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Special Leave

Occasionally, members may have a situation where they need to take time off work to deal with non-work related matters such as sick children or attending a funeral.

Special leave allows staff to apply to take time off for such eventualities on either a paid or unpaid basis (depending on circumstances).

Applications have to be made to your line manager in time for a decision to be made, although it is also possible to make a retrospective application in certain circumstances.

There is a comprehensive list of the situations where special leave may apply contained in the PMM (volume 4, chapter 2).
 
When applying it is a good idea to give as much information as to why you need the time off as possible.
 
For example, if you need time off to look after a sick child, make sure you make it clear that there is nobody else available to help as some managers may try to see if it is possible for you to share it with other family members. In general the more detail you can give the better your chances of a successful application.
 

How much special leave can I apply for?

 
The PMM states that staff are only entitled to five days paid special leave for childcare purposes.
 
This is misleading as it really means that you can only apply for special leave in blocks of five days at a time. There is no reason why you should not be able to apply for further leave after taking the first block of five days, although of course there is no guarantee that it will be authorised.
 

What do I do if I’m refused special leave?

 
As with so much else in the CPS there is an appeals process if you are refused an application for special leave.
 
Before making an appeal it is a good idea to show your original application and rejection letter/email to a PCS rep. The most common reason for rejection is that a manager simply does not consider the application to be pressing enough or fit in to the right category.
 
Talking to your PCS rep can help identify where the application can be improved or if there has been a procedural mistake by the manager such as a failure to consider all the facts properly.
 
A common reason for refusal is that a manager has only looked at the operational impact of you taking the leave.
 
They are meant to consider both operational and personal issues in reaching their conclusion, so if you feel a manager has just said no without fully considering the application then that alone is grounds for an appeal.
 
Finally, it may also be useful to consider what sort of compromise you would be willing to accept should a manager still be unwilling to agree. After it is better to get at least part of the leave than none at all.
 

What is the difference between paid and unpaid leave?

 
The PMM lists those circumstances that would qualify for paid or unpaid leave. However it is not as clear cut as this and there may be occasions where you have been refused paid leave but desperately need the time off.
 
In these situations members would normally take annual leave but in some cases a member may have already used up their annual leave, especially where childcare is involved, and so rather than go without there is no reason why you should not be allowed to apply for unpaid leave.
 

What is disability special leave and when does it apply?

 
Disability Special Leave (DSL) is for those situations where someone who has been recognised to have a disability under the DDA – either through an Atos referral orother means – cannot attend work for a reason other than illness that is still related to their disability.
 
As with all other forms of special leave it is discretionary and application is via line managers. The maximum allowed has recently been reduced to 15 days although this can be extended by the ABM if felt necessary.
An example of where DSL would apply would be where someone who is partially sighted may need time off to undergo guide dog training or their existing dog may be unwell.
 
Neither of these situations means the member is unfit to attend work but they are still unable to attend due to reasons that are clearly related to their disability and as such should be allowed time off work.
 
Again it is important in thee circumstances to give as much detail as possible when applying and to seek the help of a union rep in completing your application.

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