The accrual and taking up of regular (holiday) leave has been laid down in the Collective Labour Agreement of Dutch Universities (CAO-NU). In addition, the collective labour agreement contains provisions on public holiday leave and on a few special forms of leave that have their basis in the Work and Care Act. This concerns, for example, maternity leave, adoption leave, parental leave, personal leave and emergency leave.
How the UT implements the leave provisions of the Collective Labour Agreement of Dutch Universities has been determined in the University of Twente Leave Regulations. The UT has a separate regulation for educational leave and study leave.
Holiday leave, emergency leave and leave in case of family events or relocationare all requested digitally through the 'Application for leave' web application. You can find this web application under 'My apps' on the employee portal.
Leave in case of family events or relocation is registered as special leave in the web application.
In order to request parental leave you can download a form that your manager will then need to sign. You need to submit this form to the Human Resources department of the faculty or unit.
All other forms of leave are to be submitted as a verbal or written request to your manager.
If you adopt or decide to foster a child, you are entitled to a maximum of six weeks of paid leave. You can take up this leave consecutively. You may also take up the leave spread over a period of twenty-six weeks. This period may start four weeks prior to you taking in the child into your family but you may also take up the leave at a later stage. You can do so up to twenty-two weeks after taking in the child into your home.
You need to request leave for adoption or foster care with your manager no later than three weeks prior to taking in the child. Upon approval, you will need to apply for an adoption or foster care allowance (Work and Care Act; Wet arbeid en zorg) with the Employee Insurance Agency (UWV) together with the UT. As the UT continues to pay your salary during your leave, the UT will be receiving this allowance.
When your partner gives birth to a child, you are entitled to full paid leave of one week, based on your regular weekly working hours. Birth leave must be taken within a period of up to four weeks after the day on which the child is born. You can register for Birth leave using the ‘leave request’ web application, under ‘type of leave’.
Additional birth leave
With effect from 1 July 2020, you are entitled to additional birth leave when your partner gives birth to a child. This additional leave is a maximum of five times your regular weekly working hours. Your employer will apply for a benefit from UWV to cover up to 70% of your maximum daily wage. This will be paid to the university. Your salary will be paid in full during the period of additional birth leave. This is set out in the University of Twente’s leave regulations.
You are only entitled to the additional birth leave if you meet the following requirements:
- Your child was born on or after 1 July 2020.
- You have first taken standard birth leave of one week, based on your regular weekly working hours.
- You are the partner of the child's mother and one of the following also applies to you:
- You are the husband or wife of the child's mother, or the registered
partner of the child’s mother.
- You are the legal parent or guardian of the child.
- You live with the child's mother, but are not married to her.
- You are the husband or wife of the child's mother, or the registered
If you wish to take the additional birth leave, please notify the HR department after consulting your manager and provide the following information:
- The child's date of birth.
- The number of weeks of leave you wish to take (either 1, 2, 3, 4 or 5 whole working weeks).
- The date on which the period of leave will begin.
- A statement that you will have taken the standard one week of birth leave before this period begins.
- The distribution of the birth leave (where applicable). Additional birth leave must be taken within six months of the birth of the child.
You can register for additional birth leave using the ‘leave request’ web application, under ‘type of leave’.
As a member of UT staff, you may be eligible for educational leave. The aim of educational leave is to positively influence your performance within the UT or improve your career prospects. You can use the leave to follow an educational programme or course, to exchange or refresh your knowledge or to gather specialist experience within a specific subject area.
You may only be eligible for educational leave if you have been employed with the UT for at least five years and if you have a permanent employment contract when the leave is to commence. To be eligible for a new period of educational leave, you will again need to have worked at the UT for five additional years.
You can take up to a maximum of three months' consecutive educational leave if you decide to use all of your working hours for the purpose of studying, but it is also possible to take educational leave whilst continuing to work part-time. That way, you can take up leave for a longer period of time. Your request needs to be approved by the faculty or unit.
The UT will continue to pay out your salary during the educational leave. In addition, your faculty or unit may grant an allowance to cover expenses related to the leave, such as education expenses and travel and accommodation expenses.
You need to apply for educational leave with your faculty or unit no later than three months before you wish to start the educational programme. You also need to submit a study plan and a budget which you are to prepare in consultation with your manager. This plan should include what exactly you want to do during the educational leave, which expenses will be incurred and how the leave relates to your work at the UT. The plan needs to be approved by your faculty or unit.
For more information refer to the UT Regulation Paid Educational Leave.
If you are going abroad for your educational leave for a longer period of time, look here.
In case of an emergency, you may be eligible for additional leave. An emergency is a sudden event taking place in your private life requiring your immediate attention and thus making it impossible for you to work. Examples include a burst pipe or your partner going into labour. The duration of the leave is a maximum for a period that can be considered reasonable and fair in view of the nature of the emergency. This is usually a few hours to a maximum of 2 days. Please inform your manager about the emergency as soon as possible and indicate how long you think the situation will last for. You can apply for emergency leave via the 'application for leave' web application, choose 'calamity leave'. Please do so once the emergency is over.
In certain situations, you are entitled to additional leave. If possible, you have to request this leave with the secretary's office of your faculty or unit no later than 24 hours prior to the situation taking place.
1 contractual working week
Marriage of first- or second-degree kinship or relations by marriage
1 calendar day if the celebration takes place on a day you normally work
Death of your partner and death of first-degree kinship or relations by marriage
The day of death until the day of the funeral or cremation
Death of second-degree kinship or relations by marriage*
A maximum of 2 consecutive calendar day
Death of third- or fourth-degree kinship or relations by marriage
The time that is needed to attend the funeral or cremation, with a maximum of 1 calendar day
Death of the person living together with a brother or sister of your partner's
A maximum of 1 calendar day if the funeral is on a day that you normally work
If you are charged with organizing the funeral and/or settling the inheritance after the death of a person in first- or second-degree kinship or relations by marriage**
A maximum of 2 calander days
Your 25th or 40th wedding anniversary
1 calendar day if the celebration takes place on a day you normally work
25th, 40th, 50th or 60th wedding anniversary of your or your partner's (step)parent's
1 calendar day if the celebration takes place on a day you normally work
* A maximum number of leave days is given in case of the death of second-degree kinship or relations by marriage. In practice, it often suffices to take less leave than officially allowed. The number of days of leave must be taken consecutively. The weekend is excluded from this. This means that if the death takes place on Thursday, the leave applies to Friday and the following Monday.
**To arrange the funeral and / or the settlement of the inheritance of a relative by blood or marriage in the 1st and 2nd degree, you are entitled to two additional days of leave. This leave is additional to the leave that is granted in the context of the death of a blood relative or relative in the 1st or 2nd degree.
Accrual of holiday hours
With full-time employment, you accrue 232 hours of holiday hours annually. This entitlement consists of 152 statutory holiday hours and 80 non-statutory holiday hours. If you work part-time, you accrue holiday hours pro rata. If you start working in the course of a calendar year, you are entitled to a proportional number of holiday hours. A proportional adjustment also takes place if the scope of your employment changes.
If you have full-time employment, you work by default 40 hours per week. Because the working hours are formally only 38 hours per week, you actually work 2 hours too much every week. As compensation you will receive 96 compensation hours per year. The compensation hours will expire at the end of the calendar year. You cannot transfer these hours to the new calendar year.
If you want to take a holiday, you can request leave via the web application for Leave. You can find this web application via the employee portal under My apps. As a rule, your faculty or service department approves the holiday request. Only if the interest of the organization makes this necessary, the faculty or service department can decide that you cannot take the holiday at the desired time. In principle, you take up the holiday and compensation hours in the calendar year in which you accrue them. Do you think that in a calendar year you will not take up all the hours built up that year? Then make timely agreements with your superviser about reducing the remaining hours. For example, about planning a holiday period, using hours in the Optional Model for Employment Conditions or a temporary reduction in the number of hours you work per week. If you have not yet made any arrangements on 1 July of a calendar year, the faculty or service department can, in consultation with you, determine a holiday period of up to four weeks.
Illness and leave
If you have been ill for a longer period of time, you will accrue the same amount of leave as a colleague who is not ill. However, leave hours that you accrue or turn in because of the flexible work hours scheme are exempted from this. The accrual or reduction of these hours stops after six months of sickness.
During an illness, you will continue to take up leave if you are capable to do so. This is usually the case. If you have been admitted to a healthcare institution, are confined to your bed or are no longer able to perform daily tasks independently, you will not be required to take up leave.
During an illness, you will still request leave through the 'Application for leave' web application. The number of hours that you take up is equal to the number of hours which you ought to have worked, had you not been ill.
Dismissal and leave
If you have holiday hours left on the dismissal date and you have not had the opportunity to take these hours, these hours will be paid. Compensation hours will not be paid at the end of your employment.
You can be granted leave to exercise your right to vote and to meet other legal obligations, though only if you are unable to do so in your leisure time.
If you are expecting a baby, you are entitled to pregnancy leave in the period leading up to childbirth. After giving birth, you are entitled to maternity leave.
To be eligible for pregnancy and maternity leave, you must timely provide your faculty or department with a certificate of pregnancy containing an indication of the delivery date issued by the physician or midwife. Moreover, you need to state when you want the pregnancy leave to start.
The starting date of the pregnancy leave is at minimum four and at maximum six weeks before the day of the indicated delivery date. The pregnancy leave lasts up to and including the day of delivery. The maternity leave begins on the day after the delivery. The maternity leave period is at least ten weeks. Together, the pregnancy leave and maternity leave periods are at least sixteen weeks. If the delivery occurs after the indicated delivery date, then the total period will be longer than sixteen weeks.
Extended leave for a multiple birth
If you are pregnant with two or more children, you can go on leave eight to ten weeks before the delivery date. Similar to women giving birth to one child, the maternity leave period is at least ten weeks. Only if the delivery occurs before the indicated delivery date and because of that your pregnancy leave period is less than six weeks, the maternity leave period will be extended in a way that together the pregnancy and maternity leave periods are sixteen weeks.
Hospital stay baby
If the baby stays at the hospital for a longer time during the maternity leave, the leave will be extended with the number of hospitalization days counting from the eighth day of hospitalization up to and including the final day of the original maternity leave. The extension can be no more than ten weeks.
The last period of the maternity leave can be flexible. This concerns the leave that remains after six weeks after the delivery date. This part of the maternity leave can be taken spread out over a period of no more than 30 weeks. You will do so in deliberation with your manager. The request for flexible maternity leave must be submitted to your faculty or department no later than three weeks after the delivery date.
Death of the mother
If the mother dies during the maternity leave, then her partner can take up the remaining leave. This concerns the leave for the period up to ten weeks after the delivery. The partner will take up this leave with their own employer and is entitled to payment of salary during the leave. The partner is also granted this leave if the mother was not entitled to the maternity leave; e.g. because she was not working or was self-employed.
By virtue of the Work and Care Act (Wet arbeid en zorg), you are entitled to parental leave on the condition that you meet the following requirements:
- you have been employed with the employer's company for at least one year when leave starts;
- you take up the leave before the child for whom the leave has been requested turns eight years old;
- you have not yet taken up parental leave for the child (this includes other employers).
Both parents, in their own right, are entitled to parental leave for the same child, provided they meet the conditions. Entitlement to parental leave also applies for adopted and foster children and stepchildren. In such a case, the prerequisite is that this child lives with you (this should be reflected in the Municipal Personal Records Database)
and that you have fully taken on the care and upbringing of that child.
Per child, parental leave amounts to a maximum of 26 times the weekly working hours.
(13 weeks paid and 13 weeks unpaid parental leave).
The law presumes that leave is taken for half of the weekly working hours during a consecutive period of twelve months. If your employer agrees, you may distribute the leave over a shorter or longer period of time. You may also ask your employer to divide the leave over as many as six separate periods. In that case, each period should have a minimum duration of a month.
In principle, the statutory parental leave is unpaid. Moreover, the employer is not required to share in the pension contribution for the hours in which you do not work. In a collective labour agreement, deviant arrangements may be made in this regard. In case of illness during the parental leave, you will not be granted any extra leave hours or days. You do not accrue leave over the hours of parental leave.
COLLECTIVE LABOUR AGREEMENT OF DUTCH UNIVERSITIES (CAO-NU)
The CAO-NU provides for paid parental leave. The maximum number of leave hours to which you are entitled is 13 times your weekly working hours. During this leave, you retain 62.5% of your total salary over the hours of parental leave. Also, the accrual of pension with ABP and the UT's share in the pension contribution remain unchanged.
The university regards staff with full-time employment taking up parental leave as part-timers. This means that we regard a 38-hour working week as the standard and that you cannot make use of the flexible work hours (every week you work two hours too many, which is compensated for on an annual basis by providing you with 96 compensation hours) during your parental leave. If you were to continue working for 32 hours a week during your parental leave, the parental leave would be six hours per week. In this example, you would therefore accrue leave over 32 hours.
If you give notice within six months after your paid parental leave or if you are dismissed within this period of time due to circumstances brought about by you, you are obliged to return the salary you were given over the leave hours. If so desired, you can take up unpaid parental leave for a maximum period of 13 times the weekly working hours following the period of paid parental leave. You will not receive any salary for the leave hours you take up as unpaid parental leave. The accrual of pension continues in full. However, in the case of unpaid parental leave, the University does not share in the contribution. This means that the pension contribution (both the employer's and the employee's share) will have to be borne by you in full. In so far as this is possible, the salary administration will directly settle the pension contributions to be paid by you with your salary. If this is not possible, for example because you have taken up unpaid leave for all of your weekly working hours, you will be sent an invoice.
In total, you are entitled to parental leave (both paid and unpaid) amounting to a maximum of 26 times your weekly working hours.
For more information on parental leave, please refer to the CAO-NU Chapter 4, Section 4.
APPLYING FOR PARENTAL LEAVE
Parental leave needs to be applied for with the direct manager no later than two months prior to the start of the leave. Please indicate (for both the paid and unpaid leave, if you would like to take up the latter):
- the period in which you would like to take up parental leave;
- the number of hours per week you would like to take up parental leave for;
- the distribution of this leave over the working week.
As soon as the period in which you would like to take up leave, the amount of leave hours desired and the distribution of this leave over the working week are definite, you can download a form for you and your manager to sign. This form needs to be submitted to the Human Resources department of your faculty or unit.
Your faculty or unit can grant personal leave for situations in which you necessarily take up care for a close family member. For more information, see Article 12 of the Leave Regulations.
As a member of UT staff you do not have to work on New Year’s Day, Good Friday, Easter Monday, King's Day, Liberation Day, Ascension Day, Whit Monday, Christmas Day and Boxing Day. At your request, your faculty or unit may grant you leave on other religious holidays. See here for more information.
The UT closes for public holidays and compulsory leave days and you normally will not be required to work on those days.
It is possible that you may have to work on a public holiday or during a collective closure, for the UT's benefit. In that case you will receive a leave day at a different time to compensate for the hours worked. In addition, you may be entitled to a bonus for working non-standard hours (TOD).
If you are moving due to commencement of employment with the University or a transfer to a different work location, you will be granted two days of leave to do so. If your relocation is connected to a transfer to a different work location, you will be granted an additional two days maximum of leave to search for a different home as well.
It is possible to request extended special leave for the benefit of academic purposes (sabbatical leave). The faculty or unit can grant this leave for a duration of twelve months at the most, with full, partial or no pay. The supervisor and the employee make agreements about the purpose of the leave and the way the leave is taken, the remuneration during the leave, the payment of the pension premium and the accrual and registration of compensation and holiday hours.
If you are going abroad for your sabbatical leave, please read this important information.
If you are taking a course by order of your faculty or unit, you will be granted leave with full pay for attending classes, interim examinations, examinations, etc. unless the leave damages the interests of the faculty or unit. In addition, you can be granted extra study leave in order to prepare for examinations or interim examinations.
Your faculty or unit can also grant you leave with full pay if you are taking a course at your own initiative. In order to receive this, you are required to submit a request with the manager of the faculty or unit where you work.