Sickness Absence Policy

1. About this policy

1.1 This policy sets out our procedures for reporting and managing sickness absence.

1.2 Sickness absence can vary from short intermittent periods of ill-health to a continuous period of long-term absence and have a number of different causes (for example, injuries, recurring conditions, or a serious illness requiring lengthy treatment).

1.3 We wish to ensure that the reasons for sickness absence are understood in each case and investigated where necessary. In addition, where needed and reasonably practicable, measures will be taken to assist those who have been absent by reason of sickness to return to work.

1.4 Abuse of sickness absence, including failing to report absence or falsely claiming sick pay will be treated as misconduct under our Disciplinary Procedure.

1.1 Any information you provide to us about your health will be processed in accordance with our Data protection policy. We recognise that such data is sensitive and will handle it in a confidential manner.

1.2 This policy applies to all employees. This policy does not form part of any employee's contract of employment and we may amend it at any time. The company may bypass any of the provisions outlined in this policy where the company deems it appropriate to do so.

2. Disabilities

1.5 We are aware that sickness absence may result from a disability. Particular consideration will therefore 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 to assist a return to work.

1.6 If you consider that you are affected by a disability or any medical condition which affects your ability to undertake your work, you should inform your line manager.

3. Reporting absence from work

1.7 If you cannot attend work for any reason, including where you cannot attend due to sickness or injury, you should telephone your line manager as early as possible and no later than 2 hours prior to the time when you are normally expected to start work. This notification requirement applies on your first day of absence and on each subsequent day of absence, unless your line manager has agreed to less frequent updates being provided by you.

1.8 You should expect to be contacted during your absence by your line manager who will want to enquire after your health and be advised, if possible, as to your expected return date.

4. Evidence of incapacity

1.9 You must complete a self-certification form for sickness absence of up to seven calendar days.

1.10 For absence of more than a week you must obtain a certificate from your doctor stating that you are not fit for work, giving the reason and this must be forwarded to your line manager as soon as possible. You must also complete a self-certification form to cover the first seven days. If absence continues beyond the expiry of a certificate, a further certificate must be provided without delay.

1.11 If your doctor provides a certificate stating that you "may be fit for work" you must inform your line manager immediately. We will hold a discussion with you about how to facilitate your return to work, taking account of your doctor's advice. If appropriate measures cannot be taken, you will remain on sick leave and we will set a date for review.

4.1 Any delay in the submission of a self-certification form or statement of fitness for work from your doctor may result in disciplinary action being taken against you, even if that documentation is subsequently produced.

5. Unauthorised absence

5.1 Cases of unauthorised absence will be dealt with under our Disciplinary Procedure.

5.2 Absence that has not been notified according to the absence reporting procedure set out above will be treated as unauthorised absence.

5.3 If you do not report for work and have not telephoned your line manager to explain the reason for your absence, your line manager may try to contact you, by telephone and in writing if necessary. This should not be treated as a substitute for reporting sickness absence.

5.4 Absence from work that is not due to sickness or injury will be treated as unauthorised absence unless it has been authorised in advance by the Company or is for a genuine reason falling under one of the Company’s other policies.

6. Statutory sick pay

You may be entitled to Statutory Sick Pay (SSP) if you satisfy the relevant statutory requirements. Qualifying days for SSP are your normal days of work, as set out in your contract of employment. The rate of SSP is set by the government in April each year. No SSP is payable for the first three consecutive days of absence. It starts on the fourth day of absence and may be payable for up to 28 weeks.

7. Return-to-work interviews

7.1 After a period of absence your line manager may hold a return-to-work interview with you. The purposes may include:

(a) ensuring you are fit for work and agreeing any actions necessary to facilitate your return;

(a) confirming you have submitted the necessary certificates;

(b) updating you on anything that may have happened during your absence;

8. Medical examinations

1.12 We may ask you to consent to a medical examination by a doctor or occupational health professional or other specialist nominated by us (at our expense).

1.13 You will be asked to agree that any medical report produced may be disclosed to us and that we may discuss the contents of the report with the specialist and with our advisers. All medical reports will be kept confidential and held in accordance with data protection laws.

1.14

9. Managing persistent short-term absence

1.15 The following paragraphs (11, 12 and 13) set out our procedure where your level or frequency of short-term absence has given us cause for concern.

1.16 The purpose of the procedure is to investigate and discuss the reasons for your absence, whether it is likely to continue or recur, and whether there are any measures that could improve your health and/or attendance. We may decide that medical evidence, or further medical evidence, is required before deciding on a course of action.

9.1 We may invite you to a sickness absence meeting whenever we consider it necessary, including, for example, if you:

(a) have been absent due to illness on a number of occasions

(b) have discussed matters at a return-to-work interview that require investigation; and/or

1.17 We will notify you in writing of the time, date and place of any meeting, and why it is being held.

1.18 Meetings will normally be conducted by your line manager.

9.2 You may be accompanied at a sickness absence meeting by a trade union representative or a colleague, who will be allowed reasonable paid time off to act as your companion.

1.19 You must take all reasonable steps to attend a meeting. Failure to do so without good reason may be treated as misconduct. If you cannot attend at the time specified you should let us know as soon as possible and we will try, within reason, to agree an alternative time.

1.20 If you have a disability, we will consider whether reasonable adjustments may need to be made to the sickness absence meetings procedure, or to your role or working arrangements.

10. Stage 1: first sickness absence meeting

10.1 The purposes of a first sickness absence meeting may include:

(a) Discussing the reasons for absence.

(b) Where you have been absent on a number of occasions, determining the likelihood of further absences.

(d) Considering what, if any, measures might improve your health and/or attendance.

(e) Agreeing a way forward (including whether a stage 1 absence warning should be issued), action that will be taken and a timescale for review and/or a further meeting under this policy.

10.2 A stage 1 absence warning may be issued after a first sickness absence meeting where you have been absent due to illness on a number of occasions and/or where the company does not consider there to be a satisfactory explanation for these absences. A stage 1 absence warning will remain active for six months.

11. Stage 2: further sickness absence meeting(s)

11.1 Following the first sickness absence meeting and the issuing of a stage 1 absence warning, if your absence level continues to be unsatisfactory, a further sickness absence meeting may be convened.

11.2 The purposes of further meeting(s) may include:

(a) Discussing the reasons for absence.

(b) Where you have been absent on a number of occasions, determining the likelihood of further absences.

(d) Considering what, if any, measures might improve your health and/or attendance.

(e) Agreeing a way forward (including whether a final absence warning should be issued), action that will be taken and a timescale for review and/or a further meeting under this policy. This may, depending on steps we have already taken, include warning you that you are at risk of dismissal.

11.3 A final absence warning may be issued where you have had further absences due to illness since the first sickness absence meeting and/or where the company does not consider there to be a satisfactory explanation for these absences. A final absence warning will remain active for twelve months.

12. Stage 3: final sickness absence meeting

12.1 Where you have been warned that you are at risk of dismissal and/or where you have been issued with a final absence warning, we may invite you to a final sickness absence meeting if your absence level continues to be unsatisfactory.

12.2 The purposes of the final sickness absence meeting will be:

(a) To review the meetings that have taken place and matters discussed with you.

(b) To consider any further matters that you wish to raise.

(c) To consider whether there is a reasonable likelihood of you achieving the desired level of attendance in a reasonable time.

(d) To consider the possible termination of your employment.

12.3 Termination will normally be with full notice or payment in lieu of notice.

13. Managing long-term absence

1.21 The following paragraphs set out our procedure for dealing with long-term absence. The purpose of the procedure is to investigate and discuss the reasons for your absence and whether there are any measures that could improve your health and/or assist you in a return to work. We may decide that medical evidence is required before deciding on a course of action.

13.1 We may invite you to a long-term sickness absence meeting if your absence from work is considered to be long term. Long-term absence is generally considered to be any absence of four weeks or longer.

1.22 We will notify you in writing of the time, date and place of any meeting, and why it is being held.

1.23 Meetings will normally be conducted by your line manager.

13.2 You may be accompanied at a sickness absence meeting by a trade union representative or a colleague, who will be allowed reasonable paid time off to act as your companion.

1.24 You must take all reasonable steps to attend a meeting. Failure to do so without good reason may be treated as misconduct. If you cannot attend at the time specified you should let us know as soon as possible and we will try, within reason, to agree an alternative time.

1.25 If you have a disability, we will consider whether reasonable adjustments may need to be made to the sickness absence meetings procedure, or to your role or working arrangements.

13.3 The purposes of the long-term sickness absence meeting will be:

(a) To discuss the reasons for and impact of your ongoing absence.

(b) To discuss how long your absence is likely to last.

(c) Considering your ability to return to work in view both of your capabilities and our business needs and any adjustments that can reasonably be made to your job and/or working environment to enable you to do so.

(d) Considering possible redeployment opportunities and whether any adjustments can reasonable be made to assist in redeploying you.

(e) Where you are able to return from long-term sickness absence, whether to your job or a redeployed job, agreeing a return to work programme.

(f) If it is considered that you are unlikely to be able to return to work from long-term absence, whether there are any benefits for which you should be considered.

(g) To consider the possible termination of your employment.

13.4 Termination will normally be with full notice or payment in lieu of notice.

14. Appeals

1.26 You may appeal against the outcome of any stage of this procedure. If you wish to appeal you should set out your appeal in writing to a Director, stating your grounds of appeal, within one week of the date on which the decision was sent or given to you.

1.27 If you are appealing against a decision to dismiss you, we will hold an appeal meeting as soon as possible following receipt of the appeal. This will be dealt with impartially and, where possible, by a more senior manager who has not previously been involved in the case.

1.28 After the hearing, we will confirm our final decision in writing. There is no further right of appeal.

1.29 The date that any dismissal takes effect will not be delayed pending the outcome of an appeal. However, if the appeal is successful, the decision to dismiss will be revoked with no loss of continuity or pay.