Compassionate Leave Policy & Procedure

1. Introduction

Loss can be very difficult to deal with and managing the aftermath of loss can be incredibly challenging. OCS' Compassionate Leave Policy is designed to help colleagues cope with the passing of a close relative, as well as to deal with necessary arrangements to attend their funeral. It may also be granted where a close relative is seriously or critically ill. OCS wants to support colleagues in these situations and the Compassionate Leave Policy is central to this.

This policy applies to all OCS employees (please note, however, that Statutory Parental Bereavement Pay only under Section 2.1 applies to casual workers) and does not apply to agency workers, consultants or self-employed contractors. This policy does not form part of any employee's contract of employment and may be amended at any time.

2. Entitlement

Depending on the situation and employment status, a colleague may be entitled to take a period of Compassionate Leave to cope with the death of a loved one. There are three situations in which a colleague can request Compassionate Leave, as described below.

Please note that a Line Manager may, at their discretion, refuse a request for Compassionate Leave under this policy.

2.1 Compassionate Leave for the Loss of a Child

All working parents are entitled to take a period ot two weeks' statutory leave if they lose a child under the age of 18, or suffer a stillbirth form 24 weeks of pregnancy, irrespective of how long they have worked for OCS. The leave does not have to be taken immediately but must end within 56 weeks of the child's death. This statutory leave applies to employees only.

Colleagues can take their Compassionate Leave in either a block of two weeks all at once, or as two separate periods of one week each.

If more than one child dies, the employee is entitled to two weeks' Statutory Parental Bereavement Leave for each child.

Under this Policy, a "parent" is defined as either:

• A biological parent.
• An adoptive parent, if the child was living with them.
• The person who lived with the child and had responsibility for them for at least 4 weeks before they died.
• The "Intended parent" (a person due to become the child's legal parent through surrogacy).
• A partner of the child's parent, if they live with the child and the child's parent.

If the colleague has been working for OCS for at least 24 weeks, they will also be entitled to Statutory Parental Bereavement Pay (SPBP) for the entirety of the two-week period. SPBP is paid at 90% of the colleague's average weekly earnings, or the standard rate of SPBP (which can be found here) - whichever is lower. This entitlement applies to both employees and casual workers.

It is important for any colleagues affected by the loss of a child to talk to their Manager about their circumstances. If more time off is needed to cope or to make arrangements, colleagues may be able to use annual leave to extend their period of Compassionate Leave, or additional unpaid leave may be granted at Line Manager discretion.

2.2 Compassionate Leave for the loss of a Close Family Member or Dependant

All OCS employees are entitled to take a reasonable period of paid Compassionate Leave if they lose a close family member or dependent, irrespective of how long they have worked for OCS.

Under this Policy, a "Close family member of dependent" is defined as either:

• A spouse, partner or civil partner.
• A parent.
• A sibling.
• A person who lived with the employee (other than tenants, lodgers or other employees).
• A person who replied on the employee for care.

The amount of Compassionate Leave granted will depend on the circumstanced, but will normally be restricted to up to two days' paid leave in total.

It is important for any colleagues affected by the loss of a child to talk to their Manager about their circumstances. If more time off is needed to cope or to make arrangements, colleagues may be able to use annual leave to extend their period of Compassionate Leave, or additional unpaid leave may be granted at Line Manager discretion.

2.3 Compassionate Leave for Other Relatives

All OCS employees are entitled to take a reasonable period of paid Compassionate Leave if they lose a relative.

Examples of relatives include grandparents, grandchildren, aunts, uncles, nieces & nephews.

The amount of Compassionate Leave granted will depend on the circumstances, but will normally be restricted to up to two days' paid leave in total.

It is important for any colleague who requires Compassionate Leave tot talk to their circumstances. If more time off is needed to cope or to make arrangements, colleagues may be able to use annual leave to extend their period of Compassionate Leave, or additional unpaid leave may be granted at a Line Manager's discretion.

3. Requesting Compassionate Leave

The Company recognises that, by its very nature, it may not always be possible to request Compassionate Leave in advance. However, wherever possible, a colleague should make a request to their Line Manager in advance in writing, giving the reasons for their request and the number of days they need to take. Where it is not possible to request leave in advance, a colleague should contact their line manager as soon as possible to advise them of the reason for their absence and the number of days they expect to be absent.

4. Further Support

Colleagues should speak to their Manager if they have any questions about this policy.

Anything that a colleague shares with their Manager will be treated as confidental. However, it should be recognised that in supporting colleagues, come degree of information sharing is likely to be necessary. Managers can seek further advise from HR Support.

If an employee wishes to make a longer-term change to their working pattern to care for someone who is seriously ill, they may find it useful to review the Flexible Working policy.

If a colleage requires additional support, or feels they are unable to talk to their manager, there is an Employee Assistance Programme (EAP) in place for OCS staff. The EAP helpline provided entirely confidential advise and support and is availabel 24/7.

WeCare is a 24/7 online GP, mental health support service, get fit programme and more. Using your phone, tablet or desktop, you can access thousands of experts, all from the comfort of your home. 

Whether you need to access a GP quickly, need mental health support or want to stop smoking, WeCare is here to help.

WeCare is available to you and your immediate family, including your spouse, partner, parent, sibling living in the same household and any dependants under the age of 21. The service is free to use, excluding prescriptions, and is now live.

Scan the below QR code to sign up, and quote the code H11706 when promoted to get started. You can also contact WeCare by phone on 0208 068 0035.

5. Other Sources of Support

If colleagues require further help or support, there are a number of external sources of help.

NHS

Website: Get help with grief after bereavement or loss - NHS

Cruse Beareavement Care

Website: Home - Cruse Bereavement Support

Tel: [phone]

Child Bereavement

Website: Child Bereavement UK