USEFUL INFORMATION IN THE EMPLOYMENT PROCESS

Academic teachers (including the annual teaching workload)

An academic teacher is bound by the task-based working time system.

The dean or the head of a university-wide organisational unit, in consultation with an academic teacher, shall determine the time required to perform assigned tasks, taking into account the length of working time resulting from the standards laid down in Article 129 of the Labour Code.

In the case of employees working in a task-based system, there is no obligation to ensure records of working time or to draw up a working time schedule; in this case, the working time schedule is determined by the employee, with the exception of classes, which shall be determined by the head of the teaching and learning unit (KJD).

If the organisation of classes or research and organisational duties and responsibilities make this necessary, an academic teacher may be assigned to work on Sundays and other public holidays.

The rules for defining the scope of duties and responsibilities of academic teachers for each employment group and position type, the types of classes to be taught within the scope of such duties and responsibilities, including the teaching classes workload and other duties and responsibilities for each position, and the rules for calculating teaching hours shall be laid down in the Work Rules and Regulations at the University of Warsaw.

A teaching hour equals 45 minutes.

An academic teacher employed on a full-time basis, for whom the University is a primary workplace, for a period not exceeding one academic year at a time, may have their annual teaching classes workload reduced by the Rector pursuant to the rules laid down in the Work Rules and Regulations; however, apart from exceptional cases justified by important interests of the University, the Rector shall not grant reductions in the annual teaching classes workload to academic teachers performing additional employment within the meaning of Article 125 of the Act – the Law on Higher Education and Science, or conducting business activities.

If the teaching classes workload of an academic teacher exceeds the obligatory annual teaching hours workload set out proportionally to the employment basis, overtime hours are created, and the academic teacher shall be entitled to additional remuneration. If the obligatory teaching hours workload is reduced, an academic teacher shall be entitled to remuneration for overtime hours in respect of hours worked in excess of the obligatory teaching hours workload for a given position and the length of working time.

The settlement of working time in projects implemented under programmes financed by the European Union.

For the purpose of settling working time in projects implemented under programmes financed from the European Union funds, it is assumed that the maximum annual number of productive hours per FTE that can be charged to the project budget is 1720 hours. The number of working hours devoted to all projects financed from external sources in which a given academic teacher participates shall not exceed 73 hours per month and 876 hours per year, which is about 51% of an academic teacher’s productive working time. It is possible to work more than 73 hours per month for externally funded project(s), provided that the academic teacher is granted a reduction in the teaching workload.

Employees who are not academic teachers may be employed in the basic, balanced and task-based working time systems as well as in the shortened working week system. Working time shall not exceed eight hours per day and an average of 40 hours in an average five-day working week in an adopted settlement period not exceeding four months.

At the written request of an employee, as approved by the direct superior, the head of an organisational unit may agree that the employee be subjected to the working time schedule, which provides for different times of starting work on days which, according to the schedule, are working days for the employee, or a period of time during which the employee decides on the time of starting work on a day which, according to the schedule, is a working day for the employee (flexible working time). In such working time schedules, the repeated performance of work on the same day shall not constitute overtime work. The employee subject to the “flexible working time”, without prejudice to the employee’s right, shall be entitled to 11 hours of uninterrupted rest in each 24-hour period (daily) and to at least 35 hours of uninterrupted rest, including at least 11 hours of uninterrupted rest in each 24-hour period (weekly).

Working time systems:

• The balanced working time system

This system allows for an extension of the daily working time by up to 12 hours and for employees engaged in guarding property and fire protection employees to 24 hours in a settlement period not exceeding one month.

• The task-based working time system

The system in which the head of the organisational unit determines with the employee the time necessary to perform the assigned tasks, taking into account the working time resulting from the working time load. The employees subject to the task-based working time system are not obligated to keep records of their working time and to draw up a working time schedule – the working time schedule is determined by the employee.

• Shortened working week system

The system in which, in particular, due to the personal situation of the employee (e.g. taking care of a young child, pursuing education), the head of the organisational unit agrees to limit the number of working days during the week. In this system, it is permissible for an employee to work less than five days in a week, with an extension of the daily working hours for up to 12 hours, in a settlement period not exceeding one month.

Shift work

Shift work is understood as work performed according to a fixed working time schedule, which provides for a change in the time at which individual employees perform work after a specific number of hours, days or weeks, with the time schedule for individual shifts being determined by heads of organisational units in monthly schedules. The work on the second shift at the University shall start no sooner than 12:00 and shall end no later than 22:00. The employee shall be entitled to an allowance for each work hour performed in the second shift as specified in the Remuneration Rules and Regulations of the University of Warsaw.

Night shift

The night shift includes 8 work hours between 22:00 and 6:00. The employee performing work during the night shift shall be entitled to an allowance for each work hour performed in the night shift in the amount specified in the Remuneration Rules and Regulations of the University of Warsaw.

Working time of an employee with a disability

The working time of a person with a disability classified as having a significant or moderate degree of disability cannot exceed seven hours per day and 35 hours per week. A person with a disability cannot be employed during night time. These rules do not apply to persons employed in guarding positions and when, at the request of the employee, the doctor carrying out preventive examinations of the employees agrees to this.

Pursuant to the regulations set out below, a new model of an academic teacher card (ELN) has been in force since 1 October 2020:

• Article 122 of the Law on Higher Education and Science,
• Regulation of the Minister of Science and Higher Education of 13 March 2020 on the identity card of an academic teacher.

The new academic teacher card takes the form of a plastic processor card with an interface.

The card certifies employment as an academic teacher and, on the basis of separate regulations*, entitlement to a 33% discount on travel by means of:

• public collective railway transport by passenger trains on the basis of single tickets or personal monthly tickets;
• public collective bus transport by standard transport on the basis of a personal monthly ticket.

* Act of 20 June 1992 on the right to discounted travel by public collective means of transport. Important! The provisions of the Act do not apply to urban transport.

Additional entitlements.

A ZTM key is encoded on the academic teacher card, allowing the saving of public transport tickets, including, among others, the “Varsovian Card” (Karta Warszawiaka). The ELN can be activated as a BUW library card and as an access card to the premises where sporting activities conducted by the UW Sports and Recreation Centre take place.

You can read more about the ELN here.

The employee card for employees who are not academic teachers may be issued in paper form or in the form of an Electronic Employee Card (ELP). Employees can use both forms of the card at the same time.

ELP – the card is issued by the unit employing the employee via USOS (faculties) or through the University Personalisation Centre – UCP (other units). The card is used to activate the Warsaw City Card (therefore, the card can be used as a ZTM ticket). It can be used to pay for parking, may serve as a BUW library card, as well as it entitles to enter the University of Warsaw Botanic Garden and University sporting facilities. The ELP is issued for four years or for the duration of employment if it is shorter than four years.

A card in paper form  – is issued by the Human Resources Office in room no. 1 in the Kazimierzowski Palace.

Employees of the University of Warsaw may receive the Prime Minister’s Award for:

• distinguished doctoral dissertations,
• highly recognised achievements which are the basis for conferring the academic degree of habilitated doctor or habilitated doctor of arts;
• scientific or artistic achievements, including outstanding scientific and artistic record.

Detailed information is available on the UW Research Services Office website.

An employee of the University of Warsaw, on the basis of the Regulation of the Minister of Science and Higher Education of 23 January 2019 on the awards of the minister responsible for higher education and science, may receive the Minister’s Award for:

a) significant achievements in scientific, teaching, implementation or organisational activities,
b) lifetime achievements.

SIGNIFICANT ACHIEVEMENTS ARE CONSIDERED TO BE IN THE AREA OF:

• scientific activity:
  • conducting scientific research which has resulted in the acquisition of:
    • new knowledge in a scientific field or discipline not aimed at direct commercial application or
    • new knowledge in a scientific field or discipline or new skills, which are aimed at developing new products, processes or services or introducing significant improvement to them;
  • carrying out development work as a result of which knowledge or skills currently available, including computer tools or software, were acquired, combined, formed or applied in order to plan production and to design and develop altered, improved or new products, processes or services – excluding activities involving routine and periodical changes made to them, even if such changes are improvements,
  • artistic creativity resulting in tangible or intangible artistic work, including artistic performance, which makes a significant contribution to cultural development;
  • leading research teams implementing projects financed by national or international competitions;
  • authorship or co-authorship of scientific publications, in particular, scientific monographs, a series of thematically related scientific articles or design, construction, technological or artistic works;
• teaching activity:
  • activity in teaching and educating students;
  • activity in the teaching process of doctoral students and promotion of teaching staff;
  • providing specialised teaching or other forms of education that serve the economic or social development of the region or the country;
  • authorship or co-authorship of outstanding and innovative academic textbooks;
• implementation activity:
  • practical application of the results of scientific research or development work, in particular in industrial, scientific or commercial activity;
  • commercialising scientific results and know-how related to these results;
  • implementing an original design, technological or artistic achievement;
• organisational activity:
  • expanding international cooperation to improve the quality of scientific research, development work, the teaching and learning process or to support the economic or social development of a region or country;
  • developing cooperation with the socio-economic environment, in particular in order to: – conduct scientific research or development works for the benefit of entrepreneurs, – develop further professional training programmes adapted to the socio-economic needs of the region or the country;
  • effective management of the university, in particular, to achieve an improvement in its financial management.

The award may be granted on the Minister’s own initiative or at the request of the Rector.

The Rector may grant awards to University employees for their achievements in professional work.

Academic teachers

Detailed rules and procedures for granting awards to academic staff shall be laid down in

Ordinance No. 53 of the Rector of the University of Warsaw of 12 March 2020 on the rules and procedure for granting the Rector’s award to academic teachers employed at the University of Warsaw

The Rector’s awards are granted annually for research, teaching and organisational achievements or for lifetime achievements.

The awards are given as individual or team prizes.

AWARD CATEGORIES AND AMOUNTS:

Individual awards:

Team awards:

* in relation to the professor remuneration referred to in Article 137 of the Act of 20 July 20180 – Law on Higher Education and Science.

Every employee has an inalienable right to paid holiday leave. If all or part of the leave to which an employee is entitled is not used due to the termination or expiry of the employment relationship, the employee is entitled to the cash equivalent. The employee’s claims for holiday leave are barred by a limitation of three years from the end of the third quarter of the calendar year following the calendar year in which the employee was entitled to the leave.

The method of granting holiday leave

Holiday leave should be granted in compliance with the holiday leave schedule, which is established no later than by the end of March of a given calendar year and announced to employees in the manner adopted in the organisational unit. Prior to the beginning of holiday leave, the employee is obligated to file a written holiday leave application, which is approved by the head of the unit, in sufficient time to allow for the decision to be taken and for potential replacement arrangements to be made. If the leave is not used within the planned period, the leave must be granted to the employee by 30 September of the following calendar year at the latest.

Holiday leave is granted by the Rector to employees holding managerial positions (the Vice-Rector, the dean of a faculty, the head of the college, the head of a doctoral school, the head of a university-wide organisational unit, the vice-dean for student affairs, the director of teaching and learning, the Chancellor, the Bursar).

Length of holiday leave

Employees who are not academic teachers shall be granted annual leave of 20 or 26 days per calendar year, depending on their length of employment.

Academic staff shall be granted holiday leave of 36 days per calendar year.

Acquisition of the right to holiday leave

Employees who start work for the first time are entitled to holiday leave at the end of each month of service at the rate of 1/12th of the holiday leave. The employee acquires the right to subsequent holidays in each subsequent calendar year.

Proportional holiday entitlement

Employees are entitled to the following types of proportional leave:

• employees employed on a part-time basis are entitled to leave in an amount proportional to the length of employment (a part of a day of leave is rounded up to a full day);
• employees employed during the calendar year or whose employment relationship ceased during the calendar year;
• employees who return back to work after a period of absence of at least one month caused by unpaid leave; parental leave; basic military service or substitute service, preparatory service, periodic military service, rotated territorial military service, military training or military exercises; provisional arrest; service a prison sentence; an unexcused absence from work.

ACADEMIC TEACHERS

Academic teachers employed in the research and teaching employment group and in the teaching employment group should use their holiday leave during the periods free from classes indicated in the Rector’s ordinance on the organisation of the academic year and during the periods free from classes resulting from the academic teacher’s timetable.

EMPLOYEES WHO ARE NOT ACADEMIC TEACHERS

Employees with a significant or moderate degree of disability who are entitled to holiday leave of up to 26 working days and who are not entitled to any additional leave under separate legislation are granted additional holiday leave of 10 working days.

Employees with the status of veteran or injured veteran, who are entitled to the length of holiday leave not exceeding 26 working days, are entitled to additional holiday leave of 5 days.

Employees who are war invalids and are entitled to holiday leave of up to 26 working days are additionally entitled to an increase of 10 working days of holiday leave.

Employees who are veterans or the persons referred to in Articles 2 and 4 of the Act of 24 January 1991 on war veterans and certain victims of war and post-war repressions who are entitled to leave of up to 26 working days are additionally entitled to an increase of 10 working days of leave.

Maternity leave

1. A female employee who has given birth during her employment relationship is entitled to maternity leave of:

• • 20 weeks if she has given birth to one child,
  • 31 weeks if she gave birth to two children in one birth,
  • 33 weeks if she gave birth to three children in one birth,
  • 35 weeks if she gave birth to four children in one birth,
  • 37 weeks if she gave birth to five or more children in one birth.

2. A female employee may use up to 6 weeks of maternity leave before the date of giving birth. The status of the pregnancy must be documented by a medical certificate.
3. A male employee raising a child has the right to use part of maternity leave in the event that:

• • the mother of the child curtails a part of her maternity leave after having used 14 weeks of that leave after the birth;
  • a female employee having a certificate declaring the inability to live independently after having used at least 8 weeks of maternity leave after the birth curtails this leave;
  • the mother of the child dies during maternity leave;
  • the child is abandoned by its mother after she has used at least 8 weeks of maternity leave.

4. A male employee raising a child is also entitled to use a part of the maternity leave if the mother of the child is hospitalised and unable to take personal care of the child. After the hospitalisation of the mother of the child ends, the male employee raising the child, who has used maternity leave, shall immediately resume work.
5. In the cases indicated in points 3 and 4, maternity leave may also be used by a member of the immediate family other than the child’s father within the meaning of Article 175¹
6. In the event that the child is hospitalised, the mother of the child may interrupt maternity leave and resume it after the child leaves the hospital.
7. Maternity allowance is due for the time of maternity leave.

Parental leave

1. An employee who is a parent of a child may use parental leave up to 41 weeks if one child was born or 43 weeks if more than one child was born in one birth.
2. An employee who is a parent of a child holding the certificate referred to in Article 4, section 3 of the Act of 4 November 2016 on the support of pregnant women and families “For Life” (a certificate stating a serious and irreversible disability or an incurable life-threatening illness that has developed during prenatal life during the child’s development or at birth) may use their parental leave up to 65 weeks if one child was born or 67 weeks if more than one child was born in one birth.
3. Parental leave is optional and is granted for a written application of the employee.
4. Parental leave can be used by both the mother and the father of the child. Both parents of the child may use the parental leave at the same time, provided that the total length of the parental leave may not exceed 41 (alternatively 43) weeks or 65 (alternatively 67) weeks in the case of parents holding the certificate referred to in Article 4, section 3 of the Act of 4 November 2016 on the support of pregnant women and families “For Life”.
5. Every employee has an exclusive (non-transferable) right to 9 weeks of parental leave.
6. Parental leave may be used once or in a maximum of 5 parts, no later than up to the end of the calendar year in which the child reaches the age of 6.
7. During parental leave, an employee may work for the employer for no more than half a full-time position. During parental leave, an employee may work for the employer for no more than half a full-time position.
8. An employee who has taken responsibility to raise a child and has applied to start proceedings in respect of the adoption of the child or who has taken responsibility to raise a child as a foster family is entitled to parental leave as well.
9. Maternity allowance is due for the time of parental leave.

Application templates can be found on the website at the link.

Paternity leave

1. In order to take care of a child, a male employee raising his child has the right to use 2 weeks of paternity leave:
   • before the child reaches the age of 12 months or
   • up to 12 months from the moment the decision on the adoption of the child becomes final, but not longer than up to the moment the child reaches the age of 14 years.
2. Paternity leave may be used in two parts, none of which may be shorter than one week (7 days).
3. Maternity allowance is due for the time of paternity leave.

Application templates can be found on the website at the link.

The amount of maternity allowance

The amount of maternity allowance determined for the period of maternity leave, leave on the terms of maternity leave and paternity leave is 100% of the allowance assessment basis.

The amount of maternity allowance determined for the period of parental leave is 70% of the allowance assessment basis.

A female employee raising a child, not later than 21 days after the birth, may submit a written application for payment of maternity allowance for the full period of maternity and parental leave (excluding a period of 9 weeks of non-transferable parental leave, for which an allowance of 70% of the allowance assessment basis is payable). In this case, the monthly allowance for maternity and parental leave is 81.5% of the allowance assessment basis.

If an employee does not use a single day of maternity allowance for the period of parental leave in the first year of the child’s life, the maternity allowance for the period of parental leave (used after the first year of the child’s life) in the amount of 70% of the assessment basis is payable. In this situation, an employee, at their request, is entitled to a one-off adjustment of the maternity allowance for the period of maternity leave up to the amount of 100% of the assessment basis payable.

Childcare leave

1. Childcare leave is granted to an employee who is the parent or guardian of a child in order to take personal care of the child.
2. The right to childcare leave requires a minimum of six months of service (with all employers).
3. Childcare leave is optional and is granted for a written application of the employee.
4. Childcare leave is granted for a period not exceeding 36 months and can be used up to the end of the calendar year in which the child reaches the age of 6.
5. One month of childcare leave may not be transferred to the other parent (guardian) of the child. This means that one parent may use up to 35 months of childcare leave individually. This does not apply if the other parent of the child is deceased, the other parent of the child is not entitled to parental authority or has been deprived of parental authority.
6. Childcare leave can be divided into a maximum of 5 parts.
7. Parents or guardians of a child may take childcare leave at the same time, but the total length of childcare leave may not exceed 36 months.
8. While on childcare leave, an employee may take on paid work or may pursue another activity, including training and other forms of education, as long as it does not interfere with the personal care of the child.
9. Childcare leave is unpaid leave. The period of childcare leave at the date of its termination shall be included in the employee’s employment period.

Application templates can be found on the website at the link.

Academic teachers may apply for paid study leave:

1. study leave for the purpose of carrying out research – such leave shall be granted by the Rector upon a reasoned request of an academic teacher holding at least a doctoral degree. Study leave for the purpose of carrying out research shall be granted for a total period not exceeding one year during the seven years of employment at the University of Warsaw, counting from the date of the commencement of the first such leave;
2. study leave for the purpose of preparing a doctoral dissertation – such leave shall be granted for up to three months by the Rector upon a reasoned request of an academic teacher and shall be approved by the dean or the head of the university organisational unit, the academic teacher’s direct superior as defined by the rules and regulations of the unit, as well as by the supervisor(s).
3. study leave for the purpose of:
   • education, scientific or teaching internship abroad,
   • participation in a conference,
   • participation in joint scientific research conducted with a foreign entity based on the agreement on scientific cooperation,
   • participation in joint scientific research conducted with Łukasiewicz Centre or a Łukasiewicz Network institute.

The above-mentioned types of leave, not exceeding 60 days per academic year, are granted by the dean or the head of the university organisational unit. In particularly justified cases, at the request of an academic teacher and upon the opinion of the dean or the head of the university organisational unit, the Rector may grant an academic teacher leave for a period exceeding 60 days but not longer than 12 months (365 days) – leave request.

PAID STUDY LEAVE – ACADEMIC TEACHERS

Employees who are not academic teachers shall be entitled to:

1. leave of absence for the preparation of the doctoral dissertation or for the preparation for the defence of the doctoral dissertation of 28 days being working days of the employee – leave shall be granted by the head of the unit on dates agreed with the direct superior;
2. exemption from work for the defence of a doctoral dissertation;
3. exemption from work for participation in the habilitation colloquium.

Employees who are not academic teachers performing research as part of their duties and responsibilities may use study leave for the purpose of:

1. education, scientific or teaching internship abroad;
2. participation in a conference;
3. participation in joint scientific research conducted with a foreign entity based on the agreement on scientific cooperation;
4. participation in joint scientific research conducted with Łukasiewicz Centre or a Łukasiewicz Network institute.

Study leave, not exceeding 60 days per academic year, is granted by the dean or the head of a university-wide organisational unit. In particularly justified cases, at the request of an academic teacher and upon the opinion of the dean or the head of a university organisational unit, the Rector may grant an academic teacher sabbatical leave for a period exceeding 60 days but not longer than 12 months (365 days) – leave request.

An employee who is unable to work due to illness is entitled to remuneration or sickness allowance.

An employee is entitled to remuneration for up to 33 days of incapacity to work in a calendar year (14 days of incapacity to work for an employee who has reached the age of 50). Depending on the reason for such incapacity for work, the employee retains the right to 80 or 100 per cent of their remuneration.

After the period of incapacity to work has been used, the employee is entitled to sickness allowance, which they may receive for a period not exceeding 182 days or, in the case of incapacity to work due to tuberculosis or pregnancy, for a period not exceeding 270 days.

An employee who is still unable to work after sickness benefit has been exhausted and who may regain the ability to work with additional treatment or rehabilitation is entitled to a rehabilitation allowance. The rehabilitation allowance is granted by a certifying doctor from the Social Insurance Institution, who may grant the allowance for a period not exceeding 12 months.

An academic teacher who has not reached the age of 65 and is employed on a full-time basis after at least 10 years of employment with a higher education institution shall be entitled to paid health leave, the total duration of which during the entire period of employment may not exceed one year. Periods of employment as an academic teacher in other higher education institutions may be counted towards the required period of employment if supplemented by an employment certificate. The leave may be granted in parts, provided that a subsequent part of the leave cannot be used earlier than three years following the end of the previously granted part of the leave. Only an occupational physician operating in an occupational healthcare unit with which the University of Warsaw has concluded an agreement shall make a decision on the need to grant an academic teacher health leave. Health leave shall be granted by the Rector on the basis of a medical certificate indicating that the state of health of an academic teacher requires them to refrain from work and specifying the treatment to be recommended and the time required for such treatment – leave request.

At the request of an employee, the Rector may grant unpaid (private) leave. This leave is not counted towards the period of work on which the employee’s rights are based (Article 174 of the Labour Code).

An employee who, at the employer’s request, performs a business task outside the place of work resulting from the employment contract is on a business trip (delegation). The employer should specify the place of departure and destination, the duration of the trip and the means of transport to be used by the employee.

An employee being on a business trip is entitled to daily allowance, reimbursement of the costs of travel, travel by means of local transport, accommodation and other necessary and documented expenses specified or approved by the employer in accordance with justified needs.

The rector may suspend an academic teacher against whom criminal or disciplinary proceedings have been initiated if, due to the seriousness and reliability of the charges presented, it is appropriate to remove them from the performance of their duties and responsibilities. Subject to the provisions of law, an academic teacher shall be suspended as of the date of their provisional arrest.

The suspension may not last longer than six months. The period of suspension may be extended by a further six months if criminal proceedings against an academic teacher are still pending.

A decision to suspend an academic teacher is subject to an appeal to the labour court competent for the seat of a higher education institution.

Maternity leave

Maternity leave

1. A female employee who has given birth during her employment relationship is entitled to maternity leave of:

• • 20 weeks if she has given birth to one child,
  • 31 weeks if she gave birth to two children in one birth,
  • 33 weeks if she gave birth to three children in one birth,
  • 35 weeks if she gave birth to four children in one birth,
  • 37 weeks if she gave birth to five or more children in one birth.

2. A female employee may use up to 6 weeks of maternity leave before the date of giving birth. The status of the pregnancy must be documented by a medical certificate.
3. A male employee raising a child is entitled to use part of maternity leave in the event that:

• • the mother of the child curtails a part of her maternity leave after having used 14 weeks of that leave after the birth;
  • a female employee having a certificate declaring the inability to live independently after having used at least 8 weeks of maternity leave after the birth curtails this leave;
  • the mother of the child dies during maternity leave of the child’s mother during maternity leave;
  • the child is abandoned by its mother after she has used at least 8 weeks of maternity leave.

4. A male employee raising a child is also entitled to use a part of the maternity leave if the mother of the child is hospitalised and unable to take personal care of the child. After the hospitalisation of the mother of the child ends, the male employee raising the child, who has used maternity leave, shall immediately resume work.
5. In the cases indicated in points 3 and 4, maternity leave may also be used by a member of the immediate family other than the child’s father within the meaning of Article 175¹p.
6. In the event that the child is hospitalised, the mother of the child may interrupt maternity leave and resume it after the child leaves the hospital.
7. Maternity allowance is due for the time of maternity leave.

 Requests:

1. 1. Employee’s request for maternity leave before the estimated due birth of the child
   2. Request for maternity leave
   3. Request for a partial maternity leave for the father of the child
   4. Resignation of the mother from maternity leave
   5. Application for Maternity Allowance 81.5%

Parental leave

1. An employee who is a parent of a child may use parental leave up to 41 weeks if one child was born or 43 weeks if more than one child was born in one birth.
2. An employee who is a parent of a child holding the certificate referred to in Article 4, section 3 of the Act of 4 November 2016 on the support of pregnant women and families “For Life” (a certificate stating a serious and irreversible disability or an incurable life-threatening illness that has developed during prenatal life during the child’s development or at birth) may use their parental leave up to 65 weeks if one child was born or 67 weeks if more than one child was born in one birth.
3. Parental leave is optional and is granted for a written application of the employee.
4. Parental leave can be used by both the mother and the father of the child. Both parents of the child may use the parental leave at the same time, provided that the total length of the parental leave may not exceed 41 (alternatively 43) weeks or 65 (alternatively 67) weeks in the case of parents holding the certificate referred to in Article 4, section 3 of the Act of 4 November 2016 on the support of pregnant women and families “For Life”.
5. Every employee has an exclusive (non-transferable) right to 9 weeks of parental leave.
6. Parental leave may be used once or in a maximum of 5 parts, no later than up to the end of the calendar year in which the child reaches the age of 6.
7. During parental leave, an employee may work for the employer for no more than half a full-time position. In such a case, the parental leave shall be extended proportionally.
8. In such a case, the parental leave shall be extended proportionally.
9. Maternity allowance is due for the time of parental leave.

Request:

1. 1. Request for Parental Leave

Paternity leave

1. In order to take care of a child, a male employee raising his child has the right to use 2 weeks of paternity leave:
   • before the child reaches the age of 12 months or
   • up to 12 months from the moment the decision on the adoption of the child becomes final, but not longer than up to the moment the child reaches the age of 14 years.
2. Paternity leave may be used in two parts, none of which may be shorter than one week (7 days).
3. Maternity allowance is due for the time of paternity leave.

Request:

1. 1. Request for full or partial paternity leave

The amount of maternity allowance

The amount of maternity allowance determined for the period of maternity leave, leave on the terms of maternity leave and paternity leave is 100% of the allowance assessment basis.

The amount of maternity allowance determined for the period of parental leave is 70% of the allowance assessment basis.

A female employee raising a child, not later than 21 days after the birth, may submit a written application for payment of maternity allowance for the full period of maternity and parental leave (excluding a period of 9 weeks of non-transferable parental leave, for which an allowance of 70% of the allowance assessment basis is payable). In this case, the monthly allowance for maternity and parental leave is 81.5% of the allowance assessment basis.

If an employee does not use a single day of maternity allowance for the period of parental leave in the first year of the child’s life, the maternity allowance for the period of parental leave (used after the first year of the child’s life) in the amount of 70% of the assessment basis is payable. In this situation, an employee, at their request, is entitled to a one-off adjustment of the maternity allowance for the period of maternity leave up to the amount of 100% of the assessment basis payable.

Request:

1. 1. Application for Maternity Allowance in the amount of 81,5% of the allowance assessment basis

Childcare leave

1. Childcare leave is granted to an employee who is the parent or guardian of a child in order to take personal care of the child.
2. The right to childcare leave requires a minimum of six months of service (with all employers).
3. Childcare leave is optional and is granted for a written application of the employee.
4. Childcare leave is granted for a period not exceeding 36 months and can be used up to the end of the calendar year in which the child reaches the age of 6.
5. One month of childcare leave may not be transferred to the other parent (guardian) of the child. This means that one parent may use up to 35 months of childcare leave individually. This does not apply if the other parent of the child is deceased, the other parent of the child is not entitled to parental authority or has been deprived of parental authority.
6. Childcare leave can be divided into a maximum of 5 parts.
7. Parents or guardians of a child may take childcare leave at the same time, but the total length of childcare leave may not exceed 36 months.
8. While on childcare leave, an employee may take on paid work or may pursue another activity, including training and other forms of education, as long as it does not interfere with the personal care of the child.
9. Childcare leave is unpaid leave. The period of childcare leave at the date of its termination shall be included in the employee’s employment period.

Requests:

1. 1. Request for parental leave
   2. Request for working time reduction for an employee on parental leave
   3. Declaration of non-use of parental leave

UNIWERSYTECKIE MALUCHY (UNIVERSITY TODDLERS) – WORKPLACE CRÈCHE OF THE UNIVERSITY OF WARSAW

The crèche provides nursing and care services for children from 7 months to 3 years of age. All University Toddlers stay in one mixed-age group. Parents can use the nursery services 12 months a year, from Monday to Friday, from 7:30 a.m. to 5:00 p.m. The child’s stay in the crèche lasts for a maximum of 9 hours, with the possibility of flexible adjustment to the parents’ needs.

More information can be found on the website – link

Contact:

Karowa 14/16 lok. 11
00-324 Warsaw (Śródmieście)
e-mail: zlobek@uw.edu.pl

phone: (+48) 734 438 143

The crèche is supervised by:

Office for Personnel Social Benefits of the University of Warsaw
ul. Krakowskie Przedmieście 26/28
Mały Dziedziniec
00-927 Warszawa
phone: (22) 55 20 842

THE “SMYKI ZE SMYCZKOWEJ” PRESCHOOL

The preschool “Smyki ze Smyczkowej” is a teaching, learning, care and educational institution of a social and non-commercial character. The “Smyki ze Smyczkowej” preschool. It is created by parents/guardians of all children under its care, who are involved in the activities of the institution and create together the best possible conditions for the development of children. The preschoolers stay in one mixed-age group; only selected classes are conducted in two age groups. Smyki ze Smyczkowej belong to the Społeczne Towarzystwo Oświatowe (Social Educational Association). Parents can use the preschool services from Monday to Friday from 7:30 a.m. to 17:30 p.m.

More information can be found on the website – link

Contact:
ul. Smyczkowa 11/5
02-678 Warszawa
e-mail: smyki@smykizesmyczkowej.pl
phone: (+48) 788 124 582

BUWIALNIA – CHILDREN’S PLAYROOM AT THE BUW

Parents who come to the library with their children can use a special room prepared for the youngest. BUWialnia is located on the first floor in room 143, just behind the Information Desk. The room is equipped with mats, chairs, a table, toys and books. It also has a designated area with a changing table and a feeding chair. There are four work stations for parents. Most of the walls in the BUWialnia are made of glass so that children can see what is going on, for example, in the main hall before the entrance to the library. Parents and children can use the library from Monday to Saturday from 9 to 21 and on Sundays from 15 to 20.

RECREATION

Children of UW employees can:

• spend holidays at UW facilities in and out of season,
• benefit from a subsidy for privately arranged holidays for children.

Employees taking care of a child with a disability may apply for one additional subsidy per calendar year for the child’s organised holidays and holidays booked at UW holiday facilities.

Template:

1. 1. Application form for a holiday subsidy for children of UW employees.

FINANCIAL AID

A UW employee may apply for financial aid for the birth of a child as long as the event took place during the period of employment at the UW. The application must be submitted no later than one year after the event.

Template:

1. 1. Financial aid application form for UW employees

EDUCATIONAL VOUCHER

A child of a UW employee who continues their education is entitled to a cash benefit – an education voucher from the University Social Benefits Fund. The benefit is granted to children over the age of 5 who have started to fulfil their compulsory schooling obligation until they reach the age of 19.

Template:

1. 1. Benefit application form – educational voucher – for UW employees

More information on the benefits to which you are entitled can be found in the rules of the University Social Benefits Fund and on the website.

The University Social Benefits Fund is supervised by:

Office for Personnel Social Benefits

Krakowskie Przedmieście 26/28
00-927 Warsaw
Mały Dziedziniec
e-mail: bssoc@adm.uw.edu.pl
phone: (22) 55 20 868, (22) 55 22 609, (22) 55 20 419.

The conditions of remuneration for work and granting other work-related allowances to employees of the University are regulated by the Act of 20 July 2018 – the Law on Higher Education and Science (i.e. Journal of Laws of 2020, item 85, as amended) and the Remuneration Rules and Regulations at the University of Warsaw – adopted by Ordinance No. 9 of the Rector of the University of Warsaw of 17 January 2020 on the introduction of the Remuneration Rules and Regulations at the University of Warsaw (UW Monitor of 2020, item 26), hereinafter: RR.

The basic remuneration, allowance for years of service, function allowance and task-based allowance shall be paid to an academic teacher monthly in advance (on the first working day of the month) and the other remuneration components – in arrears.

The remuneration for employees who are not academic teachers shall be paid monthly in arrears, no later than on the last day of each month; if the fixed day for payment of the remuneration is a holiday, the remuneration shall be paid on the last working day preceding that day.

Externally-funded remuneration shall be paid on the 10^th day of the following calendar month.

Employees carrying out tasks in programmes, projects or undertakings in which the rate of remuneration has not been specified:

• by the financing institution, in particular in the contract, competition documentation or guidelines concerning the eligibility of expenditure

or

• by the Rector in separate regulations

shall be granted supplementary remuneration for the duration of these tasks on the basis of Ordinance No. 75 of 17 April 2020 on the detailed rules and procedure for granting supplementary remuneration.

The realisation of the tasks in a programme, project or undertaking may take place in one of the forms listed below (taking into account the rules applicable in a given programme, project or undertaking and an employment basis corresponding to the realised tasks):

• employment on general terms;
• delegating an employee to perform tasks in a programme, project or undertaking (on a part-time or full-time basis, consisting of a periodical modification of the scope of duties and responsibilities of an employee with respect to the performance of tasks in a programme, project or undertaking);
• assigning additional tasks to an employee (assigning new duties and responsibilities or increasing the involvement within the existing scope of responsibilities of the employee).

The supplementary remuneration is granted on a one-off basis or for a specified period of time, with an hourly, daily or monthly rate, in accordance with the budget of the relevant programme, project or undertaking and its remuneration rules. In the case of a budget in foreign currency, remuneration rates are converted into PLN at the rate at which the budget was calculated.

The rate of supplementary remuneration shall be determined taking into account qualifications, years of service, professional experience and scope of duties and responsibilities assigned, including the following criteria:

• the role occupied in the programme, project or undertaking (list of reference roles available in Ordinance No. 75 of 17 April 2020 on the detailed rules and procedures for the award of the supplementary remuneration);
• the amount of the budget;
• the category of the programme, project or undertaking (strategic A or B);
• implementation of the programme, project or undertaking in a consortium;
• whether the programme, project or undertaking is international.

The amount rates and detailed criteria forming the basis for calculating the supplementary remuneration are set out in Appendix No. 4 to the aforementioned Ordinance.

The amount of monthly full-time supplementary remuneration is the sum of the amount rate assigned to the role performed in the project, programme or undertaking (excluding the following roles: experienced lecturer, lecturer, lecturer-practitioner, lector, tutor, group supervisor, student project supervisor, instructor, trainer, coach, mentor – if they are performed within the framework of entrusting the employee with additional tasks) and the rates corresponding to other fulfilled detailed criteria (items 1-5).

Method of calculating the hourly or daily rate:

1. The hourly or daily rate of supplementary remuneration is calculated by dividing the rate of supplementary remuneration, determined in accordance with the rules described above, by:
   1.  the number of hours to be worked per month – in the case of an hourly rate;
   2. the number of days to be worked per month – in the case of a daily rate
      – in accordance with the rules laid down in the programme, project or undertaking or, if no such rules are laid down – in the case of an hourly rate by the numbers 156 (academic teachers), 168 (employees who are not academic teachers) and in the case of a daily rate by the number 21.
2. Hourly or daily rate of supplementary remuneration for employees (employed under the entrustment of additional tasks) performing roles in the project, programme or undertaking: experienced substantive manager, substantive manager, junior substantive manager, main contractor, experienced team member, team member, junior team member, auxiliary team member, manager, experienced IT specialist, IT specialist, expert in law, public procurement law, consultant, reviewer, science or innovation broker, patent attorney, international expert, is calculated by dividing the sum of the supplementary remuneration and the basic remuneration and allowances determined by the monthly rate resulting from the personal classification of the employee by the numbers: 156 (academic teachers), 168 (employees who are not academic teachers), and in the case of a daily rate by the number 21.
3. The hourly rates of additional remuneration for employees employed under entrusting additional tasks, performing the following roles: experienced lecturer, lecturer, lecturer-practitioner, lector, tutor, group supervisor, student project supervisor, instructor, trainer, coach, mentor, are set out in Appendix No. 5 to the aforementioned Ordinance.

The maximum total number of working hours devoted to tasks of a research nature in programmes, projects or undertakings by a full-time employee on secondment in a research and teaching employment group may not exceed 80 hours per month unless a proportionate reduction in the teaching workload is granted.

Employees of a public higher education institution shall be entitled to an allowance for years of service equal to 1% of their basic remuneration for each year of employment, payable monthly from the fourth year of employment, whereas the amount of the allowance cannot exceed 20% of the basic remuneration.

If entitlement to the allowance or to a higher rate is acquired on the first day of a month, the allowance shall be payable for that month. If entitlement to the allowance or to a higher rate of the allowance is acquired on a day other than the first day of a month, the allowance shall be payable from the first day of the month following that in which the entitlement is acquired.

When determining periods serving as a basis of the allowance for years of service, the following shall be taken into account:

a) ended employment periods, confirmed by employment certificates;

b) ended documented employment periods abroad with foreign employers;

c) other documented periods taken into account under separate provisions, such as periods determining employee’s rights.

When determining the periods entitling to the allowance for years of service, employment periods with other employers, at which the employee is or was employed, and other periods taken into account by other employers based on separate regulations as periods serving as a basis for the employee’s rights will not be taken into account.

If an employee has more than one employment relationship at the same time, the aforementioned periods shall be taken into account after the employee has submitted a declaration that they were not taken into account with another employer.