1.0Introduction
2.0Sickness Absence Reporting Process
2.1First day of absence
Employee responsibilities
Administration responsibilities
2.2Second to seventh calendar day of absence
2.3Eighth day of absence and submission of medical certificates
3.0Employee and Manager responsibilities during the absence period
4.0Return to Work Process
5.0Sickness Absence Process (SAP) when triggers have been reached
6.0Long Term Sickness Process (LTSP)
7.0Options for managersto consider if poor attendance has been identified in the past
8.0Occupational Health Referral Process
9.0Frequently Asked questions
a)How is the trigger point qualifying period identified?
b)Do weekends count towards the trigger points?
c)What happens if the employee’s record is clear for 12 months?
d)Are there any circumstances where the SAP will be escalated?
e)How does the LTSPlink to the SAP?
f)During the 12 month monitoring review period, are the manager and employee required to meet?
g)Is there a Right of Appeal?
h)When can discretion be applied to a case?
i)What are the timescales for arranging the return to work interview and meetings under the SAP and LTSP?
j)Can my manager send me home if they consider I am too ill to work?
k)What happens if an employee does not attend work as expected?
l)Sickness Absence and Annual Leave/bank holiday leave – a range of questions including:
- If I take annual leave directly in between two periods of absence, is this regarded as two separate occasions of sickness absence?
- How is sickness absence on a bank holiday treated?
m)If an employee has been issued a Fit Note, when can they return to work?
n)Can Six Town Housing refuse to allow an employee to return to work?
o)The employee has provided a Fit Note which states they may be able to return to work. What is Six Town Housing required to do?
p)When is a phased return to work or restricted duties applicable?
q)Do STH link periods of sickness absence?
r)I do not want to go to OH, what will happen?
s)Can I apply for an extension of full or half occupational sick pay?
t)Are there any circumstances where the SAP will be suspended and re-started at a later date or the review period extended ?
Appendices
Appendix 1Example of escalation through the SAPtriggers
Appendix 2Example of linking the LTSP with the SAP
1.0INTRODUCTION
1.1This document provides processes on the notification of sickness absence,
certification, return to work, and formal mechanisms for dealing with frequent
short term sickness, processes for dealing with long term absence and if necessary thetermination of employment. The processes are fair and allow for transparency ofprocess whilst seeking to respect employees’ confidentiality.
1.2It should be used alongside Six Town Housing (STH) Sickness Absence Guidelines (SAG), which provides more detail about the management of illness, support from occupational health as well as other relevant factors that relate to the management of sickness absence.
2.0SICKNESS ABSENCE REPORTING PROCESS
2.1First Day of Absence
Employee responsibilities
Employees who are unable to attend work because of sickness, injury or other disability must notify their line manager in person within one hour of their normal starting time or by 10.00 am at the latest. In exceptional circumstances (e.g. hospital admission) a friend or relative may make contact on behalf of the employee. Please note, where separate local documented arrangements exist that process must be followed.
If the employee’s line manager is not available, the employee must speak to the business manager for their service area.
Only in circumstances where contact with their line manager or business manager fails should an employee leave a message and contact number with another colleague or the Customer Contact Centre. If a message is left, their line manager or another designated manager will, where possible contact the employee the same day and employees are expected to communicate with them.
Please note that it is not acceptable for an employee to leave a message on voicemail or by text message or with another colleague without first attempting to contact their line manager or business manager. Where it becomes evident this method is persistently used it may be considered a disciplinary matter.
Employees should give a clear indication of the nature of their illness, state whether or not they have seen or intend to see a doctor and provide an indication of their expected date of return to work. The employee should also indicate if they have work commitments/meetings/training booked for the anticipated length of absence.
If the employee is absent due to an accident or injury sustained at work, they must make this clear when they contact work. They should say whether the incident was reported, and to whom it was reported. The manager should consider whether or not to refer the employee to Occupational Health at the time of the call. Further details regarding the reporting of accidents at work can be found at Section 20of the SAG.
Administration responsibilities
Form SA1(sickness absence notification and conversation record form)has a dual purpose which is to record the initial reporting in sick conversation and to record subsequent conversations with the employee.
The manager taking the call will complete Form SA1. The completed form should be sent via e-mail toso the absence can be recorded for statistical purposes and the reason reviewed by the HR Advisor in case there is further support required, depending upon the nature of the sickness absence.
If the employee has been unable to speak to their line manager or business manager, and the call is taken by a colleague, the colleague should complete the first part of Form SA1andemail this to the employee’s line manager and businessmanager.
The line manager or designated manager in the line manager’s absence is then responsible for contacting the employee to gain full information on the nature of their illness. The information should be recorded on Form SA1 and emailed by the line manager or designated managerto.
2.2Second to Seventh CalendarDay of Absence
Unless medical certification (e.g. hospital certificate or Fit Note) has been provided, the employee is required to contact work every day they are absent between calendar days two and day seven, unless the line manager or designated manager advises this is not necessary.
Where a call is due at the weekend or on a Bank Holiday, the employee should ring on the next working day.
The conversations should be recorded on the original Form SA1.
Form SA1 should be retained by the manager during the employee’s period of absence.
If the employee has been unable to speak to their line manager, then the principles referred to under the first day of absence should be followed.
2.3Eighth Day of Absence & Submission of Medical Certificates
If an employee’s sickness extends beyond seven calendar days, including weekends and Bank Holidays (irrespective of whether these are normal working days), the employee must either obtain a medical certificate covering the whole of the absence or obtain a medical certificatefor the remainder of their absence after the first seven calendar days, and notify their line manager their absence is continuing.
The first medical certificate should be submitted to HR(marked private and confidential) at the latest by the 11thcalendar day of sickness absence. HR will inform the line manager that a medical certificate has been received and the reason for absence. Further certificates must run concurrently from the previous certificate and be submitted to HRwithin 3 calendar days of expiry of the previous one. If due to the timing of Doctors appointments or the postal system the certificate will not be with HR withinthe timescales specified, the employee should notify the line manager to explain why and when it will be received. The line manager should forward on this information to HR for recording purposes.
If the employee has been unable to speak to their line manager, then the principles for reporting absence referred to under the first day of absence should be followed.
Frequently asked questions can be found in Section 9of this SAP. The list of questions arealso detailed onpage 2of the SAMP.
3.0EMPLOYEE AND MANAGER RESPONSIBILITIES DURING THE ABSENCE PERIOD
There is a responsibility on both the employee and the line manager to maintain reasonable contact throughout the period of absence. In most cases after the seventh day of absence this should be no less than once per fortnight unless agreed otherwise.
The line manager is required to document all conversations on the originalForm SA1as a record for both the employee and the manager.
The line manager needs to ensure that essential work is reallocated and service delivery is maintained. The employee must not become isolated, vulnerable, out of touch orbe fearful of an unmanageable workload on their return.
The employee is expected to contact their line manager when they have consulted their doctor or other medical practitioner caring for them and are in receipt of a medical certificate. The line manager has a responsibility to update the HR Advisor on the employee’s progresswhenever contact is made with the employee.
If an employee stays away from their usual address at any time during their absence e.g. if they stay with a relative or friend, they should provide their line manager with the alternative contact details in advance.
Employees must not take up or continue any other employment (whether paid or unpaid) that is inconsistent with their reason for absence. If employees are unsure, they must contact HR for advice. Where there is reason to believe an employee is not genuinely sick, this will be dealt with as potential misconduct under Six Town Housing’s Disciplinary Procedure.
If the line manager is planning time away from the office then arrangements must be made for an alternative manager to maintain contact with the employee. In the event the line manager is unavailable due to unplanned leave, the employee must contact their business manager or another manager within their business area or Directorate.
Frequently asked questions can be found in Section 9.
4.0RETURN TO WORK PROCESS
Wherever possible, the employee must confirm their return to work date to their manager before returning to work.
When the return to work date has been established the line manager should contact their HR Advisor for clarity on whether the employee has hit a trigger point.
It is essential that line managers arrange to meet with an employee when they return to work from any period of sickness absence on the first day of returnto conduct a return to work interviewusing Form SA3.
The meeting is informal and is intended to welcome the employee back to work, gather more information, and to identify and address any support needs and share any concerns.
Where a face to face meeting cannot be held on the employee’s first day back an initial conversation may be held by telephone to check the employee is fit to return to work, and a meeting arranged as soon as possible thereafter. Notes of telephone and face to face conversations should be recorded on Form SA3.
If the employee’s line manager is on leave when the employee returns to work then another manager from the same business area will hold the return to work meeting. When the employee’s line manager returns from leave the line manager and the employee will both meet to review the return to work documentation completed. This will ensure that any actions such as supportive measures required are followed up by the line manager.
The content of the discussion at the meeting will depend on the nature and length of the employee’s absence. Meetings will be carried out in private and remain confidential. Line managers will need to be sensitive to underlying problems and to any possible need for additional assistance to enable the employee to resume their full duties. In most instances, where the employee concerned has a good attendance record, the return to work interview will be a brief informal discussion, carried out as part of normal day-to day supervision. There is no right for the employee to be accompanied at the return to work meeting as this meeting does not form part of the SAP.
If an employee’s attendance record is giving cause for concern or is close to reaching a trigger point, then this should be communicated to the employee during the return to work interview.
If the employee has hit the trigger which willmove them into the stages of the SAP, the employee will be advised in the return to work meeting that a separate meeting will be arranged in accordance with the SAP. The employee is entitled to representation at this separate meeting and an HR Advisor is also required to attend.
If the employee is returning to work after a period of long term sickness absence then the principles in section 9 (e) will apply.
A copy ofForm SA3must be provided to the employee and an electronic copy sent by the manager toHuman Resources at where it will be retained on the employees file.
Employees must also complete a sickness self certification/injury declaration form SA2for all absences up to and including the first seven calendar days, unless covered by a medical certificate. This form should besent by the manager to Human Resources electronically at .NB if the absence also relates to an injury or incident at work then an Accident, Incident and Dangerous Occurrence Report Form (HS1) must also be completed and signed by both the manager and employee and returned to HR, if not done so already.
Form SA1, which has been used to record all conversation notes during the employees absence should be sent electronically by the manager to Human Resources at . A copy may also be provided to the employee if requested.
Frequently asked questions can be found in Section 9.
5.0SICKNESS ABSENCE PROCESS (SAP) WHEN TRIGGERS HAVE BEEN REACHED
Please note that if scheduled stage meetings cannot be held due to ill health or non co-operation of individual employees e.g. not attending Occupational Health Appointments, re-scheduled stage meetings will take place in the absence of the employee (if they are unable to attend), using all available information. If an employee is consistently failing to attend scheduled meetings then the Organisation reserves the right to escalate the case to the next stage.
Key:
Occasions;Separate occurrences of sickness absence, that may last for one or more days
Days:The normal hours of work on a particular day as per the contract. Half days will be half the normal contractual hours
STAGE ONETrigger /
- 2 occasions in 6 months and/or
- 6daysin 12 months
- 4 continuous weeks or more (Long Term Sickness Absence).
Attendees /
- Line Manager, HR Advisor & Employee with TU Rep/Work Colleague
Action /
- Stage One to be arranged within 4 weeks *
Consider referral to OH
Explain consequences of moving through the SAP
Outcomes /
- Consider if regular meetings with the employee are required at which HR and the TU Rep and/or work colleague can be present
- Advise the employee that their record will be kept under review for 12 months from the date of return from the last period of absence.
- Employeeinformed of escalation toStage Two if triggers are hit again in the 12 month review period and that a Stage Two Meeting will be arranged.
- Stage One outcome letter issued by the Line Manager.
* Please refer to section 9 (i) of the SAMP for further clarity on adherence to timescales.
STAGE TWOTrigger /
- Further 2 occasions in 6 months and/or
- 6daysin 12 months
- 4 continuous weeksor more (Long Term Sickness Absence).
Attendees /
- Line Manager, HR Advisor & Employee with TU Rep/Work Colleague
Action /
- Stage Two Meeting to be arranged within 4 weeks *
Consider referral to OH
Explain consequences of moving through the SAP
Outcomes /
- Consider if regular meetings with the employee are required at which HR and the TU Rep and/or work colleague can be present
- Advise the employee that their record will be kept under review for 12 months from the date of return from the last period of absence.
- Employeeinformed of escalation to Stage Three if triggers are hit again in the 12 month review period and that aStage Three Meeting will be arranged.
- Stage Two outcome letter issued by the LineManager
* Please refer to section 9 (i) of the SAMP for further clarity on adherence to timescales.
STAGE THREETrigger /
- Further 2 occasions in 6 months and/or
- 6days in 12 months
- 4 continuous weeksor more (Long Term Sickness Absence).
Attendees /
- Business Mgr, HR Advisor & Employee with TU Rep/Work Colleague
Action /
- Stage Three Meeting to be arranged within 4 weeks *
Consider referral to OH
Explain consequences of moving through the SAP
Outcomes /
- Consider if regular meetings with the employee are required at which HR and the TU Rep and/or work colleague can be present
- Advise the employee that their record will be kept under review for 12 months from the date of return from the last period of absence.
- Employeeinformed of escalation toStage Three (A) if triggers are hit again in the 12 month review period and also what the implications of a move to Stage Four would mean (refer to Stage 4).
* Please refer to section 9(i) of the SAMP for further clarity on adherence to timescales.
STAGE THREE (A)CASE REVIEW MEETING
Trigger /
- Further 2 occasions in 6 months and/or
- 6days in 12 months
- 4 continuous weeks or more (Long Term Sickness Absence).
Attendees / Director, Business Manager and HR Advisor (NB, the employee is not present at this meeting)
Action /
- Stage Three A Meeting to be arranged within 4 weeks *
- HR Advisor requests an up to date report from occupational health, if not already done.
- The employee is provided with a copy of the occupational health report (if they request this) before the organisation receives the report.
- Director reviews the employee’s sickness absence case history.
- Director considers if there are any current live warnings under the Disciplinary Procedure on file.
- Business Manager with support from the HRAdvisor, discuss the case history and actions taken to date with the Director of Service
Outcomes /
- Director decides to refer case back toStage Three of the processwhere the identification (if applicable) of individual ‘triggers’ or ‘adjustments’ to triggers to allow for e.g. disability are considered.
- Director decides to refer case to Stage Four of the SAP
* Please refer to section 9 (i) of the SAMP for further clarity on adherence to timescales.