This template report is for guidance purposes only, and may be changed to reflect the individual circumstances/needs of a case. Please also refer to the Managing Sickness Absence Policy and the How to Guide – Managing Sickness Absence when using this report.

This report will be sent with the letter inviting the individual to attend a Formal Stage Meeting/ Hearing.

Information in the report is based on facts and not opinions.

All text in blue will need to be deleted on completion of the report

CONFIDENTIAL REPORT
Name/ Rank/ Role/ Job Title of Individual / <Name, Rank/ Role/Job title>
Name of line manager / Name, Rank/ Role/Job title, Strand/ Unit/ Command/ Department
HR caseworker (if appropriate) / <Name, Job title>
Date / <date report completed

ContentsPage

  1. Introduction
  2. Background
  3. Chronology of events
  4. Medical advice (OHU, Access to Work, Reasonable Adjustments)
  5. Individual views
  6. Operational considerations
  7. Costs of absence
  8. Management concerns
  9. Conclusion
  10. Recommendations
  11. Appendices
  1. Introduction

This report details theattendance of <insert name of individual> in accordance with Hampshire Constabulary’sManaging Sickness Absence policy and Managing Sickness Absence - how to guide.

  1. Background
  • Provide brief details of the individual’s service history, current role and how long held
  • Provide a brief outline of how the concerns arose concerning their unacceptable attendance
  • Provide a reference to the Managing Sickness Absencepolicy and explain how the policy has been followed (the appropriate steps/meetings)
  • Include any mitigating factors (for example if the individual is covered by the Equality Act 2010)
  • Include anything else to ‘set the scene’ for the reader - aim to keep this section approximately half a page in length or a full page for more complex cases.

3.Chronology of events

  • Provide a brief summary of the absence (number of days/ occasions) to date and whether individual has a current live warning.
  • Provide a reference to the Managing Sickness Absence policy and explain how the policy has been followed (the appropriate steps/ meetings).
  • Provide dates of the OHU referral.

4.Medical advice (OHU, Access to Work, Reasonable Adjustments)

  • Provide brief detail on the prognosis from OHU regarding likelihood of successful recovery and return to work involving adjustments as necessary
  • List what adjustments have been proposed and agreed by OHU, individual. This can be listed in a clear table format, listing (where applicable) or it can be listed as an appendix. It is critical to the Equality Act 2010 to demonstrate how HC has met its obligations.
  • List what adjustments had been recommended and not implemented with reasons why this has occurred if applicable
  • Provide an assessment if applicable of any Access to Work conversation
  • Discuss whether ill health retirement is a possible outcome and the reasons why
  • Include any reference to mitigation raised by the individual if applicable.

5. Individual views

  • Provide the reasons the individual has provided for their sickness absence (both short term or long term) obtained during informal discussions and/ or formal meetings.
  • Provide the individual’s responses on return to work interview(s)/ review stage discussions/ OHU advice.
  • Provide the individual’s responses/ comments on reasonable adjustments proposals or adjustments that have been implemented.
  • Provide/ include any mitigation or reasons from the individual if applicable.

6. Operational considerations

  • State the nature of the position the individual works within (is this a critical rank/ role to the Constabulary?).
  • Explain about the loss of knowledge and skill should an experienced individual not return to work.
  • Provide reasons and evidence on the detrimental impact on workloads placed upon other individuals covering for the absent individual
  • State whether there are any additional responsibilities placed upon other individuals in the unit/ command/ strand/ department/ team due to the individual’s absence.
  • State whether any additional time and commitment is required to mentor and support other individuals (including temporary) to cover for the individual’s absence.
  • State whether there is any adverse effect of the absence on colleagues’ morale
  • Specify if there a lack of continuity/ support for any individual reporting to the absent individual (more junior staff/ peers).

7. Costs of absence

  • Define the costs of absence incurred. This can include temporary cover and associated costs including any additional training, secondments, acting up arrangements.
  • Anticipated costs should the absence continue.
  • Time already incurred in managing the absence.
  • Anticipated time commitment should the absence continue.
  • Cost of inducting a new individual should a permanent appointment be made.
  • Time required to appoint an individual to the permanent post.
  • Cost of recruiting and appointing a permanent replacement for the post.

8. Management concerns

  • Raise the concern that the post requires a certain level of fitness and mobility in accordance with the rank/ role profile.
  • Where a previous warning has been issued confirm whether an action plan has been in place and if the individual has been able to meet the action points/ targets.
  • If on long term sick, has the individual maintained contact and provided Statements of Fitness for Work certificates in a timely manner?

9. Conclusion

  • The conclusions need to be clear and concise without repeating the text in the main body of the report (where possible).
  • Draw out the key fact facts which demonstrate/highlight the impact of the absence on the Constabulary and the individual; these include the OHU advice, reasonable adjustments.
  • Refer to the Managing Sickness Absence policy and confirm that all the relevant steps/ stages have been followed where applicable or appropriate.
  • Refer to any mitigating factors to ensure that they are clear within the conclusions.

10. Recommendations

  • Set out a recommended course(s) of action in line with the Managing Sickness Absence policy and Managing Sickness Absence how to guide.

11. Appendices

You need to insert all the documents and evidence which are relevant to the process. Expand the table where necessary/appropriate.

Appendix 1 / <insert relevant policy i.e. Managing Sickness Absence policy
Appendix 2 / <insert any other policies/ procedure/ standards related to the case>
Appendix 3 / rank/ role profile>
Appendix 4 / <time line of events>
Appendix 5 / <list all relevant attendance management documents separately>
Appendix 6 / <list all relevant letters to the individual concerning attendance management documents separately>
Appendix 7 / <documentary evidence of support provided at each relevant stage>
Appendix 8 / <any other documents relevant to attendance>