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Attendance Policy and Reporting Procedure
Introduction
The health and well being of all staff employed by the University is essential if the institution is to achieve its strategic objectives. The purpose of this policy is to ensure that the University meets its obligations under employment and Health and Safety legislation with regard to staff welfare and absence and that all staff are treated fairly and equitably.
The reasons for absence from work are not limited to sickness. Staff can experience domestic problems, both short and longer term that make attendance problematic. Issues with travel can also contribute to attendance as well as one off events that cause unexpected disruption to attending work. Longer term issues such as job related issues: poor job fit, possible bullying and issues with workload are also other potential attendance factors.
The cost of absence to the University is by nature high as most absences will necessitate replacement costs especially in the case of an academic member of staff who is unable to teach. Other effects of high absence levels include disruption to students and increased workloads for colleagues which can then lead to increased tensions and low morale.
General Principles
- This policy applies to all staff employed by the University.
- The University aims to ensure that staff experiencing problems with attendance at work are supported, wherever it is both practicable and reasonable.
- Employees who are absent from work due to sickness will be treated consistently, with respect, understanding and sensitivity.
- Every effort will be made to assist an employee's recovery and return to work following sickness absence and where necessary seek the advice of the University's Occupational Health Service.
- Where a member of staff has a disability that is covered under the Disability Discrimination Act, they are encouraged to share this with their line manager and the Human Resources Department so that all reasonable adjustments and practical help can be sought.
- In the event of an employee being unable to return to work to due to disability the University will seek to make reasonable adjustments for the employee to return.
- In the event of an employee who has been on long term sickness and there is no prospect of the employee returning to work their employment may need to be terminated on medical grounds. Staff who are members of the LGPS or TPS may be eligible for retirement on grounds of ill health subject to their rules and regulations.
- Line Managers will be responsible for monitoring and controlling sickness absence on a day-to-day basis as they are likely to be aware of background circumstances that may be affecting the employee's attendance at work.
- Appropriate training will be provided for managers to equip them with the skills and knowledge to implement the policy in a fair, sensitive and effective manner.
- Human Resources and Occupational Health will give advice and guidance to line managers on ways of dealing with staff attendance.
Responsibility of Employee
Employees:
- must attend work when fit to do so, unless time away from work has been agreed with their line manager, eg attending a training event or conference. If they become sick during their working day they must advise their line manager or if not available, another appropriate member of staff that they are leaving work, prior to leaving the premises.
- must advise their line manager in person, by telephone, that they are sick as early as possible on the first day of any sickness absence. This is also applicable if they have agreed time away from the workplace, working from home or attending a training event or conference.
- must give brief details of the reason for their absence and, if possible, estimate their likely return to work. If possible, details of any outstanding or urgent issues should also be given. This contact should be made by the employee themselves, unless of course, there are extenuating circumstances.
- must complete a self certification form for all periods of sickness absence. Any absence longer than seven calendar days must be supported by a doctor's medical certificate. Failure to produce a doctor's medical certificate will result in the absence being considered unauthorised. You will be unpaid for unauthorised absence and disciplinary action may be taken if appropriate.
- must maintain regular contact with their line manager, or Human Resources in cases of sensitivity, with time scales for this contact dependant on the nature of their illness. This contact will include progress towards recovery and return to work details, as appropriate.
- should attend appointments with Occupational Health when required. This is to ensure that any decisions taken by the University include medical advice on their fitness for work, any adjustments that need to be considered and also to plan any return to work programme.
- should ensure that medical advice and treatment is received as appropriate.
- should not undertake any work/activities outside work incompatible with their illness or that may delay their recovery or return to work, or act in contravention of medical advice.
- must advise their line manager or Human Resources of any medical condition they have which may affect their attendance or performance at work, or endanger other employees, students or members of the general public. This includes a disability that falls under the Disability Discrimination Act. The Act requires the University to consider any reasonable adjustments to the workplace in order to assist the employee.
- must understand that they have a shared obligation to manage stress in the workplace in order to comply with Health and Safety legislation and have an understanding of the Disability Discrimination Act.
- must take responsibility for their attendance at work.
Responsibility of Line Managers
Line Managers are responsible for the management of sickness absence, in conjunction with the Human Resources department.
Employees will be treated consistently and with respect, understanding and sensitivity.
Line managers must:
- implement the policy in an equitable, sensitive and effective manner with an emphasis on employee welfare and rehabilitation and from the perspective that the abuse of sickness absence is rare.
- ensure that staff understand the sickness absence rules and procedures and are aware of their responsibilities under it.
- comply with sickness absence reporting and recording requirements of the University.
- regularly review sickness absence levels of staff and take appropriate action needed to prevent and reduce levels.
- for long term absences, i.e. longer than four weeks, liaise with Human Resources in order to ensure that return to work plans are appropriate, implemented and monitored.
- maintain regular contact with staff on long term sickness absence, whilst being sensitive to their needs and the nature of their illness.
- be aware of their role with regard to confidentiality.
- ensure they are familiar with the Disability Discrimination Act.
Responsibility of Human Resources
Human Resources will:
- be responsible for the maintenance of computerised sickness absence records.
- provide regular information to line managers on the levels of sickness and reasons within their areas of responsibility.
- will ensure that all absence related to a disability that comes under the Disability Discrimination Act and absence related to pregnancy will be reported on and dealt with separately.
- provide advice, guidance and support to line managers to maximise attendance levels.
- monitor action taken by line managers to ensure that staff are treated equally.
- monitor all staff who are absent for longer than four weeks and in conjunction with the line manager offer home visits in order to discuss their sickness and when appropriate facilitate their rehabilitation back into the work place. Staff will also be offered the support of the recognised trade union, if appropriate.
- make referrals to Occupational Health.
- liaise with employees, line managers, Occupational Health and trade unions, if appropriate, to ensure that any return to work plans are appropriate, implemented, monitored and adjusted if necessary.
- offer training to line managers to ensure that this policy is applied fairly, consistently, sensitively and confidentially.
- advise employees about changes to their SSP or OSP payments.
- ensure that analysis of sickness absence data is used to identify trends and patterns which may indicate work related issues. This information will be shared regularly with the trade unions.
Entitlements to Sick Leave and Pay
Are given in appropriate terms and conditions. Entitlements are dependant on service with the University.
Reporting Procedures - What to do if off sick
- All staff unable to attend work due to sickness must contact their line manager, in person, as early as possible and also indicate the cause of the sickness absence and its likely duration. They must also advise their line manger of any outstanding or urgent issues.
- If an employee becomes ill at work, requiring them to leave, they must advise their line manager accordingly. This should be prior to leaving the premises.
- If the employee is working off site and away from work premises and becomes ill, they must contact their line manager, in person, and advise them of their sickness.
- If the absence continues for longer than seven calendar days a doctor's medical certificate must be obtained for all of the absence after that date. Should the employee wish to return to work before the date on the doctor's certificate they must obtain a further doctor's medical certificate confirming that they are fit to return to work. Continuous doctor's medical certificates must be obtained until the employee returns to work.
- Upon return to work, regardless of the length of sickness, all employees must complete a Self Certification Form for the first seven days of absence, unless covered by a doctor's medical certificate.
Return to Work Discussions
After all periods of absence a return to work discussion should take place. Where an employee feels that due to their personal health reasons, a meeting with a manager of the same gender would be more appropriate, they must alert their manager for them to make appropriate arrangements. Where an employee has been absent as a result of a disability, the line manager may decide that a return to work discussion is unnecessary. If the member of staff has been absent for less than four weeks this will probably be an informal meeting. If the member of staff has been absent for longer than four weeks this will be a formal meeting as previous discussions between the line manager, a representative of Human Resources and the member of staff will have taken place to agree a return to work plan. The purpose of all return to work discussions, either informal or formal, are to:
- welcome back the employee.
- enquire about their health and ensure they are fit for work.
- identify any work based or domestic problems.
- establish if any help and support can be provided by the University.
- ensure that self certification and doctor's notes are complete and that dates are correct.
- if appropriate, to inquire what steps the employee is taking to prevent the sickness absence reoccurring.
If an employee has been on long term sickness absence leave and has had their pay reduced, and they return to work on phased hours they will receive their full pay during a planned return to work. If it is not possible for the employee to return to their full hours and full duties, even with reasonable adjustments, the University will consider redeployment of the employee. In the event of this situation arising full discussions will occur with the employee.
The University may request, at any stage, that the member of staff attend an appointment at Occupational Health in order that medical advice can be obtained to inform any decisions taken.
Monitoring Work Attendance
The management of sickness absence is the responsibility of:
- the employee; employees must ensure that they achieve a high rate of attendance at work.
- the line manager; they must ensure that all employees are dealt with equitably regarding their absence and support is given wherever possible to assist the employee in achieving a high attendance rate.
- the Human Resources Department; record and monitor absence, provide advice to managers and employees on the strategies and options to achieve high attendance rates.
Absence will be monitored at two levels:
- more than ten days absence in the previous 12 months.
- three occasions of absence in the previous six months.
If sickness absence levels of an employee fall into either of these two categories the member of staff will be invited to a review meeting, with their line manager, to discuss the absences. The member of staff may be accompanied by a trade union representative or a work colleague. The manager will highlight to the employee the absence rate and explore with them any problems the employee is experiencing with attendance at work. This may include:
- Underlying health problems.
- Travel problems.
- Domestic or family issues.
- Job related problems.
The purpose of the meeting is to explore reasons and offer support with achieving positive outcomes. The employee and manager will agree an action plan to improve attendance which may include:
- Changes to job content.
- Access to training.
- Referral to occupational health.
- Temporary reduction/change of hours or home working arrangements, if appropriate.
The University may request, at any stage, that the member of staff attend an appointment at Occupational Health in order that medical advice can be obtained to inform any decisions taken.
The objective of the action plan will be to reduce absence from work. The line manager and employee will agree a date to review the action plan, which should be no longer than three months from the date of first meeting.
Where attendance is not improved consistently and no further reasonable adjustments can be made by the University to facilitate the employees attendance at work, the line manager may need to progress the matter through Capability Procedure.
Absence due to disability
Where an employee has declared a disability that comes under the Disability Discrimination Act, any absence that occurs as a direct consequence of the disability will be recorded separately for monitoring purposes. These absences will not be subject to return to work interviews, formal meetings or target setting unless the absence surrounding the disability is higher than anticipated.
Occupational Health Service
The University engages an Occupational Health provider to deliver a range of services. All appointments to the University are subject to satisfactory health clearance.
The University may also use Occupational Health to seek medical advice and guidance on an existing employee with the authorisation of the employee. This competent medical advice assists line managers and Human Resources to make informed decisions and take appropriate action with regard to fitness for work.
Reporting of accidents and dangerous occurrences (as stated in Health and Safety section of Employee Handbook)
All accidents, near misses and hazards must be reported to the Health, Safety and Fire Manager on the Accident/Dangerous Occurrences form. These forms can be obtained from First Aiders, Receptionists and Head of School offices. The form must be completed and when signed sent to the Corporate Safety Advisor.
Alcohol, Drugs and Smoking
The University has an Alcohol and Drugs Policy Statement and chronic abuse of alcohol or drugs which cause unacceptable work performance will be treated as a sickness in the first instance as a medical problem and medical advice, via Occupational Health, will be sought. Consultation will occur with the employee and staff who are suffering from alcohol or drug abuse and they will be treated with sensitivity and care to help the employee back to full health.
However, drinking on duty or reporting for work under the influence of alcohol or drugs will be treated as a serious disciplinary offence.
Ill Health Retirement (from current Principal Terms and Conditions)
Where a member of staff has been referred to the Occupational Health Doctor due to long term sickness absence and where the Doctor decides that the member of staff is permanently incapable of carrying out the full range of duties of their post because of permanent ill-health and where no suitable alternative employment or reasonable adjustments can be made then the member of staff may be retired on the grounds of permanent ill-health. Where the employee is a contributing member to the Local Government Superannuation Scheme or the Teachers Pension Scheme then the rules of that scheme for retirement on the grounds of permanent ill health will apply.
Doctors, Dentist and Hospital Appointments
Staff are normally expected to make doctors and dental appointments outside their normal working hours. If this is not possible, appointments should be made at the beginning or the end of the day. Line manager agreement must be sought prior to attending appointments in normal working time. Staff will not be required to make up time spent at doctors or dentists. A common sense and fair approach will be used by line managers with regard to travelling to and from doctors and dentists.
Staff attending hospital appointments will not be required to make up time spent attending these appointments as long as an appointment card/letter is shown to line managers prior to attendance. This time will not be recorded as sickness absence.
If a member of staff works flexitime the maximum amount of time that can be credited for days where they have attended at doctors, dentists and hospital appointments is 7.5 hours (Monday to Thursday) and 7 hours on a Friday.
Agreed with Recognised Trade Unions November 2005.