UCL Great Ormond Street Institute of Child Health


Great Ormond Street Institute of Child Health


Policies & Processes

UCL Parental Leave and Pay Policy

Frequently used forms

Processes and Flow Charts

Frequently asked questions

Form 7s and Casual Workers document checks

Reminder: Form 7s and Casual Workers document checks

This is a reminder to all staff that we need to be compliant in the checks that we conduct on the right to work documentation for all casual workers who are employed using Form 7.  We need to ensure that all staff working on a casual basis have their passport checked before they start work.


• Anyone who will be employed on a Form 7 basis must bring their passport in person to HR at least 3 working days before they start work. This must be the original document, photocopies or scanned copies are not acceptable

• HR will take a copy of the documentation and sign and date the copy to verify that they have seen the original document and verified that this belongs to the person who brought in the document. 

• HR will then confirm that the person has the right to work and e-mail the member of staff who has employed the worker, copied to the relevant Programme Manager. Until this confirmation is received the person cannot start work.  

• HR will pass a copy of the confirmation of right to work to the Finance team. No payments will be authorised for anyone who has not had their documentation checked before they start work.

  • The Education Administration Team will make individual arrangements with casual teaching staff to check their documentation.




If you have any casual workers who are currently employed but who have not had their documentation checked please contact Natalie Mark or one of the HR team as soon as possible for advice. 

The penalty for not complying with this regulation is a £20,000 fine for every worker whose documentation is not checked before they start work and if UKVI feel that UCL is not fully implementing these procedures that can withdraw our licence which will mean that we will not be able to employ any workers who need a visa or certificate of sponsorship to work in the UK which would obviously have a very serious impact on the work of the University.

Further details & forms: http://www.ucl.ac.uk/silva/ich/intranet/hr/recruitment

How much annual leave am I entitled to?

Annual leave for full time staff will be 27 days, 8 public and statutory days and 6 UCL closure days with pay per year.  (See: http://www.ucl.ac.uk/staff/term-dates/)

Full details is available on the UCL AL policy: http://www.ucl.ac.uk/hr/docs/annual_leave.php

I am part time staff. How do I find out my pro rata holiday entitlement?

Full details of how the pro rata holiday entitlement for part time staff is available on the Annual leave for part time policy http://www.ucl.ac.uk/hr/docs/annual_leave_part_timer.php

For Example:

Regular working pattern of 2 days per week, Monday & Tuesday each week (40%fte):

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

40% of 14 days = 5.6 days

27 days annual leave x 40% = 10.8 days

Total leave = 16.4 days

When do we get paid?

For monthly paid staff, pay day is the last working day of the month.

How much notice do I have to give to my employer if I want to hand in my notice?

Employees wishing to terminate their contract of employment must give the following notice in writing and addressed to their line manager 

• Grades 1-6: minimum of 4 weeks 

• All Researchers and Grade 7 and above:  minimum of 3 months 

• Staffs with teaching related responsibilities are required to give such notice that they leave at the end of a term

What sick pay am I entitled to?
ServiceFull PayHalf Pay
During first 3 months service 2 weeks2 weeks
3 months service or more but less than 12 months service 9 weeks 9 weeks 
12 months service or more but less than 3 years service 13 weeks 13 weeks 
3 years service but less than 4 years service 22 weeks 22 weeks 
Service of 4 years or more 26 weeks 26 weeks 
For full details, please refer to the UCL Sickness Absence Policy http://www.ucl.ac.uk/hr/docs/sickness_absence.php

 Entitlement to sick pay depends on length of service with UCL: 

What is Shared Parental Leave?

Shared Parental Leave is a new right that will enable eligible mothers, fathers, partners and adopters to choose how to share time off work after their child is born or placed. This could mean that the mother or adopter shares some of the leave with her partner, perhaps returning to work for part of the time and then resuming leave at a later date. The Shared Parental Leave Regulations 2014 applies to babies due on or after 5 April 2015 and children who are placed for adoption on or after 5 April 2015.

Full details please refer to UCL Shared Parental Leave FAQS https://www.ucl.ac.uk/hr/docs/shpl_faqs.php and Parental Leave and Pay Policy http://www.ucl.ac.uk/hr/docs/parental-leave.php



I am currently funded by a research grant. What will happen when I go on maternity leave?

Please contact ICH HR to discuss.  Some funders will cover maternity costs but where costs are not met there is central funding available to pay maternity costs.

My Funding is ending when I am on maternity leave. What will happen?

Your line manager should follow the standard UCL termination procedure if there is no further funding for your post. You should be given notice of redundancy in a timely manner and given the opportunity to follow the UCL redeployment process.  ICH HR can give further guidance.

What are KIT days?

KIT means Keeping in touch days.  You can take up to 10 KIT days whilst on maternity leave period subject to Head of Department approval.

What is the earliest date that I can start maternity leave?

You can begin maternity leave 11 weeks before your due date.

What is the latest date that I can start maternity leave?

Maternity leave must begin on the due date detailed on your MATB1 form.  If your baby arrives early, your maternity leave will begin on that date.

How much annual leave can I carry over when I am on maternity leave?

When on maternity leave you can carry over all untaken leave.  There is no limit to the amount of days carried over.  However, MyView will only carry over 5 days so it is important to get a note from your line manager confirming how much leave you have remaining when you begin maternity leave.

Do you have to conduct an end of contract meeting if the employee is covering a maternity post?

No. In line the UCL Termination Procedure for all UCL Employment Contracts (excluding staff covered by Statute 18), 'It is not necessary to follow this procedure where staff have been appointed on a fixed term contract for a single, or cumulative, period up to a maximum of nine months as these employees will be deemed to have been served notice upon the commencement of their appointment. '

Further information about the termination process please click this link: http://www.ucl.ac.uk/hr/docs/termination_procedure.php