Human Resources

Provisions for public duties

An employee who is engaged in any of the public duties shown below will be eligible to apply for a reasonable amount of time off to attend relevant meetings or to participate in other approved activities.

In the interpretation of this policy the appointments listed below will be defined as “public duties”:

  • a justice of the peace;

  • a member of a local authority;

  • a member of a statutory tribunal;

  • a member of a Strategic Health Authority/Primary Care Trust

  • a member of a managing or governing body of an educational establishment maintained by a local education authority or a college of further education or the governing body of a central institution or a designated institution;

  • a member of The General Teaching Council for England and Wales;

  • a member of the Environment Agency;

  • a member of a prison board of visitors or a prison visiting committee;

  • a member of a police authority;

  • the Service Authority for the National Criminal Intelligence Service or the Service Authority for the National Crime Squad;

Any employee wishing to take time off in order to fulfil any of the above activities must give as much advance notice of his/her request as possible. Details must be provided of the duty being performed and the specific activity for which time off is considered necessary.

There is no right to unlimited time off. In determining how much time off from work is reasonable Birkbeck will take account of the following:

  • the nature of the duties of the office or as a member of the body in question; and

  • any minimum attendance levels or any compulsory activity requirements stipulated by the public office or body; and

  • the amount of time off which has already been permitted for other public duties; and

  • the operational requirements and the effect of the employee’s absence upon the College.

The employee may also need to show that he/she is contributing a reasonable amount of his/her own time towards meeting his/her public duty commitments - possibly including a proportionate amount of his/her annual leave entitlement. Providing Birkbeck is satisfied that adequate notice is being given and that the employee is contributing some of his/her own time then, if the public duties are significant, Birkbeck will normally allow time off and make up any monies received from the public body to normal average earnings for up to a total of five working days per academic year.

Additional unpaid time off will need to be agreed with your line manager and will be discretionary.

Payment is not made for any time spent in excess of normal working hours or for time spent travelling.

Evidence of any attendance and payment of any costs/allowances must be submitted to Payroll in order to claim any make up in earnings. The Attendance Payments for Public Duties form (see appendix) must then also be completed and returned.

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The HR team is based on the first floor of Egmont House
Postal address: Human Resources, Birkbeck, University of London, Malet Street, London WC1E 7HX