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Guidance for staff with caring responsibilities

Caring responsibilities

Updated 16 September 2021

The University recognises that staff who have caring responsibilities may still need to balance their caring commitments with work.

We recognise that many of our staff will continue to need to juggle work, childcare/homeschooling, and other caring commitments. We also recognise that you may not be able to contribute as fully to work as you would under normal circumstances. If this applies to you, please talk to your line manager in the first instance - we will do everything we can to support you and will be grateful for whatever contribution you are able to make at this difficult time.

There are a range of options that can be considered to help those affected get through this period, such as changes to working hours or days, a temporary reduction in hours with reduced pay, unpaid leave or a career break. In all cases, we will look for the best solution which balances the needs of the individual and University.

Other childcare options

If you have specific queries, please refer to the FAQs below as these have been updated and may help you.

For Government Covid guidance, please refer to the government website. In the event that a member of staff needs to self-isolate in line with NHS or Government advice, this absence should be reported using the Coronavirus Reporting form and the absence will be counted as special Covid leave on full pay.

Managing work and caring responsibilities

Contact and stay in touch with your line manager

If these circumstances arise, it remains more important than ever for you and your manager to stay in touch.

Any caring responsibility issues which might have an operational impact at work should be discussed with your line manager at the earliest opportunity.

Discuss options with your manager

One size does not fit all and each situation, of course, varies from person to person as there are differing levels of caring responsibilities and the University recognises this.

Have an open and honest conversation between yourself and your manager with the ultimate goal to find the best solution for both parties.

Discuss work objectives, current projects, and commitments, and agree specific adjustments to be put in place to continue working whilst feeling supported and reassured.

Where possible, agree working hours and a pattern with your manager that meets a balance of your work commitments and your personal circumstances.

Where possible, include other members of your household in your arrangements and decisions where caring arrangements could be split.

Other options if working flexibly is not possible

Work may be able to be carried out and agreed flexibly, perhaps on a temporary basis (see Flexible working policy). If this is not possible then there are other options available:

flexibility - changes to working hours or days, for part-time staff extending the contracted hours over more days to spread the load
reduce tasks / responsibilities for a period of time or agree which activities can be left until later in the year
temporary reduction in hours with reduced pay
dependent care leave (to be used in an emergency)
annual leave or using additional annual leave carried over from last year
unpaid leave
parental leave
career break

Any of these options are possible, and/or in some cases a blended approach, and you and your manager should agree on the best option that works for you and the University.

All leave options should be applied and recorded in the usual way.

If you require further guidance, please contact your relevant link HR team via email.

Your wellbeing

Your wellbeing is important to us and we appreciate the additional uncertainties you may have. Additional support is always available from Occupational Health, Employee Assistance Programme (EAP) or the University offers a wide range of support for staff wellbeing - HR advice to support your wellbeing.

Remember to be realistic and kind to yourself.

FAQs

Do I need to complete the coronavirus reporting form if my child is self-isolating, but the rest of the household do not need to isolate?

No, the Coronavirus reporting form only needs to be completed if your whole household is in self-isolation, or if someone in your household presents with Covid-19 symptoms. Please refer to the guidance above about balancing work commitments and caring responsibilities. You should check the latest guidance on who should self-isolate and what to do.

I am struggling to look after dependents as well as juggling work commitments. Do I have to take leave?

Where staff are looking after children during periods of self-isolation for suspected Covid-19 or in the event of a school/childcare closure, we are asking them to make the best endeavours they reasonably can to undertake work. However we are very mindful of the fact that for many colleagues, this will have a significant and immediate impact upon personal and family life.

Please discuss options with your line manager such as working as best you can but also letting them know what pressures you are now under. This can help all parties agree fair expectations but be reassured that the University does take account of the fact that for many colleagues, caring responsibilities will now be significantly increased. The University does not wish to see any staff placed at a disadvantage as a result.