Extenuating

Circumstances

Policy

 Section 1: Policy

1.1 Definition of an Extenuating Circumstance

 

The organization defines extenuating circumstances as:

 

‘Unforeseen and unpreventable circumstances outside of an employee’s control which have a significant impact on the serving of notice period’.

 

It is not possible or helpful to create an exhaustive list of circumstances that may be accepted as being extenuating, however, some indicative examples may include:

 

• serious physical or mental health issues;

 

• close family bereavement / family emergency;

 

• Other significant, unexpected personal circumstances.

 

1.2 Expectations

 

All employees are expected to exit the organization gracefully and adhere to the employment terms.

 

The organization acknowledges that there will be some rare occasions when unforeseen and unpreventable situations arise which may require the employee to leave at a short notice. In such cases, and provided the requirements specified in this policy are satisfied, the organization may, at its absolute discretion, approve an extenuating circumstance request and make an exception to the stated exit requirements.

 

 

Employees should also be aware that, where an extenuating circumstance request is rejected, this will lead to action as per the existing exit policy in force.

 

1.3 Employee Responsibilities

 

Employees are responsible for familiarizing themselves with this policy and the requirements set by the Company for submitting requests. Unawareness of the policy and/or failure to recognize the potential impact of the circumstances will not be considered an acceptable reason for not submitting a request at the time or providing insufficient information.

Section 2: Process

2.1 Standard Process

 To ensure that the process is consistent and fair for all employees, all extenuating circumstances requests must be submitted in accordance with the process outlined in this policy and considered by the Extenuating Circumstances Panel. Requests not submitted in this way will not usually be accepted by the EC Panel.

 

Employees must not approach supervisors or other “senior people” to make individual/special arrangements and/or seek support for their requests. In instances where this occurs, the information/agreement will be disregarded from the consideration and the matter will be referred to HR for appropriate action.

 

2.2 Timeframes

 

The Extenuating Circumstance request needs to accompany the resignation request mail.

 

2.3 Submitting Requests

 

All requests must be submitted in the attached format and completed by the employees themselves. Any supporting statements made in the request must be completely truthful and not misleading.

 

The request must also be supported by appropriate and compelling evidence. Requests submitted without evidence will be rejected.

 

The organization requires that the evidence takes the form of an official document from an independent, objective, third-party. Some examples of evidence that may be accepted are:

 

• letter from a registered medical professional, which must include full details of the date of the visit, a formal diagnosis and prescribed treatment;

 

• hospital appointment/admission letter for non-elective procedures and treatment which must include the date of the appointment/admission;

 

• Travel details and other relevant information confirming the need for urgency.

 

By submitting the request, the employee is automatically confirming:

 

• they have read and understood the organization’s extenuating circumstances policy;

 

• they have completed the form themselves;

 

• The information provided is completely truthful and not misleading and that no relevant information has been withheld.

 

Section 3: Formal Consideration

3.1 Extenuating Circumstances Panel

 

The Extenuating Circumstances Panel aims to make consistent and objective decisions on employees’ requests for extenuating circumstances, in accordance with the policy requirements and established guidelines.

 

 3.2 Consideration

 

Each request is considered on its own merits and based on the information presented by the employee in their submission.

 

For the request to be approved, the Panel must be satisfied that the circumstances presented meet the organization’s definition of an extenuating circumstance and that it would be fair and reasonable to approve the request. Specifically, the panel will need to be satisfied that:

 

• the circumstances are unforeseen and unpreventable; and

 

• the circumstances are outside of the employee’s control; and

 

• the circumstances have a significant impact on the employee’s future;

 

• There is sufficient evidence to support all of the above.

 

On occasion, the Panel may, at its discretion, make further inquiries or request additional information from the employee. In such cases, the employee will be given a maximum of two weeks to provide the additional information. Failure to provide the information before the deadline will result in the request being rejected.

 

3.3 Decision

 

Employees can normally expect to receive the decision within one week of the meeting. The decision of the Extenuating Circumstances Panel is final.

 

Extenuating Circumstances Form

 

Name:   Employee Code:   Location:

 

1. Please indicate a category that describes your circumstances most closely:
   1. Personal sickness / injury
   2. Family sickness / Bereavement in the family
   3. Relocation – within the country / abroad
   4. Other – Please explain

_____________________________________________________________________

_____________________________________________________________________

 

2. Supporting Statement – please describe as concisely as possible about the nature of the circumstance (not more than 200 words):

 3. Evidence to support your statement:

Please provide appropriate and compelling evidences to support your request. Requests submitted without evidence will be automatically rejected. Examples of the type of required evidences are:

• Letter from a registered medical practitioner including the full details of the medical condition, the diagnosis & the prescription
• Hospital appointment / admission letter
• Travel Details – tickets / visa / appointment letter / immigration letter

 

Evidences attached:

1. ____________________________________________________
2. ____________________________________________________
3. ____________________________________________________
4. ____________________________________________________