Career Break Scheme

1. Background to the scheme
2. Purpose of the scheme
3. Duration of the break
4. Eligibility criteria
5. Conditions
   • Employee conditions
   • Employer conditions
   • General conditions
6. The return to work
7. The applications process

Form: Career Break Scheme application (Word, 32Kb)

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1. Background to the Career Break Scheme

As part of the University Positive Working Environment agenda the University recognises that there are circumstances in which it is of benefit to staff, and the University, to allow an unpaid period of time away from work.

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2. Purpose of the scheme

The purpose of this scheme is to assist in the development, recruitment, retention and return of key staff whose contribution is vital to the future needs and success of the University, and where such leave provides advantage to both the University and the employee. Staff will have the opportunity, in defined circumstances, to leave their employment without a break in service to fulfil personal commitments while maintaining and developing their career in the intervening period. Alternatives that may also be considered, depending on the needs of the individual and University, include part-time working or a temporary reduction in hours. Please note these provisions are in addition to the separate regulations on study / sabbatical leave for academic staff.

Benefits to the individual member of staff will vary depending on the particular circumstances of the application, however some examples may be as follows:

• to undertake a period of formal training or broader development;
• to care for dependent relatives (please note that these provisions are in addition to the separate provisions for maternity and parental leave);
• to undertake voluntary work or a period of long-term travel.

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3. The duration of a career break

A career break is a period of unpaid leave. Employees are able to take a break of between six months and three years’ duration. The actual period of the break will be subject to agreement between the University and the individual.

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4. Eligibility criteria

To be considered for the scheme employees must have three years or more continuous service, and the period of the career break cannot exceed the duration of any existing contract of employment.

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5. Conditions

Employee conditions

During the career break the employee agrees to undertake the following:

• Complete two weeks working for each twelve months of the career break, at no less than one month’s notice to the employee. The purpose of this period is to ensure that staff remain in touch with departmental colleagues, activities and developments. This period may, if the Head of Department so wishes, include attendance at conferences where appropriate, and may be defined flexibly to meet the needs of the Department (ie may comprise a single two-week period or a number of shorter periods).
• Keep themselves up to date with their career and the University’s activities
• Attend regular training commitments including refresher courses as deemed appropriate by the University.
• Let management know of changes in their circumstances, including holiday commitment.
• Where appropriate, make an annual recommitment to the scheme and its terms and conditions.
• Agree to return to a substantive post at the end of the career break for a period of not less than six months.
• If an employee is unable to attend an arranged work period they must notify their manager at the earliest opportunity.
• If through reasons of sickness the employee is unable to attend the placement period(s) arranged, a doctor’s certificate must be produced. Failure to attend on three consecutive arrangements will invalidate the Career Break Scheme.
• Employees must not undertake any substantial paid employment with another employer during the period of the career break without the prior approval of the University.
• Employees who fail to return to work for a period of at least six months after the career break will be required to repay the University one month’s salary.

Employer conditions

During the career break the University will undertake the following (normally through the line manager):

• Provide two weeks work per year of a similar or appropriate nature to the postholder’s original job, with at least one month’s notice to the employee. The period may comprise a single two week period or a number of shorter periods and the timing and nature of the work undertaken during the period(s) will be at the manager’s discretion. Where appropriate, the placement may include attendance at conferences. Payment for these weeks will be at the salary earned at the time the career break commenced.
• Keep the employee updated on any changes within the Department/University, or items of interest, and to confirm annually the continuation of the career break arrangements.

General conditions

• Any vacancy created as a result of a career break will normally be filled on a fixed term basis, renewable annually if appropriate.
• If the employee wishes to maintain their own pension contributions during this period, the University will meet the appropriate employers’ contributions. In these circumstances, appropriate arrangements for the payment of contributions will need to be made with the Pensions Office before the career break commences. It should be noted that the employee will be unable to continue to participate in the Pension Salary Exchange Scheme during the career break since they will not be in receipt of any earnings. These arrangements will therefore be outside of the Pension Salary Exchange Scheme.
• There will be no entitlement to annual leave during the period of the career break. Any annual leave owing must be taken before the commencement of the career break - there will be no payment in lieu for any leave outstanding.
• There will be no entitlement to sick pay while on the career break scheme. If the employee is unable to attend the career break work period due to sickness, another placement will be arranged at an appropriate time.
• When on a career break, the normal accrued maternity leave entitlements will apply. Where appropriate, the career break will be superseded by maternity leave, but the maternity leave will not extend the period of the career break, nor will there be entitlement to Occupational Maternity Pay in these circumstances.
• A period of time on a career break shall not be regarded as a break in service.
• Normal incremental progression will be suspended during a career break, but will recommence upon return to work.
• The duration of the career break will be clearly specified and agreed before commencement of the break, and an employee will not be entitled to return to work before the expected end of the career break, unless agreed by management.

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The return to work

• The employee will confirm their intention to return to work in writing, three months in advance of the actual date.
• Flexible arrangements may be introduced in order to ease the transition back to work.
• It is normally expected that the employee will return to their substantive post, or to a similar post either within the original Department or another Department of the University. If this is not possible, other appropriate duties within the University will be assigned on a temporary basis until a suitable vacancy occurs. Such temporary duties will be assigned for a maximum of six months, and during this time the employee will be paid at the same salary point as was enjoyed on taking the career break, irrespective of whether the duties are of the same level as the post originally held. If, at the end of the six months period, a suitable vacancy has not been secured, the individual will be paid at a rate appropriate to the level of work being undertaken and the duties will form their new substantive post. If the employee has secured an alternative post, payment will be at the appropriate grade for that post.
• If an employee fails to return to work for the minimum agreed six months period, the University reserves the right to claim one month’s gross salary from the employee on termination.
• The employee may request to return to work on a part-time basis. The granting of such a request cannot be guaranteed, and will depend on the circumstances of the break and University needs, but will not be unreasonably refused.

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Application process

Applications under the scheme will be considered jointly by the Head of Department and HR Manager. Acceptance of a career break is solely at the discretion of the University, and the University reserves the right to refuse a career break application. In certain circumstances, the Career Break Scheme may not be the most appropriate arrangement for individual employees in terms of maintaining their careers. In such circumstances, alternative arrangements more appropriate to the individual case may be agreed between the manager, Human Resources and the individual. Application to the scheme should normally take place at least three months prior to the commencement of the career break, however the earlier the notice given the better. The employee must fulfil the eligibility criteria for the scheme, and agree to all terms and conditions governing the scheme. The duration and commencement date of the break must be agreed between the Head of Department and the employee. Both line management and the employee must take note of their commitments and agree the method/times of contact. The career break application form must be completed and the top copy forwarded to the Head of Department. The second copy should be forwarded to the Faculty HR Manager who, in conjunction with the manager, will make a decision on the application. Employees must be able to provide appropriate documentation to accompany their career break proposal. This documentation may be in the form of:

• details of the training/education course or development opportunity;
• appropriate evidence supporting requests submitted on personal grounds;
• a statement of the benefit the University is likely to achieve as a direct result of approval of the application.

Employees wishing to apply under this scheme are advised to seek the advice of their manager or Faculty HR Manager at an early stage and will be notified by their manager of the decision concerning the application. The University’s decision on the application is final.

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