Absence Monitoring Procedures

Reporting

1. Correct notification and certification of sick leave is essential.  Failure to comply with the correct procedure as outlined in this policy may result in absence being treated as unauthorised, jeopardising payment of contractual sick pay (if applicable) and / or resulting in disciplinary action.  
2. In all cases of sickness absence, the employee must telephone their immediate supervisor no later than 9am on the first day of sickness/injury and on each subsequent working day of sickness / injury until they have provided a GP’s certificate. The supervisor will discuss the reason for the absence, how long the absence is likely to last, and what work might need to be covered in the employee’s absence.  If the supervisor is not working or does not answer the phone, the employee should phone a manager in the organisation. Every attempt should be made to speak to a manager by the employee.  
3. If the employee is absent without having made contact as above, their manager will try to contact them to establish their whereabouts and welfare.
4. If the employee is on sick leave for more than one working week, they must keep in touch with their manager, normally at least once each working week unless a different period has been agreed or circumstances make this impossible. This is to enable appropriate planning to take place and for the service levels to be maintained. 
5. If the employee needs to leave part of the way through a day because of sickness they must notify their manager immediately by phone and either record this as a half-day of sickness absence, regardless of the time of departure, or make arrangements to make up the time in discussion with the manager.

Informal absence monitoring

1. The Business Manager (BM) should be informed of all sickness absences.  This will be added to the absence spreadsheet in order to track sickness days.  The BM will inform line managers where thresholds are close to being met. 
2. The line manager should send a short-term return to work form upon return to work following any absence between one and three days.  Any absences over this should result in a formal return to work interview.  Employees have the right to an interview in place of the google form should they wish.   

Formal absence monitoring

Stage 1 absence meeting

1. Where an employee has three incidences of sickness or is absent for two weeks or more within one rolling year, the line manager will invite the employee to attend an absence review meeting. The employee will have the right to be accompanied by a trade union representative or work colleague at this and any other formal meeting held under this procedure.  The meeting will normally consist of the employee (plus their representative) and the manager.  
2. The employee will be given one working week’s notice in advance of the meeting (excluding office closure days) and will be provided with any relevant information and a copy of the absence management policy. 
3. At the meeting the reasons for the employee’s absence shall be explored and the following factors considered:

• What is the nature of the employee’s illness/condition and what is the likelihood of a change in attendance?
• Are there any work-related issues which have impacted on the employee’s health?
• Is there any medical advice that should be considered; and if so, what recommendations are made by it?
• Does the advice give recommendations on making adaptations to the employees work role or hours/pattern of work?
• How can the employee be supported to improve their health?
• What is the effect of the absence on the organisation?

4. The employee will be given the opportunity to offer any additional explanation for their attendance record. 
5. It may be appropriate to obtain medical information, for example if the employee believes there is an underlying health condition leading to the high level of absence and/or if referring the employee to an occupational health specialist.  If medical evidence shows the employee has a disability the manager must consider making reasonable adjustments in line with the requirements of the Equality Act 2010. 
6. If, following the meeting, no disability or underlying medical condition is established, a letter will be sent to the employee detailing the improvement in attendance required and specifying the review period. The letter will also state that if the required improvement is not sustained the employee’s employment may be at risk.

Stage 2 Sickness Absence Review Meeting

1. If attendance does not improve within the specified review period the manager will convene a further absence review meeting to be conducted in accordance with the procedure outlined above. The manager will take the following factors into consideration before deciding on appropriate action:

• the likelihood of a change in attendance
• the employee’s length of service
• the employee’s performance and
• the effect of past and future absences on the organisation.

2. The manager will consider whether to continue monitoring the situation with further review meetings if the situation does not improve or to request a Stage 3 Absence Review Meeting.

Stage 3 Sickness Absence Review Meeting

2. A Stage 3 meeting shall be chaired by the Chief Executive or Acting Chief Executive. They will write to the employee at least 10 working days in advance, stating the proposed date, time and location, together with the reason for the meeting. The meeting will normally consist of the employee (and their representative, if they wish), the line manager and the Chief Executive. 
3. At this meeting, consideration will be given to:

• the nature of the illness
• the extent of previous absences and the employee’s sickness record since the previous review meeting
• recommendations received from the employee’s GP and / or the occupational health specialist*
• the likely date of return to work
• the views of the employee
• the effect of the employee’s absence on the organisation
• reasonable adjustments (see section 15 below)
• the possibility of redeployment.  

* No decision to dismiss the employee on the ground of capability will be made without obtaining up-to-date medical information.

3. Other than in exceptional circumstances the organisation will not consider terminating the employment of an employee who is absent from work due to long-term ill-health whilst the employee is still in receipt of contractual sick pay. 
4. Considerations will take place to decide on next steps in order to sustain employment, this may be a change in role, hours or other different ways of working to meet both employer and employee needs. Every effort will be made by the employer to sustain employment where possible, whilst ensuring service levels can be maintained.     
5. If, following the sickness absence review meeting, the outcome is a decision to dismiss, the employee will be given notice of dismissal in writing and advised of their right to appeal. 
6. Otherwise sickness absence monitoring will continue.

Appeal

If the employee wishes to appeal against the decision to dismiss they must do so in writing within five working days of the decision being taken, to the next level of management in the organisation. The employee should set out the full grounds for appeal.  Where practicable the appeal meeting will be convened within 15 working days. The employee has the right to be accompanied at the appeal meeting by a workplace colleague or trade union official. The appeal will be heard by three members of the Trustee Board Staffing Panel. The decision taken after the appeal meeting will be final and, where practicable, the employee will be informed of the decision in writing within five working days. If the Appeal Panel decides to reinstate the employee, sickness absence monitoring will continue and if there is no further improvement within a month, a further Stage 2 review meeting will be held to consider whether a further Stage 3 meeting is required.

Senior Officers

Where the line manager of the employee is the Chief Executive, the Stage 3 Meeting will be chaired by a member of the Trustee Board Staffing Panel.  In the event that action is being considered against the Chief Executive, the Citizens Advice Relationship Manager shall be consulted for advice at the earliest opportunity. The Trustee Board must remove as many of themselves from the process as possible to ensure there are enough members who are independent of the process to Chair any Stage 3 Meeting and to hear any appeal.