Return From Long Term
Absence Procedure
Contents
PageOverview / 1
1Summary
2Further Information
3Review / 1
1
1
Key Information
1Scope and Purpose
2General Principles
3Stages of the Procedure
4Stages of the Procedure for Senior Staff
5Commencing the Procedure
6Return to Work Strategy
7Difficulties on Returning to Work / 4
4
4
4
4
5
5
6
Appendices
Appendix A – Letter 1
Appendix B – Letter 2
Appendix C – Action Plan / 7
7
8
9
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October 2013 / Ref:POL0060
Return From Long Term
Absence Procedure
Overview
1Summary
This document outlines the process to be followed when a member of staff is returning to work following long term absence.
2Further Information
- Deputy Principal Resources
- Personnel Department
- Staff Support Team/Counselling
Review
This document will be reviewed annually.
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Return From Long Term
Absence Procedure
Key Information
1Scope and Purpose
1.1This procedure applies to all members of staff
1.2The procedure is designed as a support mechanism to assist staff who are returning to work following a long period of absence.
This might be:
- maternity leave
- sickness absence
- authorised absence for other reasons
1.3The procedure ensures that all staff are treated fairly and consistently, and offered adequate support to return to their posts smoothly and efficiently.
2General Principles
2.1Return from Long Term Absence refers to staff who have been absent for two months or longer.
2.2It should be entered into with all staff.
2.3It is not part of the professional difficulties or disciplinary process.
2.4In relation to people returning after sickness absence, it relates to and follows on from the Sickness Absence Policy.
2.5In relation to people returning after maternity, paternity or adoption leave (longer than two months) it follows on from the Parental Rights Policy.
2.6An employee has the right to be accompanied at any meetings that take place as part of this process if they so wish. This can be by a workplace colleague or Trade Union representative.
3Stages of the Procedure
3.1A user friendly version (diagrammatic) of the Return from Long Term Absence can be found on pages 2 and 3.
3.2This process will be entered into with all Long Term Absence returners.
4Stages of the Procedure for Senior Staff
The Return from Long Term Absence is the same for all staff with the exception of the Principal. The Chair of Governors or someone delegated on their behalf will take responsibility for the return process for the Principal.
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Absence Procedure
Key Information
5Commencing the Procedure
5.1If the member of staff has indicated their imminent return to work, or their Medical Certificate date is due, they should be invited to attend a meeting with their Line Manager and a member of the Personnel Team, to discuss their return strategy (Appendix A or B) before they actually return.
5.2The letter explains, and this should be reiterated at the meeting, that this is a usual procedure to support staff who have been away from their post for longer than two months, to return to the workplace/role smoothly and successfully.
5.3The Action Plan is put in place to identify any areas of concern that a returning staff member may have and support them through it during their return.
Such concerns may include:
office moves
staff changes
policy/procedure changes
numbers for keypads, copiers etc
working practice changes
changes to working patterns
imminent inspections; SARs; etc
There will no doubt be many other individual concerns.
5.4The Action Plan must be agreed together and written up for each party to have a copy.
5.5The meeting should be friendly and relaxed.
5.6A mentor should be offered and/or counselling if appropriate.
5.7Occupational Health may require to see the returner as a ‘one off’ appointment, or for several months to monitor and support the return.
5.8The HR Manager should be made aware of all action taken and plans put in place. The HR Manager will be available to provide support and advice throughout the return to work process.
6Return to Work Strategy
6.1As part of the supported Return from Long Term Absence, it may be advisable to consider the hours and duties of the returner.
6.2On returning to the workplace from any absence reason, the returner may find the first week or two particularly tiring.
Therefore it may be advisable to consider:-
- A week/two week period of reduced hours
- A short period (two weeks) of light duties
- Any necessary adjustments to the workplace
- Counselling
- Support by the Staff Support Team/HR Officer
- A mentor
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Return From Long Term
Absence Procedure
Key Information
6.3All Employees returning with such assistance should be reviewed after one month to check progress. The HR Manager (or member of the Personnel Department)will liaise with the area concerned to ensure the reviews take place.
6.4All employees should return to their own contractual hours and duties as soon as is possible to reduce stress on colleagues (usually within two weeks).
6.5Employees who wish to reduce their contractual hours for a short period to ease their return, should ask for this to be considered by their Director/Assistant Principal/Deputy Principal/Head/Manager.
6.6Employees returning on a reduced hours for the initial period (maximum two weeks) do so on full pay.
If they are then absent during this period they forfeit a proportionate percentage.
6.7On returning to work, the Line Manager and employee should work through the previously agreed action plan.
6.8The two parties should meet to monitor progress. This is usually done at the end of Week 1 and Week 2. If a third or fourth week is considered necessary, this should be discussed with the Assistant Principal/Deputy principal before further meetings take place.
7Difficulties on Returning to Work
7.1Should the returner struggle and experience difficulty in meeting the action plan and returning smoothly to the workplace, the level of support from the line manager, mentor and others may need to be increased for the Action Plan period.
7.2Advice should be sought from Occupational Health by booking the returner for an appointment. This is done by liaising with the HR Manager/Personnel Team.
7.3The Action Plan may need to be extended for a further two weeks to a month.
7.4If the difficulties continue, it would be necessary to move to the professional difficulties process (step 1).
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Absence Procedure
Appendix A
Dear
I note from our sickness records that you are still absent from work due to ill health and that your sicknote is due to expire on .
I am pleased that you are now returning to good health and look forward to welcoming you back to the College.
In situations where members of staff have been absent for two months or longer, it is the Colleges practise to offer a support system to ensure that the return to work is smooth and stress free.
I would like to invite you to meet with myself
on (date) at (time)
in room.
Where we can discuss your return to work strategy and any concerns/queries you may have.
This is an informal meeting and I must stress is not part of a disciplinary or professional difficulties process, but if you would like to be accompanied by acolleague or Trade Union Representative that will be quite acceptable.
I enclose a copy of the key information of the “Return from Long Term Absence Policy” to explain the process further but if you have any concerns or questions please do not hesitate to contact me.
I look forward to our meeting on and to having you back in the department.
Yours sincerely
cc Personnel
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Absence Procedure
Appendix B
Dear
I note that your date to return to work following your maternity/adoption leave is due shortly and I am sure that you are looking forward to rejoining your colleagues in the department.
Where staff have been away from the College for over two months or longer, it is the College’s practice to offer a support system to ensure that the return to work is smooth and stress free.
I would like to invite you to meet with myself
on (date) at (time)
in room.
Where we can discuss your return to work strategy and any concerns/queries you may have.
This is an informal meeting and I must stress is not part of a disciplinary or professional difficulties process, but you are still welcome to be accompanied by a colleague or Trade Union representative if you wish.
I enclose a copy of the key information of the “Return from Long Term Absence Policy” to explain the process further, but if you have any concerns or questions please do not hesitate to contact me.
I extend my best wishes for your family and look forward to having you back in the department.
Yours sincerely
cc Personnel
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