- Section: Working Hours and Time Off
- Source: Policy & Resources (Personnel) Sub-Committee - 18th September, 1990
- Issue Date: 26th September, 1990
- Amended: February 2000, December 2002, May 2013, May 2016, June 2022
The following arrangements have been agreed in respect of all employees for hospital, doctor or dentist appointments.
1. Employees have an obligation to minimise time off work.
2. In this connection, medical appointments must be arranged at the beginning or end of normal opening hours and, if possible, outside of normal opening hours. Normal opening hours are 9.00 a.m. to 5.30 p.m. Monday to Thursday, and 9.00 a.m. to 4.00 p.m. Friday. If an employees normal working hours differ from the normal opening hours due to their working pattern (be it fixed hours or flexible), the employee should arrange medical appointments outside of their standard working day.
3. Where an appointment is within normal opening hours/ the employees working hours paid time off will be given for the actual time away from work subject, normally, to a maximum of 2 hours, after which, time off will be unpaid.
4. It is recognised that certain appointments may last longer than 2 hours, e.g. some hospital appointments or regular treatment. In these circumstances the employee must notify their line manager in advance of such a possibility. The Assistant Director has the absolute discretion in these circumstances to allow paid time off for the actual time taken. In all cases, the time recorded for the day should be no more than 7.2 hours (or the employee's working day if, for example, they work reduced working hours).
5. The time off is subject to prior management approval.
6. It is a condition of the time off that employees must provide suitable evidence of the appointment and attend for work before and after the appointment on the same day, where this is practical. For example an employee who has an appointment close to their workplace may be expected to return to work.
However, an employee who has to travel a significant distance to their appointment may work from home or take flexi/work back the hours to finish work early after the appointment.
7. Where a medical appointment is attended during a period of sickness absence, it will be treated as sick leave.
8. These arrangements also apply to employees who are subject to the Flexible Working Hours Scheme; details are provided in the Scheme itself.