of service and
hours worked.

Types of Carer Leave

Short Term
Carer leave will normally be for the short term. Employees will be entitled to a maximum
of 5 working days paid leave where an employee faces an unexpected crisis as detailed
above. In particular cases of difficulty the period may be extended to a further 5 days. It
should be left to the discretion of the Line Manager whether these days are paid or
unpaid. Annual leave or unpaid leave can also be utilised at this point. There should be
no requirement that the approved number of days be taken in one block.

Longer Term
In the cases of longer term carer leave where the employee is the sole carer or where
daily attendance is called for on an extended basis, then the employer should consider
other options. These options should try to ensure that the employee will be able to fulfill
their carer responsibilities. This can encompass ideas like longer term carer breaks from
work (normally unpaid), different work patterns (i.e. reduced hours/days) or a different
shift pattern. Where longer-term carer leave is sought discussions should take place with
the line manager.

Notification
With most cases, employees will be unlikely to know in advance when they will require to
take carer leave. Employees should therefore personally contact their immediate Line
Manager at the earliest opportunity, to advise of the need for carer leave.

The employee should discuss the situation with their Line Manager and the number of
day’s carer leave, which may be required. The Line Manager will then agree with the
employee the number of days that they can take. If it is not considered appropriate to
take carer leave then annual leave or unpaid leave may be utilised depending on the
F:\Policies & Procedures\VANL – Carer Leave Policy.doc

Employers Policy Documents

37
Carer Leave Policy: Voluntary Action North Lanarkshire SAMPLE POLICY

VOLUNTARY ACTION NORTH LANARKSHIRE

TIME OFF FOR DEPENDANTS/CARERS LEAVE
POLICY & PROCEDURES
needs of the service. The leave must be noted down on an absence sheet. The employee
should keep contact with the Line Manager throughout the carer leave.

F:\Policies & Procedures\VANL – Carer Leave Policy.doc

38 Carer Positive
Carer Positive employers support working
carers in their workplace.
They benefit by retaining experienced
workers, reducing staff absences and
making huge savings on recruitment costs.

T 0141 445 3070

E [email protected]

carerpositive.org

Carer Positive is operated by Carers Scotland

on behalf of the Scottish Government.

Carers Scotland is a charity registered in Scotland (SC039307).