Sickness Absence Policy
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- Collin Lester
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1 Sickness Absence Policy Statement We are committed to a fair and consistent framework for dealing with sickness absence caused by short term, long term or frequent sickness absence. We aim to ensure that all staff and managers are aware of their respective responsibilities and that working practices and environments which may be contributing to sickness absence are identified and addressed at an early stage. Purpose and Scope of the policy This policy relates to all Breakthrough staff. It sets out procedures for reporting and recording sickness absence, and for managing short and long-term absence in a fair and consistent manner. Guiding Principles The responsibility for monitoring sickness absence lies with each line manager. Staff who are ill will be treated sympathetically and every effort will be made to assist recovery and safeguard employment whilst managing sickness absence in accordance with this policy. Staff who fail to comply with the sickness absence procedures set out in this policy may be subject to action under our Disciplinary Policy. In exceptional circumstances, Breakthrough reserves the right to withhold Occupational Sick Pay if staff do not co-operate with reasonable requests from their line managers, or do not comply with their responsibilities as outlined within this policy. Where a staff member s sickness is disability-related, such cases will be managed in accordance with the Disability Discrimination legislation and related Codes of Practice. Advice on specific cases should be sought from Human Resources. Records relating to staff members sickness absence fall within the scope of the Data Protection Act 1998 and as such, will be separated from other personnel information held. Definitions Short-term sickness absence: illness related absence lasting half a day or more but less than 4 consecutive weeks. Long term sickness absence: illness lasting more than 4 consecutive weeks. Responsibilities - overview Stakeholder Responsibility Staff To report their absence by no later than 10am on the first day and every subsequent day thereafter that has not been certificated. To provide their manager an outline of their condition and an estimated date of return to work. Where they are likely to be absent for a period of time, to confirm when they will be going to see their GP. To complete a self-certificate upon their return and submit this to Human Resources. To submit a GP note for any period of absence greater than 7 consecutive days (including weekends). To keep in regular touch with their manager where they are off Page 52 of 62
2 work on long term sickness absence, providing updates as to when they expect to be fit enough to return to work. Line Manager To notify the team and Human Resources of staff members absence on the first and each subsequent, uncertified, day of absence. To ensure that self-certificates or GP notes are completed by staff in a timely manner. To carry out return to work interviews with all staff returning from each episode of sickness absence. To keep in regular touch with staff off work on long term sickness absence, ensuring that they are kept abreast of team, departmental or organisational developments which may impact upon them and their roles. Human Resources Officer To input sickness absence into the personnel database. To provide monthly departmental/team sickness reports to each Director/Head of Team. Human Resources Manager When appropriate and in consultation with line managers, to make referrals to and seek independent medical advice from the Occupational Health Advisers regarding specific cases. To attend formal meetings and hearings to minute these and to provide procedural guidance. Finance To make pay adjustments in relation to sick pay entitlement, as appropriate. Return to work interviews All Managers should conduct a return to work interview following each episode of absence so that support and advice can be given at an early stage. These informal interviews will provide an opportunity for: exploring the reason(s) for the staff member s sickness absence identifying the likelihood of a repeat occurrence identifying any additional support the staff member may require or any issues managers should be aware of. Further guidance on carrying out return to work interviews can be obtained from Human Resources. Sickness Absence Reporting Procedures Full day absence If you are ill and cannot attend work, you are required to contact your manager by no later than 10am on the first day of your sickness absence. You are expected to do so (or get someone to on your behalf) via telephone and wherever possible, actually speak to your manager or if that is not reasonably practicable, another member of your team. You will be expected to give as much of following information as possible: The nature of illness (although, if you are not comfortable disclosing this, it is sufficient to describe the nature of the illness as personal ). The anticipated length of absence (only an estimated indication is expected i.e. "I'll be back tomorrow" or "I don't expect to be in for the rest of the week"). If the absence is expected to be of 7 calendar days or more, any steps you are taking in relation to it e.g. details of any doctor's appointments arranged. Details of any outstanding or urgent work that needs to be dealt with during your absence. Details of how you may be contacted if necessary. Page 53 of 62
3 You are responsible for completing and submitting a sickness self-certificate, upon your return to work. These can be found on the Intranet or obtained from Human Resources. Part day absence If you become ill while at work and feel too unwell to continue working, you must speak to your manager as soon as possible. Half days need to be self-certificated. Sickness Absence Management Procedure Repeated short term absence Five incidences of short-term absence in any 6 month period or 12 days short-term sickness absence in any 12 month period, may trigger the formal Sickness Absence Procedure as follows. Stage 1-1 st Sickness Absence Review Meeting Your manager will arrange this meeting and its purpose will be to: review your attendance record; review any steps that may already have been taken to support you in achieving the required level of attendance; provide you the opportunity to discuss any problems or to highlight any mitigating circumstances that you may wish to be taken into account; discuss any need for a referral to the Occupational Health Advisers; if applicable, set a target for improvement and a period over which absence levels may be monitored. You will be given at least 5 working days written notice of the meeting. You may choose to be accompanied by a Staff Representative, work colleague or trade union official. If you or your Representative are unable to attend the meeting, you may request a reasonable postponement. The Human Resources Manager will also be present to minute the meeting and provide procedural guidance. The outcome of the Sickness Absence Review meeting will be confirmed to you in writing, within 7 working days, and a copy will be sent to Human Resources. If applicable and where agreed, your sickness absence pattern will be monitored over an appropriate, specified period. During this period, regular informal reviews will be undertaken by your manager to: give you the opportunity to discuss any continuing problems or issues you may have, discuss whether any further Occupational Health advice is required, ensure that any progress has been made regarding consideration of any reasonable adjustments which have been recommended by the Occupational Health Advisers. At the agreed date, a meeting will be arranged to review your sickness absence. If your absence exceeds the improvement target set (without good cause), your manager will arrange for a 2nd Sickness Absence Review meeting to be held. Stage 2-2 nd Sickness Absence Review Meeting The purpose of the 2 nd Review Meeting will be to: review your attendance record; review the steps that have been taken to support you in achieving the required level of attendance; provide you the opportunity to discuss any problems or raise or to highlight any mitigating circumstances that you may wish to be taken into account; review any Occupational Health advice that has been received; Page 54 of 62
4 decide whether any new information requires further referral to the OHA; if applicable, set a target for improvement and a period over which absence levels will be monitored. You will be given at least 5 working days written notice of the meeting. You may choose to be accompanied by a Staff Representative, work colleague or trade union official. If you or your Representative are unable to attend the meeting, you may request a reasonable postponement. The Human Resources Manager will also be present to minute the meeting and provide procedural guidance, where this is required. The outcome of the Sickness Absence Review meeting will be confirmed to you in writing, within 7 working days, and a copy will be sent to Human Resources. If applicable and where agreed, your sickness absence pattern will be monitored over an appropriate, specified period. During this period, regular informal reviews will be undertaken by your manager to: give you the opportunity to discuss any problems or issues you may have, discuss whether any further Occupational Health advice is required, ensure that any reasonable adjustments recommended have been considered and if appropriate been put in place, and that you are receiving the support needed to improve your attendance at work. If, after a period of satisfactory improvement based on the targets set during the 2 nd review meeting, your absence levels start becoming a cause for concern again, Stage 2 will be repeated. At the agreed date, a meeting will be arranged to review your sickness absence. If your absence exceeds the improvement target set, your manager will arrange a 3 rd Sickness Absence Review meeting. Stage 3-3 rd Sickness Absence Review Meeting The same process as with stage 2 will be followed, with a final warning being issued as a outcome, should there be no improvement. Stage 4 - Final Absence Review Meeting The purpose of the final Review meeting will be to: review your attendance record during the relevant period; review the steps that have been taken to support you in achieving the required level of attendance; provide you the opportunity to discuss any problems or highlight any mitigating circumstances that you may wish to be taken into account; review all Occupational Health advice that has been received; discuss and decide whether any new information requires further referral to the OHA. You will be given at least 5 working days written notice of the meeting. You may choose to be accompanied by a Staff Representative or work colleague. If you or your Representative are unable to attend the meeting, you may request a reasonable postponement. A Human Resources Representative will also be present to minute the meeting and to provide procedural guidance, where this is required. Your manager will, after the meeting and in consultation with Human Resources, decide whether to either dismiss you on the grounds of capability, or to extend the final warning to allow further time for a sustained improvement. The option of allowing further time for improvement will only be considered if there is evidence that this is likely to lead to the required improvement in attendance. The outcome will be confirmed to you in writing, within 7 working days of the meeting. Page 55 of 62
5 Should your final warning be extended, your sickness absence pattern will be monitored over an agreed, specified period as per stage 1 and 2, above. If, after a period of satisfactory improvement based on the targets set during the final review meeting, your absence levels start becoming a cause for concern again, Stage 4 will be repeated which may result in a decision to dismiss you on the grounds of incapacity. Long-term Sickness Absence Every effort will be made to continue your employment with Breakthrough, although the outcome of long-term sickness absence will be determined on the basis of medical and other specialist advice, in consultation with yourself. Outcome examples from a a non-exhaustive list may include: A full rehabilitation and reintegration to your role A temporary reduction in your responsibilities and/or working hours to allow you to complete your recovery and/or to enable an assessment to be made as to whether and when you will be able to return to "normal working". If you are placed on a graduated return, you will remain on full pay for the first month. If your normal hours of work are reduced over a longer period, a corresponding reduction in salary may result. This will be discussed with you, if appropriate; Redeployment into an alternative role, either temporarily or permanently; If reasonable adjustments or redeployment are not possible, early retirement on the grounds of ill health may be considered and/or pursued in accordance with the arrangements of the relevant Pension Scheme; A return to your previous role but with reasonable adjustments in working hours, location (parttime home working for example) and responsibilities to accommodate changes in ability levels; Termination on the grounds of incapacity because of ill health. You will be given at least 5 working days notice of any meeting to discuss your long-term illness and back to work rehabilitation. You may bring a Staff Representative, work colleague or trade union official to any such meeting and all meeting outcomes and decisions will be confirmed to you in writing. Appeal Procedure You are able to appeal any formal action taken under this policy. You should submit your appeal, in writing, to the Head of Human Resources an appeal hearing will then be arranged. You will be notified in writing and with at least 5 working days notice of the time, date and place of the appeal hearing. You may bring a staff representative, work colleague or trade union official to the hearing. The Appeal will be heard by a member of SMT not previously involved in the case. Dismissal appeals will be heard by the Chief Executive. The appeal decision, upholding, amending or overturning the original decision, given to you in writing within 7 working days of the hearing, is final. Occupational Health referrals Although Breakthrough reserves the right to request medical advice from the independent Occupational Health Advisers at any time, the following will represent mandatory triggers: The return of staff to work from long-term sick leave, 5 incidents of short-term sickness absence in any 6 month period 12 days sickness absence in any 12 month period. Page 56 of 62
6 Where involved, the Occupational Health Advisers, will be asked to provide an opinion or recommendation on: the impact of a health problem on your ability to work; timescales for expected improvement; any temporary or permanent adjustments required to the work place or tasks that would assist in maintaining your health and reducing the effects of the health problem on your attendance and performance; any implications under the Disability Discrimination Act 2005; redeployment; a tailored rehabilitation programme. Sickness and annual leave You may apply to reclaim any paid leave days where you fall ill whilst on annual leave. You will need to provide a medical certificate to cover these days. Medical appointments Hospital, doctor or dentist appointments should be arranged for the beginning or end of a day if at all possible to ensure minimal disruption. Reasonable requests to attend such appointments will be agreed and you should speak to your manager prior to the appointment. Where the appointment requires a whole day s absence, this will be recorded as sickness absence. Pregnancy-related sickness Pregnancy-related sickness absence will be recorded separately and may not count towards a trigger for formal action. If you are absent due to a pregnancy-related illness during the four week period prior to your due date you will be required to start your maternity leave, and you will be entitled to maternity pay and not sick pay. Page 57 of 62
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