Belfast Education and Library Board Governor Training Programme

Managing attendance at work Mark Marshall Elga Logue Employee Relations Human Resources

Managing Attendance at Work Policy Five Board Policy  Teachers and non-teachers (CCMS - teachers maintained schools)  Managing Attendance at Work  Clear Framework  Fair Treatment / Consistent  Sensitivity  Genuine Illness 

Managing Attendance at Work Policy  Board

aim – to provide high quality education, library and youth service  Staff attendance, and staff health and welfare are essential  Clear framework for staff attendance  Support mechanism for staff  Confidential - consistent - fair

Aims  Consistent

treatment  Procedures for managing attendance  Confidentiality of information  Attendance culture  Staff morale  Support for staff- eg.Staff Care Service

Role of principal  Inform

staff of procedures  Monitor absence levels  Maintain contact with employee  Conduct absence interviews  Maintain appropriate records

Role of principal  Provide

support  Advise employee of support  Discipline employee - misuse of policy  Maintain confidentiality  Keep governors informed

Role of human resources Employee Welfare  Advise on policy  Monitor policy – consistent application  Medical referral arrangements  Provide support – Staff Welfare Officer  Independent Counselling Service  Job share / career break scheme  Special / compassionate leave 

Role of employee  Follow

reporting procedure  Submit documentation promptly  Appropriate conduct during absence  Maintain regular contact  Attend return to work/absence meetings  Attend occupational health as required  Discipline for misuse of policy

Reporting absence  Contact

line manager personally  By 9.30 at the latest, or at least one hour before start time  State nature of illness, and expected date of return  Maintain contact during absence  Complete documentation promptly as required – SC1, SC2, medical certs.

Types of absence  Short

term

 Persistent  Long

term

intermittent

Short-term absence  Defined

as frequent, minor and usually unconnected illness which cause regular absence from work  Important role for Line Manager  Use of return to work interview  Disciplinary action can lead to dismissal

Persistent intermittent  Regular

short and/or long term absences which may or may not result from an underlying medical condition  Capability  Medical examination/Staff Care Scheme  Ill health retirement/disciplinary action

Long-term absence  Defined

as illness or injury that is likely to result in an absence from work of 4 weeks or longer or which could result in staff being unable to return to work  Medical referral  Individual circumstances  Ill health retirement procedure

Trigger points  More

than 8 casual days  More than 3 periods of 3 days or more  Continuous absence 4 weeks or more  Individual absence rate of 5% or over

Action required by principal

Return-to-work / absence meeting 

Formal / informal  Welcome back and update  Discuss attendance problems  Monitor poor attendance  Occupational health referral  Provide support  Action / record of meeting  Confidential - consistent - fair

Phases of meeting – “W A R M”  Welcome  Absence  Responsibility  Move

on

Medical examinations Contractually obliged to attend  Arranged by human resources  Occupational Health can seek information from GP or specialist with written consent  Outcomes – e.g. fit for work; review at later date; permanently unfit for work  Appeal process  Failure to return to work - breach of contract 

Support 

Financial - sick pay scheme  Line manager  Human resources  Staff Welfare Officer  Staff Care Services – confidential counselling  Occupational Health Service  Phased return to work (pay for days worked only)

Governors’ role  Check

policy adopted  Awareness of policy  Maintain communication with principal  Monitor fairness / consistency  Seek advice and support from human resources as required

Governors’ role: ill health retirement  Appeal

process  Education Reform Order (NI) 1989  Teacher representation to governors  Instruct human resources of decision  Advice and support from human resources

Summary 

Confidential, consistent and fair  Same policy for all staff (CCMS policy)  Absence reporting procedures  Return to work meetings  Support – financial,medical,line manager human resources, welfare, counselling  Discipline for misuse of policy  Be familiar with policy and procedures  Communication

Summary Establish attendance culture  Advice and support  Consistency & Fairness  Read policy and guidance 

 Partnership

with schools / governors  Providing advice and support

Contact point For further information please contact:

Mark Marshall Employee Relations Human Resources

Phone: 02890 564017 E-mail: [email protected]