1. Home
  2. FAQs
  3. Special Leave FAQ

Special Leave FAQ

Here you’ll find answers to some of the common questions asked about special leave.

Visit the Special Leave page or the Special Leave for Teachers & Associated Professionals page for more information on this subject.

I would like to take a career break, how do I apply?

Submit your request in writing to your line manager using the career break application available within the Career Break Guidance Note.

Your manager should then forward it to the HR Business Partners for your service for authorisation.

Please note, Teachers have a different policy.

I want to take Time off for Dependents (Terminal Illness, Serious/Long Term Health Condition or Post-Operative Recovery), how do I apply?

If timescales allow, speak to your line manager in the first instance. Requests should be submitted in writing using the Time Off for Dependents application form.

The Special Leave policy and the Special Leave Policy Guidance set out eligibility criteria, timescales and form to be used for this purpose.

My employee has asked me for Time off for Dependents (Terminal Illness, Serious/Long Term Health Condition or Post-Operative Recovery). What do I do next?

Once you have details of the request, check the Special Leave policy and the Special Leave Policy Guidance to ensure the circumstances meet the criteria for Time off for Dependents (Terminal Illness, Serious/Long Term Health Condition or Post-Operative Recovery).

If you feel it is eligible, contact the HR Business Partners to discuss. Requests for Time off for Dependents (Terminal Illness, Serious/Long Term Health Condition or Post-Operative Recovery) should then be sent to the Head of Service to authorise.

I have to take special leave, how do I apply?

Check the Special Leave policy or F7 – Leave of Absence for Teachers to see if you are potentially eligible to request leave for the purpose. If you are, speak to your manager in the first instance. Requests for special leave can be made via MySelf and will be sent to your manager for authorisation.

My child/other dependant is attending hospital and I need to be able to go with them. Am I entitled to time off for this?

Check the Special Leave policy or F7 – Leave of Absence for Teachers to see if you are potentially eligible to request leave for the purpose. If you are, speak to your manager in the first instance. Requests for special leave can be made via MySelf and will be sent to your manager for authorisation.

How many hospital appointments am I entitled to have special leave for, if I have an ongoing medical condition?

Where feasible, try to arrange appointments outwith normal working hours. If this is not possible, then paid leave, up to a maximum of contracted daily hours, will be granted for attendance at hospital. Where an employee is required to attend hospital on more than 4 occasions in a rolling 12 month period, the ongoing availability of special leave for this purpose should be discussed with the line manager in the first instance.

How do I apply for Maternity/Adoption Support Leave?

Employee must notify their line manager in writing, using the

Maternity Support Leave application form

or Adoption Support Leave application form.

How many sick child days are allowed in a rolling year in the Special Leave Policy?

Paid leave will be granted on up to 3 occasions in a rolling 12 month period.

If necessary, and subject to the exigencies of the service, employees may be able to take the three occasions allowed over consecutive days. If you choose to do so, there will be no further special leave available under this category for a further 12 months from the first day of consecutive leave taken. This should be discussed with your manager.

Do I get special leave for dentist appointments?

Employees requiring non-emergency medical treatment from opticians, dentists or GPs should make arrangements to obtain such treatment outwith working hours. Where this is not possible, appointments must be made for the beginning or end of the working day.

Where can I find out how many absences an employee had relating to time off for a dependant?

Line managers will be able to view dates of all Special Leave for employees on MyTeam/Absence/Other Absence details.

How many days Maternity Support Leave am I entitled to?

Time off with pay is available to employees that meet the eligibility criteria set out in the Special Leave Policy, full details can be found in the policy.

Applications for Maternity/Adoption Support Leave and Statutory Paternity Leave can be found on here.

Child related leave policies can be found here.

Non-teaching staff – are now entitled to 4 weeks paid paternity leave and should be recorded as 2 weeks paternity leave and 2 weeks other paid leave.

Who do I speak to about a Death in Service?

The relevant HR Operations team for your service should be notified to prevent any overpayment of salary and Employee Relations for further guidance.

I have been called for Jury Duty, what is the process for this?

You must notify your manager of the summons. The jury citation letter will require to be produced, to be checked by your manager prior to the authorisation of leave. You will be granted leave with pay to attend unless exemption is secured. You will claim the allowance payable under the Jurors Allowances Regulations and this amount will be deducted from your pay.

Please submit a copy of your summons together with a Jury Service Certificate of Loss of Earnings to the People Helpdesk, who will complete your pay information and return it to you to take to the court.

Following attendance at court, you should confirm the days/times you attended to the People Helpdesk to allow appropriate deduction from pay.

Further information and forms for jurors can be found at http://www.scotcourts.gov.uk/coming-to-court/jurors.

How many days off am I entitled to if a family member has died?

Close Relationships (include: Parent(s), Sibling(s), Child/ren, Spouse or partner, Spouse or partner’s parent(s) or child/ren, Grandparents or grandchildren These relationships would also include step relationships): 1 day to attend the funeral, 2 compassionate days and additional leave of up to 2 days will be granted to conduct business in connection with the funeral if undertaking this responsibility. Bereavement leave for part time/job share/flexible working employees will be authorised up to the equivalent of one of their normal working weeks.

Updated on 1st July 2021

Was this article helpful?

Related Articles