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Annual Leave for Part-time Staff

General information

The leave year runs from 1 October to 30 September. Staff on the new terms and conditions are entitled to 27 days annual leave (pro-rata for part-time staff). Annual leave must be approved by the Head of Department and approval is subject to service requirements. In some departments there may be times of year when annual leave cannot be taken due to the nature of the work undertaken and service provided.

In addition, staff are entitled to 8 days public and statutory holidays, and 6 UCL closure day with pay per year. Part-time staff are entitled to the pro-rata equivalent of these days. A list of these days can be found at : http://www.ucl.ac.uk/staff/term-dates/

Annual leave does not accrue during periods of temporary cessation of employment (eg UCL Teaching Fellows on continuous seasonal contracts).

No payment will be made in lieu of leave not taken during the leave year and leave may not be carried forward to the next year without the prior agreement of the Head of Department. If agreed, a maximum of five days can normally be carried forward.

Where a member of staff is leaving UCL's employment, outstanding leave (pro-rata to the leaving date) should normally be taken before the termination date. However, where this is not possible, payment may be made in lieu of leave accrued but not taken.

Part-time staff - pro-rata calculations

Part-time staff are entitled to the pro-rata equivalent of 27 days annual leave, 8 days public and statutory days and 6 UCL closure days per year. Some examples of how to calculate pro-rata entitlement are given below. Part days will be rounded up to the nearest half day.

Examples

(The following examples are based on the full-time equivalent of 36.5 hours per week, 27 days annual leave)

1. For part-time staff who have a regular working pattern of less than 5 days per week, the number of pro-rata days for public and statutory days and UCL closure days should be added to their annual leave total and a day's leave deducted for any public and statutory days and UCL closure days falling within their work pattern.

eg: a regular working pattern of 3 days per week, Monday, Tuesday & Wednesday each week (60%fte):

8 Statutory & Public days + 6 UCL closure days = 14 days.

60% of 14 days = 8.4 days .

27 days annual leave x 60% = 16.2 days .

Total leave = 24.6 days (rounded up to 25 days).

One day's leave must be deducted from this total for any public and statutory holidays and UCL closure days which fall on a Monday, Tuesday or Wednesday. The remaining number of days can be taken as annual leave.

2. For part-time staff who work 5 short days per week, there is no need to add their pro-rata entitlement to public and statutory days and UCL closure days to their annual leave total, as each leave day will be equivalent to their short day. These days will be managed in line with the arrangements for full-time staff.

3. For part-time staff who have an irregular working pattern, it may be more practical for annual leave to be expressed in hours rather than days. The pro-rata entitlement for public and statutory days and UCL closure days should be added to their annual leave total and the appropriate number of hours deducted for any public and statutory days and UCL closure days falling within their working pattern.

eg: a member of staff who works 60% fte

8 Statutory & Public days + 6 UCL closure days = 14 days x 7.3 hours = 102.20 hours

60% of 102.20 hours = 61.32 hours .

27 days annual leave x 7.3 hours x 60% = 118.26 hours .

Total leave = 179.58 hours (rounded up to 180 hours).

The appropriate number of hours must be deducted from this total for any public and statutory holidays and UCL closure days which fall within the planned working pattern. The remainder to be taken as annual leave.