¶ Leave & Absence Policy
Version: 2.0 | Status: Active | Last Updated: March 2, 2026 | Next Review: March 2027
Responsible Officer: HR Manager
Applies to: All NSEMM staff, volunteers, and sessional workers
This policy sets out the entitlements, procedures, and responsibilities for managing leave and absence across NSEMM. It applies to all forms of planned and unplanned absence and covers the digital tools available for requesting, recording, and approving leave.
NSEMM provides two digital platforms for absence management:
- HR App - the primary tool for requesting and approving all leave types
- Staff PWA - a mobile-first app for reporting absence on the go, especially sick days
¶ 2. Leave Types and Entitlements
| Leave Type |
Entitlement |
How to Request |
| Annual Holiday |
As per your contract of employment |
HR App or Staff PWA - Request Leave |
| Sick Leave |
Statutory Sick Pay (SSP) plus any contractual enhancements |
Staff PWA - /leave/sick or HR App - I’m Unwell flow |
| Unpaid Leave |
By prior arrangement with your line manager |
HR App - Request Leave (select Unpaid Leave) |
| TOIL (Time Off in Lieu) |
Accrued from pre-approved additional hours worked |
HR App - TOIL balance and request |
| Compassionate Leave |
Considered on a case-by-case basis |
Contact your HR Manager directly |
| Maternity / Paternity / Adoption |
Statutory entitlement; enhanced terms may apply |
Contact HR Manager - at least 15 weeks before EWC |
| Parental Leave |
Up to 18 weeks unpaid per child (statutory) |
HR App - Request Leave with 21 days’ notice |
- Log in to the HR App and navigate to Leave > Request Leave
- Select Annual Holiday from the leave type dropdown
- Choose your start date and end date using the calendar picker
- Add any relevant notes for your manager (e.g. holiday destination for emergency contact purposes)
- Click Submit Request
- Your line manager will receive a notification and can approve or decline
- You will be notified of the outcome by email and in-app notification
- Open the Staff PWA on your phone or tablet
- Tap Leave from the main menu
- Select Request Leave and choose Annual Holiday
- Pick your dates and add notes
- Tap Submit
Tip: You can check your remaining leave balance at any time in both the HR App (Leave > My Balance) and the Staff PWA (Leave > Balance).
- 1-2 days: At least 1 week’s notice
- 3-5 days: At least 2 weeks’ notice
- 1 week or more: At least 4 weeks’ notice
- Leave during peak periods (school holidays, end of financial year) may be restricted and should be requested as early as possible
If you are unwell and unable to work, you must report your absence as early as possible on the first day - ideally before your shift or sessions are due to start.
- Open the Staff PWA and go to Leave > Sick
- The dedicated sick day page at will guide you through reporting
- Select the reason category (e.g. cold/flu, stomach, injury, mental health, other)
- Indicate whether you expect to be off for more than one day
- Add any notes about cover arrangements or urgent tasks
- Tap Submit
- Log in to the HR App and go to Leave > I’m Unwell
- Follow the same process as above
Note: The leave request form in the HR App intentionally does not list Sick Leave in the dropdown. This is by design - use the dedicated I’m Unwell flow instead, which captures the additional information needed for absence tracking.
¶ Self-certification and Fit Notes
- 1-7 calendar days: Self-certification is sufficient; complete the self-certification form on return
- 8+ calendar days: You must provide a GP fit note (Statement of Fitness for Work) and upload it via the HR App
- Fit notes suggesting adjustments (e.g. phased return, altered hours) will be discussed at your return-to-work meeting
Unpaid leave is granted at the discretion of your line manager. It may be appropriate for:
- Extended personal travel
- Caring responsibilities not covered by other leave types
- Study or professional development beyond contractual allowance
- Religious observance
Request unpaid leave via the HR App by selecting Unpaid Leave from the leave type dropdown. Requests of more than 5 days require approval from senior management.
- All leave requests are routed to your designated HR Manager for approval
- Requests should be actioned within 2 working days
- If declined, a reason will be provided and you may discuss alternatives with your manager
- Overlapping requests from the same team are flagged automatically in the HR App
- Senior management leave is approved by the CEO or Board of Trustees
After any period of sick leave lasting 3 or more consecutive days, a return-to-work meeting will be arranged with your line manager. This meeting will cover:
- Confirmation that you are fit to return
- Whether any workplace adjustments are needed (see Adjustment Passports in the Staff Handbook)
- Review of any fit note recommendations
- Support available, including the Employee Assistance Programme
Return-to-work meetings are recorded in the HR App for record-keeping purposes.
Absence of 4 or more consecutive weeks is classified as long-term. NSEMM will:
- Maintain regular contact (at least fortnightly) with your consent
- Consider Occupational Health referrals where appropriate
- Explore reasonable adjustments under the Equality Act 2010
- Review entitlement to SSP and any contractual sick pay
- Consider phased return-to-work arrangements
HR Managers monitor absence patterns using the HR App. Trigger points for a formal absence review include:
- 3 or more separate periods of absence in a rolling 12-month period
- 10 or more total working days lost in a rolling 12-month period
- Patterns of absence (e.g. frequent Mondays or Fridays)
Formal reviews are supportive in nature and aim to identify underlying causes and appropriate support.
All absence records are maintained in the HR App in accordance with the Data Protection & GDPR Policy. Records are retained for up to 5 years after the end of employment.
This policy is maintained by NSEMM leadership and reviewed annually. For queries, contact leadership@nsemm.org.uk.