[CFS PLAYBOOK] FAMILY LEAVE
EMPLOYMENT
[CFS POLICY] FAMILY LEAVE
1.0 POLICY STATEMENT
Compass Forest School provides Crew with family leave conditions that go well beyond the legal minimum, ensuring everyone has the security needed to be fully present for their families. To achieve this, Crew:
Access up to 10 months of full enhanced pay, giving meaningful time with their growing family.
Know clearly what leave, pay, and support are available, with planning tailored individually.
Take and return from Family Leave with confidence being protected against disadvantage.
1.1 DEFINITION OF TERMS
The below table sets out a number of terms and definitions used within this document and connected documents:
Family Leave; The collective term for maternity, paternity, adoption, shared parental, neonatal and bereavement leave at Compass Forest School.
Qualifying Week; The 15th week before a baby is due.
Statutory Paternity Leave; the legal minimum for a partner of up to 2 weeks, in one or two blocks, taken within 52 weeks of the birth or placement.
Compass Extended Partner Leave; The additional leave Compass grants by contract, on top of the 2 statutory weeks, so a partner can take up to 10 months off in total.
Neonatal Care Leave; A separate statutory entitlement of up to 12 weeks for a parent whose baby needs neonatal care, on top of other family leave, not instead of it.
Bereaved Partner's Paternity Leave; A statutory entitlement for a surviving partner if the mother or primary adopter dies.
Continuous service; Unbroken employment with Compass, unaffected by taking leave.
Active service; Time actually spent working for Compass, including normal sickness absence, annual leave and jury service.
Keeping in Touch days; Days someone can choose to work during their leave, paid separately, without ending their leave.
Crew ; All those working for or on behalf of the school, full or part time, temporary or permanent, in either a paid or voluntary capacity
1.2 LEGAL FRAMEWORK AND STATUTORY GUIDANCE
Compass Forest School Playbooks are informed by statutory guidance, legislation and government standards that ensure the safe and effective delivery of Alternative Provision. Each Playbook interprets and applies these documents in ways specific to its area of practice.
Employment Rights Act 1996: Governs notice requirements, protections against unlawful pay deductions, flexible working rights, and the statutory right to return to work.
Equality Act 2010: Establishes pregnancy, maternity, and family leave as protected characteristics, prohibiting discrimination, harassment, or detriment.
Maternity and Parental Leave etc. Regulations 1999: Sets out the statutory operational rules for maternity leave and return rights.
Paternity and Adoption Leave Regulations 2002: Defines statutory paternity and adoption leave rules and entitlements.
Statutory Shared Parental Leave Regulations 2014 & Shared Parental Pay Regulations 2014: Governs the flexible sharing of leave and pay pots between parents.
Protection from Redundancy (Pregnancy and Family Leave) Act 2023: Extends priority protection for suitable alternative roles during pregnancy and up to 18 months post-birth or placement (applied contractually by Compass to Extended Partner Leave).
Neonatal Care (Leave and Pay) Act 2023: Provides up to 12 weeks of statutory leave and pay for parents whose baby requires qualifying neonatal care.
Employment Rights Act 2025: Establishes Paternity Leave as a day-one right from 6 April 2026.
Bereaved Partners Paternity Leave Regulations 2026: Protects leave rights for surviving partners following the death of a birth parent or primary adopter.
Note on Statutory Rates: Government pay rates (SMP, SPP, SAP, ShPP, Statutory Neonatal Care Pay) are reviewed annually every April. Payroll verifies current rates directly on GOV.UK prior to processing leave payments; statutory rate adjustments automatically override figures referenced in internal documentation.
1.3 DATA PROTECTION
Compass Forest School processes personal data in compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and related legislation. Personal information is collected, stored, used and shared lawfully, securely and proportionately, in accordance with statutory guidance and Data Protection Playbook.
Crew are responsible for ensuring that personal data is handled accurately, confidentially and on a need-to-know basis. Safeguarding and public interest considerations may override confidentiality where this is lawful, necessary and proportionate.
1.4 DISCLOSURE OF INFORMATION
Any use or disclosure of information held by Compass Forest School must have a clear and lawful basis. Unauthorised or unlawful disclosure of personal data may constitute a criminal offence under the Data Protection Act 2018.
All Crew must understand their responsibilities in relation to confidentiality, lawful information sharing and subject access rights under UK GDPR. Information will be shared without consent where there is a lawful basis to do so.
The Data Protection Act 2018 and UK GDPR are not barriers to sharing information where there is a concern that a child may be at risk of significant harm. Where there is uncertainty about whether information should be shared, advice must be sought from a senior leader or Designated Safeguarding Lead before disclosure.
1.5 STATEMENT OF EQUALITY
Compass Forest School is committed to equality, diversity and inclusion in accordance with the Equality Act 2010. Discrimination, harassment and victimisation are not tolerated. Many children attending Compass Forest School experience additional vulnerabilities or barriers to participation, safety or wellbeing.
These may include special educational needs or disabilities, experiences of discrimination, family or environmental adversity, risk of exploitation or abuse, being looked after or previously looked after, or instability in education or care arrangements.
Crew proactively identify and reduce inequality by making reasonable adjustments, adapting practice and ensuring that decisions are fair, proportionate and responsive to individual need. All children and Crew are treated with dignity and respect and are supported to feel safe, valued and heard.
[CFS PROCESSES] family leave
2.0 PROCESSES STATEMENT
Family leave is one of the most significant periods a Crew member may experience. It can bring excitement, uncertainty and significant change. It can also involve circumstances that are difficult, unexpected or deeply personal. Compass Forest School believes that when Crew need time to focus on their family, the work side of things should be made as clear, fair and manageable as possible.
That means being transparent about what support is available, what Crew need to do, what the company offers and what happens before, during and after leave. Family Leave is not treated as a single event. It is a journey that begins with telling Compass about a pregnancy, adoption or change in family circumstances. Continuing through to a safe, supported and confident return to work.
Compass Forest School identifies ten core Processes that support Crew in meeting policy aims and statutory responsibilities surrounding Family Leave. These are: Defined Roles And Responsibilities, Early Disclosure, Pregnancy Risk Assessment, Types Of Family Leave, Planning For Leave, Keeping In Touch During Leave, Returning To Work, Enhanced Pay, Qualifying Again, And Protection From Redundancy And Dismissal.
Each process is underpinned by clear procedures that provide practical guidance and ensure a consistent, proportionate and effective approach to Family Leave.
2.1 DEFINED ROLES AND RESPONSIBILITIES
Clear roles and responsibilities help Crew act quickly, confidently and consistently when everyone understands what they must do and who to pass concerns to. Issues are then identified earlier, decisions are made properly, actions are recorded accurately and effective oversight is maintained at every level of the company.
Defined responsibilities sit with the owner, relevant senior leaders, the Designated Safeguarding Lead (DSL) and all Crew. While some roles carry additional authority and accountability, responsibility is shared. No concern is ever “someone else’s job”. No child or adult should be left at risk because someone assumed another person would act.
Everyone has a duty to speak up, pass on concerns and challenge unsafe practice, poor judgement or wrongdoing in a professional and respectful way. This shared responsibility is critical to identifying risks early and preventing harm wherever reasonably practicable. Within an Alternative Provision context, Compass Forest School places strong emphasis on prevention.
Crew Leaders support Crew to develop the skills, confidence and understanding needed to stay safe and thrive. This is reinforced through clear Playbooks, training, consistent day-to-day practice and oversight by the Designated Safeguard Lead and Deputy. Arrangements are reviewed regularly and updated in line with statutory guidance to ensure practice remains current and effective.
2.2 EARLY DISCLOSURE
Some family circumstances affect work long before leave begins. Compass encourages Crew to disclose a pregnancy or upcoming adoption as early as they feel able to. Early disclosure gives Compass time to understand the individual circumstances, complete an appropriate risk assessment and make any necessary adjustments to work.
Compass recognise that early pregnancy can be a private and uncertain time. Crew are not required to disclose immediately after finding out they are pregnant, nor do they need to decide their leave dates immediately. Disclosing a pregnancy will be handled confidentially and is separate from formally starting Family Leave.
Upon early disclosure, the Owner will:
arrange an appropriate conversation with the Crew member;
complete or review the relevant risk assessment;
discuss any medical advice or individual circumstances the Crew member wishes to share;
consider whether any temporary adjustments are needed;
explain what information Compass will need later to formally arrange leave and pay;
agree how and when any information will be shared with other people.
2.3 PREGNANCY RISK ASSESSMENT
Compass's work is highly physically and mentally demanding. Hazards to consider include but are not limited to manual handling, uneven terrain, prolonged standing and unpredictable weather. Pregnancy does not automatically mean a Crew member must stop working. However, the nature of the work means the health and safety of the Crew member must be considered individually.
Once disclosure takes place, a risk assessment will be completed within 14 days and reviewed regularly; at least fortnightly. Where a risk cannot reasonably be removed or mitigated, Compass will consider: adjusting the working conditions or hours; offering suitable alternative work where available; or suspending the Crew member on full pay if no safe alternative role exists.
2.4 TYPES OF FAMILY LEAVE
Every family situation is different. The main types of Family Leave that may apply at Compass are considered here. Where a Crew member's circumstances are more complex, the Company will confirm the specific legal and contractual arrangements in writing.
Maternity Leave;
Eligible birth parents can take up to 52 weeks of leave. With 12 months continuous service by the Qualifying Week, Crew receive 10 months (43 weeks) of full pay. Statutory Maternity Pay (SMP) forms part of the first 39 weeks. Compass tops that payment up to a Crew member's normal full pay. Plus 4 weeks full funded by Compass. Crew who do not qualify still receive all statutory maternity leave and pay they are legally entitled to.
Adoption Leave ;
Primary adopters receive terms mirroring Maternity Leave in full. An eligible primary adopter can therefore access: 43 weeks on full pay. The relevant adoption or parental order documentation and dates are used instead of maternity-specific information. This approach also applies to surrogacy and foster-to-adopt arrangements. Crew who do not qualify still receive statutory adoption leave and pay.
Partner Leave;
Eligible partners with 12 months continuous service receive 10 months (43 weeks) of full pay. Statutory Paternity Leave forms part of the first 2 weeks. Compass tops that payment up to a Crew members normal full pay, followed by 41 weeks of Extended Partner Leave at full pay. The leave is structured differently because part of it is statutory and the remainder is provided contractually by Compass. Crew who do not qualify still receive all statutory partner leave and pay.
Neonatal Care Leave;
If a baby enters neonatal care within 28 days of birth for 7+ continuous days, parents receive up to 12 weeks of leave on top of other Family Leave. For eligible Crew, Compass tops this period up to full pay. Compass will confirm the specific arrangements as soon as reasonably possible once neonatal care becomes relevant.
Bereaved Partner's Paternity Leave;
If a birth parent or primary adopter passes away, the surviving partner has a day-one statutory right to take over remaining leave up to 52 weeks. The Owner works directly with the Crew member to manage leave, contractual pay, compassionate leave, and practical adjustments. Compass recognises that this is an exceptionally difficult situation.
Shared Parental Leave;
This type of Leave remains available to eligible parents who want to structure their leave differently. Compass's enhanced offer means many families will not need to use Shared Parental Leave simply to allow both parents significant time at home. Where Shared Parental Leave is chosen, the statutory Shared Parental Leave and Pay rules apply. Compass will explain the available options before leave.
2.5 PLANNING FOR LEAVE
At the Qualifying Week or equivalent milestone, the Owner meets with the Crew member to discuss leave plans, clarify notice requirements, and explain statutory rights alongside eligible Compass enhanced pay.
This session establishes the leave type, intended start and return dates, management of accrued holiday, pension, and contractual benefits, as well as Keeping in Touch (KIT/SPLIT) preferences, handover expectations, and information shared with the wider Crew.
While formal notice and certificates must follow statutory timelines, Compass takes a practical, compassionate approach during unexpected crises like premature birth, neonatal care, or bereavement by removing unnecessary administrative burdens. Before leave begins, all handovers must be completed.
The Owner provides full written confirmation of agreed dates, pay structures, and benefit arrangements within 28 days of notification, ensuring Crew step away with complete clarity and peace of mind.
2.6 KEEPING IN TOUCH DURING LEAVE
Crew may choose to maintain connection during leave without giving up their time away. Either side may suggest Keeping in Touch (KIT) days or Shared Parental Leave in Touch (SPLIT) days. Up to 10 days for maternity, adoption, partner, or neonatal leave and up to 20 days for shared parental leave. KIT/SPLIT days are entirely voluntary.
No Crew member is required to work them or penalized for declining. Common uses include team planning days, essential training, or safeguarding refreshers. Each day worked is paid separately on top of standard leave pay.
2.7 RETURNING TO WORK
Compass conducts a return-to-work meeting prior to a Crew member's official start date to review role expectations, site changes, safeguarding updates, relevant training, risk assessments, and flexible working requests. Crew retain the right to return to work in accordance with the statutory rights that apply to their particular leave.
A return within 26 weeks gives Crew the right to return to the exact same role on the same terms. A return after 26 weeks, including Extended Partner Leave, gives Crew the right to return to the same role or, if genuinely not practicable, a suitable alternative role on no less favourable terms.
Changing an intended start date requires 28 days' written notice. Changing an agreed return date requires 8 weeks written notice.
2.8 ENHANCED PAY
Compass's enhanced family pay is a significant contractual benefit designed to give eligible Crew meaningful time with their growing family. Enhanced pay represents normal basic contractual pay, less standard tax, National Insurance, and pension deductions, formed by topping up statutory payments to 100%.
It excludes variable overtime, bonuses, or commission, but includes any contractual pay rises taking effect during leave. Statutory annual leave continues accruing throughout paid and unpaid family leave. To qualify for Crew must:
have completed at least 12 months' continuous service by the relevant Qualifying Week or equivalent adoption date; and
meet the statutory conditions required for the underlying statutory entitlement where those conditions apply.
Crew who do not meet these requirements are not disadvantaged in relation to their statutory rights. They still receive the full statutory leave and pay they are legally entitled to. Compass will confirm the arrangements that apply in writing before leave begins wherever reasonably practicable.
2.9 QUALIFYING AGAIN
To keep enhanced pay sustainable, Crew who have previously received enhanced family pay must complete 12 months of active service following their return to work before qualifying for enhanced pay on a subsequent claim.
Active service includes normal working time, annual leave, sickness absence, and jury service; it excludes periods of family leave. Re-qualification is measured from the return-to-work date. Statutory entitlements are never affected by this clause.
2.10 PROTECTION FROM REDUNDANCY AND DISMISSAL
Taking family leave will never disadvantage a Crew member. Compass enforces all statutory protections against discrimination, detriment and dismissal. Statutory redundancy protection, granting priority for suitable alternative roles, applies from pregnancy or matching notification until 18 months post-birth or placement for Maternity, Adoption, SPL (6 or more continuous weeks) and Bereaved Partner's Paternity (6 or more continuous weeks).
Compass contractually extends this identical 18-month priority protection to partners taking Compass Extended Partner Leave. Dismissal or unfavourable treatment attributable to pregnancy or family leave is strictly prohibited.
2.11 RECORD KEEPING
High-quality record keeping underpins safeguarding, accountability and continuous improvement across Compass Forest School. Crew maintain accurate, timely and secure records of concerns, incidents, accidents, decisions and actions to ensure risks are identified, managed and reviewed effectively.
Records are factual, clearly dated, and attributable, written in professional, objective language. They distinguish facts, professional judgement, and actions taken, avoiding assumptions, emotive language, or unsubstantiated conclusions. All relevant matters are recorded without delay on Compass Forest School’s secure 'Connecteam' system under Crew's private personnel file.
Records may support the identification of patterns, trends or emerging risks to inform learning, oversight and proactive planning. Crew are expected to seek guidance from the relevant Designated Lead if unsure whether to record an issue. Records are stored and managed in line with UK GDPR, the Data Protection Act 2018, and other applicable legislation.
Access is restricted to those with a legitimate professional role and information is shared strictly on a need-to-know basis. Records are retained in accordance to statutory requirements and recognised best practice. They are reviewed regularly to support transparency, learning, accountability and the continuous improvement. Crew are accountable for maintaining records that reflect the highest professional standards.
2.12 WHISTLEBLOWING
Compass Forest School creates a culture where concerns can be raised openly, honestly and in good faith, without fear of reprisal or victimisation. Crew have a professional duty to report concerns about the conduct, behaviour or practice of colleagues or the organisation where children, Crew or others may be at risk.
Safeguarding concerns must be reported immediately to the Designated Safeguarding Lead (DSL) or Deputy DSL. If the concern relates to the DSL, it must be raised via the independent whistleblowing service, SafeCall (0800 915 1571). Crew must never investigate concerns themselves or delay reporting. Failing to report, regardless of personal relationships or perceived seriousness, may be regarded as condoning unsafe practice.
Where appropriate, concerns should be documented factually before or during reporting. All reports are treated seriously, confidentially and investigated promptly. Whistleblowing is a vital safeguarding mechanism and forms part of Compass Forest School’s commitment to transparency, accountability, and child-centred practice.
2.13 MONITORING ARRANGEMENTS
This Playbook is reviewed at least annually by the Owner and Designated Safeguarding Lead to ensure it remains effective, compliant and aligned with best practice and statutory guidance. Reviews also consider feedback from Crew, families and Client schools. Playbooks are updated immediately in response to changes in legislation or guidance. Monitoring ensures the Playbook continues to support safe, personalised, and effective provision for all learners.
2.14 LINKS TO OTHER PLAYBOOKS OF RELEVANCE
Compass Forest Schools Learning Playbook links to the following Playbooks :
Crew Handbook
Health And Safety
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