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Frequently asked questions
These are the most commonly asked questions we get in HR. If yours isn’t covered here, go to the Who to contact page to find out who can help.
- How much holiday do I have left?
- What is my retirement age?
- How do I report my sickness absence?
- I am on long term sick leave. How much sick pay am I entitled to?
- What should I do when I want to leave the university?
- I'm pregnant. What employment rights do I have?
- What are 'keeping in touch' days?
- My wife/partner is expecting a baby. What rights do I have as the father?
- Will the University pay for my eye test?
- How can I get my post reviewed?
- I want to advertise a vacancy - how do I go about this?
- Where can I get a research leave form?
- Can I do outside paid work?
- When will the University be closed for Christmas and public holidays?
- I've been asked for a reference for a former staff member. What do I do?
How much holiday do I have left?
Your head of department/section or your line manager will have a record of your holiday entitlement and how much holiday you have taken. Have a look in your Conditions of Service to find out how much holiday you’re entitled to during the current leave year.
There is no specified retirement age. Members of staff wishing to retire
may do so subject to giving the required period of notice. Access to pension will be subject to
pension scheme rules.
How do I report sickness absence?
On the first day you’re ill, please phone your head of
school, department or section to let them know – or let them know in
writing. If your illness starts at the weekend, please call as soon as
you can – you don’t have to wait until the first day you would have
worked. If your illness lasts to a fourth day (not normally including
Saturdays and Sundays), you will need to complete a personal sickness
certificate and send it to Payroll and Pensions. If it lasts to an
eighth day (including Saturdays and Sundays), you will need to get a
Statement of Fitness for Work (‘fit note’) from your doctor and send it
to HR. After that, you need to get further ‘fit notes’ at intervals
(usually weekly, but it may be less often depending on what your doctor
decides).
More
information on sickness absence (opens Word document)
More information
about ‘fit notes’
I am on long term sick leave. How much sick pay am I entitled to?
Employees are entitled to a scale of sickness payments (opens Word document), depending on length of service.
What should I do when I want to leave the university?
First, you need to agree a leaving date with your head of department or section, taking into account your notice period (this will be in your conditions of service). You need to put this in writing and send a copy to Human Resources. Your P45 will either be included with your last salary payment or sent on to you by Payroll (you may need to check that they have your latest address).
I'm pregnant. What employment rights do I have?
What are 'keeping in touch' days?
‘Keeping in touch’ (or ‘KIT’) days came in under the Work and Families Act 2006. They’re designed to help women on maternity/adoption leave with the process of getting back to work. Find out more
My wife/partner is expecting a baby. What rights do I have as the father?
If you’ve worked here for more than a year, you’re entitled to two weeks’ paternity leave on full pay after the birth of your child.
Will the University pay for my eye test?
The University provides free eye tests for staff who regularly use a computer for work. Contact Occupational Health for an authorisation form before arranging your eye test (2399 for Colchester Campus staff, or email ohstaff – add @essex.ac.uk to make a full email address). More information
How can I get my post reviewed?
Find out about the annual review process on Annual Review Procedure – Academic Staff or Annual Review – Support Staff.
I want to advertise a vacancy – how do I go about this?
Read the recruitment and selection guidelines for academic staff or all other staff and then speak to the recruitment officer responsible for your department/section.
Where can I get a research leave form?
Download a research leave form (word document).
Yes. You’ll need to ask permission if you’re a member of academic or academic-related staff. If you’re a member of support staff, you don’t need permission, but it should not interfere with your ability to carry out your full duties at the University – and you should not normally work more than an average of 48 hours in any week.
When will the University be closed for Christmas and public holidays?
The University will close at 12.30pm on Tuesday 24 December 2013 for the Christmas holiday period and will re-open on Thursday 2 January 2014. Some facilities will be available over the Christmas period – details will be circulated during the autumn term.
The University will also be closed for Easter on Friday 29 March 2013 and on Monday 1 April 2013.
In addition the University will be closed on the following
public holidays:
May Bank holiday - Monday 6 May 2013
Spring Bank holiday - Monday 27 May
2013
Summer Bank holiday - Monday 26
August 2013
You can open one of our bank holiday calculators to find out the dates of public holidays in future years.
I’ve been asked for a reference for a former staff member. What do I do?
We have produced guidance on getting and giving references (opens Word document).