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.
The leave entitlement for full-time staff employed all year is as follows:
Grade A to D: 284.7 hours (39 days) inclusive of bank holidays and closure days.
Grade E+: 299.3 hours (41 days) inclusive of bank holidays and closure days.
The number of discretionary hours (days) available to book will depend on the number of bank holidays and closure days that fall on your working days.
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.
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 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.
(The Annual Leave Calculator 2016 is still available)
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. Staff are encouraged to book annual leave via Trent Self Service and we strongly recommend you use this system. Your Line Manager will advise you of any changes to this procedure. If booking annual leave via Trent Self Service you should ensure that your working pattern is recorded on Trent correctly as this will affect your annual leave balance.
It is not recommended that you use Trent to record your annual leave if you have no fixed working pattern and in these cases 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 & Research, and Education & 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 Pro Vice Chancellor/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.
Bank Holidays & University Closure
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.
As Christmas Day falls on a Tuesday in 2018 an additional university closure day will be deducted from the 2018 entitlement.
The Bank Holiday and Christmas/New Year closure arrangements for the current year will be as follows:
|1 January 2017||Sunday||Bank holiday (New Year's Day)|
|2 January 2017||Monday||Bank holiday (New Year's Day - substitute day|
|14 April 2017||Friday||Bank holiday (Good Friday)|
|17 April 2017||Monday||Bank holiday (Easter Monday)|
|1 May 2017||Monday||Bank holiday (Early May Bank Holiday)|
|29 May 2017||Monday||Bank holiday (Spring Bank Holiday)|
|28 August 2017||Monday||Bank holiday (Summer Bank Holiday)|
|25 December 2017||Monday||Bank holiday (Christmas Day)|
|26 December 2017||Tuesday||Bank holiday (Boxing Day)|
|27 December 2017||Wednesday||University closure|
|28 December 2017||Thursday||University closure|
|29 December 2017||Friday||University closure|
|30 December 2017||Saturday||University closure|
|31 December 2017||Sunday||University closure|
|1 January 2018||Monday||Bank holiday (New Year's Day)|
See below for dates for the following year.
Working on Bank Holidays/Closure Days
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.
2018 Bank Holidays & University Closure
|1 January 2018||Monday||Bank holiday (New Year's Day)|
|30 March 2018||Friday||Bank holiday (Good Friday)|
|2 April 2018||Monday||Bank holiday (Easter Monday)|
|7 May 2018||Monday||Bank holiday (Early May Bank Holiday)|
|28 May 2018||Monday||Bank holiday (Spring Bank Holiday)|
|27 August 2018||Monday||Bank holiday (Summer Bank Holiday)|
|24 December 2018||Monday||University closure|
|25 December 2018||Tuesday||Bank holiday (Christmas Day)|
|26 December 2018||Wednesday||Bank holiday (Boxing Day)|
|27 December 2018||Thursday||University closure|
|28 December 2018||Friday||University closure|
|29 December 2018||Saturday||University closure|
|30 December 2018||Sunday||University closure|
|31 December 2018||Monday||University closure|
|1 January 2019||Tuesday||Bank holiday (New Year's Day)|