Revised Sickness Absence Policy

Major Revisions Introduction of Absence Co-ordinators Compulsory Return to Work meetings Increased Human Resources Role Monthly Sickness Absence reports Amended Trigger Points and review meetings Amended Flowchart

Areas that remain unchanged Patterns of Absence If an employee's attendance pattern is such that it can be

reasonably considered that there is deliberate abuse or manipulation of the University's absence procedure or sickness payment entitlements then that matter may also be treated as misconduct and will be investigated appropriately

Role of Staff Attend work regularly at the times required

Report sickness absence to line manager on first day of absence

Failure to make contact

Information Required on First day of Absence

Reason for Absence Anticipate attending Doctor Likely duration

Contact During Absence 4th Day absence – contact Line Manager

8 or more days absence – make contact with line manager again

Home Visits

Sickness Certificates

Return to work before 8th consecutive day – Self Certify Appendix 3

Absence in excess of 7 consecutive days – Doctors Certificate

Failure to follow reporting & Certification – may lead to Disciplinary Action

Role of Line Managers

Have a Responsible for managing absence within their defined area to:

Ensure contact procedures are followed by all members of staff Ensure reason for absence is recorded Discuss sickness absence with members of staff after periods of

absence Take appropriate action in accordance with the provisions of the

policy Analyse absences, paying particular attention to the frequency and

patterns of absence

The ‘Return to Work’ Meeting

Line Managers will hold a return to work meeting with the employee after a period of sickness or disability-related absence

On the day of return to work Complete Appendix 3 Sickness Absence Form (SAF)

Role of Human Resources

Advice and support in the application of the Policy in individual cases

Maintaining records of all absence Monthly statistical management information to assist in

monitoring Review absence levels both of individuals and within sections

to ensure consistency of treatment. Meet with HoD on a Regular basis to review attendance

levels

Monthly Sickness Absence Reports

Human Resources will provide sickness absence reports to management on a monthly basis.

Number of absences in a rolling 12 month period Reason for each absence Length of each absence in working days only Self-certified or authorised by a doctor’s certificate Cumulative number of working days absence in the year Total Absence score for reporting period

Short term Absence

Short-term absences are defined as those which cumulatively last for less than 20 working days within a rolling 12 month period.

The manager shall review absence levels on a more formal basis when, in any 12 month rolling period, a threshold index of 45 is exceeded.

Trigger Points Example 1 5 days + 5 days + 5 days = 15 days x 3 occasions of absence = 45 (on

threshold) Example 2 1 day + 1 day + 1 day + 1 day + 1 day + 1 day + 1 day = 7 days x 7

occasions of absence = 49 ( above threshold of 45) Example 3 3. days + 2 days + 3 days = 8 days x 3 occasions = 24 (below threshold

of 45)

Stage 1 - 1st Sickness Absence Review Meeting

Review attendance record during the relevant period; Opportunity to discuss any problems or raise any concerns; Decide whether any further action

Referral to Occupational HealthTo set a target for improvement To set a period over which absence levels will be monitored;

To inform the member of staff that if attendance does not improve within the time period being monitored, a 2nd Sickness Absence Review meeting will be held

Action Taken Form (ATF) (Appendix 4)

The outcome of this meeting may be one of the following

No Further ActionMonitoring, follow up meetingReferral to Human ResourcesReferral to Occupational Health (via Human Resources)Referral to Equality and Diversity Services An agreed target for improvement and a period over which absence levels will be monitored;Other…………………………..

Stage 2 - 2nd Sickness Absence Review Meeting

Review attendance record during the relevant period; Review the support offered in achieving the required level of

attendance; Opportunity to discuss any problems or raise any concerns Review Occupational Health advice that has been received; To set a target for improvement a period over which absence levels will

be monitored; To inform the member of staff that if attendance does not improve a 3rd

Sickness Absence Review meeting will be held. To give the member of staff an opportunity to disclose a disability

Action Taken Form (ATF)

The outcome of this meeting may be one of the following

No Further ActionMonitoring, follow up meetingReferral to Human ResourcesReferral to Occupational Health (via Human Resources)Referral to Equality and Diversity ServicesAn agreed target for improvement and a period over which absence levels will be monitored;Other…………………………..

Improvement at stage 2

If, after a period of satisfactory improvement based on the targets set at stage 2 the individual's absence levels then exceeds a threshold index of 45, within a 12 month rolling period (repeated short term absence), Stage 2 of the Sickness Absence Policy will be repeated.

Non Improvement at Stage 2 If during the specified monitoring period

following the 2nd Sickness Absence Review meeting, absence exceeds the improvement target this will trigger a 3rd Sickness Absence Review Meeting.

The meeting will be with the Head of Department and a representative of the HR Consultancy Team.

Stage 3 - 3rd Sickness Absence Review Meeting

Review attendance record during the relevant period; Review support offered to achieving the required level of attendance; Opportunity to discuss any problems or raise any concerns, Review Occupational Health advice that has been received; To inform the member of staff that his/her job may be at risk if their

attendance levels do not improve; To issue a final caution, set a target for improvement and a period over

which absence levels will be monitored To give the member of staff a further opportunity to disclose a disability

Improvement at Stage 3

If, after a period of satisfactory improvement based on the targets set at stage 3 the individual's absence levels then exceeds a threshold index of 45, within a 12 month rolling period (repeated short term absence), Stage 3 of the Sickness Absence Policy will be repeated.

Non Improvement stage 3 A Final Caution

If it has been decided not to issue a final caution, but to extend the monitoring period, the individual's sickness absence pattern will be monitored over an appropriate, specified period.

Stage 4 - Final Absence Review Meeting:

If during the specified monitoring period following the issue of a final caution, absence exceeds the improvement target this will trigger a Final Sickness Absence Review meeting. The meeting will be held in accordance with the relevant disciplinary policy for the staff category under consideration which may result in dismissal.

Employee Telephones in sick

Complete Part 1 Sickness Action Form(SAF Appendix 3)

Employee returns to work

Line Manager and Employee meet.Complete Part 2 Sickness Action Form(SAF Appendix 3)

HR Monthly Report45 Threshold Exceeded

2nd stage absence meeting

3rd Stage absence meeting

Dismissal

1st Stage absence meeting

Complete Action Taken Form AFTAppendix 4

CompleteAction Taken Form AFTAppendix 4

Final Caution

Stage 1 -Target not met

Stage 2 -Target not met

Stage3 - Target not met

Exceeds 45 12 month period repeat stage 3

Exceeds 45 12 month period repeat stage 2

Long Term Absence Sickness absence in excess of four weeks

Referral to Occupational health

Maintaining contact

First stage, Second stage and Non Improvement/Final Review

Role of Occupational Health Specialist advice

Case Management

Referral

Equality & Diversity Services

Equality and Diversity Services will liaise with a disabled member of staff and their line manager where necessary to ensure that reasonable adjustments are addressed.