Managing Sickness Absence Policy

Record of long term absence review discussion

(for Police Staff only)

INSTRUCTIONS ON THE USE OF THIS FORM

The purpose of thisform is for use by the line manager or senior manager

This provides a record of a long term absence review discussion, held in accordance with the Managing Sickness Absence policy. Further guidance can be found in the How to Guide - Managing Sickness Absence.

Points on conducting the discussion

  1. complete Section 1 of the form.
  2. prepare information for background understanding under sections 2 and 3 referring to rank/ role profile, individual’s progress assessment as appropriate.
  3. conduct the discussion in confidence with the individual
  4. advise the individual you will be makingnotes on this form and will give them a copy of the form
  5. set out the nature of the absence concern/s, including asking the individual about any treatment plans, key dates and anticipated return to work date (if known)
  6. review recommendations made by the individual’s medical practitioner
  7. seek the individual’s views and expectations regarding a possible return to work or future plans. Listento their viewpoint. If the individual becomes distressed, use an adjournment to allow time for them to compose themselves. This should normally mean the discussion can continue after a short break.
  8. review any existing Occupational Health (OH) guidance and recommendations
  9. consider whether a referral to OH is appropriate if you have not done so already or if existing OH information is not current
  10. consider any previous sickness absence
  11. consider whether the absence can be sustained and any operational difficulties that may arise
  12. inform the individual of their entitlement to pay under the sickness pay scheme
  13. inform the individual of their annual leave entitlements and options for taking leave whilst off sick
  14. arrange any necessary training and/ or any help or support you have agreed to

put in place and/ or Occupational Health referral if appropriate.

15. give a copy of the Managing Sickness Absence Policy and How to Guide –

Managing Sickness Absence to the individual

16. complete an electronic version of this form immediately after the discussion has

finished.Agree the record with the individual if possible. Share the record with

the individual and keep an electronic copy for your records. You must also record

the date of the review meeting(s) via the Manager’s Portal.

If you require further support with this process please contact HR Operations for advice before progressing.

Section 1
Individual’s name:
Rank/ Job title:
Line/ Senior Manager’s name:
Rank/ Job title:
Date of long term sickness absence review meeting:
Date of first day of absence:
Number of calendar days absent: / Number of working days absent:
Reason(s) for current absence:
Record of discussion:
Use this as an opportunity to:
  • discuss the absence and any underlying medical conditions /circumstances with the individual as appropriate
  • ask about their welfare
  • enable the individual to explain about the absence, treatment plans
  • check whether an Occupational Health referral is required
  • check whether any reasonable adjustments are required
  • check whether any support is needed/ required or has been received

Support offered/ reasonable adjustments/ phased return to work/ Occupational Health referral/ other medical interventions
Use this as an opportunity to discuss:
  • any support
  • Occupational Health report
  • any adjustments where applicable or relevant

Individual’s signature:
Date: / /
Manager’s signature:
Date: / /

Please be aware that the form can still be completed and action(s) implemented without the individual’s signature.

.

Please place a copy of the completed form on the individual’s electronic personnel file (ePF) on Hantsfile.