10 The purpose of family emergency leave is to allow eligible staff members a period of paid leave to attend to family-related emergency situations. Staff members may also be granted a further 14 calendar days of special leave without pay (SLWOP) to attend to serious family-related emergencies.
20 Staff members holding continuing and fixed-term appointments are eligible for family emergency leave.
Entitlement and special leave without pay (SLWOP) conditions
30 Eligible staff members shall be granted family emergency leave to attend to family-related emergencies. These could include absences to provide support in cases of illness or hospitalization of an immediate family member (spouse, child, father/mother, brother/sister) or a close relative; a breakdown in parental obligations, child care or educational arrangements, that may occur during normal working hours; or major damage to the household which requires the staff members immediate presence.
40 Such leave consists of the following:
- up to the maximum of 7 working days of uncertified sick leave per calendar year, provided that the staff member has the required uncertified sick leave.
- SLWOP for up to two (2) calendar weeks (up to 14 calendar days) plus paid travel time (a maximum 2 days for a round trip), if needed, per calendar year when the staff member has exhausted uncertified sick leave and needs an additional period to attend to a family emergency. Subject to exigencies of service, requests from staff members for SLWOP for family-related emergency, will be given favourable consideration.
50 Part-time staff members are also eligible for family emergency leave in the proportion that their percentage of part-time employment bears to that of a full-time staff member.
60 Staff members are not required to exhaust their annual leave prior to requesting family emergency leave or SLWOP for up to 2 calendar weeks. The staff member’s position is kept open for the period of SLWOP.
70 Family emergency leave may not exceed the duration of the appointment.
Requesting and approving Family emergency leave
80 When availing of uncertified sick leave as family emergency leave, the staff member must inform the supervisor of the reason and probable duration of the absence in advance if possible, but not later than the first day of absence. The staff member must submit the uncertified sick leave request in the online leave system for approval by the supervisor, or request the leave administrator to do so on their behalf.
Up to 14 calendar days’ SLWOP
90 If requesting SLWOP under the family emergency leave entitlement, the staff member must:
- make every effort to inform and seek approval of the supervisor in advance of the proposed absence and its duration;
- consult or seek assistance from the HR Business Partner (HBP) of the Division for staff at HQ or Regional HR Officer (RHRO) for staff in the regions, before completing the SLWOP request form so that the start date of SLWOP can be identified if using all or part of accrued annual leave; and
- if maintaining contributions to WHO’s social security schemes during SLWOP, obtain cost estimates from the relevant services and arrange payments to WHO Staff Health Insurance (SHI), United Nations Joint Staff Pension Fund (UNJSPF), Insurance Risk Management (IRM) for the Group Accident and Illness Insurance (GPAII) and if already participating, the Voluntary Group Life Insurance (GLI).
100 Complete and sign the SLWOP request form indicating social security options and submit the form to the HBP/RHRO who will then submit the SLWOP absence request in the online leave system for supervisor approval.
110 Global Human Resources (GHR) receive the SLWOP request for verification of dates and approval. GHR send the SLWOP conditions to the staff member for acceptance and return within 10 working days. Upon receipt of the staff member’s acceptance of the SLWOP conditions, GHR approves the SLWOP absence request.
120 If the staff member does not return the signed acceptance of the SLWOP conditions, the period shall be charged to annual leave. GHR shall inform the HBP/RHRO of non-acceptance.
130 Upon return to duty the staff member informs the HBP/RHRO who submits the confirmation of the SLWOP request for approval by the supervisor and GHR.
Relationship with Other Entitlements, Benefits and Options
140 Staff are not required to exhaust all accrued annual leave prior to taking family emergency leave.
150 Annual leave credits continue to accrue during family emergency leave.
160 Subject to the exigencies of service, requests to take annual leave for family-related emergencies will be given favourable consideration.
170 Subject to the needs of the Organization, requests to combine half-time work for family-related emergencies, will be given favourable consideration e.g. instead of taking one week of full-time annual leave, the staff member may request half-time annual leave over a two-week period, combined with half-time work.
180 Service credits will continue to accrue for all purposes during periods of family emergency leave.
190 Staff members have the option of continuing their participation in insurance and in the United Nations Joint Staff Pension Fund (UNJSPF) during periods of SLWOP for family emergency. No credit shall accrue for purposes of insurances or pensionable service unless the staff member pays both their own and the Organization's contributions to the UNJSPF. Refer to III.6.20 Special Leave without pay – Insurance and Pension for more information.
Staff member status and conduct during SLWOP
200 During SLWOP staff members continue to be bound by the Staff Regulations and Staff Rules with regard to general obligations and other relevant policies on personal conduct.
220 Staff members may be served notice of completion of appointment during periods of family emergency leave. Such notice will be given in accordance with the provisions set out in Staff Rule 1040.
230 Notice of termination of appointment may be served during periods of family emergency leave for all purposes under the Staff Rules. No extension of appointment is due to a staff member if family emergency leave falls on or after the termination date.
Options on return to work
240 Subject to the needs of the Organization, requests to temporarily work on a part-time basis to take care of a family-related emergency for a limited period of time, will be given favourable consideration. Requests may be approved initially for a maximum of 6 months, subject to extension and mutual agreement between the Organization and the staff member.
Flexible working arrangement
250 Subject to exigencies of service where flexible working arrangements are in place, requests for flexible working arrangements for family-related emergencies will be given favourable consideration.
260 Staff members requiring more time off after family emergency leave may request SLWOP for personal reasons - III.6.20 Special leave without pay or III.6.23 SLWOP to care for a child or seriously ill family member if appropriate.
270 The policy and procedures are updated and enter into force for all staff members on fixed-term and continuing appointments effective 1 June 2021.
