UNIVERSITY OF SALFORD Policies and Procedures
Sickness Absence Policy
Version Revision Date Approval Date
6 (MLP) May 2008
Contents
1.
General principles
2.
Roles and responsibilities 2.1 2.7 2.12
Staff Managers Occupational Health Service
3.
Notification procedure
4.
Absences related to personal/sensitive reasons
5.
The University’s Occupational Health Service
6.
Sickness absence indicators for further action
7.
Frequent sickness absences
8.
The Sickness Absence Procedure 8.1
Stage 1 – First sickness absence review meeting
8.2
Stage 2 – Second sickness absence review meeting
8.3
Stage 3 – final absence review meeting: dismissal
9.
Appeals
10.
Long term sickness absence (including industrial injury absences)
11.
Phased return to work and other support following long term sickness absence
Appendix A – Return to Work Interview Form Appendix B – Self-Certificate of Personal Sickness/Incapacity For Work Appendix C – Guidance on Reasonable Adjustments
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SICKNESS ABSENCE POLICY
1.
GENERAL PRINCIPLES
1.1
The University is committed to promoting the health and well-being of all our staff and supporting them through periods of ill health.
1.2
The University is also committed to optimising the contribution from all of our staff. As part of this aim our staff and managers are committed to achieving the lowest possible levels of absence compatible with the health of our members of staff. We believe that high standards of attendance lead to higher levels of service provision and higher morale.
1.3
This policy has been designed to provide guidelines that enable us to achieve these aims whilst ensuring that our University continues to run efficiently and effectively. Our sickness absence policy aims to provide a fair, sensitive, prompt and consistent framework for handling staff sickness absence.
1.4
This policy will be implemented in accordance with the University’s Equality and Diversity Policy and the Policy on Approach to Dealing with Alcohol, Drug and Substance Misuse.
2.
ROLES AND RESPONSIBILITIES Staff
2.1
Each member of staff has a responsibility to carry out his/her role and attend work unless prevented from doing so by illness.
2.2
Members of staff should not report in sick unless they are genuinely ill and unfit for work. If a member of staff reports in sick and he/she is not genuinely ill, the matter will be dealt with under the University’s Disciplinary Procedure.
2.3
When a member of staff is unable to attend work due to illness, he/she is obliged to follow the notification procedure for reporting sickness absence and to provide medical certificates where appropriate. This is set out at paragraph 3 below.
2.4
Where a member of staff has been absent from work due to illness for a continuous period of four weeks he/she should be referred to the Occupational Health Service for a medical assessment. However, in certain cases it may be appropriate to refer to the Occupational Health Service at an earlier juncture than four weeks. The purpose of the referral to the Occupational Health Service is to obtain advice on the issues listed in section 5.3 below, in order to support both the manager and member of staff to manage the sickness absence and subsequent return to work of the member of staff.
2.5
During a period of illness, staff must endeavour not to do anything that may hinder, or be detrimental to, their recovery.
2.6
During a period of illness, staff are required to reasonably co-operate with being contacted and communicated with on a regular basis by their manager.
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Managers 2.7
Managers carry the main responsibility for the day-to-day management of absence, including the fair and reasonable application of the University’s monitoring and management procedure.
2.8
Managers are responsible for ensuring that new members of staff are made aware of the procedures for sickness absence reporting.
2.9
Managers are responsible for the monitoring of absence levels within work groups, for the identification of areas of concern and for the development of systems of work that help to minimise absence. The latter should include ensuring good health and safety standards, proper recruitment, induction and training of staff, effective communication and a reasonable working environment.
2.10
Staff sickness must always be dealt with in a confidential and sensitive manner.
2.11
The nominated manager should conduct a return to work interview with the member of staff on his/her first day back at work (or as soon as possible thereafter) after a sickness absence of three days or more. However, where a manager has particular concerns regarding the member of staff’s absence, he/she may wish to conduct the return to work interview after fewer than three days’ sickness absence. The purpose of the return to work interview is: • • • • • •
To give the manager the opportunity to check that the member of staff is fit enough to return to work and perform a full range of duties; To give the member of staff the opportunity to voice any concerns that he/she may have and to explore any domestic, welfare or work related problems in an appropriate forum; To ascertain what steps, if any, the member of staff has taken towards aiding his/her recovery; In cases of persistent absence, to remind the member of staff of the importance of full attendance wherever possible and to explore ways in which the University can help the member of staff to attend work; With the member of staff’s permission, refer him/her to the Occupational Health Service when the criteria in section 3 are met. Record findings on the return to work pro forma (see Appendix A).
The manager should give a copy of the completed form to the member of staff and keep the original in the member of staff’s personal file held in the Faculty/School/Division. Occupational Health Service 2.12
The Occupational Health Service provides support and advice to employees and managers on the management of sickness absence. Occupational Health will: • • • • •
Offer support and advice to the employee on all health and well being issues that may lead to sickness absence. Support the employee whilst they are off sick and throughout their return to work. Advise managers and employees on rehabilitation back into the workplace. Advise managers whether there is an underlying medical reason for the employee’s sickness absence levels. Deal with all requests and enquiries in a timely and confidential manner.
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3.
NOTIFICATION PROCEDURE
3.1
Managers should nominate a person/persons to be contacted in the event of sickness absence and should ensure that all staff are notified accordingly.
3.2
The Notification Procedure is as follows:
3.3
Day 1
3.3.1 The member of staff must contact the nominated person at the earliest possible time on the first day of absence. This should normally be done within one hour of the member of staff’s normal start time. Brief details of the illness should be given and, where possible, an indication of the date on which the member of staff is likely to be well enough to return to work. If there has been no contact from the member of staff, the manager or nominated person may seek to contact him/her. Upon return to work, the member of staff must complete a University self-certificate form (see Appendix B) to cover periods of sickness absence of one to seven days, and forward it to the nominated person. 3.4
Day 8 and longer absences
3.4.1 If a member of staff is absent for more than 7 consecutive days (including Saturdays, Sundays and Bank Holidays), on Day 8 he/she must advise the nominated person of his/her continuing ill health, obtain a medical certificate covering his/her absence from the 8th day onwards and forward it to the nominated person. 3.4.2 He/she will then need to submit subsequent medical certificates to cover his/her absence where it extends beyond the period covered by the initial certificate. 3.4.3 The member of staff’s final medical certificate must clearly show that his/her doctor considers him/her fit to resume work on a specified date. 3.4.4 The member of staff must ensure that the reverse side of any medical certificate is completed before he/she submits it. 3.4.5 Where a member of staff knows that he/she will be returning to work on a specific day, he/she should inform the nominated person in advance. 3.4.6 Where necessary, he/she should hand his/her final medical certificate to the nominated person. He/she should also complete a self-declaration form (to cover any period of absence not covered by the medical certificate) on his/her return to work, and hand this to the nominated person. 3.4.7 If a member of staff has not notified the nominated person within seven days of his/her first day of sickness absence that he/she is on sick leave, the University may withhold payment of both Occupational and Statutory Sick Pay. However, the University will ensure that all reasonable steps have been taken to establish the reasons for the absence of the member of staff before withholding any payment.
4.
Absences related to personal/sensitive reasons
4.1
Where a member of staff is absent because of a reason that he/she feels is personal or sensitive, he/she is not exempt from this Notification Procedure. However, the University realises that he/she may not want to discuss the reasons for his/her absence with the nominated person, for example, because of the nature of the health issue, gender,
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religious or culture reasons. In this case, the member of staff should contact his/her Link Human Resources Manager to discuss this matter, and then inform his/her manager of this.
5.
The University’s Occupational Health Service
5.1
A member of staff should be referred to the University' s Occupational Health Service when his/her absenteeism meets the levels in section 6.
5.2
With the agreement of the member of staff; the manager will refer the member of staff to the Occupational Health Service.
5.3
The manager must complete a referral form, if necessary with the help of the Link Human Resources Manager, identifying any issues on which the manager requires advice. The Occupational Health service can provide advice only on the specific issues and questions listed on the referral form.
5.4
The Occupational Health Service may be expected to provide advice on: (a) The effect of the member of staff’s illness or condition on his/her ability to carry out his/her full range of duties; (b) The timescale within which the member of staff is likely to resume his/her duties; (c) What future treatment is envisaged; (d) Whether there is any restriction on the duties the member of staff can undertake on his/her return; (e) Whether there is any further University support required.
5.5
The Occupational Health Service must be provided with as much information as possible regarding the member of staff’s job and working conditions so that the advice given is in the correct context.
6.
SICKNESS ABSENCE INDICATORS FOR FURTHER ACTION
6.1
In order to ensure consistent treatment of all cases, below are identified some instances that will normally cause an absence record to be subject to further consideration by the member of staff’s manager and/or the HR Division to determine whether any further action is required.
6.2
A significant total of absences, for example; 3 periods of absence within a 4 month period or 6 periods of absence within a 12 month period or a total of more than 12 days within a 12 month period (the Sickness Absence Procedure as set out at paragraph 8 below will apply);
6.3
Failure to follow the notification procedure (the disciplinary procedure may apply);
6.4
A continuous absence of 4 weeks or more (paragraph 10 below will apply).
If the above are met the member of staff should be referred to the Occupational Health Service.
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7.
FREQUENT SICKNESS ABSENCES
7.1
The manager will have an informal meeting with the member of staff to discuss the reasons for the absences. This should include establishing whether any aspect of the job is affecting the health of the member of staff and whether any practical steps can be taken to improve the situation. An agreed review period may be set during which the manager shall monitor the attendance of the member of staff.
7.2
If after the agreed review period absence levels have not improved sufficiently, or if absence levels reflect those in 3.1, 3.2 or 3.3 above, this will trigger the formal "Sickness Absence Procedure" set out below.
7.3
Where the Sickness Absence Procedure is in operation the member of staff will be given at least 5 working days'written notice of any meeting falling under the procedure (unless the member of staff agrees, in writing, to less) and he/she may choose to be accompanied by a trade union representative or work colleague. If the individual' s trade union representative or work colleague is unavailable to attend the meeting at the appointed time, he/she may request postponement and suggest an alternative time and date. Where the suggested alternative is reasonable and normally within 5 working days of the original date, the meeting will be postponed to the new date. A representative from the HR Division may also be present.
7.4
When setting targets for improvement, managers will, in consultation with their Link HR Manager, need to take into account the individual circumstances of the case, any advice received from OHSS, the impact of any underlying medical condition or disability, and any reasonable work place adjustments (see Appendix C) that need to be put in place to enable the member of staff to improve his/her attendance.
7.5
The Disability Discrimination Act 1995 states that “a person has a disability……if he has a physical or mental impairment which has a substantial and long term adverse effect on his ability to carry out normal day to day activities.” Where a member of staff is, or becomes, disabled, whether through accident, illness or injury, every reasonable and practicable consideration shall be given to ensuring that he/she is able to remain in employment. To this end, the University shall seek to make “reasonable adjustments” which could allow the member of staff to continue in employment. See Appendix C for guidance on reasonable adjustments.
7.6
The outcome of a sickness absence review meeting will be confirmed in writing to the member of staff by his/her manager normally within 10 working days, and a copy sent to the Link HR Manager.
7.7
The University' s grievance procedures and/or bullying and harassment procedure may not be invoked to challenge or complain about any decision to invoke the formal or informal stages of this procedure, any decision or action taken or proposed under this procedure, or the operation of this procedure. In the event that a member of staff raises a complaint about such matters his/her complaint will be investigated and dealt with under this procedure at the same time as any absence concerns or problems are being discussed or considered. The application of this procedure may be modified as deemed appropriate by the Executive Director of Human Resources to facilitate this, including in appropriate cases by arranging for a manager other than the member of staff' s immediate manager to consider the employee' s complaint. The purpose of this is to assist all parties by allowing both the absence issues and any complaint or grievance from the member of staff to be considered expeditiously, avoiding multiplicity of procedures and associated delay.
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8.
THE SICKNESS ABSENCE PROCEDURE
8.1
Stage 1 - First Sickness Absence Review Meeting The purpose of the first Review Meeting will be as follows:
8.1.1 To review the member of staff' s attendance record during the relevant period; 8.1.2 To give the member of staff the opportunity to discuss any problems or raise any concerns; 8.1.3 To decide whether any further action is required such as a referral to OHSS; 8.1.4
To set a target for sustained improvement and a period over which absence levels will be monitored. The target period for improvement will normally be four months. However, the manager and the member of staff may agree a longer or shorter period where this is considered appropriate to the circumstances.
8.1.5 To arrange for support or work adjustments as recommended by OHSS; 8.1.6 To inform the member of staff that if attendance does not improve within the time period being monitored, a second Sickness Absence Review meeting will be held. 8.1.7 As confirmed at the Sickness Absence Review the individual' s sickness absence pattern will be monitored over an appropriate, specified period. During this period, regular reviews should be undertaken by the manager to review the member of staff' s attendance, giving the member of staff an opportunity to discuss any problems he/she has encountered, discuss the need for further Occupational Health advice and ensure that any reasonable adjustments recommended have been put in place and that he/she is receiving the support needed to improve his/her attendance at work. 8.1.8 If, after a period of 12 months of satisfactory improvement based on the targets set, the individual’s absence levels/patterns fall into those in section 6 above, stage 1 of the Sickness Absence Procedure will normally be repeated. However, where stage 1 of the procedure has been repeated, or where the circumstances are deemed to be appropriate (whether or not stage 1 has been repeated), the University reserves the right to consider progression to the next stage.
8.2
Stage 2 - Second Sickness Absence Review Meeting
8.2.1
If during the specified monitoring period following the first Sickness Absence Review meeting, absence exceeds the improvement target set this will trigger a second Sickness Absence Review meeting. The meeting will be with the Dean/Head of School/Director (or nominee) and a representative of the HR Division.
8.2.2
The purpose of the second Review Meeting will be as follows:
8.2.3 To review the member of staff' s attendance record during the relevant period; 8.2.4 To review the steps that have been taken to support him/her in achieving the required level of attendance;
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8.2.5 To give the member of staff the opportunity to discuss any problems or raise any concerns; 8.2.6 To discuss any Occupational Health advice that has been received; 8.2.7 To decide whether any new information requires further referral to OHSS; 8.2.8 To inform the member of staff that his/her job may therefore be at risk if their attendance levels do not improve; 8.2.9
To set a final target for sustained improvement and a period over which absence levels will be monitored. The final target period for improvement will normally be four months. However, the manager and the member of staff may agree a longer or shorter period where this is considered appropriate to the circumstances.
8.2.10 Regular reviews should be undertaken by the manager during the monitoring period. 8.2.11 If, after a period of 12 months of satisfactory improvement based on the targets set, the individual’s absence levels/patterns fall into those in section 6 above, Stage 2 of the Sickness Absence Procedure will normally be repeated. However, where stage 2 of the procedure has been repeated, or where the circumstances are deemed to be appropriate (whether or not stage 2 has been repeated), the University reserves the right to consider progression to the next stage.
8.3
Stage 3 - Final Absence Review Meeting: Dismissal
8.3.1
If during the specified monitoring period the member of staff’s absence exceeds the improvement target this will trigger a Final Sickness Absence Review meeting. The member of staff will be invited in writing to attend the meeting. The meeting will be with the Dean/Head of School/Director (or nominee), the manager and a representative of the HR Division.
8.3.2
The purpose of this meeting will be as follows:
8.3.3 To review the member of staff' s attendance record during the relevant period; 8.3.4 To review the steps that have been taken to support him/her in achieving the required level of attendance; 8.3.5 To give him/her the opportunity to discuss any problems or raise any concerns, or to highlight any mitigating circumstances that they wish to be taken into account; 8.3.6 To discuss any OHSS advice that has been received; 8.3.7 To decide whether any new information requires further referral to the OHSS; 8.3.8 To consider whether he/she should be dismissed on the grounds of capability, or whether there will be a further monitoring period to allow further time for a sustained improvement. The option of allowing further time for improvement will be considered only if there is evidence that this is likely to lead to the required improvement in attendance. 8.3.9 In the event that further time is allowed for a sustained improvement, the individual' s sickness absence pattern will be monitored over this period. The further period allowed
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for a sustained improvement will normally be four months. However, the manager and the member of staff may agree a longer or shorter period where this is considered appropriate to the circumstances. 8.3.10 Regular reviews should be undertaken by the manager during the monitoring period. 8.3.11 The Dean/Head of School/Director (or nominee) will confirm the decision, the reasons for it and the right of appeal in the case of dismissal, in writing to the individual. 8.3.12 If, following a further monitoring period and after a period of satisfactory improvement based on the target set, the individual' s absence levels/pattern deteriorate and fall into patterns fall into those in section 6 above, Stage 3 of the Sickness Absence Policy will be repeated, which may result in a decision to dismiss the member of staff on grounds of capability.
9.
APPEALS
9.1
A member of staff wishing to appeal against Stage 3 of the Sickness Absence Procedure under this policy should submit a letter to the Executive Director of Human Resources within seven calendar days of the receipt of the formal letter confirming the action to be taken, stating the grounds of appeal. The formal action taken will remain in force unless and until it is modified as a result of the appeal.
9.2
An appeal hearing is not designed to re-hear the case but to examine the grounds of appeal. The appellant must be specific about the grounds of appeal; these will effectively form the agenda for the hearing. Appeals may be raised on one of the following grounds:
9.2.1
the procedure: a failure to follow procedure had a material effect on the decision;
9.2.2
the decision - the evidence did not support the conclusion reached;
9.2.3
the penalty - was too severe given the circumstances of the case;
9.2.4
new evidence - which has genuinely come to light since the first hearing.
9.3
Arrangements will be made for appeals to be heard as soon as reasonably practicable.
9.4
The appellant will be notified as soon as possible of the time, date and place of the appeal hearing with a minimum of ten working days’ notice. The appellant will be advised that he/she may be accompanied by his/her Trade Union representative or workplace colleague.
9.5
The appeal will be heard by a senior University manager not previously involved in the case. A representative of the HR Division will provide professional HR advice to the senior manager appointed to hear the appeal.
9.6
The result of the appeal will normally be notified to the appellant orally within one day and in writing within ten working days of the hearing. A copy will also be sent to any representative.
9.7
The decision of the appeal panel is final.
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10.
LONG TERM ABSENCES)
10.1
If a member of staff has been absent due to illness for a continuous period of more than four weeks, his/her manager will contact the member of staff as soon as possible to discuss the member of staff’s health and, if possible, when he/she expects to return to work.
10.2
The manager will maintain regular contact with the member of staff during his/her absence, except where this has been advised against by the member of staff’s GP or by the Occupational Health Service. The purpose of this contact is to maintain communication with, and to provide information and support to, the member of staff. The member of staff is required to reasonably co-operate and continue contact with his/her manager during the sickness absence.
10.3
The University believes that maintaining contact with staff whilst they are absent from work for a long period of time helps maintain their morale and may help them return to work earlier. With this in mind, a member of staff’s manager and/or a Link HR Manager may contact the member of staff to ask him/her whether they agree to be visited at home. Whilst this is intended to be helpful to all parties, please note that a home visit will not be carried out if the member of staff does not agree to it.
10.4
As soon as it becomes clear that the member of staff’s absence is likely to be long term (or in any event where the absence has lasted for more than four weeks), the manager should refer the member of staff to the Occupational Health Service. The purpose of this referral is set out at paragraph 5.3 above.
10.5
The advice given by the Occupational Health service will enable the University to take informed decisions about the member of staff’s role, ability to return to work etc.
10.6
Where the Occupational Health Service declares that there is an underlying medical condition for the absence, but the member of staff is still capable of carrying out some duties, the manager and Link HR Manager will explore with the member of staff what steps can be taken to help him/her return to work. For example:
10.6.1
Whether there are any temporary or permanent changes to work pattern or methods within the same department that would enable a return to work;
10.6.2
Whether the member of staff could take up an alternative temporary or permanent post within the same department;
10.6.3
Whether there are any other suitable posts elsewhere within the University;
10.6.4
Whether the member of staff could undergo a reasonable level of retraining and/or rehabilitation that would enable him/her to take up an alternative role either within the same department or elsewhere within the University.
10.7
Where a member of staff is off work for a long period of time due to ill health this presents a sensitive situation. How long the University can wait before taking action is dependent on several factors, e.g., the importance of the member of staff’s job, the difficulty in continuing with a temporary replacement, the likelihood of the member of staff returning to work in the foreseeable future, his/her length of service and also the Faculty’s/School’s/Division’s need for the job to be done. However, even after exploring the possibilities in 10.6.1 to 10.6.4 above, it may be that there is nothing that
SICKNESS
ABSENCE
(INCLUDING
INDUSTRIAL
INJURY
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the University can do that will enable the member of staff to return to his/her existing role (and/or that there are no other suitable roles available). In this case, there will be no option but to dismiss the member of staff because of his/her continued absences and/or inability to carry out the role. Dismissal will be in accordance with Stage 3 of the sickness absence procedure above.
ILL HEALTH RETIREMENT 10.8
Where the Occupational Health Service declares that a member of staff is permanently incapable of discharging his/her duties, he/she may be advised to consider taking ill health retirement (although much will, of course, depend on the nature of the illness or condition and the advice received from the Occupational Health Service). If it would be helpful, the member of staff’s manager and the Link HR Manager will arrange to meet with the member of staff to discuss the issues involved. This meeting may take place at the home of the member of staff if he/she prefers.
10.9
If the member of staff agrees to pursue ill health retirement, the University will make a request on his/her behalf to the relevant pension scheme. Although the University cannot guarantee that such a request will be granted, we will give every proper assistance to this request.
10.10
Where a member of staff’s request for ill health retirement is turned down, the University may then need to take the necessary steps to terminate his/her employment. This would be in accordance with Stage 3 of the Sickness Absence Procedure above.
11.
PHASED RETURN TO WORK AND OTHER SUPPORT FOLLOWING LONG TERM SICKNESS ABSENCE
11.1
The University acknowledges that in most cases, where members of staff are returning to work after a long period of absence, they are likely to require some form of support from their managers, at least in the short term immediately following their return.
11.2
In order for the University to provide the member of staff with the necessary support, he/she should give as much notice as possible of his/her intended date of return.
11.3
It may be appropriate for the member of staff’s manager and the Link HR Manager to meet with the member of staff before he/she returns to work to discuss the arrangements for his/her return.
11.4
In all cases, irrespective of whether the member of staff has already met with his/her manager, he/she will also have a return to work interview immediately following his/her return to discuss the arrangements that have been put in place.
11.5
In some cases, a member of staff may not feel that he/she is able to return to work on a full-time basis initially. If this is the case, the member of staff should speak to his/her manager as soon as possible. The manager shall refer the member of staff (with his/her consent) to the Occupational Heath Service for an assessment to establish his/her fitness to return to work and the appropriateness of a phased return.
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11.6
If the member of staff is going to return on a phased basis, he/she should agree with his/her manager a return to work on part-time hours for an agreed specified period of time. Where the Occupational Health Service has recommended a phased return, their advice on the number of days worked, work pattern, etc., over the phasing in period should be adhered to as far as possible. It would normally be expected that the member of staff would revert to his/her full-time/normal hours after the agreed phasingin period.
11.7
Where a member of staff returns to work on a phased basis for an agreed period of time, he/she will receive full pay.
11.8
If a member of staff continues to work reduced hours beyond the agreed phasing in period, his/her pay will be reduced in line with the hours that he/she is working.
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Sickness Absence Policy Notification Procedure ON DAY 1
Contact nominated person within 1 hour of normal start time. Complete University self-certificate form for absence of 1 to 7 days and return to nominated person upon return to work.
ON DAY 8
Advise nominated person of continuing ill-health. Obtain medical certificate th covering absence from 8 day onwards and forward to nominated person
SUBSEQUENT DAYS
Continue to submit medical certificates where absence extends beyond period covered by the initial certificate. Keep manager informed of progress
UPON RETURN TO WORK
Submit final medical certificate and selfcertificate form to nominated person. Manager conducts return to work interview.
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Sickness Absence Policy Frequent Sickness Absences
TRIGGERS FOR FURTHER ACTION
3 periods of absence within a 4 month period
Unacceptable absence patterns
6 periods of absence within a 12 month period or more than 12 days absence within a 12 month period
Manager to have informal meeting with member of staff
Set a review period. Continue to monitor sickness absences. Hold further review meetings. Refer to Occupational Health Service.
Improvement after review period
Manager to regularly monitor and review attendance
No improvement after review period
Sickness Absence Procedure is triggered.
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Sickness Absence Policy Sickness Absence Procedure Stage 1: First Sickness Absence Review Meeting: Review attendance record. Discuss problems/concerns. Refer to Occupational Health Service. Set targets for sustained improvement in attendance. Consider if support/adjustments needed. Set target period for sustained improvement.
Absence levels/patterns fall into those in section 6 of Sickness Absence Policy.
Consider if stage 1 to be repeated or if progression to stage 2 is appropriate.
Stage 2: Second Sickness Absence Review Meeting: Review attendance record. Discuss problems/concerns. Discuss any Occupational Health Service advice received. Discuss support given in review period. Inform member of staff of risk to job if attendance levels do not improve. Set targets for sustained improvement in attendance. Set target date for sustained improvement.
Absence levels remain satisfactory.
Absence levels/patterns fall into those in section 6 of Sickness Absence Policy.
Manager undertakes regular reviews of member of staff’s attendance until no longer required. Consider if stage 2 to be repeated or if progression to stage 3 is appropriate.
Stage 3: Final Absence Review Meeting. Consider dismissal on grounds of capability or allow further time for sustained improvement.
If further time allowed for improvement, manager to monitor attendance over agreed period until no longer required.
If decision is to dismiss, Dean/HoS/Director confirms in writing decision, reasons and right of appeal.
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Sickness Absence Policy Long-Term Sickness Absence
ABSENCE FOR UNBROKEN PERIOD OF MORE THAN 4 WEEKS
If appropriate, manager to contact member of staff to establish state of health
CONTINUING ABSENCE AFTER 4 WEEKS
Manager maintains regular contact with member of staff
Referral to Occupational Health Service, with agreement of member of staff
Occupational Health Service declares underlying medical condition but member of staff capable of carrying out some duties.
Consider home visit, with consent of member of staff
Medical Adviser states that member of staff permanently incapable of discharging duties – if appropriate, advise member of staff to consider ill health retirement
Manager & HR Link Manager explore alternatives to help member of staff return to work
ABSENCE STILL CONTINUING
Invoke Stage 3 of Sickness Absence Procedure
EMPLOYEE RETURNING TO WORK
Consider return to work on a phased basis, with advice from Occupational Health Service
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APPENDIX A RETURN TO WORK INTERVIEW Issues to include: 1. Reason for absence: ___________________________________________________________________________ ___________________________________________________________________________ 2. In the opinion of the member of staff, is he/she well enough to perform all duties?
Yes
No
3. Did the member of staff consult a physician?
Yes
No
4. Is this a recurrence of a previous problem? ___________________________________________________________________________ ___________________________________________________________________________ 5. In the opinion of the member of staff, is the condition likely to recur? ___________________________________________________________________________ ___________________________________________________________________________ 6. Does the member of staff feel that there are any work related causes for the absence? ___________________________________________________________________________ ___________________________________________________________________________ 7. Have the notification procedures been followed?
Yes
No
8. Has a self-certificate form been completed? (absence of 1 to 7 days)
Yes
No
9. Has a medical statement been received? (absence of more than 7 days)
Yes
Manager:
________________________________________________
Signature:
________________________________________________
Date:
________________________________________________
Member of Staff:
No
N/A
__________________________________________
Signature:
________________________________________________
Date:
________________________________________________ Continue overleaf if required
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Please use space below for additional information if required ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ _________________________________________________
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APPENDIX B
SELF-CERTIFICATE OF PERSONAL SICKNESS/INCAPACITY FOR WORK On your return to work a Self-Certificate must be completed to cover periods of sickness absence of one to seven days. If the period of sickness/incapacity extends beyond seven days (including weekends and Bank Holidays) a doctor’s statement (or statements) must be produced to cover all additional consecutive days. It should be sent to the person nominated to receive it. Please use BLOCK letters Last name Prof/Dr/Mr/Mrs/Miss/Ms First names
……………………………………………………..……
……………………………………………………………………….……………….
Present address ………………………………………….……………………………………………………… ………………………………………………………………………………………………………………………. Employee Reference No.
……………..……………….
Faculty/School/Division
………………………………………………………
Period of sickness/incapacity for work
Day
First date of sickness absence
Date
Month
Year
______________ ____ ___
__________
_______
Last date of sickness absence
______________ _______
__________
_______
Date I returned to work
______________ _______
__________
_______
Shift workers must also complete the following: Time I finished work
Time ________ am/pm ________
Time last shift began
Time ________ am/pm ________
Details of sickness/incapacity: I was unfit to attend for work for the following reason. (Please indicate symptoms or cause): ______________________________________________________________________________________ ______________________________________________________________________________________ Industrial injury: Was your absence due to an accident at work?
Yes ________ No________
DECLARATION: I declare that I have not worked for the University or any other employer during the period of sickness/incapacity stated above and that to the best of my knowledge the above information is complete and correct. Employee’s signature ______________________________________ Date _______________________ 19
APPENDIX C
GUIDANCE ON REASONABLE ADJUSTMENTS The University is committed to giving consideration to making every reasonable and practicable adjustment for disabled members of staff, to enable them to remain in employment. When considering whether there is a requirement to make any reasonable adjustments, managers should contact their link Human Resources Manager in the first instance. The Disability Discrimination Act gives examples of reasonable adjustments as follows: -
making adjustments to premises allocating some of the disabled person’s duties to another person transferring the disabled person to fill an existing vacancy altering the disabled person’s working hours assigning the disabled person to a different place of work or training allowing the disabled person to be absent during working hours for rehabilitation, assessment or treatment arranging training or mentoring for the disabled person acquiring or modifying equipment for the disabled person modifying instructions or reference manuals for the disabled person providing a reader or interpreter for the disabled person providing supervision or other support for the disabled person change policies, practices, or procedures (e.g., waiving a requirement in certain circumstances to fill out a form in writing)
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