Annual leave & public holidays

Information on annual leave and public holidays for staff.

Annual Leave

Staff members are entitled to an annual leave allowance which is dependent on grade, length of service and hours worked per week. Details of an employee’s allowance can be found within the University’s conditions of service section of the University HR website.

Conditions of Service

Should you wish to calculate annual leave for a staff member working part-time hours or part of the year please speak to InfHR or alternatively use the Leave Annual Leave Calculator, that can be found under the link below. 

A-Z Forms

The designated public holidays for all staff are:

  • 25, 26 December
  • 1, 2 January

If these dates fall on a weekend you will be entitled to the next working weekday. These will be confirmed by the University at the start of each year.  Public holiday allowance for part-time staff is calculated on the full-time entitlement, pro-rata to the Standard Working Week.

How to Request Holidays

Within the school, the procedure is that annual leave is requested via the staff member’s supervisor or line manager.  All staff and managers should follow the University guidance on annual leave. For more details, follow the link below.

A-Z Policies

Professional Services staff should request annual leave via the system Who’s Off. The line manager will be notified and will authorise through the system.

Research staff should request annual leave via their line manager and their Portfolio Manager. The Portfolio Manager will record approved leave on the University’s HR system (Oracle). Research staff should record absences within their Office365 calendar, which should be shared with InfHR.

Academic staff may ‘self-approve’ absences on annual leave of up to two consecutive weeks in duration, providing this doesn’t fall within semester dates. All other absences on annual leave require the approval of the line manager. Absences should be recorded within the staff member’s Office365 calendar which should be shared with InfHR. The member of academic staff or their line manager should advise the admin team (the ‘level office’) of approved academic staff leave, so that it may be recorded on the University’s HR system (Oracle).

How to share your Office365 calendar

Sickness during Annual Leave

Where an employee has an authorised period of Annual Leave, but subsequently falls ill for part or all of that Annual Leave period, the days on which they are ill may be classed as sickness absence, so long as the employee follows the same reporting requirements as if they were due to attend work for that period. They should also provide the appropriate self-certification or medical certification as stipulated in the University’s Absence Management Policy.

In these circumstances, occupational sick pay will be paid in line with the employee’s contractual entitlement. The Annual Leave entitlement which the employee would otherwise have used should be taken at a later date as Annual Leave.