Annual Leave

Annual Leave Policy

INTRODUCTION

1. Annual Leave is a statutory entitlement which enables employees to take paid time off, in accordance with the provisions of the Organisation of Working Time Act 1997 (“the 1997 Act”), with the prior agreement of their Head.

2. For the purpose of this Annual Leave Policy “Head” means the academic head of an academic unit [by whatever name titled] or the administrative/research head of an administrative/research unit [by whatever name titled] and shall include a person acting in the capacity of Head. For the purpose of this policy, Head shall also include a line manager with express authority delegated by the Head to carry out the Head’s duties under this policy.

3. The 1997 Act provides for an entitlement for all employees to annual leave and public holidays. All staff must have their annual leave signed off by the Head.

ELIGIBILITY

4. All categories of staff with a contract of employment in UCC are entitled to Annual Leave.

ENTITLEMENT

5. An employee’s annual leave entitlement is detailed in his/her Contract of Employment and/or the Particulars of Post/relevant Statutory Memorandum (where applicable for academic staff).

GUIDELINES

6. The University's leave year runs from 1 July to 30 June. To calculate entitlements for part of a year the following formula is used: Number of days annual leave x Number of days worked 365 Days

7. Christmas and, where relevant, Spring/Easter Recesses shall be as prescribed by the Governing Body. Details of these recesses are available in the College Calendar. Teaching and Examination Periods are determined by Academic Council and the Governing Body.

8. Annual Leave entitlement for employees who change grade during the leave year is adjusted accordingly.

9. Annual Leave should be taken within the leave year in which it is earned (subject to point 13 below). It is important that this is monitored by the relevant Head so as to avoid situations where an employee builds up significant amounts of carryover leave.

10. Leave will be granted having regard to the individual needs of the employee but also ensuring that the needs of the service are provided for at all times. Heads should endeavour to facilitate an employee’s annual leave requests subject to the needs of the service.

11. Annual leave is not affected by other leave provided for by law (e.g. maternity leave, adoptive leave, parental leave, force majeure leave). Please note the impact of Carer’s Leave on annual leave accrual beyond an initial 13 week period of Carer’s Leave (http://www.ucc.ie/en/media/support/hr/policiesandprocedures/CarersLeave.pdf).

CARRYOVER OF ANNUAL LEAVE

12. As a general rule annual leave should be taken in the year in which it is accrued. The carryover of annual leave should be avoided where possible. In this regard the carryover of annual leave should be closely monitored by the relevant Head to ensure that it is being used appropriately and that large amounts of annual leave are not being accumulated by an employee.

13. Carryover of annual leave is allowable in exceptional circumstances having regard to the work requirements and will be a maximum of 10 days (pro rata for parttime staff) with the prior written approval of the relevant Head. Any carryover of annual leave must be taken in the first six months of the subsequent leave year. An employee will be compelled to take such leave by the end of 6 months or (s)he will lose the leave. Where an employee is not facilitated in the taking of such leave (s)he should contact the Department of Human Resources as early as possible, who will raise the matter with the Head with a view to resolution.

14. In the event that an employee is on maternity leave or long term sick leave (greater than 6 months) and is therefore unable to avail of annual leave in accordance to the terms of the policy an exception will apply in respect of the maximum carryover of annual leave. Such an employee will on return to work, 3 have a 12 month period from the date of return to avail of any annual leave balance. Thereafter the maximum carryover provisions as outlined above will apply. No carry over will be permitted beyond the terms of the policy.

LEAVE BALANCES

15. Any outstanding annual leave balance must be taken prior to retirement or resignation. In the event that it is not possible to do so then retirement/resignation date will be extended to take account of any annual leave balance. If retirement occurs at normal retirement age (65) and it is not possible to extend the retirement date then any annual leave balance must be taken prior to retirement.

16. The University is currently prohibited from making payments in lieu of any untaken leave to staff upon retirement or resignation.

17. Leave can only be approved when operational requirements allow for same. Requests for annual leave will be determined in accordance with the provisions of the 1997 Act.

18. Historic leave balances in respect of the period prior to 1st July 2013 must be verified by the relevant Head and must be taken by 31st December 2016. Staff will be required to take such leave by 31st December 2016. All balances as of that date will lapse apart from the 10 days rollover from the previous year allowed by the policy. Subsequent to that date a maximum of 10 days leave (pro rota for a part time employee) carryover may be permitted, subject to the terms of the annual leave policy.

19. Any employee who claims to have a historic balance of annual leave prior to 1 July, 2013, will have that balance held in a separate record until verified and signed off by the relevant Head and the Department of Human Resources. Should a dispute arise in relation to same, the matter should be processed in line with the appeal mechanism provided for below.

20. Annual leave will be reinstated if, during leave, sick leave is granted and a medical cert is produced. An employee absent from duty on sick leave will continue to accrue annual leave. However, no annual leave is accrued where an employee is absent from duty on pension rate of pay or on sick leave without pay (reference Sick Leave Policy).

21. The annual leave entitlement for a leave year is the maximum annual leave allowable for that period. Annual leave is earned in accordance with the provisions of the 1997 Act and cannot be credited from future years into the current leave year.

22. In addition to annual leave, there are nine statutory public holidays as follows: 1. 1st January 2. St. Patrick’s Day 3. Easter Monday 4. First Monday in May 5. First Monday in June 6. First Monday in August 4 7. Last Monday in October 8. Christmas Day 9. St. Stephen’s Day Good Friday is also a recognised paid days leave (College holiday) for all staff.

PROCEDURES

All Staff

All employees receive their Annual Leave entitlement with their contract of employment and/or the particulars of post/relevant statutory memorandum. On taking annual leave staff must complete an annual leave application form at least seven working days before the leave and submit it for approval to the Head of School/Department/Unit or his/her designate. Annual leave will be entered into the Leave Management System at unit level where balance enquires will also be available.

APPEALS

In the event that an employee wishes to appeal a decision in relation to an aspect of annual leave as it relates to carryover or leave balance, this should be lodged with the Director of Human Resources and should specify in writing the grounds for the appeal. In any such case a union official may make representations on behalf of a member.

 

Annual Leave Entitlements

  1. Purpose

This policy specifies the arrangements in place in University College Cork for the administration and monitoring of the University’s annual leave policy.

 

2.       Scope

All employees of the University are entitled to annual leave. An employee’s annual leave entitlement is detailed in his/her Contract of Employment and/or Particulars of Post/relevant Statutory Memorandum (where applicable for academic staff).

 

3.       Policy Details

Annual leave entitlements are set out in this policy and are subject to change from time to time. This policy forms an integral part of each staff member’s contract of employment with the University.

The leave year is from the 1st July to 30th June annually.

 

4.       Procedure for Taking Annual Leave

Annual leave should be taken in accordance with the University Annual Leave Policy.  

 

5.       Public Holidays and Good Friday

In addition to annual leave, there are nine statutory public holidays as follows:

  1. 1st January

  2. St. Patrick’s Day

  3. Easter Monday

  4. First Monday in May

  5. First Monday in June

  6. First Monday in August

  7. Last Monday in October

  8. Christmas Day

  9. St. Stephen’s Day

 

Good Friday is also a recognised paid days leave for all staff.

 

6.         University Closed Days

These are days on which the University will close for business and staff will be required to take leave from their total annual leave allowance. Closed days may be changed from year to year to reflect the University’s business needs. Currently, the University closes for four days at Christmas. The exact dates will be circulated by the Department of Human Resources each year at least two months in advance. Usually they will cover the period between Christmas and New Year. 

 

7.         Appointment to a New Role at a Different Grade

Staff employed before 7th January 2014 who at any time in the future lose annual leave days on appointment to a new role at a different grade will receive once-off compensation leave calculated at 1.5 times the annual leave loss at the time of appointment to a new role a different grade.

 

8.       Annual Leave Allowances for Staff Employed before 7th January 2014

Academic Staff

            Annual leave entitlement is detailed in the relevant Statutory Memorandum.

 

Administrative Staff (Full-time entitlement, applied on a pro-rata basis for part-time staff)

  • (Senior) Executive/Library Assistant/Special Language Demonstrator (1 year – 5 years service)

29 Days

  • (Senior) Executive/Library (Shelving) Assistant/Special Language Demonstrator (more than 5 years service)

31 Days

  • Admin V (Grade 5 and above)/Clinical Nurse Manager (all grades)/Senior Archaeologist/Student Counsellor

32 Days

  • College Language Teacher

29 Days

  • Course Co-Ordinator

28 Days

  • Library Shelving Assistant

20 Days

 

Technical Staff (Full-time entitlement, applied on a pro-rata basis for part-time staff)

  • (Chief/Senior) Technical Officer/Trainee Technician

26 Days

  • Technical Assistant

24 Days

 

Research Staff (Full-time entitlement, applied on a pro-rata basis for part-time staff)

  • All Grades

26 Days

 

Services Supervisors (Full-time entitlement, applied on a pro-rata basis for part-time staff)

  • 1 years service to 5 years service

29 Days

  • More than 5 years service

31 Days

 

All Other Categories (Full-time entitlement, applied on a pro-rata basis for part-time staff)

  • Craftperson Supervisor

29 Days

  • Services & Security Operative/Library Departmental Operative

24 Days

  • Departmental Operative/Craftperson/House Attendant/Laboratory Aide/General Operative

26 Days

 

  1. Annual Leave for Existing Staff appointed/promoted to a New Role at a Different Grade after 7th January 2014.

     

    Current leave entitlement will be maintained if the leave entitlement for the grade to which an existing staff member is appointed/promoted is lesser than current entitlement subject to a maximum entitlement of 30 days annual leave. Where current annual leave entitlement is greater than 30 days the leave entitlement on appointment/promotion to the new role will be reduced to 30 days.

     

  2. Annual Leave Allowances for New Staff Employed after 7th January 2014.

    Academic Staff

     Annual leave entitlement is detailed in the relevant Statutory Memorandum.

     

    Administration Staff (Full-time entitlement, applied on a pro-rata basis for part-time staff)

  • Executive Assistant/Library (Shelving) Assistant

22 Days

  • Senior Executive Assistant/ Senior Library Assistant

23 Days

  • Admin V (Grade 5)/Senior Archaeologist

27 Days

  • Clinical Nurse Manager (all grades)

28 Days

  • Admin III/Student Counsellor/ College Language Teacher

29 Days

  • Admin II (Grade 6A and above)

30 Days

 

Technical Staff (Full-time entitlement, applied on a pro-rata basis for part-time staff)

  • Technical Assistant/Trainee Technician

22 Days

  • Technical Officer

25 Days

  • Senior Technical Officer

29 Days

  • Chief Technical Officer

30 Days

 

Research Staff (Full-time entitlement, applied on a pro-rata basis for part-time staff)

  • Research Assistant

22 Days

  • Postdoctoral Researcher

23 Days

  • Senior Postdoctoral Researcher/Research Support Officer (Salary up to and including €45,000)

25 Days

  • Research Fellow/Research Support Officer (Salary above €45,000)

27 Days

  • Senior Research Fellow/Senior Research Coordinator/Senior Research Manager

30 Days

 

All Other Categories (Full-time entitlement, applied on a pro-rata basis for part-time staff)

  • Departmental Operative/House Attendant/Laboratory Aide/General Operative/Services & Security Operative

22 Days

  • Craftperson

24 Days

  • Services Supervisor

27 Days

  • Supervisor Building/Engineering/Grounds

29 Days

 

Leave will be applied on a Pro Rata basis for all Part time staff. All leave must be taken in accordance with the University Annual Leave Policy.

 

 

Human Resources

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