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ABSENCE
MANAGEMENT
POLICY
ABSENCE
MANAGEMENT
POLICY
13 ABSENCE MANAGEMENT POLICY
ABSENCE MANAGEMENT
1. Introduction
1.1. You should stay away from work if you are too unwell to carry out
your duties for us. We want to make sure that you understand our
approach to sickness absence and know the processes that we
follow for short-term and long-term absence.
1.2. This Policy:
a Explains how you should report any absences from work due
to sickness
b Sets out how you will be paid if you are off work due to sickness
c Explains what we regard as an unauthorised absence and how
such absences will be handled
d Sets out our approach to short-term absence
e Explains when we might seek a medical opinion in relation to
your health and how we might go about doing that
f Sets out our approach to long-term sickness absence
g Sets out the support measures in place for any return to work
following sickness
h Sets out other reasons why you may need to take time away
from work and our approach to them
1.3. Please note that this Policy does not form part of your contract of
employment. We reserve the right to amend or remove this Policy.
1.4. This Policy applies to all employees.
2. Reporting your absence from work?
2.1. If you are unwell and unable to attend work, then you should
[phone] [insert relevant person or department] as early as possible
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13 ABSENCE MANAGEMENT POLICY
and in any event before your scheduled start time to confirm that
you are sick and will not be at work. You must not notify your
absence [by email,] [text or] via social media. We may ask you to
provide some details about the reason for your absence, whether
you are going to see a doctor and to let us know how long you
are likely to be off work. We realise that you might not know this
straight away – we just ask that you keep us informed as your
absence develops. The more information you provide to us, the
easier it will be for us to manage and support your absence.
2.2. For the first [seven] days of absence (including any non-working
days, weekends and bank holidays), we will generally allow you
to self-certify. This means that you do not need to provide us with
a fit note from your doctor. You will just be asked to complete a
self-certification form on your return to work.
2.3. If your absence continues for longer than seven days, then we will
need you to obtain a fit note from your doctor or other healthcare
professional covering the remainder of your absence. You should
send your fit note to [insert relevant person or department].
2.4. A fit note includes details of the reason for your absence and
allows your doctor or other healthcare professional to stipulate
whether you are ‘not fit for work’ or whether you ‘may be fit for
work’. If the fit note states that you ‘may be fit for work’, then they
are invited to provide details of any measures we could take to
help you return. If your fit note provides this information, then we
will generally arrange a meeting with you to discuss whether we
are able to put these measures in place (which will depend on the
needs of the business and our resources and capabilities). If we
are not able to facilitate your return, then you will continue to be
treated by us as if you are not fit for work.
3. Keeping in contact during sickness absence
3.1. We expect you to maintain regular contact with us during any
period of sickness absence. This will generally be by telephone or
email with [insert relevant person or department].
3.2. We, for our part, will maintain regular contact with you to discuss
your wellbeing, the expected length of your continued absence
from work and any of your work that requires attention. Such
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contact is intended to provide reassurance and will be kept to a
reasonable minimum.
3.3. This will usually be via telephone calls or emails from [insert
relevant person or department], but we will modify our contact
arrangements if necessary to take account of the reason for
absence.
3.4. We expect you to cooperate with our requests for updates on your
condition.
4. Sick pay entitlement
4.1. Your contract of employment sets out your pay entitlements when
you are off sick.
4.2. Unless your contract of employment sets out any enhanced
entitlement, you will usually be entitled to receive Statutory Sick
Pay (SSP) for the first 28 weeks of absence. The rate of SSP is
set by the Government and changes every year. You can request
detail of the current rate of SSP from [HR]. You will not receive
any payment of SSP during the first three days of any absence.
These are known as ‘waiting days’. SSP becomes payable after
completion of these ‘waiting days’.
4.3. In order to receive SSP, you must make sure that you follow our
rules on reporting absence.
5. Holidays and sickness
5.1. When you are off work sick, you continue to accrue holiday. You
are able to contact us to request holiday whilst you are off sick. In
such cases, you will be paid holiday pay rather than sick pay for
the days which you request to be treated as holiday.
5.2. If your sickness absence spans two holiday years, then you may
be able to carry forward untaken holiday from one year to the
next, subject to certain restrictions. Further details can be found in
our [Holiday Policy].
5.3. If you become unwell while on holiday, then we will usually allow
you to convert your holiday into sick leave. You must report your
absence as set out above and provide any evidence of sickness
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which we request. If approved, you will be able to take your
holiday at another time, but you may also have to repay the
holiday pay that you received.
6. Unauthorised absence
6.1. If you fail to turn up for work without good reason, then your
absence will be treated by us as being unauthorised. Unauthorised
absence includes any sickness absence which is not covered by
required supporting evidence (for example, a fit note) or absence
where you might be entitled to self-certify but you have not
contacted us to tell us about your sickness absence.
6.2. If your absence from work is unauthorised, then you will not be
entitled to receive pay or any other benefits. We reserve the right
to deduct from your pay to take account of your unauthorised
absence.1
6.3. Unauthorised absence is a disciplinary matter which will be
handled under our [Disciplinary Policy] and may result in the
termination of your employment.
7. How we deal with short-term absence
7.1. Short-term absence can have a real impact on our business.
Effective management of short-term absence to make sure that it
does not happen too often is, therefore, important.
7.2. We will always take the time to discuss your absence with you.
This will be done at return-to-work meetings following any period
of absence [[regardless of duration] or [which is one week or
more in duration]]. We will ask what we can do to help you to
maintain good attendance and try and understand the reasons
why you may be failing to reach our attendance standards. On
occasion, this may involve asking for your permission to obtain
information and support from a medical professional (see below).
7.3. [We aim to manage short-term absence by following a trigger
system which monitors short-term absence levels and triggers
1 Please note that a deductions clause is required in the contract of employment if you wish to
make deductions from an employee’s wages.
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formal action if patterns begin to emerge. Our system follows the
‘Bradford Factor’ model and operates as follows2:
a A score is created by using the calculation S x S x D, where
‘S’ is the number of spells of absence in a rolling 12-month
period and ‘D’ is the total number of days absent over that
same period.
b The action taken based on the score reached by applying the
calculation will generally be as follows:
0-49: no action required
50-214: consider issuing a verbal warning
215-399: consider issuing a first written warning
400-649: consider issuing a final written warning
650+: consider dismissal]
7.4. If a trigger point is hit, then you will generally be invited to a
formal hearing at which your absence levels can be discussed.
You are entitled to be accompanied at this meeting by a work
colleague or trade union representative. This meeting will provide
an opportunity to take an in-depth look at the reasons, impact
and possible solutions in respect of your absence. We will
always approach such meetings supportively, with the aim of
understanding and addressing any underlying problems which are
contributing to high absence levels. Having looked at all options
available, one outcome of this meeting may be the imposition of
a warning. We will explain the improvement we require and what
support we will provide to help you with this. You will then be set
a target for improved attendance in line with the system set out
above. You have the right to appeal any warning issued. The same
2 The Bradford Factor tends to be used in larger public sector organisations and may be too
complex for some smaller businesses. An alternative approach could be to treat ‘occasions’ of absence
as any period of absence in a rolling 12-month period, regardless of duration, and to have a first
trigger (verbal warning) after, say, three occasions of absence, with the warning remaining live for six
months. If a further two occasions of absence occur whilst the warning remains live, then you move to
the second trigger (written warning) etc. Alternatively, you could set out triggers over shorter periods
(for example, if three occasions of absence occur in three/six months, a trigger point could be hit and
a warning considered).
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process of meeting, warning and right of appeal will be followed
at each stage of the absence management process. If, following
the imposition of a final written warning, absence remains an
issue and avenues for support have been explored, a final formal
meeting may result in the termination of your employment with
notice.
7.5. Warnings at each stage of this procedure generally remain live
on your file for [6/9/12] months, although we reserve the right to
extend the length of time that a warning remains live in appropriate
circumstances.
7.6. We will always take the time to understand the background to any
absence and will not operate this system in a vacuum.
7.7. We will make reasonable adjustments to the above process to
take account of individual circumstances and any disabilities. For
example, absences relating to pregnancy will be discounted and
absences relating to a disability will generally be subject to a
higher trigger level, supported by medical evidence.
8. Disabilities
8.1. We are aware that sickness absence may result from a disability.
At each stage of the sickness absence meetings procedure (both
long-term and short-term), particular consideration will be given to
whether there are reasonable adjustments that could be made to
the requirements of a job or other aspects of working arrangements
that will provide support at work and/or assist a return to work.
8.2. If you consider that you are affected by a disability or any medical
condition which impacts your ability to undertake your work,
you should inform [insert relevant person or department]. Any
information you provide will be handled in a confidential manner
and in accordance with our [Data Protection Policy].
9. Seeking a medical opinion
9.1. We may, at any time in operating this Policy, require you to attend
a medical examination by [either or both of our Occupational
Health Department and] a doctor nominated by us [(at our
expense)].
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9.2. We will ask for your consent for us to have full access to medical
reports and to discuss the contents with the relevant medical
practitioner. You do not have to consent, but if you don’t, we will
make decisions based on existing medical and other information.
10. How we deal with long-term absence
10.1. We define long-term absence as any absence from work which
lasts longer than [insert relevant period]. Once an absence has
been continuing for a period of [insert relevant period] or more,
we will usually arrange an absence review meeting with you. This
is an informal meeting at which we can discuss the reason for
your absence and any help or assistance that we may be able to
provide.
10.2. We will maintain regular contact with you throughout any period
of long-term absence. We will discuss with you the best way to do
this, bearing in mind the reason for your absence, and we will be
sensitive to your needs.
10.3. We may, at any point during your absence, seek to obtain a
medical opinion regarding your condition and likely timescale for
recovery. This request may be made at our first informal meeting
with you or at any time during your absence from work. Any
request will be processed in line with the ‘Seeking a medical
opinion’ section.
10.4. We will hold regular absence management meetings with you
during your long-term absence to keep up to date with your
prognosis, any adjustments which we may be able to make to
enable you to return, the impact that your absence is having on
the business and any support we can provide. We will discuss
the most appropriate way to hold these meetings with you – for
example, we could agree to hold them at your home, at an agreed
location or remotely via video conference.
10.5. If your absence continues and we believe (whether based on
medical evidence obtained or otherwise) that you are unlikely to
return to work for some time, then we may proceed to hold a formal
absence management meeting with you. You are entitled to be
accompanied at this meeting by a work colleague or trade union
representative. In the letter inviting you to this meeting, we will
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warn you that dismissal may result. At the absence management
meeting, we will normally cover the following:
a A review of the meetings that have taken place and matters
discussed with you
b Whether there have been any changes since the last meeting,
regarding either your possible return to work or opportunities
for return or redeployment
c Whether there are any reasonable adjustments which could be
made to allow you to return to work
d The impact that your absence is having on the business
e Any further matters that you wish to raise
f Whether there is a reasonable likelihood of you returning to
work in a reasonable time
g The possible termination of your employment
10.6. Termination will normally be with full notice or payment in lieu of
notice.
11. Returning to work following absence
11.1. We will hold a return-to-work meeting with you after sickness
absence[, even if it is only one day] [if your absence has been [a
week] or longer in duration]. A note will be taken of the meeting,
which you will be asked to sign and which will be retained on your
personnel file for future reference. The return-to-work meeting also
provides the opportunity for you to complete our self-certification
form.
11.2. At the return-to-work meeting, we will discuss the reason for the
absence and any support we can provide to improve future
attendance levels.
11.3. If you are returning from a period of long-term sickness absence,
then we will, where appropriate and possible, support your return
by:
a Obtaining medical advice (if you agree that we are able to do
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so and sign all appropriate consents)
b Making reasonable adjustments to the workplace and/or your
duties
c Considering redeployment
d Considering a phased return to work
12. Other types of absence
12.1. Jury service
12.2. If you are called for jury service, you must tell your [line manager]
as soon as possible. While you are on jury service, you will
[[receive full pay, minus any allowances paid by the court] or [not
be paid and should therefore claim all allowances made available
by the court]].
12.3. Other public duties
12.4. We will allow you time off to carry out duties in some public roles,
including magistrate and school governor. As soon as you know
what your duties are and have dates for hearings/meetings you
must attend, you should tell your [line manager] so that we can
plan for your absence from work. While you are carrying out
these duties, we [[will pay you your normal wage] or [will not pay
you for time taken off work]].
12.5. Emergency time off to look after dependants
12.6. You may take reasonable time off work to deal with emergencies
involving your dependants. This does not cover general home
issues, such as wanting time off to deal with a problem with your
boiler. We define a dependant as your spouse, civil partner,
children (including adopted children) or parents. Also included
are people who live in your household or anyone else who relies
on you ‒ for example, an elderly family member. You must follow
the same procedure as for sickness leave and contact your [line
manager] as soon as you know you will be taking time off.
12.7. The time you take off must be both reasonable and necessary for
you to deal with something immediately and/or respond to an
emergency. Normally, this means hours or a maximum of one or
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two days, and this type of leave is not designed to provide care
over the longer term. [We do not pay you when you take time off
to look after dependants.]
12.8. Other family-related absences
12.9. We cover all other types of time off for family-related matters
‒ including maternity, paternity, shared parental, parental and
adoption leave ‒ in our separate [Maternity and Family Friendly
Policy].
12.10. Carrying out trade union duties
12.11. If you are elected as a trade union official, you are legally entitled
to reasonable time off to fulfil your obligations, and you will be
paid at your full basic rate for all related absences during working
hours. We will not pay you for duties carried out outside working
hours.
13. Useful links and documents
13.1. The following internal policies contain additional information and
guidance [delete/amend as appropriate]:
a [Disciplinary Policy]
b [Flexible Working Policy]
c [Equal Opportunities Policy]
d [Data Protection Policy]
e [Maternity & Family Friendly Policy]
f [Insert details of any other relevant policies here]
14. Administration of the Absence
Management Policy
14.1. [Insert relevant person or department] is responsible for the
administration of the Absence Management Policy. Should you
have any feedback, please contact [insert contact details].
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