Leave Of Absence
Leave of Absence sections of Membership Policy
ABSENCE FROM CO-OP MEETINGS FOR LONG PERIODS
If a Co-op member has a valid reason for missing meetings over a long period of time, such as going on holiday or to work abroad, they must put in a request to Membership subgroup at least a month before they are due to go away.
Failure to do this will mean that membership may be put under review.
If a member wants to have someone else live in their property while they are away, they must put a request to Housing Management Sub-group.
SEE Housing Management: Lodgers and House Sitters Policy
1 Up to three months:
Co-op members may be excused attendance at meetings for up to three months. Reasons may include
- compassionate grounds (see guidelines below),
- evening working, in which case alternative sub-group work should be negotiated with the sub-group convenor.
- evening studying, in which case alternative sub-group work should be negotiated with the sub-group convenor
- doing other Co-op work in lieu
This may be granted by the member’s sub-group, or by Membership group, and should be noted in the sub-group’s monthly report to Membership
2 Over three months
In some circumstances Co-op members may be excused attendance at meetings for more than three months.
In this case the member puts a request to Membership subgroup, who brings it to the MC with a recommendation.
The reasons are as in No 1 with the addition of
- parental leave. In this case leave will be granted up to six months (as statutory rights for leave from work).
3 When the member is away from their Co-op residence.
When a Co-op member requests leave of absence which involves leaving their Co-op residence but does not include sub-letting, they should put a formal request to Membership subgroup, who bring it to the MC with a recommendation.
This will normally only be granted up to one year, or for a specified length of time (for example, the length of a course).
Reasons may include:
- compassionate grounds (see guidelines below)
- employment elsewhere
- studying elsewhere
The Co-op member must present confirmation from Housing Management to verify that any outstanding arrears have been settled and that a standing order has been set for paying rent during the period of absence.
When a member requests permission to sub-let
When a member is away from their Co-op residence and requests permission to sub-let, they should put their request to the Housing Management Sub-group, in accordance with the Policy on Lodgers and Sub-Tenants 1999.
4 If a request to extend the leave is received after one year
If a request to extend the leave of absence is received after one year, this shall be at the discretion of the MC, following a recommendation from Membership and, if sub-letting, Housing Management, bearing in mind the reasons specified in No 2. Extensions should be for a specified period and should only be granted in exceptional circumstances.
5 Long-term exemptions
In very exceptional circumstances a member may be granted a long-term exemption from Co-op participation.
In this case they will not be required to attend meetings nor to do work in lieu. The reason for the exemption will usually be medical. This should be negotiated with Membership and reported to the MC.
Details should remain confidential. If appropriate, Membership will ask for relevant documentation.
Exemptions should be reviewed every two years Evidence to support a special exemption should be provided.
Details must remain confidential. Membership will further consider how a review should be undertaken.
Only the decision taken by Membership about an exemption should be reported to the MC, not the reasons or any details.
Guidelines:
Compassionate Grounds
Compassionate grounds may include illness, illness of family members, death of family member, final exams or similar major event that means the Co-op member needs time off from Co-op duties. The reason for absence should be negotiated with Membership and should remain confidential.
Documentary Evidence
Membership may require documentary evidence in support of leave of absence.