10 In accordance with Staff Rule
650.1 special leave without pay (SLWOP) may be granted upon request from the staff member under the conditions set out in these provisions for training or research in the interest of the Organization or for other important reasons, including family, health, or personal matters.
20 Specific provisions are available for consultation in this Leave and Absence section for staff members to request SLWOP as follows:
- Special leave for training and research and staff development – III.14.1.
- SLWOP to care for a child or seriously ill family member– III.6.23;
- Compassionate leave – III.6.21;
- Special leave for military training or service – III.6.24;
- SLWOP for pension purposes – III.6.25.
30 In accordance with Staff Rule 650.2, upon the initiative of the Director-General a staff member may be placed on SLWOP, when it is considered in the best interests of the Organization. See Eligibility section below.
40 Staff members holding continuing and fixed-term appointments shall be entitled to request SLWOP under the terms and conditions set out in these provisions. The Organization will review each request on its merits taking into consideration the reasons for the request, the duration of absence compared to the staff member’s service time, and human resourcing needs.
50 Staff members may be eligible for SLWOP for a period not normally exceeding one year, or up to the remaining duration of the current appointment, if ending earlier, as set out below - see Special leave without pay conditions.
60 A staff member may be placed on SLWOP by the Organisation for reasons of health when sick leave or annual leave entitlements are exhausted in accordance with Staff Rule 740.1.3. See III.6.9 Certified sick leave - charging excess leave.
70 Assistant Director-General, Business Operations (ADG/BOS) may also exceptionally place a staff member on SLWOP if considered in the interest of the Organization in accordance with Staff Rule 650.2, to implement withholding of salary payments due to unauthorized absence from work. Such SLWOP shall be recommended by Director, Human Resources and Talent Management (Director, HRT) pending a decision on unauthorized absence under Staff Rule 610.5 – see III.5.6 Withholding of salary for unauthorized absences.
80 SLWOP shall not be granted to a staff member who becomes a candidate for a public office of a political character. The staff member shall resign as stipulated under Staff Regulation 1.8.
90 SLWOP shall not be granted for the purposes of enabling a staff member to take up planned employment within the Organization during the SLWOP period with different conditions of service or to facilitate transfer to another duty station. Other administrative solutions should be sought in such cases.
100 SLWOP shall not normally be granted to permit a staff member to take up outside employment.
Special leave without pay conditions
110 SLWOP for a period not normally exceeding one year may be granted under the following conditions:
- annual or sick leave entitlements are exhausted; and
- the Organization agrees it is in its best interest to keep the staff member's position open for return to duty;
- the duration of SLWOP does not exceed one year or the remaining duration of the appointment if less; and
- where SLWOP duration exceeds 3 months (90 calendar days), the staff member must complete the separation clearance process prior to departing on leave. In special circumstances such as SLWOP for health reasons when the SLWOP was at the Organization’s initiative, the clearance process shall be completed as soon as feasible.
SLWOP in connection with separation
120 SLWOP shall be granted in connection with separation by the Director-General under additional conditions when either of the two scenarios below occur:
- the position encumbered by the staff member will not be kept open due to operational requirements and exigencies of service and end date of SLWOP is prior to the appointment end date; and/or
- the end date of SLWOP corresponds to the staff member’s appointment end date or separation date under the applicable Staff Rules.
130 The additional conditions for SLWOP in connection with separation are as follows:
- where the end date of SLWOP is prior to the appointment end date, provided the staff member submits advance notice in writing of resignation under Staff Rule
1010 effective on the end date of SLWOP. Such notice must be submitted prior to departing on leave; and
- separation will be implemented on the last day of SLWOP, unless the staff member has applied and been selected for a new position prior to the end date of SLWOP;
- separation payments due, if any, shall normally be withheld until the end of the SLWOP;
- irrespective of the duration of the SLWOP, the staff member must complete the separation clearance process prior to departing on leave; and
- staff members granted SLWOP in connection with separation shall retain the right to be considered as internal candidates for recruitment purposes for up to 12 months after the SLWOP ends.
140 SLWOP for periods of less than 7 working days should be avoided. It is preferable for staff to request advance annual leave from the next year’s entitlement where feasible.
150 SLWOP up to 3 months (90 calendar days) should be favourably considered and the position kept open for the staff member’s return, particularly if the absence is related to family illness/obligations or parental needs.
160 SLWOP exceeding 3 months (90 calendar days) and up to one year may be granted. This duration of SLWOP requires the staff member to complete the separation clearance process prior to departure on leave.
Effective start and end dates
170 The SLWOP start date is the first working day after annual leave has been exhausted. The SLWOP end date is the day prior to resumption of duty and may be a non-working day, i.e. a Sunday or Saturday when the next day is a working day. In cases of SLWOP in connection with separation, the end date corresponds to the resignation date or end date of the appointment.
180 The separation clearance process minimizes financial risk for the Organization in the event the staff member does not resume duty; ensures all official documents, property and equipment are returned in compliance with the issuing authorities requirements; and enables settlement of any amounts owing or advances outstanding which may be due to the Organization or staff member prior to departure on leave and SLWOP.
190 The separation clearance process is mandatory and must be completed prior to departure as follows:
- SLWOP of more than 3 months (90 calendar days) unless host country regulations require return of residency cards or other, for shorter periods e.g for staff members based in Switzerland clearance must be completed for SLWOP of more than 2 months (60 calendar days) including return of the Swiss legitimation card; and
- All SLWOP granted in connection with separation, irrespective of the duration.
200 The separation clearance process is initiated by HR Business Partner (HBP) for staff at HQ or the Regional HR Officer (RHRO) for staff in the regions, upon receipt of the staff member’s signed acceptance of the SLWOP conditions.
Notice period for requesting SLWOP
210 Staff members wishing to request SLWOP must undertake the ‘Steps preceding the submission of the SLWOP request form’ outlined below prior to submitting the SLWOP request form. Early submission and approval of the SLWOP request form provide time for the necessary administrative procedures and resource planning actions to be undertaken. Time-lines for submitting the SLWOP request form, except in emergencies, are as follows:
- One month or more prior to the expected start date of absence for SLWOP of up to 3 months (90 calendar days);
- 2 months or more prior to the expected start date of absence for SLWOP exceeding 3 months (90 calendar days).
220 When SLWOP of up to 3 months (90 calendar days) is requested due to an emergency for compassionate reasons, ill health of a direct family member or other compelling and unexpected reason, the notice period may be waived partially or in full by the approving authorities.
Steps preceding submission of the SLWOP request form
230 Staff members must undertake the following steps prior to submitting the SLWOP request form:
- discuss with the HBP of the relevant division for staff at HQ or the Regional HR Officer (RHRO) for staff in the regions who will provide advice and guidance on the procedure, the potential start date of SLWOP taking into account exhaustion of accrued leave, any impact on entitlements and contract implications;
- if considering maintaining social security payments, seek advice and cost estimates from WHO Staff Health Insurance (SHI), WHO Pension services (Pension services) and Insurance Risk Management (IRM) for the Group Accident and Illness Insurance (GPAII) and if appropriate, the Voluntary Group Life Insurance (GLI); and
- upon collection of all relevant information, discuss with the first level supervisor before completing and submitting the SLWOP request form to the HBP/RHRO.
Submitting SLWOP request form and approval process
240 After undertaking the steps above, the staff member completes and submits the SLWOP request form to the HBP/RHRO for verification. The HBP/RHRO seeks approval on the request and whether to keep the position open for the staff member’s return from the department director, and ADG for the division for staff at HQ/Director, Programme Management (DPM) for staff in the regions.
250 An exceptional request related to SLWOP, e.g. non exhaustion of annual leave, SLWOP duration in excess of one year or extension beyond one year, SLWOP in connection with separation and SLWOP for pension purposes shall also be submitted for approval to the Director-General through Director, Business Operations (DAF) for staff in the regions, Director, HRT and ADG/BOS.
260 Once the SLWOP is approved and decisions taken on exceptional requests, the HR Leave Specialist (HRLS) for the division/region submits the relevant leave requests in the on-line leave system and uploads supporting documents.
270 Global Human Resources (GHR) verifies and sends 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 implements the SLWOP absence request and takes any necessary administrative action.
280 If the staff member does not sign and return the SLWOP offer letter, or departs on leave without completing the process, HBP/RHRO takes appropriate action to obtain the signed SLWOP form or follows procedures in accordance with the Staff Rules on unauthorized absence.
Relationship with other entitlements and benefits
290 Staff members are normally required to exhaust their accrued annual leave and other accrued leaves such as compensatory and discretionary days prior to commencing SLWOP. A request for an exception to not exhaust annual leave must be addressed to Director HRT for staff at HQ and to DAF for staff in the regions for final approval by the Director-General. The maximum amount of annual leave which may exceptionally be retained during SLWOP is 30 days.
300 As of the start of the SLWOP period of more than 30 days, annual leave will cease to accrue. Where annual leave has not been exhausted prior to SLWOP commencing, the staff member will be entitled to payment upon separation in respect of each day of accrued annual leave to their credit prior to departure on SLWOP, up to a maximum provided for in Staff Rule 630.8.
310 Staff members who have completed the necessary service time shall take the discretionary day/s prior to SLWOP if return to work is not expected or not expected in the calendar year.
320 Staff members are not entitled to sick leave when they are on SLWOP.
330 Staff members are not entitled to parental leave when they are on SLWOP.
340 In accordance with Staff Rule
650.7, during periods of SLWOP of more than 30 calendar days, service credit shall cease to accrue for all purposes, including annual leave, salary increment, completion of probation, repatriation grant, termination indemnity, home leave, rest and recuperation, danger pay and end of service grant, as applicable.
350 In accordance with Staff Rules 650.9, during SLWOP, cover under any insurance shall cease and no credit shall accrue for purposes of pensionable service time unless the staff member pays both their own and the Organization's contributions to:
360 Staff members who are participating in the GLI [see
III.20 Annex 7.B], may maintain their participation by paying contributions in advance. Participation is deemed to have terminated if contributions have ceased to be paid.
370 Staff members who wish to continue participation in any of the social security schemes above must indicate as such in the SLWOP request form, after agreeing on the modalities of payment with the services concerned. Prior to departure on leave it is the responsibility of the staff member to finalize payments to continue any social security benefits.
380 The SHI contributions that become due must be paid in advance in a lump sum in accordance with the SHI Rules. For estimates and payment arrangements staff members must contact SHI.
390 The UNJSPF contributions that become due must be paid either in full in advance in a lump sum, or concurrently on a monthly basis before 15th of each month. For estimates and payment arrangements contact Pension services. Non-payment of advance or non-payment of concurrent contributions would result in cancellation of the staff member’s participation in the UNJSPF from the month contributions cease to be paid.
400 The GPAII and GLI contributions which are due for the period of SLWOP must also be paid in advance. For estimates and payment arrangements contact IRM.
410 In accordance with Staff Rule
355.7, if the duration of the SLWOP is more than one third of the scholastic year of a child for whom the staff member is eligible to receive an education grant, the amount of the grant shall be reduced proportionally and the child's travel entitlement under Staff Rule 820.2.5.2 shall not be paid.
420 Internationally-recruited staff members entitled to repatriation travel and/or shipment who are granted SLWOP in connection with separation, may request the repatriation entitlements at the start of their SLWOP as per the standard conditions for such entitlements – see III.10.16 and III.8.6-8.
430 The repatriation grant may be claimed while the staff member is on SLWOP and up to two (2) years after the separation date upon submission of proof of relocation in accordance with Staff Rule 370.1 and III.3.11 Repatriation Grant.
Staff member status and conduct during SLWOP
440 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.
UN travel documents and residence permits
450 The privileges and immunities normally accorded to staff members of international organizations will be suspended during SLWOP. The following applies to official United Nations (UN) issued documents and those issued by national authorities to staff members and their eligible family members or where applicable, domestic employees:
- UN travel documents - (UN laissez passer and family certificates) may not be retained by staff members and their family members during SLWOP of any duration. Prior to departing on leave, HQ staff members, including staff in outposted HQ offices, must return the UN travel documents to HRT/HBP-HR services. Regional staff members must return the UN travel documents to the Regional HR Office. Where a UNLP is required to leave the duty station in some countries, the staff member must consult with the Regional HR Office for appropriate measures.
- Residence permits and visas – are subject to the laws and procedures of the host country of the duty station:
- Regional staff members and HQ staff assigned to outposted offices must contact the HR focal point in the regional or country office for information on whether residence permits may be retained for up to 3 months during SLWOP; where the national authorities do not permit retention of the permit while the staff member is on SLWOP, the permit(s) must be returned;
- Headquarters staff members assigned to Switzerland are issued a Carte de Legitimation (CdL) which may be retained for a maximum 2 months only during SLWOP. In accordance with Swiss Mission guidelines, staff members are required to return their own and those of their family members to HRT/HBP-HR services.
460 Staff members may be served notice of completion of appointment during periods of SLWOP. Such notice will be given in accordance with the provisions set out in Staff Rule
1040.
470 Notice of termination of appointment may be served during periods of SLWOP for all purposes under the Staff Rules.
Employment outside the Organization during SLWOP
480 Staff members may exceptionally be granted SLWOP to take up alternative employment outside the Organization when it is consistent with the interests of the Organization as follows:
- the director of the technical department which the staff member is assigned considers the experience or skills gained is in the interest of the Organization; and
- the staff member’s position shall be kept open for the duration of the SLWOP for the staff member to return to duty at the end of the SLWOP.
490 Staff members who are already on SLWOP to care for a child or seriously ill family member or other compelling family reason for an extended period may request exceptionally to be permitted to take up temporary employment outside the Organization provided:
- the duration of employment is for a limited period;
- the staff member’s position has been kept open for the duration of the SLWOP for the staff member to return to duty; and
- there will be no change to the duration or conditions of the SLWOP already agreed.
500 Approval of SLWOP in the above cases shall be contingent upon confirmation by Director, Compliance, Risk and Ethics (CRE) that taking up such alternative employment does not create a conflict of interest and is not in breach of Staff Regulations 1.4 and 1.7.
510 Before any commitment is entered into a request for permission to take up employment during SLWOP must be made in writing by the staff member to Director, CRE through Director, HRT for staff at HQ/DAF for staff in the regions. Director HRT/DAF shall seek the views of the department director, and ADG for the technical division for staff at HQ/Director, Programme Management (DPM) for staff in the regions. The request must include details of the employer, duration of employment, contract if available, job duties, and the staff member’s current position description and the SLWOP request form. Requests will be considered on a case-by-case basis. CRE shall inform the staff member and Director HRT/DAF of their views with respect to conflict of interest and any other issues. Director HRT/DAF will take a decision on whether the SLWOP may be considered and inform the staff member, department director, and ADG/DPM. If employment is permitted, the standard SLWOP approval process continues – see Submitting SLWOP request form and approval process.
520 Staff members requesting SLWOP to take up alternative employment must consider and respect the notice period and steps required preceding the submission of the SLWOP request form. Staff members already on SLWOP making a request must submit the request at least a month in advance of such employment.
Return to work at the end of SLWOP
530 For SLWOP exceeding 3 months (90 days) where the position has been kept open for the staff member’s return, the staff member must confirm in writing to the supervisor and HBP/RHRO he/she is returning to duty at least 4 weeks prior to the SLWOP end date. Failure to return to duty may result in the appointment being terminated.
540 Where a staff member decides not to return to duty, the staff member is required to submit written notice of resignation to the supervisor and the HBP/RHRO at least 4 weeks prior to the end of SLWOP.
550 Where a staff member is unfit to return to work after SLWOP, the staff member shall inform the supervisor, HBP/RHRO and Staff Health and Wellbeing Services (SHW) for staff at HQ/Regional Staff Physician (RSP) for staff in the regions so that medical clearance may be requested and if necessary SLWOP extended if the appointment permits. No sick leave will be granted unless the staff member has resumed work after SLWOP.
560 Staff members granted SLWOP in connection with separation have no right of return to work. However, they may apply and if selected for a fixed-term position prior to the end of SLWOP, the staff member may return to work and service may continue.
570 This policy and these procedures are updated and enter into force for all staff members on fixed-term and continuing appointments effective 1 June 2021 to reflect changes made to Staff Rule
650 which consolidated the now obsolete Staff Rule 655 on leave without pay.
