1. Introduction 1.1 A career break is an extended period of unpaid leave from the workplace. Career breaks are typically used to pursue personal interests, such as travelling, volunteering or personal development. They can also be used to provide a period of care for a dependant. Career breaks can be of benefit to both staff and the University by improving work-life balance, making cost-savings and supporting the attraction and retention of staff. 1.2 Under the University, eligible staff can request to take an unpaid career break of between 3 and 12 months. Requests will be considered by the Head of Budget Centre on the basis of the operational needs of the staff member s workplace. 1.3 Career breaks are distinct from study leave, leave of absence, secondments and other extended periods of leave such as maternity leave. This Scheme is not intended to replace or restrict the use of any existing leave practices. 1.4 The University also has in place a number of schemes to support work-life balance that staff may want to consider. These include the Buying Additional Leave Scheme, Flexible Working Guidelines and Family Leave Arrangements. These are available from www.intranet.birmingham.ac.uk/hr/attendance/ or on request from your Human Resources Team. 1.5 The provisions of the Scheme do not form part of staff terms and conditions of employment and, as such, the University reserves the right to withdraw the Career Break Scheme without notice or consultation at any time. 2. Eligibility 2.1 Staff can request a career break where they meet all of the following criteria: They have at least five years continuous service at the start of the proposed leave period; They have not taken a career break (as defined under this Scheme) in the 5 years preceding the start date of the proposed career break; and If employed in an externally-funded post, their funding arrangements allow for a career break and they have the permission of their funding body to do so. 2.2 Where staff meet these criteria, an unpaid career break of between 3 and 12 months can be requested. 3. Making a request 3.1 Requests should be made using the attached form and submitted to the Head of Budget Centre at least 12 months in advance of the start of the proposed break. This is to allow adequate time for consideration of the request and, if approved, to plan for the staff member s absence. Heads of Budget Centre may choose to consider requests made with shorter notice at their discretion. 1
3.2 Staff considering applying for a career break should ensure they read the terms of the Scheme (section 5, below) before applying. 4. Consideration of the request 4.1 The Head of Budget Centre will consider the request in consultation with the staff member s line manager, with support from the College/Corporate Services Head of HR as necessary. As not all requests will necessarily be approved, staff are advised not to commit themselves to any plans prior to a decision being made on their request. 4.2 As a career break involves a substantial absence from the workplace, requests will be considered on the basis of the impact the break will have on operational requirements and if it is in the management interest to agree to the request. This will include (but is not limited to) consideration of: Likely workload (individual and/or team) during the proposed period Impact of the absence on other staff members workloads and avoiding overload The need to retain and align key skills, knowledge and experience with strategic needs and/or operational demand Ability to recruit additional staff, if needed Potential impact on the unit s performance and/or quality of work Periods of leave already taken by the staff member and the impact of further leave on operational requirements Periods of leave being taken by other staff members that coincide with the request and the impact on operational requirements The remaining length of service on the staff member s contract of employment Any other relevant operational issues 4.3 A career break request can be refused on operational grounds. In some instances an alternative period of leave may be suggested. If an alternative arrangement is agreed, a new request form should be completed to reflect this. If a request is refused and an alternative arrangement cannot be agreed, the staff member will be informed of the reasons for refusal in writing. In some circumstances, a career break may not be the most appropriate arrangement, and an alternative which is more appropriate to the individual case may be agreed. 4.4 If the request is agreed, one of the conditions of the career break is that the staff member provides their line manager with contact details for the duration of the break, (i.e. a forwarding address, telephone number and email address). This will enable the University to keep the staff member informed of any substantial developments in the workplace. 4.5 It is good practice before the career break commences for staff and managers to discuss handover arrangements and arrangements for returning to work. 5. Terms of the Career break Scheme 5.1 Exclusivity and confidentiality 5.1.1 To avoid potential conflicts of interest, staff must not undertake paid or unpaid work for another organisation during their career break without the prior approval of the University. Details of such activities must be disclosed on the request form. If the 2
purpose of the career break is to carry out work for another organisation, a secondment rather than a career break may be more appropriate. 5.1.2 During their career break staff are expected to comply with any University requirements with regards to confidentiality, financial regulations and intellectual property. 5.2 Contact during career breaks 5.2.1 Staff must provide their contact details during the career break as specified in 4.4 above. The University reserves the right to contact staff on career breaks where it is appropriate to do so. 5.2.2 With mutual agreement, staff on a career break may occasionally attend work to update skills and/or familiarise themselves with changes in the work place. Staff are not obliged to attend such events and will not be penalised for refusing to do so, nor are Schools or Budget Centres obliged to offer such opportunities. Arrangements for payment for attendance at work will be by agreement with the Head of Budget Centre. 5.3 Annual leave Staff on a career break will accrue paid statutory (not contractual) annual leave at the rate of 28 days per annum, pro rata to the duration of their career break. Annual leave should be taken within the annual leave year it has accrued, as would be the case if the staff member was at work. This leave should ideally be taken immediately before or after the career break to avoid disruption, and it may be advantageous for staff to take into account existing and accrued annual leave when planning their career break request. 5.4 Returning to work 5.4.1 The staff member is expected to return to work from their career break on the date agreed. If the staff member wants to resign from the University, notice must still be given in accordance with their terms and conditions of employment. 5.4.2 It is expected that the staff member will return from their career break to their substantive post. If this is not possible, they will be allocated to a post on no less favourable terms and conditions of employment. 5.4.3 If the staff member wishes to return to work earlier than agreed, they should put this request in writing to their Head of Budget Centre at the earliest opportunity, and at least three months in advance of the date they wish to return. If the staff member wishes to extend their career break (but not past the 12 month maximum) they must make this request at least three months before the initial return to work date. It cannot be guaranteed that requests to reduce or extend the career break will be agreed to. 5.4.4 If the member of staff is prevented from returning on the agreed date due to events outside of their control, they must contact their Head of Budget Centre as soon as possible. The right to return to work may be extended beyond the agreed date of return providing that appropriate evidence to support the reason for the delay is submitted. 5.4.5 Where there is a failure to return to work on the agreed return date and no alternative date has been agreed, the staff member may lose their right to return to work. 3
5.5 Other provisions 5.5.1 A career break will be regarded as continuous service in the employment of the University, with the exception of where staff undertake paid employment for another organisation. 5.5.2 If a member of staff is on a career break for 6 months or more of a 12 month salary review period, they will not normally be eligible for either (a) an increment below the contribution threshold, or (b) an extra increment above or below the contribution threshold. The suspension of incremental progression and/or salary reviews will be lifted when the member of staff returns to work. A member of staff who has taken a career break will return to a salary that will reflect any salary settlement increase implemented by the University during the career break. 5.5.3 A career break will not count towards pensionable service and the University will not pay staff members contributions to pension schemes during a career break. If staff wish to continue paying their contributions during the career break they should discuss this with the Finance Office. 5.5.4 If any change is proposed to a staff member s terms and conditions of employment that requires formal consultation, the University will enter into discussions with the staff member as required by legislation and the University s procedures. 4
Career Break Request Form Please read the guidelines before completing this form. Copies of the guidelines are available from www.intranet.birmingham.ac.uk/hr/attendance/ or on request from your HR team. Name Payroll number College/Budget Centre Job Title Start date of continuous employment with the University Proposed duration of the career break Start date End date Reason for the career break: If you intend to undertake work (paid or unpaid) for an organisation other then the University during your proposed career break, please provide details of the organisation and the nature of the work to be undertaken: Please add any other supporting information: I have read and understood the terms of the. Signed: Date: Human Resources (v1.2 March 2012) 5
To be completed by Head of Budget Centre Please read the guidelines before completing this form. Copies of the guidelines are available from www.intranet.birmingham.ac.uk/hr/attendance/ or on request from your HR team. Outcome of request I agree to the career break request as set out above. Please tick one option I have not agreed to a request for a career break and have explained the reasons for this in writing to the employee. If the staff member is undertaking paid or unpaid work for another organisation during their career break, are you satisfied this does not pose a conflict of interest? If the staff member is employed in an externally funded post, has the funding body given their agreement to the career break? Reasons for rejection (where applicable): Agreed start and end dates of the career break: Signed: Date: Please forward a copy of this form to your HR team Human Resources (v1.2 March 2012) 6