Work Life Balance Policy Addendum Term Time Working

Transcription

1 Work Life Balance Policy Addendum Term Time Working Date: December 2013 Version number: 2 Author: Review Date: Emilie Gray, Senior HR Advisor December 2016 or with revision of Work Life Balance Policy in 2014 If you would like this document in an alternative language or format, please contact Corporate Services on

2 Contents Page No Document Development Coversheet 3 1. Introduction 5 2. Eligibility 5 3. Recruitment 5 4. Terms and Conditions of Employment 6 Appendix A - quick reference guide to hours paid 8 2

3 NHS SHETLAND DOCUMENT DEVELOPMENT COVERSHEET Work Life Balance Addendum Term Name of document Time Working Registration Reference Number HRPOL015 New Review Author Executive Lead Emilie Gray, Senior HR Advisor Lorraine Hall, Director HR & Support Services Senior Management Team (SMT) Proposed groups to present document to: Staff Governance Committee (SGC) Area Partnership Forum (APF) All staff Date Version Group Reason Outcome 28/08/ SMT C/S PRO 26/09/ APF C/S MR 18/11/ All staff C/S MR 10/12/ /12/ SGC Approval PRO Examples of reasons for presenting to the group Professional input required re: content (PI) Professional opinion on content (PO) General comments/suggestions (C/S) For information only (FIO) Examples of outcomes following meeting Significant changes to content required refer to Executive Lead for guidance (SC) To amend content & re-submit to group (AC&R) For minor revisions (e.g. format/layout) no need to re-submit to group (MR) Recommend proceeding to next stage (PRO) Please record details of any changes made to the document on the back of this form 3

4 *To be attached to the document under development/review and presented to the relevant group DATE CHANGES MADE TO DOCUMENT 25/11/2013 Minor amendments following APF comments additions for clarity and correction of typing errors. Appendix amended to reflect 38 weeks following clarification from schools. 16/12/2013 Typing errors corrected. 4

5 Term Time Only Working 1. Introduction 1.1 In certain s, there are times during the year when the client group is not readily available. This is particularly true in the case of s provided to children via schools. 1.2 The Board also recognises that some staff with school aged children prefer not to work during school holidays in order to care for their children. (See section 2.2). 1.3 This section sets out the contractual arrangements to be applied to staff who are employed on a term time only ( TTO ) basis, including: a) The number of weeks to be worked per year (contracted weeks) b) The arrangements in respect of teachers in days. 2. Eligibility 2.1 This section applies equally to all staff. 2.2 All staff are eligible to apply for term time only working. Approval is at management s discretion and will be dependent on the operational needs of the. However, individual requests will be accommodated wherever possible. 3. Recruitment 3.1 When advertising for a post, the advertisement should specify where there is a requirement for term time only working. 5

6 3.2 All relevant offers of employment must specify that the post is offered on a term time only basis and subject to the Board s terms and conditions for such jobs. 4. Terms and Conditions of Employment 4.1 The Board s normal requirement is that staff employed on a term time only basis are employed during the terms of the schools in which the is provided. These terms will, therefore, normally be the ones used by the local authority controlled schools in Shetland and include teachers in- days. 4.2 Currently the school terms cover 38 weeks each year (39 weeks less the 5 in days). 4.3 Staff working on a term time only basis will not be eligible to take paid annual leave during term times. Term Time Only staff are eligible for paid annual leave and pro-rata public holidays but this entitlement has to be taken outside the scheduled working week. This entitlement to paid leave is added to the scheduled working weeks of the TTO worker before calculating the annual pay of the individual, as set out below. 4.4 Staff working on a term time only basis will receive twelve equal monthly salary payment in a year. To facilitate this payment the Payroll Department will require notification the contracted hours/session worked per week so that they can calculate the actual paid hours/session per week utilising the agreed formula (section ). This will be set out on payroll documentation provided by the HR department to payroll. 4.5 Public Holidays As public holidays generally occur during school holidays, staff working term time only will not normally be scheduled to work on a public 6

7 holiday. However, the calculation of pay for TTO workers, as set out above, includes and allowance for a pro-rata entitlement to paid leave in lieu of public holidays. The pro-rata entitlement to leave has to be taken when schools are closed, as for other annual leave. If any public holidays are scheduled outside school holidays (e.g. end of September public holiday), then managers have the discretion to allow TTO staff to either: work this and be paid at the public holiday rate, with no time off in lieu; or take the day off unpaid or take the day off with no detriment to pay and work a day in the school holidays instead 4.6 Individual Arrangements Subject to the operational needs of the, managers have discretion to allow TTO staff to: Attend work during school holidays and take time off in lieu during term time, e.g. for training that cannot be delivered in term time or during periods of high or additional workload. Have unpaid leave for other reasons. Have paid leave in line with the work/life balance policy in respect of family emergencies and time off to care for dependents. Work additional hours as required. 4.7 Annual Leave and Termination of Employment There is no requirement for managers to calculate accrued annual leave or public holiday entitlement when employment terminates. As leave has already been annualised it is not possible for TTO workers to over or undertake their annual leave or public holidays. 7

8 Appendix A Quick Reference Guide Appendix A is a quick reference guide to paid hours incorporating annual leave and public holidays for each scenario of contracted hours for a 38 week TTO worker. Hours Paid Contracted Hours On appointment After 5 years' After 10 years'

9 Hours Paid Contracted Hours On appointment After 5 years' After 10 years'

10 Hours Paid Contracted Hours On appointment After 5 years' After 10 years'