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Sickness Guideline For Employee
Sickness Guideline For Employee
Sickness Absence
Introduction
Some absence due to sickness is inevitable within any large organisation and sickness absence
needs to be dealt with in a fair, understanding and sympathetic way. Absence is costly; it has an
adverse effect upon colleagues and on the level and quality of service that the University provides.
Effective monitoring of all forms of absence, and a consistency of approach, are essential if absence
levels are to be maintained at, or below, sector standards/averages. The University’s Absence
Management procedure is not a disciplinary procedure. Absence not due to genuine illness will be
dealt with under the Disciplinary Procedure. Sick leave is recorded on the Leave and Absence
Management System (LAMS).
Line Managers (supervisors, section heads, etc.) are the people best placed to manage
absence in their areas of responsibility.
Every employee has a responsibility to attend work when she/he is fit to do so.
Notification of absence
All staff have a responsibility, under their contract of employment and / or under the terms of the
Sickness Pay Scheme, to contact their department as early as possible on the first day of absence;
and no later than normal commencement of work or shift start time. This is important as
alternative arrangements (to ensure that all necessary work is covered) may have to be put into
place.
If you are absent for up to 3 calendar days, you are not required to provide evidence of incapacity.
If your absence extends to a 4th day and lasts up to 7 calendar days, a self-certification form
should be completed and returned to your departmental absence administrator .
If your absence lasts longer than 7 calendar days, a Doctor's certificate (fit note) must be
forwarded direct to your departmental absence administrator and you should inform your Line
Manager of the period of absence covered by the certificate. In this event, the Doctor's Certificate (fit
note) will be accepted as evidence of incapacity for the first 7 days and it will not then be necessary
to complete the self-certificate.
Note:
Until such time as a Doctor's Certificate (fit note) is received it is your responsibility to inform
your Line Manager on a daily basis of any continuing absence.
You should inform your Line Manager of the period of absence covered by the certificate.
Failure to comply with the reporting requirements could mean that a period of absence will be
treated as unauthorised absence and sick payments withheld.
Note:
If you have provided an open Doctor's Certificate (fit note) or you wish to return before the Doctor's
Certificate (fit note) has expired, you must obtain a Doctor's Statement of Fitness before you will be
allowed to return to work.
Medical appointments
Staff should, where possible, make medical and dental appointments outside of working hours. If this
is not possible, reasonable time off will be permitted for appointments; ideally these should be
scheduled at the beginning or end of the working day in order to minimise disruption. Managers have
the right to ask for evidence of appointments before granting time off.
The general purpose of the interview is to establish the facts and see if any action may be taken to
reduce/eliminate future absence. This return to work meeting is not a disciplinary interview.
Discussions between you and your manager will be kept confidential so far as reasonably possible.
If your manager is dissatisfied with the outcome of the return to work meeting then he/she will seek
advice from the Human Resources (HR) Office before taking any action.
Phased Return
All phased returns must be discussed with Occupational Health and HR.
Phased returns will normally be for a four week period, with full time working resuming after four
weeks. A period in excess of four weeks for a phased return can only be agreed following further
discussions with Occupational Health and HR. Full pay will only be paid for a maximum of four
weeks, thereafter the rate of pay will normally be reduced to the number of hours the member of
staff is able to work.
the University recommends that managers trigger the Ill Health and Absence Regulation. A reminder
email is sent to Line Managers from LAMS.
Long-Term Absence
Any long-term absence of 4 weeks duration will trigger a notification email to your Line manager
and the University Occupational Health Adviser. The Line Manager completes the referral
documentation and then sends this to the University Occupational Health Adviser, who will take
appropriate action in relation to the notified reason for absence including meeting with you and
obtaining necessary medical reports. If your manager thinks it appropriate, absences of less than 4
weeks' duration may also be referred to the University's Occupational Health Adviser.
If you are referred to Occupational Health you are obliged to attend the appointment. If you are not
able to attend due to illness, the Occupational Health Adviser will make arrangements to visit you at
home.
It is important for your manager to maintain regular contact with you on long term absence
throughout your period of absence. Where contact involves general enquiries regarding your
welfare, informing you of social events taking place, or passing on the good wishes of the staff,
contact may be made by telephone; a brief note of this may be logged on LAMS. All other
communications will usually be in writing.
The Occupational Health Adviser will regularly review your situation and will liaise with your manager
and keep him/her informed of any likely return to work date.
Consideration may be given to termination of your employment if you are unable to return to work
either at all or within a reasonable period of time, and there are no adjustments to workplace, hours
or duties that would facilitate a return. In this case, action would be taken under the Ill Health and
Absence Regulation.
1. What are the implications for my Benefits+ arrangements if I drop to half pay as a
result of long-term absence?
Your Benefits+ arrangements will be reviewed. If there is a possibility that you will be
disadvantaged you will be removed from Benefits+ and reinstated on your return to work, if
appropriate.
2. Can I refuse to attend a return to work meeting?
Under the procedure everyone should attend a return to work interview. If the reason for your
sickness absence is for a personal medical reason, and your line manager is of a different
gender to yourself, you can ask to have the interview with someone of the same gender in your
department. If no one is available in your department then, in exceptional circumstances,
arrangements can be made for you to have a return to work interview with the Occupational
Health Adviser.
3. Can I be accompanied when attending a return to work meeting?
The meeting is an informal discussion to ensure that you are fit to return to work and to
determine whether or not any adjustments of a temporary or more permanent nature are
required to be made to your "job". Being accompanied to the meeting suggests that you want the
discussion to take place on a more formal basis and this is not the intention of the discussion.
4. How long do I have to be absent from work before I have a return to work meeting?
Any absence of one day or longer will require a return to work meeting. If you attend for work
and then leave work because of sickness or an accident you should inform your line manager
prior to leaving the workplace. Provided you return to work the next day, there will be no need for
you to attend for a return to work meeting.
5. How do I collect my personal possessions during my absence?
If you are absent from your base of work for any length of time, it is your responsibility to have
your personal possessions collected in a timely manner or to arrange with your manager for
them to be stored, if this is possible
https://www.dur.ac.uk/hr/policies/absence/sickabsence/