If a colleague is going to be adopting a child and taking Adoption Leave, here are the steps that need to be followed. All the forms for colleagues and the template letters and meeting guides for managers to use can be found on How Do I.

1) Notification of adoption

Within seven days of being told by the adoption agency that a child’s going to be placed with them, the colleague should tell their manager that they’re adopting and want to take Adoption Leave. They should also let their manager know when they think the adoption placement will start and when they’d like their Adoption Leave to begin.

Managers should then call Trudi Sewell on 01624 626525 to let her know. The colleague will then be sent an Application for Adoption Leave (AL1) form.

2) Pre-adoption appointments

The colleague should talk to their manager about any pre-adoption appointments they need to go to. Colleagues can take time for five pre-adoption appointments and managers must agree time off for these if they fall within work time.

Managers should talk to the colleague regularly to support them with their adoption leave. Adoption informal meeting guide 1 (below) can be used by managers to talk to the colleague about their Adoption Leave and things like pre-adoption appointments and holidays.

3) Matching certificate and AL1 form

When the colleague receives their Matching Certificate (or Official Notification if adopting from overseas), they should give this to their manager. The colleague should also complete the ML1 (Application for Maternity Leave) form (found in the maternity leave process) and ask their manager to sign it.

The manager should send both the colleague’s Matching Certificate/Official Notification and the completed AL1 form (below) to:

Trudi Sewell 4 Myrtle St Douglas IOM IM1 1ED

4) AL3 form

The colleague will then be sent a Confirmation of Adoption Entitlements (AL3) form, confirming their adoption pay entitlement and when their 52 weeks’ adoption leave entitlement will end (although they may agree with their manager to return on an earlier date).

5) Holidays

Before going on Adoption Leave, the colleague should discuss and agree with their manager when they’ll take the holidays which they’ll accrue while on Adoption Leave. This is covered in the adoption informal meeting guide 1.

6) Keeping in touch

Before starting Adoption Leave, managers should agree with the colleague how they would like them to keep in touch while the colleague’s away from work.

The colleague can take up to 10 paid Keeping in Touch (KIT) days during their Adoption Leave. These need to be agreed in advance with their manager. There’s more information about KIT days in the Adoption Policy.

Managers can use the KIT day record form (below) to record details of any KIT days that are requested and taken. And they should remember to notify HR Services to make sure the colleague gets their full contractual pay for any KIT day worked.

Managers can use the adoption informal meeting guide 2 (below) to help discuss ways of keeping in touch, KIT days and returning to work with the colleague.

7) Returning to work

If the colleague decides they want to return to work on a different date than the date agreed with their manager, they need to tell their manager in writing at least eight weeks before the date they’re due to return.

It’s important that managers call Trudi Sewell on 01624 626525 to confirm the colleague’s return date so the colleague is put back onto the time capture system and paid correctly. Managers should also let her know whether they’ve authorised the colleague to carry forward their holidays into the next holiday year, as this won’t happen automatically.

Managers should contact the colleague to talk about their return to work. It’s good to arrange for the colleague to come into work for this meeting, perhaps during a KIT day.

Managers may find it helpful to develop a Return to Work Plan for the colleague’s first few weeks back in work – there’s a template for this at the back of adoption informal meeting guide 3 (below). This could include any refresher training needed, introducing them to any new team members and updating them on any changes within the business.

If relevant to the colleague’s job, managers also need to contact IT to make sure that the colleague’s access to IT systems is restored in time for their first day back.