Senate Parental Leave Cover Policy
1.0 Purpose and Scope
1.1 The Senate Parental Leave Cover Policy (the "Policy") aims to provide a transparent mechanism by which temporary vacancies on Senate are filled when a member takes any type of parental leave.
1.2 This policy applies to all members of the University Senate.
1.3 This Policy is underpinned by principles of continuity of governance, fair representation and transparency in appointments.
2.0 Definitions
2.1 For the purposes of this policy a member of Senate is any member who has been appointed to serve on Senate. This includes ex officio members, elected members, Students' Union officers, student members and co-opted members.
2.2 Parental leave is defined as any period of leave taken under the University's various parental leave policies. For the avoidance of doubt, at the time of writing this includes: The Adoption and Surrogacy Leave Policy, University Maternity Policy, University Parental Leave Policy, University Paternity Leave Policy, the University Shared Parental Leave Policy and any relevant Student Regulations.
3.0 Roles and Responsibilities
3.1 The member of Senate should advise the Secretary to Senate of their anticipated leave as soon as practically possible.
3.2 The Secretary to Senate will make arrangements to fill the vacancy within the bounds of the policy.
4.0 Policy Statement
4.1 The University of Bath is committed to helping working and studying parents balance the needs of work, study and family life. It has in place a number of family friendly policies where a member of staff is entitled to be on leave for up to 52 weeks.
4.2 Where the member of Senate's leave is anticipated to be less than six months then the temporary vacancy on Senate will not be filled, and the Senate member's absence from any meeting will be marked as an apology.
4.3 Where the period of parental leave is anticipated to be more than six months the temporary vacancy will be filled in line with the below procedure.
4.4 Where a period of leave initially anticipated to be less than six months is subsequently extended beyond six months, the Secretary to Senate will initiate the process to appoint temporary cover as soon as reasonably practicable.
4.5 The term of office of the member of Senate on parental leave will remain unchanged by their period of leave.
5.0 Related Policies and Procedures
Senate Parental Leave Cover Procedure
1.0 Temporary Vacancies of more than six months
1.1 Where a period of parental leave is anticipated to be more than six months the following procedure will be followed to appoint temporary cover:
1.1.1 Where the individual is an ex officio member of Senate, their position on Senate will be filled by the person covering the ex officio role. For the avoidance of doubt this does not include Students' Union Officers
1.1.2 Where the individual is a Students' Union Officer, cover arrangements will follow the Students' Union's approved succession or replacement arrangements, where applicable.
1.1.3 Where the individual is an elected member of Senate and there has been an election within the last six months, then the next eligible runner-up with the highest number of votes will be invited to cover the temporary absence, in line with the Elections and Appointments Framework.
1.1.4 For example, if a non-Professorial member from the School of Management took an extended period of parental leave, the non-Professorial candidate from the School of Management with the next highest votes would be appointed to the vacancy, even if there were candidates from other Faculties with a higher number of votes overall.
1.1.5 Where the individual is an elected member of Senate and there has not been an election within the past six months or there has been an election but there are no eligible runner(s)-up or eligible runner(s)-up decline to cover the absence then an election will be held to fill the temporary vacancy.
1.1.6 If an election is required, it will be carried out in line with the provisions of the Elections and Appointments Framework.
1.2 The Secretary to Senate will normally seek to fill a temporary vacancy in advance of the next scheduled Senate meeting, where reasonably practicable.
1.3 In exceptional circumstances where the provisions of this Procedure cannot reasonably be applied, the Secretary to Senate may determine an alternative approach, in consultation with the Chair of Senate, ensuring alignment with the principles of the Policy.
2.0 Vacancies on Senate Sub-Committees
2.1 Where membership of a Senate sub-committee derives from Senate membership, the temporary member of Senate will assume that role.
2.2 Where membership of a Senate sub-committee derives from a separate role or appointment process, the vacancy will be filled in accordance with the relevant appointment process, including the Elections and Appointments Framework where applicable.
3.0 Roles and Responsibilities of Temporary Members of Senate
3.1 Any temporary member of Senate appointed to cover a period of parental leave will be appointed on the basis that:
3.1.1 They will fill the vacancy on Senate on a temporary basis until the period of parental leave has come to an end.
3.1.2 The temporary member will be treated as a "full" member of Senate and will be entitled to receive papers, attend Senate meetings, participate in discussions, and vote.
3.1.3 The temporary member will not be obliged to represent the views of the member that they are replacing.
3.1.4 The temporary member of Senate will be eligible to stand for election as a full member at the first opportunity that arises after the completion of their temporary term of office. Any new term for which they are elected will be for the full three years. If the duration of their temporary term was less than a full year, the temporary term would not count as a term on Senate for the purposes of the Elections and Appointments Framework.