Introduction

The purpose of this Managing Staff Attendance Toolkit is to provide guidance on how to record, monitor and manage employee absence when it is as a result of ill health. We recognise that sickness absence can be one of the most sensitive areas of managing people and as such we have strived to provide schools with a simple and easy to follow procedure which will enable schools to address these issues in a fair, consistent and sensitive way and ultimately to support employees to successfully return to work.

The principles of effectively managing staff attendance can be summarised as follows:

  • Dealing with employees' attendance does not imply any distrust of staff or their conduct.
  • Good attendance is valued and all opportunities should be taken to acknowledge and recognise this.
  • You should maintain accurate records of absence and monitor patterns of absence.
  • You should respond to attendance issues in a fair and consistent way whilst being sensitive towards people’s circumstances.
  • The need for confidentiality must be respected at all times.
  • Where you believe an employee’s absence may be due to a disability, you should consider with the employee whether any reasonable adjustments may be made to assist that employee to return to work or reduce their absence levels.
  • Regular attendance at work is part of the employee’s contract of employment and if the employee is medically unfit to work or is unable to provide regular and efficient service to the satisfaction of the school then termination of employment may be considered.

Attendance Management Policy Statement

The Principles of this Managing Staff Attendance Policy

[Name of School] is committed to maintaining the health, safety and welfare of its staff, seeks to provide a positive and healthy working environment and recognises the value of employee’s work/life balance. Regular attendance at work is part of every employee's contract of employment. However, it is recognised that employees will on occasion have genuine and acceptable health reasons to be absent from work and on those occasions the school will aim to do everything possible to support an employee during the period of absence, with the aim of assisting their return to work at the earliest opportunity.

The overall aim of the policy is to minimise absence levels across the school and provide information on how the school may support those employees who are unable to attend work due to ill health. The policy also aims to provide a fair and consistent framework for managing attendance and should inform all employees of their responsibilities regarding attendance at work.

Under the Equality Act (2010), management will make all reasonable efforts to allow employees who are disabled, or who become disabled, to continue their employment.

The School's Responsibilities

  • To inform all employees of attendance management procedures including the conditions of the sick pay scheme.
  • To record all sickness absence upon notification.
  • To meet with all employees on their return to work, regardless of the duration of the absence.
  • To monitor and review all sickness absence across the school.
  • To arrange review meetings with employees when their sickness absence level has reached a trigger point.
  • To maintain reasonable contact with employees during a period of absence.

Employee Responsibilities

  • To attend work when fit to do so.
  • To comply with the school’s notification of sickness absence procedures.
  • To maintain reasonable contact with the school and to meet with the school when required during periods of absence of 4 weeks or more ("long term sickness absence") or, if medically unable to maintain such contact, to make arrangements for an intermediary, e.g. trade union representative or family member, to maintain contact on their behalf.
  • If requested to do so by the school, to attend appointments with the Employee Health and Well Being Unit (EH&WU) (also known as “Occupational Health”).

Attendance Management Procedure

  1. How to Report Sickness Absence

The purpose of having a clear reporting process is to ensure that the school can make the necessary arrangements to cover sickness absence. This may involve arranging for supply cover or longer term arrangements in the event that an employee is absent for a longer period of time.

As such the school has set the following absence reporting procedure, which must be followed in the event of sickness absence. A failure to follow this procedure may result in sick pay being withheld and/or the absence being treated as an unauthorised absence in accordance with the school's disciplinary procedure.

On the first day of sickness absence the employee must telephone [Name of Nominated Person] on [Telephone Number] by no later than [Time]. If the sickness absence occurs during the school holidays and there are no members of staff in school, the employee should contact the Education Bradford Business Support Service directly on 01274 385999. The employee must notify the [Name of Nominated Person]/Education Bradford Business Support Service of the reason for their absence and the likely duration of their absence. The employee has an ongoing duty to maintain contact with the school/Education Bradford Business Support Service for the duration of their absence.

If the employee's absence persists for 7 consecutive days or longer, they must submit a doctor’s fit note to the school.

  1. Returning to Work

From 6 April 2010 the ‘sick note’ was changed to become the ‘fit note’. Unlike the old ‘sick note’, there is no option on the new Statement of Fitness for Work for a GP to state that an employee is fully fit for work. An employee does not need a ‘signing off’ note. Where the GP advises the employee that “you are not fit for work” the GP will state the period (or dates) that this will be the case and whether they will need to assess the employee again. If the GP has not stated that they need to assess the employee again, it should be assumed that the employee will return to work on expiry of the statement.

The fit note offers a new option- 'may be fit for work taking account of the following advice'.

A GP will be able to suggest ways of helping an employee get back to work. This might mean discussing:

  • A phased return to work.
  • Flexible working.
  • Amended duties.
  • Workplace adaptations.

It is important that employees contact [Name of nominated person] prior to their return to work to discuss any adjustments suggested by their GP. Employees should inform the school of their return to work date as soon as possible.

On their return to work, the employee must contact [Name of Nominated Person] and complete the Sickness Notification Form as directed. If the employee is fit to resume work during the school holidays and there are no members of staff in school, they should contact the HR Business Support Service directly on 01274 385999 (where this is the service provider).

The employee will also be required to attend a return to work meeting regardless of the length of absence. Ideally this should be done on the employee’s first day back to work. If this isn’t possible it should be held within at least 3 days of their return to work.

In most cases it would not be considered necessary for the employee to be accompanied at these meetings. However, where the underlying issues are contentious, or where there are likely to be areas of disagreement between the manager and the employee, then schools are encouraged to involve a trade union representative (or a work colleague) and a Human Resources Adviser to try and resolve the matter.

3.Sick Pay

Sick pay is based on length of continuous service. For teachers this is aggregated teaching service within any Local Education Authority and for all other staff it is continuous service within any public authority to which the Redundancy Payments Modification Order 1985 applies. Please refer to the Teachers’ Local Conditions of Service and the Officers’ Terms and Conditions of Service ‘Blue Book’ for sick pay entitlements.

If the school is concerned that the reason(s) given for the employee's absences are not genuine, the school may commence action under the school's disciplinary procedure. In this case the school is considering the employee's conduct.

The school reserves the right to withhold sick pay in circumstances which are described in the relevant paragraphs of the conditions of service for teachers and support staff. Additionally, if the employee is found to be carrying out some other work, within their contracted hours at the school sick pay could be withheld.

Employees who are absent from work on sickness absence must not participate in any other form of work during their normal working hours (paid or unpaid) without the prior written authorisation of the school. It is the responsibility of the employee to notify the school if undertaking therapeutic work whilst off sick and to avoid misunderstandings it is advised that the employee should consult with Occupational Health as to the advisability of this kind of activity.

  1. Statutory Sick Pay ("SSP")

In order to qualify for SSP an employee must:

  • Be sick for at least 4 or more days in a row (including weekends and bank holidays) (SSP is not payable for the first 3 days of any period of absence); and
  • Earn an average of not less than the Lower Earnings Limit for National Insurance Contributions (NIC).

SSP is paid by the school for up to a maximum of 28 weeks.

Short Term and Intermittent Absence Management Procedure

  1. How attendance will be reviewed

In order to manage attendance effectively it is important that sickness absence is consistently reviewed. The school have pre-determined review points which can alert the school if an employee's attendance has reached a point where there may be cause for concern. The following review points are in place to monitor employee attendance:

  • 3 or more occurrences of sickness absence in a rolling 6 month period excluding school holidays.
  • 7 or more day’s sickness absence in a rolling 12 month period excluding school holidays.
  • 4 weeks continuous sickness absence.
  • When operational need dictates, for example if the number or pattern of absences causes concern.

When a review point is reached, the employee may be invited to attend an informal sickness absence review meeting, however the review points themselves should not be used as an automatic mechanism for taking action, for example, an episode of ‘flu lasting 7 days may not on its own suffice to trigger a review meeting. All circumstances of the individual should be carefully and sensitively considered in order to treat all employees fairly, consistently and compassionately. If there is a meeting the school will discuss whether there is any support that can be offered to help the employee reduce their absence levels and whether a referral to EH&WU is appropriate.

It is recommended by the EH&WU that for employees experiencing a psychological illness i.e. stress/anxiety/depression or a musculoskeletal complaint i.e. neck/shoulder/back condition, an immediate referral is made.

If the employee is absent from work on long-term sickness absence, review meetings will be arranged on a regular basis (see paragraph 20, the Long Term Sickness Absence Management Procedure).

  1. Employee Health and Well Being Unit

The school may refer the employee to the Employee Health and Well Being Unit ("Occupational Health") who will be able to advise on matters such as:

  • When the employee may be able to return to their role.
  • The employee's ability to carry out their role.
  • Whether the employee falls under the auspices of the Equality Act (2010),and whether any adjustments or modifications (if any) may be made to assist the employee in carrying out their role.
  • Whether the employee is not (or will soon be) unable to carry out their role and/or the employee's ability to carry out alternative duties either within the school or within the City of Bradford Metropolitan District Council.
  • Whether any adjustments or modifications may be made to assist the employee in carrying out such alternative duties. (Occupational Health can also advise whether the employee should contact Access to Work).

The school has a duty of care to its employees to consider all appropriate support options including phased returns to work or reasonable adjustments.

If, following advice from EH&WU, it appears that the employee may not be able to return to their role within a reasonable period of time the employee may be invited to attend a Medical Capability Hearing.

  1. Managing Headteacher Sickness Absence

In the case of Headteacher sickness absence, the Short Term and Intermittent Absence Management Procedurewill be managed by the Chair of Governors. The Chair of Governors is advised to contact Human Resources (HR) in these circumstances.

All Sickness Absence Hearings relating to Headteacher sickness absence will be conducted by the Discipline, Grievance and Dismissal Committee of the school's Governing Body.

  1. Right to be accompanied

Employee has the right to be accompanied at each review meeting and hearing by a trade union representative or a work colleague.

  1. Notice

5 working days written notice should be provided prior to review meetings, and 10 working days written notice should be provided prior to hearings.

If managing Headteacher sickness absence see paragraph 19.

  1. Initial Action

If informal absence review meetings are not producing the desired outcome, an Initial Sickness Absence Review Meeting should be arranged to discuss and set targets for improvement in the employee’s attendance which will be monitored for a suggested period of 12 working weeks (set at management discretion).

Following the 12 week review period, management will arrange a second Initial Sickness Absence Review Meeting to look at their attendance throughout the monitoring period. If there has been a significant improvement in the employee’s attendance then the school may decide to take no further action.

If the school remains concerned about an employee's absence levels then they may either extend the monitoring and support within the initial stage or invite the employee to a Formal Stage 1 Sickness Absence Hearing.

  1. Stage 1 Sickness Absence Hearing

The purpose of this Stage 1 Hearing is to discuss the school’s concerns regarding the employee’s absence levels, following the specified informal review period. This hearing is normally conducted by the Headteacher. Any medical evidence or documentation that the employee wishes the Headteacher to consider should be submitted at least 3 working days prior to the hearing.

There are three possible outcomes of a Stage 1 Sickness Absence Hearing which will be confirmed in writing to the employee. These are:

  • If the school remains concerned about the employee’s attendance, the employee will be issued with a Stage 1 Warning, which will stay on the employee’s record for 6 months. The warning will set out objectives and guidance for the improvement required in the employee’s attendance levels and set a date for a review meeting.
  • An extension of the monitoring and support within the informal stage.
  • No further action is required at this stage.

Employees have the right to appeal against the outcome of the Stage 1 Sickness Absence Hearing. Appeals should be made in writing within 10 working days from the date of the outcome letter. The appeal letter should be addressed to the Clerk of Governors, and will be heard by the school’s Appeal Committee.

  1. Stage 1 Review Meeting

At the Stage 1 Review Meeting, management will consider the employee’s progress since the Stage 1 Sickness Absence Hearing.

If there has been a significant improvement in the employee’s attendance then the school may decide to take no further action.

If, following the review meeting, the school remains concerned about an employee's absence levels they may either extend the monitoring and support within the first formal stage or invite the employee to attend a Stage 2 Sickness Absence Hearing.

  1. Stage 2 Sickness Absence Hearing

The purpose of this Stage 2 Hearing is to discuss the school's ongoing concerns regarding the employee’s absence levels. This hearing is normally conducted by the Headteacher. Any medical evidence or documentation that the employee wishes the Headteacher to consider should be submitted at least 3 working days prior to the hearing.

There are three possible outcomes of a Stage 2 Sickness Absence Hearing which will be confirmed in writing to the employee. These are:

  • If the school remains concerned about the employee’s attendance, the employee will be issued with a Stage 2 Warning, which will stay on the employee’s record for 9 months. The warning will set out objectives and guidance for the improvement required in the employee’s attendance levels and set a time for a review meeting.
  • An extension of the monitoring and support within the first formal stage.
  • No further action is required at this stage.

Employees have the right to appeal against the outcome of the Stage 2 Sickness Absence Hearing. Appeals should be made in writing within 10 days from the date of the outcome letter. The appeal letter should be addressed to the Clerk of Governors and will be heard by the school’s Appeal Committee.

  1. Stage 2 Review Meeting

At the Stage 2 Review Meeting, management will consider the employee’s progress since the Stage 2 Sickness Absence Hearing.

If there has been a significant improvement in the employee’s attendance then the school may decide to take no further action.

If, following the review meeting, the school remains concerned about the employee's absence levels they may either extend the monitoring and support within the second formal stage or invite the employee to attend a Stage 3 Sickness Absence Hearing.

  1. Stage 3 Sickness Absence Hearing

The Stage 3 Sickness Absence Hearing will be conducted by the Discipline, Grievance and Dismissal Committee of the school's Governing Body. Any medical evidence or documentation that the employee wishes the Committee to consider should be submitted at least 3 working days prior to the hearing. The purpose of this hearing is to discuss the school’s concerns regarding the employee’s absence levels.