Shorter Working Year Policy

The Shorter Working Year Scheme is a Government initiative, established under Circular 14/2009, that allows public service employees to take a defined period of unpaid leave each year. The scheme is designed to help staff balance their working arrangements with personal and family commitments, including school holiday periods.

The University has operated this scheme since its introduction. This policy sets out the terms on which staff may participate. The detailed application procedure is set out in a separate companion document.

The purpose of this policy is to set out the University’s position on the operation of the Shorter Working Year Scheme for all staff, in accordance with Government Circular 14/2009.

This policy is open to all staff of the University who meet the following eligibility conditions:

(a)  The staff member’s contract extends to at least the end of December in the year they wish to avail of the scheme.

(b)  The staff member has completed their probationary period before the date of application.

Entitlement

Under the scheme, a staff member may apply on an annual basis for a period of unpaid special leave of not less than 2 weeks and not more than 13 weeks in total.

The unpaid leave may be taken as one continuous period, or as a maximum of three separate periods within the same calendar year, subject to agreement with the line manager.

Staff may request to have their reduced pay spread evenly over a 12-month period from January to December.

Annual leave

Staff with an annual leave entitlement in excess of 20 days will have their entitlement reduced on a pro rata basis for the year in which the scheme is taken.

Whether annual leave may be taken immediately before or after a period of Shorter Working Year leave is a matter for the relevant Head of School or Unit to decide.

Approval of applications

Participation in the scheme is not automatic. Applications will be assessed on the basis of the operational and resourcing needs of the School or Unit. A School or Unit may refuse some or all applications where granting them would adversely affect service delivery.

Where the number of applicants exceeds what can be accommodated, the School or Unit may give priority to staff who have not previously availed of the scheme.

Withdrawal and amendment

Once a staff member has accepted an offer of participation, they may not withdraw from or amend the arrangement. This is necessary to allow time for salary adjustments and, where appropriate, the appointment of replacement cover.

An offer of participation must be accepted within ten working days. If the offer is not accepted within that period, it may be withdrawn.

Repeat applications

Staff who wish to avail of the scheme in more than one year must submit a new application each year. Previous participation does not guarantee approval in subsequent years.

This policy should be read in conjunction with the following:

1. Government Circular 14/2009 – Shorter Working Year Scheme

2. Organisation of Working Time Act 1997

3. Shorter Working Year Scheme 

4. Shorter Working Year Application Form 

5. Annual Leave Policy

6. Leave of Absence Policy

Any queries regarding this policy should be directed to DCU People.

This policy will be reviewed as and when changes are required.