Purpose
Absence due to sickness
Return to Work Interview
?Fit for Work service (FFW)
Unauthorised Absence
?Persistent Short Term Absence
?Longer Term Absence
Purpose
It is your responsibility to notify the Union at the earliest opportunity if you are absent from work for any reason. If the absence continues for any length of time, you must keep your line manager fully informed and submit medical certificates where appropriate. The Union requires this information in order to manage the business effectively in your absence, support you and to pay you appropriately.
Absence due to sickness
In cases of absence due to sickness you (or someone on your behalf) must notify your line manager before your normal start time on your first day of absence. This would usually be done by telephone but your Manager may agree with you that mobile text messages or emails may be permitted.
You must let your line manager know why you are absent, how long you expect to be away and details of appointments that need to be cancelled or tasks that need reallocating.
If your absence continues, you should follow the procedure above for every day you are absent unless you are covered by a medical note or have already indicated a return date.
For any period of absence up to 7 days (including non-working days), you will be required to complete a self-certification form and submit it to your line manager on the first day of your return to work.
If your absence continues after 7 days (including non-working days), you will be required to submit a doctor's statement of fitness for work to your line manager on your eighth day of absence. You must then provide suitable Fit Notes for any further absence not covered by the first Fit Note.
The Union offers an occupational sick pay scheme, which will be paid at the Union's discretion but will not be unreasonably withheld. To qualify you must have complied with the requirements on notification of absence and the provision of medical certificates above.
The maximum occupational sick pay in any rolling period of 12 months is:
|
Period of Qualifying Service
|
Full Pay
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Half Pay
|
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0 – 3 months
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2 weeks
|
2 weeks
|
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3 months to 1 year
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2 months
|
2 months
|
|
2nd and 3rd year
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3 months
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3 months
|
|
4th and 5th year
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5 months
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5 months
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5 years plus
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6 months
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6 months
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Where the Union makes a payment in times of sickness, this includes any entitlement to Statutory Sick Pay (SSP). In the event that half pay is less than SSP, the amount will be adjusted to bring it up to the level of SSP.
Where there is an ongoing concern for an employee's health and their ability to carry out their work, the Union will keep in contact with the employee and see if there are any adjustments that could be made.
In all cases the emphasis will be on facilitating the employee's return to work as soon as possible. The Students’ Union reserves the right to ask the employee to undergo an independent medical examination or Occupational Health Assessment at any point, which the Union will pay for and which will be arranged during the employee's normal working hours.
If an employee falls sick prior to a period of annual leave, sick leave may be substituted providing the employee can produce a doctor's note covering all periods of absence on their return.
While the Union will be sympathetic to cases of genuine sickness, illness or accidents, prolonged or persistent absence for these causes may be dealt with through the Capability Procedures.
If the Union has good cause to believe that an employee is exploiting the occupational sick pay scheme, or is claiming sickness absence where this is not the case, sick pay may be withheld and the Disciplinary Procedures will apply.
Return to Work Interview
Upon your return from absence, HR will hold a Return to Work meeting with you to:
- Welcome you back to work and ensure you are fit to return.
- Identify the reason for the absence and confirm the length of absence.
- Identify and address any problem (work-related or otherwise) that may be causing or contributing to the absence.
- Discuss and/or identify any adjustments to the workplace/hours/duties that may reduce/eliminate absences.
- Where appropriate, discuss any reports/ recommendations received by the Union as a result of any independent medical examination or Occupational Health Assessment.
Fit for Work service (FFW)
The FFW is a government-funded occupational health assessment. The service is intended to assist employees return to work, using a return-to-work plan where appropriate. If you want to know more about FFW please speak to HR.
An employee's statutory annual leave will continue to accrue at the normal rate during periods of sickness.
Where the nature of the sickness indicates that the employee might be regarded as having a disability under the Equality Act 2010, the Union will help the employee return to work through reasonable adjustments where these are possible.
Once you have been absent for four weeks, either we or your doctor may suggest referring you to the FFW. Your doctor may do this before you have been absent for four weeks if they think it would be beneficial for you.
If your doctor refers you to FFW please let to your line manager know, unless you would prefer not to tell us. If your case manager at FFW wishes to speak to us, please ask them to contact to HR.
Unauthorised Absence
Cases of unauthorised absence will be dealt with under our Disciplinary Procedure.
Absence that has not been notified according to the sickness absence reporting procedure will be treated as unauthorised absence.
If you do not report for work and have not telephoned your line manager to explain the reason for your absence, your line manager will try to contact you, by telephone and in writing if necessary. This should not be treated as a substitute for reporting sickness absence.
Persistent Short Term Absence
Persistent short-term absence may be triggered where you have been absent from work on 3 occasions. Once you hit 3 occasions in any 12 months or if you are considered to have a history of persistent short-term absence then you may be invited to a wellbeing meeting. A wellbeing meeting intends to explore whether there are any underlying health issues that may need further investigation. You may be asked to consult your doctor to establish whether medical treatment is necessary or whether the underlying reason for absence is work related.
However, the Union reserves the right in cases of persistent short-term absence to review your continuous employment after due warning and consultation, even where there are good medical or other good reasons for absence.
In all cases you will be told, in writing, if any improvements are required and warned of the likely consequences if this does not happen.
Longer Term Absence
Longer-term absence is an absence that has or is likely to last more than 2 weeks. What is set out below is Union policy that allows your line manager to take into consideration your individual circumstances.
Where it is likely that you will be unable to work for some time due to illness then the Union will maintain regular contact with both you. The level of contact will be negotiated between you and your line manager but will usually be at least fortnightly. We may ask you to consult your GP about when a return to work is expected and of what type of work you are capable of doing. Where alternative work is available the Union will suggest it.
At any stage the Union may ask you to visit a Union appointed doctor to undergo an independent medical examination.
The Union reserves the right to review your continued employment in cases of long term absence.