Creating a Career Break Policy (UK)

09-Jun-23

30 min

Note: Links to our free templates are at the bottom of this long guide.
Also note: This is not legal advice

Introduction

Creating a career break policy is becoming ever more pertinent in the workplace. This kind of policy can provide legal protection to employees and employers alike, while enabling individuals to take time off from their job for personal or family commitments, allowing them to maintain a healthy work-life balance.

At Genie AI, we understand the importance of having a career break policy in place - not only does it grant employees certain rights, but it also has benefits for employers as well. If a career break policy has been rolled out correctly, an employee will return motivated and energized after taking some time away from their job; this can lead to improved productivity and job satisfaction - something that is invaluable to any organization.

In the UK there are rules that need to be followed when introducing such a policy; employees must feel protected from unfair treatment and pressures, while employers should ensure that they are aware of any tax implications prior to implementation. It must also be remembered that this type of policy not only helps workers feel secure in their positions but can also help avoid burnout due to monotonous tasks or extended periods at work with no respite.

With Genie AI’s community template library and dataset containing millions of datapoints, anyone can safely craft custom high-quality legal documents - without needing the services of a lawyer - thus ensuring compliance with all applicable regulations relating to the introduction of a career break policy.

We invite you to read on below for our step-by-step guidance on creating your own highly tailored career break policy and how you can access our template library today absolutely free!

Definitions

Legislation: Laws created by a governing body.
Regulations: Rules enforced by a governing body.
Sabbaticals: A period of time during which an employee takes a break from work, typically to pursue educational or personal activities.
Unpaid leave: A period of time during which an employee takes a break from work without pay.
Eligibility criteria: Requirements needed to qualify for something.
Morale: A person’s emotional or mental state.
Motivation: A person’s enthusiasm or drive.
Loyalty: A person’s faithfulness to a cause or person.
Retention rate: The percentage of people who remain in an organization over a certain period of time.
Metrics: A measure used to evaluate performance.
Rights: The ability to do something legally.
Entitlements: A benefit given to someone that they are legally allowed to receive.

An overview of the legal framework for career breaks in the UK
Obtain relevant legislation and regulations
Analyze the impact of any new regulations
The types of career breaks available to employees
Identify the types of career breaks available (e.g. sabbaticals, extended holidays, unpaid leave)
Determine the eligibility criteria for each type of career break
The potential benefits of a career break policy
Analyze the impact on employee morale, motivation and loyalty
Assess the potential impact on the employer’s bottom line
The steps employers need to take in order to create a career break policy
Establish the eligibility criteria
Draft the policy
Get approval from relevant stakeholders
How to communicate a career break policy to employees
Design a communication plan
Identify the appropriate channels for communication
Best practices for implementing and managing a career break policy
Establish a timeline for implementation
Develop a monitoring and evaluation framework
Guidance on how to keep employees’ rights and entitlements protected during a career break
Identify the relevant rights and entitlements
Outline the process for calculating leave entitlements
Define the process for ensuring employees are kept informed of any changes or updates
Advice on how to address any potential issues related to career breaks
Identify potential issues (e.g. retention of staff, continuity of service)
Develop a plan to address any potential issues
Develop a strategy to monitor and address any issues that may arise
Training for managers on how to support employees taking career breaks
Design a training program for managers
Identify any relevant best practices
Establish a process for monitoring and evaluating the program
Drafting an exit strategy for employees taking career breaks
Establish a process for the employee to exit the organization
Define the steps to be taken to ensure the employee’s rights are protected
Define the exit process for any contractual obligations that may need to be fulfilled

Get started

An overview of the legal framework for career breaks in the UK

Research relevant legislation and regulations in the UK that pertain to career breaks
Understand the legal framework for career breaks in the UK, including relevant employment laws, employee rights, and other applicable regulations
Make sure you stay up-to-date with any changes in the legal framework

Once you have completed the research and understand the legal framework, you can check off this step and move on to the next step.

Obtain relevant legislation and regulations

Research any relevant legislation and regulations concerning career breaks in the UK
Check websites such as HMRC and the Department for Work and Pensions for the most up-to-date information
Read any relevant case law and judicial decisions regarding career breaks in the UK
Contact a professional legal adviser if you need help to understand any of the regulations or legislation
Note down any relevant legislation and regulations that you need to consider when creating your career break policy

You can check this step off your list when you have researched and noted down the relevant legislation and regulations concerning career breaks in the UK.

Analyze the impact of any new regulations

Review the relevant legislation and regulations for any changes or updates to existing career break policies
Understand any new rules or regulations that may affect the implementation of a career break policy
Consider any potential legal implications of the proposed career break policy
Assess the financial and operational cost of any new regulations
Analyze how the new regulations may affect the current arrangements for career breaks
Once you’ve reviewed and analyzed the impact of new regulations, you can move on to the next step of determining the types of career breaks available to employees.

The types of career breaks available to employees

Identify the types of career breaks available (e.g. sabbaticals, extended holidays, unpaid leave).
Consider any legal requirements or restrictions on the types of career breaks available.
Analyze the potential impact of offering career breaks on the organization.
Consult with relevant stakeholders, such as HR and legal departments, to ensure that any proposed career break policy complies with relevant regulations.
Once you have identified the types of career breaks available and ensured compliance with legal regulations, you can move on to the next step.

Identify the types of career breaks available (e.g. sabbaticals, extended holidays, unpaid leave)

Research different types of career breaks that may be available, such as sabbaticals, extended holidays, unpaid leave.
Identify which types of career breaks may be suitable for your organization.
Consider the potential impact of each type of career break on your organization and your employees.
Create a list of the types of career breaks that you will offer and document the details.

How you’ll know when you can check this off your list and move on to the next step:

Once you have identified the types of career breaks that you wish to offer and have documented the details, you will be ready to move on to the next step.

Determine the eligibility criteria for each type of career break

Decide who qualifies for which type of career break: which individuals, roles or departments
Set the minimum length of time for each type of career break
Set the maximum length of time for each type of career break
Decide the criteria for granting a career break (e.g. minimum number of years employed, merit-based criteria, etc.)
Decide how breaks will be managed, monitored and tracked
Set the requirements for employees to return to work after a career break
When you have finalized the eligibility criteria for each type of career break, you can check this off your list and move on to the next step.

The potential benefits of a career break policy

Identify the potential benefits for the organization in offering a career break policy
Analyze the impact of a career break policy on the organization’s HR policies and procedures
Evaluate the impact of a career break policy on the recruitment and retention of employees
Consider the competitive advantage of offering a career break policy to employees
Assess the potential cost savings from offering a career break policy

Once you have identified and evaluated the potential benefits of a career break policy, you can check this step off your list and move on to the next step.

Analyze the impact on employee morale, motivation and loyalty

Gather feedback from employees who have taken career breaks in the past
Speak with human resources (HR) and business leaders to understand the impact of career breaks on overall employee morale
Assess the effect of a career break policy on employee loyalty and motivation
Analyze any potential backlash from other employees who may not be granted the same opportunity
When you have gathered sufficient data and feedback from both employees and leadership, you can assess the impact of a career break policy on employee morale, motivation, and loyalty.

Assess the potential impact on the employer’s bottom line

Calculate the financial burden of implementing a career break policy - this includes the costs of recruiting and training new staff during the employee’s absence, as well as any potential loss of productivity.
Analyse the potential savings from lower turnover of staff and increased employee morale, motivation and loyalty.
Compare the potential costs and savings to determine if the career break policy is viable for the employer.
Once the financial impact of the career break policy has been established, you can move on to the next step.

The steps employers need to take in order to create a career break policy

Review any existing policies within the organization and ensure that a career break policy is not in conflict with them.
Define the length of the career break (e.g. up to two years).
Define the types of breaks available (e.g. unpaid, part-time, or flexible work arrangements).
Determine the reasons for which a career break could be approved (e.g. education, travel, personal/family commitments).
Consider any costs associated with a career break (e.g. potential recruitment and training costs).
Decide if the career break will be paid or unpaid.
Outline the notice period required for a career break request.
Specify the conditions for the return to work (e.g. the same or similar role, or a different role).
Establish a process for managing the career break requests and review requests.
Consider the impact of a career break on the employer’s bottom line.

You’ll know you can check this step off your list and move on to the next step when you’ve reviewed any existing policies, defined the length of the career break, determined the reasons for which a career break could be approved, considered any costs associated with a career break, decided if the career break will be paid or unpaid, outlined the notice period required, specified the conditions for the return to work, established a process for managing the career break requests, and considered the impact of a career break on the employer’s bottom line.

Establish the eligibility criteria

Identify which types of career breaks you want to offer, i.e. maternity/paternity leave, sabbaticals, unpaid leave, etc.
Decide who is eligible - Are you offering the policy to all staff, or is it limited to certain roles/seniority levels?
Outline the minimum length of service that employees need to have completed before applying for a career break
Specify how long the career break can last - Is there a maximum length of time?
Establish the notice period required by employees to apply for a career break - How far in advance should they inform you of their request?
Decide if you will request a return to work agreement - Are employees required to commit to working a certain number of hours/days upon returning to work?

When you have established these criteria, you will be ready to move on to the next step of drafting the policy.

Draft the policy

Outline the policy’s purpose, scope, and definitions
Describe the types of career break that are allowed
Explain the eligibility criteria for taking a career break
State the process for applying for a career break
Specify the impact of a career break on employment terms and conditions
Explain the support available while on a career break
Outline the process for returning to work
Define the timeline for making a career break request
Clarify the notice period for taking a career break
Describe the procedure for terminating a career break
Provide examples of possible career break scenarios

You’ll know you can check this off your list and move on to the next step when you have a fully drafted policy document.

Get approval from relevant stakeholders

Involve key stakeholders in the initial drafting of the policy, such as HR staff, line managers, and other senior members of the organization.
Discuss the policy with stakeholders, get their feedback, and make any necessary changes.
Obtain approval from relevant stakeholders and finalize the policy.
When all the necessary stakeholders have approved the policy, you can move on to the next step.

How to communicate a career break policy to employees

Create a clear, concise and consistent communication plan to communicate the career break policy to employees
Draft an internal memo or email to notify employees of the policy and its details
Make sure the communication plan outlines how employees can take a career break, the length of a career break and any conditions attached
Determine the most effective way to communicate the policy, such as face-to-face meetings, email, or an intranet post
Include a Q&A session or a survey to evaluate employee understanding of the policy
When the communication plan has been successfully implemented, notify stakeholders and check off this step
Move on to the next step: Design a communication plan.

Design a communication plan

Create a timeline for when employees need to be informed, and how often they will receive updates on the career break policy
Identify the appropriate channels for communication, such as email, intranet, posters, and meetings
Decide who will be responsible for delivering the messages to the employees
Once the communication plan is finalized, review it with key stakeholders
When the communication plan is approved, you can check this off your list and move on to the next step.

Identify the appropriate channels for communication

Identify who will be receiving the communication related to the career break policy (e.g., employees, HR, management, etc.)
Determine the appropriate channels of communication (e.g., email, intranet, meetings, etc.)
Consider the best mediums for different types of communication (e.g., phone calls for sensitive conversations, emails for announcements, etc.)
Develop a timeline for when each channel of communication should be used
When communication channels are identified, test them to ensure they are effective
Check off this step when all appropriate channels of communication have been identified and tested.

Best practices for implementing and managing a career break policy

• Ensure that your career break policy is clearly outlined in your company’s Employee Handbook.
• Educate your Human Resources team and other managers on the policy and how to implement it.
• Communicate the policy to all employees, so that they are aware of their right to take a career break.
• Outline the process for requesting a career break, including any forms or paperwork that need to be filled out and submitted.
• Establish a timeline for approving requests, and ensure that any decisions are communicated in a timely manner.
• Create a system for tracking employees on career break, including any benefits or entitlements they will receive.
• Monitor the policy regularly to ensure it is being implemented properly.

You will know that you can check this off your list and move on to the next step when you have ensured that your career break policy is clearly outlined in your company’s Employee Handbook, educated your Human Resources team and other managers on the policy and how to implement it, communicated the policy to all employees, outlined the process for requesting a career break, established a timeline for approving requests, created a system for tracking employees on career break, and monitored the policy regularly to ensure it is being implemented properly.

Establish a timeline for implementation

Decide when the policy should come into effect
Set up a timeline for when employees should be able to request a break and when the break should begin
Set a time frame for how long the break can last
Establish a timeline for when employees should be able to return to work
Set a timeline for when employees should be able to apply for a career break
Establish a timeline for when employees should be able to return to their original role
Establish a timeline for when employees should be able to reapply for the same role

Checklist when you can move onto the next step:

Timeline for implementation established
Timeline for when employees should be able to request a break set
Time frame for how long the break can last set
Timeline for when employees should be able to return to work set
Timeline for when employees should be able to apply for a career break set
Timeline for when employees should be able to return to their original role set
Timeline for when employees should be able to reapply for the same role set

Develop a monitoring and evaluation framework

Decide on the criteria you will use to measure the success of the career break policy
Create a plan to evaluate the policy on a regular basis
Develop a system to monitor employee absences and return dates
Design a framework to measure the effectiveness of the policy
Set up a process to encourage employee feedback and review
Establish a timeline for the regular monitoring and evaluation of the policy
Identify the resources you will need to measure the success of the policy
Document the policy and evaluation framework in a central location
When you have completed the above steps, you can move on to the next step of the guide: Guidance on how to keep employees’ rights and entitlements protected during a career break.

Guidance on how to keep employees’ rights and entitlements protected during a career break

Establish the main provisions of the career break policy, such as the length of the break, the type of leave, and the possibility of pay and benefits
Decide if employees can take a career break within their current job or if they will have to resign
Clarify how employees’ rights and entitlements will be protected during a career break, such as rights to pension contributions, health insurance, and sick pay
Describe what the obligations of the employer and the employee are during the career break
Determine whether employees will be able to return to the same job or a similar job when the career break ends

Once you’ve established the main provisions of the career break policy, identified the relevant rights and entitlements, and described the obligations of the employer and the employee, you can check this step off your list and move on to the next step.

Identify the relevant rights and entitlements

Research applicable UK laws and regulations regarding employee rights and entitlements
Identify any applicable workplace policies, procedures, and collective agreements
Consult with relevant stakeholders and legal counsel to ensure that all rights and entitlements are accurately identified
Confirm that all rights and entitlements are documented and included in the policy when finalized

Once the relevant rights and entitlements have been identified and documented, you can move on to outlining the process for calculating leave entitlements.

Outline the process for calculating leave entitlements

Establish the length of the career break you will offer, including any restrictions or limitations
Determine any associated costs and benefits for employees taking a career break
Consider any statutory or contractual rights employees may have in relation to accrual of leave and pay during a career break
Identify how employees’ rights to statutory holiday entitlement and additional holiday entitlement will be affected, and how this will be communicated
Set out a process for calculating the leave entitlements of employees on a career break

Once you have established the process for calculating leave entitlements and identified any associated costs and benefits, you can check this off your list and move on to the next step.

Define the process for ensuring employees are kept informed of any changes or updates

Develop a communication plan to ensure employees are regularly informed of any changes or updates to the career break policy
Ensure the plan includes options for communicating with employees in different formats, such as emails, newsletters, or intranet postings
Make sure the plan includes information about how employees can access additional resources or support if needed
Consider what channels are appropriate for communicating any changes or updates, such as through a newsletter, intranet postings, or other digital communication
Document the communication plan and how it will be implemented
When the communication plan is complete, check it off your list and move on to the next step.

Advice on how to address any potential issues related to career breaks

Consider the impact of a career break on the business and how it affects the team and other employees
Establish a policy that allows for career breaks and sets out the criteria and process for taking one
Put in place a method for monitoring employees on career breaks and tracking their progress
Consider the impact of career breaks on employees’ career development
Ensure that employees are provided with appropriate support and training to help them transition back into the workplace
Establish a fair and consistent policy for how career breaks will be handled in terms of recruitment, promotions, pay and benefits
Ensure that all staff are aware of the career break policy and that there is a clear communication plan in place
Explore any potential legal issues that may arise from career breaks and ensure that the policy is compliant with relevant regulations and laws

Identify potential issues (e.g. retention of staff, continuity of service)

Review existing policies and procedures related to career breaks, including any relevant legal requirements
Consider any potential risks associated with allowing staff to take career breaks, such as the impact on team continuity and service delivery
Consult with relevant stakeholders and staff representatives to understand how career breaks might affect retention rates and continuity of service
Analyse existing data to understand the impact of career breaks on the organisation
Identify any potential issues that may arise from allowing staff to take career breaks

Once you’ve identified the potential issues associated with allowing staff to take career breaks, you can check this step off your list and move onto the next one.

Develop a plan to address any potential issues

Analyze the potential issues identified in the previous step and decide which ones need to be addressed first.
Identify the best strategies to address each issue.
Outline a plan of action with timelines and goals.
Create a budget to cover any associated costs.
Determine the resources needed to implement the plan.
Assign responsibility to the appropriate team members to ensure accountability.
Document the plan and make sure it is easily accessible to all relevant parties.

Checklist to know when you can check this off your list and move on to the next step:

Potential issues identified
Strategies to address each issue outlined
Plan of action with timelines and goals created
Budget for any associated costs established
Resources needed to implement the plan identified
Responsibility assigned to the appropriate team members
Plan documented and easily accessible to all relevant parties

Develop a strategy to monitor and address any issues that may arise

Determine how to monitor and measure the success of the career break policy
Decide how to address any potential issues that arise due to the policy
Set up a system to track and follow up with employees returning from a career break
Create a yearly review process to evaluate the effectiveness of the policy
Establish a team or committee to review the policy and make adjustments as needed
When you have the strategy and systems in place, you can check this off your list and move on to training for managers on how to support employees taking career breaks.

Training for managers on how to support employees taking career breaks

Research and develop a training program for managers regarding how to support employees taking career breaks
Include topics such as the specific rights and entitlements of employees taking career breaks, how to respond to employee requests for career breaks, and how to help employees adjust to returning from a career break
Ensure that managers understa