Manager FAQs

How much time can an employee take off?

University employees can take two additional days of paid leave (pro rata to their contract). They can take 2 days between 1 October and 30 September each year.

What kind of volunteering can I approve?

Employees can volunteer individually, or teams can take their leave together if they would like to volunteer as a group, if workload and coverage allows.

The University will only approve volunteer leave if the following principles are satisfied:

1. The activity benefits the community;
2. The activity relates to the charitable objectives of the University, namely “education, learning and research through the provision, support and maintenance of a University”;
3. The activity is not connected to political activities;
4. The activity does not promote discrimination, hatred or extreme political/religious views;
5. The activity does not conflict with the staff member’s role or responsibilities.

The University reserves the right to refuse employees’ requests for paid time off to volunteer. A request may be refused if it is believed, for example, that:

1. There will be a detrimental impact on the needs of the employee’s department or school;
2. Work within the department or school cannot be rearranged to accommodate the employee’s requested hours;
3. The employee’s individual performance levels are likely to suffer.

Volunteering for University-led activities, such as Open Days, Graduation and Clearing does not fall under this policy.

Volunteering for public duties such as a magistrate, local councillor or school governor does not fall under this policy, as there is a separate Voluntary Public Duties policy.

Does an employee have to take whole days to volunteer?

There can be a agreement between the manager and employee that shorter periods of volunteer activity takes place, that do not exceed the total hours of 2 days (or pro rata for part time).

For example, a team member (Grade 6) asks to carry out 2 hours per week volunteering, the line manager is in agreement and so approves the leave. The Volunteering Leave Approval form reflects this by recording the first date of the volunteering and then under 'Details of requested leave' puts the number of hours per week. For a full time employee, they would be able to carry out 2 hours of volunteering per week for 7 weeks. 

Can I reject a request for leave due to workload?

Line managers should balance requests for volunteering leave against operational requirements, and the University reserves the right to reject a request for volunteering leave if it will have a detrimental impact on the department or school, or the employee’s performance.

If you have to reject a request for volunteering leave due to workload needs, discuss with the staff member whether there would be a better time to take the leave.

What is the process for approving volunteering leave?

Employees wanting to take volunteering leave should first speak to their line manager in good time about taking leave before the volunteering activity.

If the line manager is satisfied that the volunteering activity is appropriate, does not go against any of the criteria listed above, and the department workload can support the time off, the line manager should fill out the Volunteering Leave Approval Form

The University will centrally track and record volunteering leave through the completed forms.

After the volunteering activity has been completed, the employees will be asked to complete an evaluation form by the Community Engagement team in External Relations.

Does the employee have to provide proof of their volunteering for leave to be approved?

The policy does not require for proof to be provided. The employee will be asked to complete an evaluation form after the volunteering has taken place and answer questions on where they have volunteered, the type of activity they carried out and how it has benefitted them and the University.

I am a new manager in the team and I am not sure how much volunteering leave a team member has taken. How do I find out how much volunteering leave an employee has taken this year?

Contact hr@reading.ac.uk and they will have access to the record where a Line Manager has approved volunteer leave for an employee before. 

Who do I contact if I need help with completing a risk assessment for a group volunteering activity I am organising for my team?

Contact your local Health & Safety Coordinator (you can locate the one for you area by accessing the HSCs List) for guidance on completing a risk assessment.

Who can I speak to if I have any questions?

For any questions relating to the policy and its application, including questions around whether to approve a volunteering opportunity, please contact an HR Adviser or Partner.

For any general questions about volunteering or to discuss possible volunteering opportunities, please contact the volunteering team at volunteer@reading.ac.uk.