Bank Holiday Entitlement for Academic and Research Staff
It has been agreed that all staff should benefit from a proportional entitlement to Bank Holiday and Christmas closure days off, which is in addition to the annual leave entitlement. Having discussed this with the Trade Unions, we have agreed to implement this for all academic and research staff with effect from 1 October 2016 and to use a nominal full-time contract for academic staff equating to 37 hours per week.
Who does this apply to?
This applies to both full- and part-time academic and research staff.
Entitlement for staff working on a term-time only contract
This entitlement does not apply to staff that work on a term-time only basis, i.e., those who are working less than 52.143 weeks per year. The bank holiday entitlement has already been calculated and incorporated into the contractual conditions for these staff and you should refer to your contract of employment/offer letter for details of your personal entitlement.
What do I need to consider?
Calculation of Entitlement
Full-time Academic and Research Staff
Full-time staff will see (on Employee Self Service) a bank holiday entitlement each year. This entitlement is always automatically allocated as long as you remain on a standard working pattern, and so you should see this as a zero balance.
Part-time Academic and Research Staff
Your Bank Holiday and Christmas Closure holiday entitlement will be based on the number of hours you work per week and your weekly pattern of work, which has been verified by your line manager. Your entitlement will be recorded in hours and will show as a separate entitlement on your ESS absence record. The entitlement period will run from 1 October to 30 September each year.
A Bank Holiday entitlement may be a positive or negative figure. If your entitlement is positive, this is because you are receiving fewer Bank Holidays and Christmas Closure days than you are entitled to for the entitlement period. The figure represents your bank holiday leave entitlement to be taken, in addition to your normal annual leave allowance.
If your entitlement shows as a negative, this is because you are receiving more Bank Holiday and Christmas Closure days than you are entitled to for the entitlement period. If you work relatively few hours only on Mondays and Fridays you are likely to have the greatest deficit.
Please note that the entitlement will change depending on how many Bank Holiday or Christmas Closure days occur in any one entitlement period. Saturdays and Sundays during Christmas Closure are excluded from the period.
Arrangements for the 2016-2017 Entitlement Period
No action will be taken to recover the deficit for the 1 October 2016 – 30 September 2017 entitlement period. However, your annual leave entitlement will be reduced by any deficit figures for future entitlement periods (i.e. from 1 October 2017 onwards). These adjustments will be made by the HR Systems team at the beginning of each new entitlement period.
If you change your hours of work or alter your working pattern, this will impact on your Bank Holiday and Christmas Closure entitlement. It is important that you inform HR of any changes as soon as they occur.
What do I need to do?
How to take your Bank Holiday entitlement
It is not possible to book bank holiday entitlement via ESS, although entitlements can be viewed on ESS. Staff are required to book their entitlement with their line manager. The line manager should email firstname.lastname@example.org when any bank holiday leave is agreed, and this will be recorded on the HR System against the Bank Holiday and Christmas Closure entitlement (BH Entitlement), so that the entitlement will reduce during the entitlement period. Entitlement should be taken as hours equivalent to a whole or half day.
What else do I need to know?
There is no opportunity for you to be paid for this entitlement; it is an entitlement which is to be taken in addition to your separate leave entitlement. All entitlement should be taken within the 12 month entitlement period. No carry forward will be allowed, unless there are significant extenuating circumstances which are supported and approved by your line manager, budget holder and HR. You will not be allowed to exceed your entitlement.
If you do not agree with the working pattern assigned to you or you have any queries about this process, please contact email@example.com.
How do I get help?
Use this contact form to get in touch.