The University of Exeter has generous annual leave entitlements
The annual leave year, for both the accrual and taking of leave, is 1 January to 31 December.
Why we are recording annual leave in hours
From 1 January 2015 all holiday entitlements and requests will be recorded in hours.
A significant number of employees who work part time, variable or condensed hours already record their leave in hours so this will have no impact on them.
The change to recording holidays in hours, which has been made to accommodate an anticipated increase in flexible working due to new legislation, will have not change the amount of holiday you receive or the recording method. There will be no change to your entitlement, only the unit it is measured in - eg if you are currently full-time with a holiday entitlement of 39 days your holiday in 2015 will be displayed as 284.7 hours (39 days x 7.3 hours per day) and for each day you book as holiday, 7.3 hours will be deducted.
Further information can be found by visiting the Days to Hours FAQs.
The leave entitlements in 2016 for full-time staff employed all year expressed in days are:
|Discretionary leave||Bank holidays||Closure Days||Total leave|
|Grades A to D||28||8||3||39|
The leave entitlements in 2016 for full-time staff employed all year expressed in hours are:
|Discretionary leave||Bank holidays||Closure Days||Total leave|
|Grades A to D||204.4||58.4||21.9||284.7|
For part-time staff working fewer days or hours, leave entitlement is proportionate. You can calculate your pro-rata leave entitlement with our Annual leave calculator 2017.
Staff joining/leaving mid-year
The annual leave entitlement for staff joining or leaving the employment of the University during the course of the year is proportionate to their completed service during the leave year. Use our Annual leave calculator 2017 to help you calculate these part-year entitlements.
If an employee whose employment ends during the year has taken more days of leave than s/he has accrued up to their final date of employment, then a deduction will be made from their final salary payment. Staff employed on a fixed term basis are expected to take annual leave before the expiry of their contract.
Use our annual leave calculators to help you calculate annual leave entitlement for part-time employees and staff who join/leave mid year.
Booking annual leave
The procedure for booking annual leave in your College or Service will be explained to you by your line manager during the first week of your induction. Your Line Manager will advise you of any changes to this procedure. Staff in some Colleges or Services are now able to book annual leave via Trent Self Service and we strongly recommend you use this system. It is vital you keep a record of your annual leave so any outstanding, untaken annual leave can be paid to you if/when you leave the University.
The timing of leave is by agreement with the relevant manager/Head who will take into account both individual preferences and operational requirements.
Staff in academic roles
In the case of staff in the Education and Research, and Education and Scholarship job families, leave will normally be taken during University vacations. For further information please see Annual leave for staff in the Education and Research job family or Annual Leave for staff in the Education and Scholarship job family.
For staff working term-time only, their annual salary includes their pro-rata paid leave entitlement, to be taken on unspecified days during the vacation periods. Leave may not be taken during term-time.
Carrying leave forward
Staff are expected to take their leave in the leave year in which it is accrued. While there is no entitlement to carry forward leave, where it is not possible (eg for operational reasons) for employees to take all their leave entitlement, they may - with the permission of their College Dean/Head of Service or other senior manager - carry forward up to 5 days’ leave to the following year. Any leave carried forward must be taken by 30 April in the following year or it will be lost. If a member of staff has more than 5 days’ leave outstanding at the end of a year, the excess over and above 5 days will be lost. There is no entitlement for payment in lieu of untaken leave.
Closure days and Bank Holidays
The University reserves the right to determine when one day of leave is to be taken by giving formal notice to staff no later than the preceding 31 December. In practice, the University will only exercise this right when Christmas Day falls on either a Tuesday or a Thursday, to avoid campuses being open for a single day ie either Christmas Eve or 2 January.
The Bank Holiday and Christmas/New Year closure arrangements for 2016 will be as follows:
|1 January 2016||Bank holiday (New Year's Day)|
|25 March 2016||Bank holiday (Good Friday)|
|28 March 2016||Bank holiday (Easter Monday)|
|2 May 2016||Bank holiday (Early May Bank Holiday)|
|30 May 2016||Bank holiday (Spring Bank Holiday)|
|29 August 2016||Bank holiday (Summer Bank Holiday)|
|26 December 2016||Bank holiday (Boxing Day)|
|27 December 2016||Bank holiday (Christmas Day - substitute day)|
|28 December 2016||University closure day|
|29 December 2016||University closure day|
|30 December 2016||University closure day|
|2 January 2017||Bank holiday (New Year's Day)|
The three closure days previously arranged around Easter have since 2008 been added to the discretionary leave. The University reserves the right to review this arrangement if it has a negative impact on service delivery.
To meet operational requirements, the University may require staff to work on a designated closure day, in which case alternative paid leave will be provided, to be taken by agreement with management, and no additional payment will be made. Staff in grades A to D may qualify for additional payment when they are required to work on a closure day in addition to their normal working week.
Where attendance on a bank/public holiday is required, the University will in the first instance seek volunteers, subject to the right of the University to require staff to work on bank/public holidays to meet its operational requirements of the University where insufficient volunteers are available. Where staff are rostered to work on a bank/public holiday, the University will manage the rosters so that bank/public holiday working is evenly shared among staff. Where staff are required to work on a bank/public holiday within their normal working week, alternative paid leave will be provided, to be taken by agreement with management, and no additional payment will be made. Staff in grades A to D may qualify for additional payment when they are required to work on a bank/public holiday in addition to their normal working week.