Human Resources

2. Time Off for Public Duties

2.1 In accordance with the Employment Rights Act 1996, the University will grant members of staff ‘reasonable’ time off work in order to undertake certain public duties*, namely in relation to their role as a:

• magistrate/justice of the peace
• member of a local authority
• member of a policy authority
• member of a statutory tribunal
• member of a relevant health body
• member of a relevant education body
• member of the Environment Agency/ the Scottish Environment Protection agency
• member of Scottish Water or a Water Customer Consultation Panel

Before undertaking a voluntary public service, members of staff should notify their Head of School/RI/University Service of their intention to undertake such a role.  *Please note that in exceptional circumstances leave for other types of public duties may be granted following agreement from the Head of College/Chief Operating Officer.

2.2 Reasonable time-off & pay

• Whilst there is no statutory right to pay for time off in relation to public duties, the University recognises the potential social, personal and workplace benefits that can be brought, and shall therefore grant (subject to operational need) up to 18 days’ paid leave* in any 12 month period for the purpose of carrying out such duties.

• A member of staff who is appointed Chairperson, or equivalent, of a public body and thereby attracts additional duties, may be granted up to 6 additional days' paid leave* in order to carry out these duties.  This includes any magisterial duties.

• Entitlements are pro-rated for part-time staff.

• Leave authorised for public duties may be taken in days or half days.

• Whilst requests for time off work will not be unjustifiably refused, the University does have the right to refuse requests for time off that are unreasonable or excessive.

• Time off will only be granted for attendance at and travel to and from meetings, not for any preparatory work that needs to be undertaken.

• Expenses relating to travel and/or subsistence will not be paid by the University.

• Time-off which exceeds the aforementioned entitlement will be granted at the discretion of the Head of School/RI/University Service, and should either be taken as unpaid leave or from the member of staff’s annual leave entitlement.

• A member of staff who stands as a candidate in a local government or parliamentary election will not be entitled to paid leave of absence during the election period, but may be granted, subject to the agreement of the Head of School/RI/University Service, reasonable time off using unpaid leave or leave from their holiday entitlement.  On being notified of their adoption as a candidate in any such election, the member of staff should notify their line manager as soon as possible in order that discussions regarding time off and possible redistribution of workload can take place. 

*Where a public duty attracts a fee or an allowance which is equal to or less than a days’ pay, the member of staff should undertake to refund this to the University.  Where the fee paid is greater than a days’ pay, unpaid leave will be given in relation to the public duty.

2.3 Notification/Authorisation

• Members of staff should request time off in relation to a public duty through Employee Self Service, ensuring that their line manager is given sufficient notice of the request. 

• On requesting the time off, the member of staff will be asked to declare whether the duty attracts a fee and, if so, the approximate rate they will be paid. 

• The member of staff may be required to produce relevant documentation verifying their public duty appointment. 

• On receiving the request for time off, the line manager will authorise the leave through Manager Self Service, subject to sufficient notice being given, operational need, and the duration of time required.