Adoption leave policy & procedure

Updated April 2026

1. Purpose

Loughborough University aims to support employees in managing work and family responsibilities, promoting wellbeing, and creating a supportive work environment.  

2. Scope

The adoption leave policy & procedure covers leave for adopting parents, offering up to 52 weeks off and occupational/statutory pay for eligible employees.  

3. Policy Statement

This policy and procedure applies to all employees of Loughborough University, regardless of contract type or duration, other than those employed on an irregular casual basis.  It has been written following consultation with employee representatives. The procedures outlined within this policy have been developed to ensure that family leave is dealt with fairly, sympathetically and effectively.  

4. Roles and Responsibilities Employee responsibilities:

• Ensure the correct policy & procedure for requesting adoption leave is followed
• To discuss your request with the line manager prior to notifying your HR Adviser
• Prior to commencing the leave, agree on a suitable form of communication with your line manager
• To maintain contact with your manager during periods of leave
• Ensure return to work as expected and your line manager is informed of changes to return to work plan if applicable.

Line Managers responsibilities:

• Remind the employee of the requirement to notify their HR Adviser and refer them to the adoption leave policy & procedure
• Maintain reasonable contact with your employee during prolonged periods of leave and ensure that your employee is kept informed with changes and important updates in the workplace
• Seek advice from your School/Service’ HR Adviser if you have questions

Human Resources responsibilities:

• Advise managers and employees in accordance with the adoption leave policy and procedure
• Process all request for adoption leave promptly and accurately
• Update employee records as appropriate and inform Payroll. 

5. Adoption Leave Entitlement

When adopting, one parent can take adoption leave and the other can take paternity leave. Adoption leave is available for children up to 18 years old when placed for adoption.

Total Adoption Leave

Employees are entitled to up to 52 weeks of adoption leave, comprised of:

• Ordinary Adoption Leave (OAL): The first 26 weeks of leave
• Additional Adoption Leave (AAL): A further 26 weeks of leave, following OML
• The adoption leave period cannot be broken by any other manner of leave and must be a continuous period

Flexibility to Combine with Shared Parental Leave

• Employees may have the option to curtail their adoption leave and opt into Shared Parental Leave (SPL) arrangements
• Any reference to Shared Parental Leave in this policy is high-level, and employees are advised to consult the University’s Shared Parental Leave Policy for specific details and HR for further information. 

6. Adoption Pay and Eligibility

Eligibility Criteria

Employees are eligible for Statutory Adoption Pay (SAP) if they meet the following criteria:

• A minimum of 26 weeks of continuous service before the ‘match’ with a child is made by the registered Adoption Agency
• Earn a minimum of the Lower Earnings Limit (LEL) leading up to and including the week before the ‘match’. Please refer to the GOV.UK webpage for the LEL rate.

Adoption Pay Entitlement

Adoption pay is paid as follows:

• 18 weeks: Full contractual pay. This ‘top up’ of SAP is called Occupational Adoption Pay (OAP)
• 21 weeks: Statutory Adoption Pay (SMP) or 90% of average weekly earnings (whichever is lower)
• 13 weeks: Unpaid leave. 

Entitlement for less than 26 weeks service 

Entitlement for more than 26 weeks service 

*Subject to LEL, please see above

Entitlement for Fixed-Term Contract Employees  

If an employee is on a fixed-term contract:

• Occupational Adoption Pay (OAP) will be provided until the contract end date
• Statutory Adoption Pay (SAP) will continue to be paid beyond the contract end date, for the remainder of their entitlement, provided eligibility requirements are met.

7. Notification Requirements Notification of Adoption

• You must formally provide 28 days’ notice to your line manager & HR Adviser before you wish to be paid Statutory Adoption Pay, unless the time between the child being matched and placed is less than that Parental Leave Notification Form – Fill out form.
• You must submit a request for adoption leave in writing at least 7 days before a ‘match’ is made with a child by the Adoption Agency.

The notification must include:

• When you would like your leave to start (adoption leave can commence from the date the child starts living with you or 14 days before this date)
• the ‘date of placement’ - the expected or actual date the child is placed with you. (supported by a copy of the Matching Certificate of the child, naming you as the adoptive parent).

Changes to the Start Date

• You can change the start date of your adoption leave by providing your line manager & HR Adviser with at least 28 days’ notice in writing (or as much notice as is reasonably practicable).

Return to Work Before 52 Weeks

• If you wish to return to work before the full 52 weeks of adoption leave you must provide at least 8 weeks’ written notice, to your line manager & HR Adviser, of your intended return date
• If less than 8 weeks’ notice is given, your line manager may postpone the return date to ensure adequate operational planning.

8. Adoption Appointments

Entitlement to Paid Time Off

You are entitled to paid time-off work to attend 5 adoption appointments after the 'match' with a child. This must be discussed with your line manager when making such arrangements and where possible this time off should be taken at the beginning or end of the working day to cause as little disruption as possible.

9. Annual Leave

You will accrue annual leave, statutory (bank holiday), and closure days during your adoption leave, with part-time staff accruing these on a pro-rata basis as per conditions of service.

While annual leave should normally be taken in the year it is accrued, if you are unable to use all your leave, any remaining leave, including bank holidays and concessionary days, can be carried over to the next leave year and must be used immediately following your adoption leave. This annual leave carry over is not subject to the usual carry-over limits in the conditions of service.

You will continue to accrue annual leave, statutory (bank holiday), and closure days during your adoption leave, with part-time staff accruing these on a pro-rata basis.

10. Pay and Pension

Contributions During Paid Adoption Leave

• If you are a member of the Universities Superannuation Scheme (USS) or Local Government Pension Scheme (LGPS), contributions are deducted to the amount of occupational and statutory pay during the period of adoption leave
• During the statutory pay period, pension contributions are made up by the University to the full salary equivalent (USS members) or deemed to have been paid at that level in the LGPS
• To ensure continuity of reckonable service during the unpaid period you may wish to continue to pay contributions for the adoption leave period and it is advised that you contact the Payroll Team, who will advise and make the necessary arrangements.

Salary Increases During Adoption Leave

• If you are eligible for a salary increase during adoption leave, any adjustments will be applied to the calculation of adoption pay and pension contributions
• The Payroll Team will be available to provide guidance on pension contribution adjustments and repayment options if required.

11. Keeping in Touch (KIT) Days

KIT Days

You have the option to work up to 10 Keeping in Touch (KIT) days without ending your adoption leave by prior agreement with your line manager.

Payment for KIT Days

The payment for KIT days depends on the phase of adoption leave:

• During the 18 weeks of full pay: No additional payment will be made, as you would already be receiving full contractual pay
• During the 21 weeks of Statutory Adoption Pay (SMP): Payment will be made to “top up” your earnings to your full contractual rate for the hours worked on KIT days
• During the 13 weeks of unpaid leave: Payment will be made at your full contractual rate for the hours worked on KIT days.

Pension Contributions on KIT Day Payments

Any payment received for KIT days will be considered pensionable. Both employee and employer pension contributions will be deducted and paid as per normal pay practices.

12. Review Period

This policy & procedure will be reviewed by the policy owner every 3 years or to align with any changes in statutory requirements.