1. Managing Sickness and other absences
in line with the
Attendance Management Policy

2. The Manager’s Shelf

3. Key features of the policy
Guidance for managers – where an employee’s attendance falls below required standard
Short-term absence – a ‘trigger’ of 3 or more occasions of absence in a 3 month rolling programme & 3.75% target
Long-term absence – sets out a clear process and guidance for managers
Q & A section re: staff notification of their absence

4. General Principles
All staff have a duty to attend work ……. you have a right & responsibility to ask questions / challenge why they are absent
Being unwell does not necessarily constitute being unfit for all work – (link to the ‘fit note’)
Majority of ‘attendance cases’ will be handled and resolved informally through the informal stage of the procedure.
Onus should firstly be on employee to state what they are going to do to improve their attendance …….. and then ……. formal action will be taken if there is not an acceptable improvement in attendance.

7. How do you achieve a balance?
How do you manage attendance?
How do you achieve a balance?

8. 80 – 20 rule
for many events, roughly 80% of the effects come from 20% of the causes
So …… does 20 % of your staff contribute to 80% of the sickness absence ?

9. What system / process do you have in place?
Notification Process
What system / process do you have in place?
What works well?

10. Notification of sickness absence
Please complete this ‘notification form’ using the following questions and ‘prompts’. The reverse of the form should also be completed as part of the return-to-work interview, when the employee returns to work.
Name of Employee: 1
Date / time of notification: 2
Reason for absence and how it prevents employee from working 3
Is the absence work-related?
(If yes, please give details) 4
Does employee intend to see GP? 5
Anticipated RTW date 6
Details of ‘contact arrangements’ 7
Additional comments if required

11. Return to work interview / meeting
Please complete this form where the employee is returning to work with reference to the information over overleaf.
Date of discussion: …………………….
Name of Employee:
What date did sickness begin / end
Begin …………… End …………………..
Please give details of sickness absence:
Please give details of the discussion which took place and any action points which were agreed (areas for discussion may include: links with past absences, affect of sickness on future attendance/performance, improvements required, alterations to the role required and other areas as appropriate
Referral to OHD required? Yes / No
Further review meeting required (date if appropriate)
Manager’s signature ……………………………………… date ………………..
Employee’s signature ……………………………………. date ………………

12. Reporting Sickness Absence
What to do?
When? Do
Don’t
Telephone your manager
Within the first hour of your shift – or asap to give time to provide cover
Tell your manager: 
Reason for your absence
Why your absence prevents you from working
Expected return to work date
Work-related?
Med cert issued?
Contact arrangements
Equality Act link if required
X get someone else to telephone for you
X leave a message
X send a text message
X get a work colleague to pass on message
If you fail to contact your manager personally, they may contact you to establish the reasons for your absence

13. Reporting Sickness Absence
What to do?
When? Do
Don’t
Keep your manager up-dated
No Med cert – telephone your manager every working day within 1st hr of shift
Have Med cert - telephone your manager every Monday within 1st hr of shift
Tell your manager that: 
You can’t work
Why you can’t work and
When you expect to be back at work
X get someone else to telephone for you
X leave a message
X send a text message
X get a work colleague to pass on message
Failure to follow the reporting procedure correctly could result in disciplinary action up to and including dismissal

14. Do What to do? When? Don’t Self-certify your absence
Get a statement of Fitness to work – Med 3
For any period of absence of 7 days or less
If you are absent from work for 8 days or more (incl weekends)
Obtain self-cert from manager or GP surgery
Complete and give to manager by the 7th day you have been ill
Let manager have Med 3 asap / within 5 days of it being signed by GP
Falsify the self-cert form
Forget to let your manager have self-cert when it is due
Allow yourself to have 8 days off sick if absence from 8th day isn’t covered by Med cert
Have a ‘gap’ in the period of absence covered by Med 3

15. Return to Work Interview
All staff have a RTW interview following any sickness absence
Line manager / Deputy meets with individual within 2 days of return from sickness absence
Return to Work Interview
Discuss reasons / cause of absence
Establish that employee is fit to return to work
Complete RTW form & self-cert. Details on P file
Is a pattern developing in the absences?

16. Managing Short-Term absence
Informal Stage – investigation
e.g. discuss absences, avoiding absences, underlying health problems, impact on team
Formal Action - procedure
a. first written warning
b. final written warning
c. Dismissal

17. Links with Occupational Health Dept.
Provide a ‘medical view’ of employees’ fitness to work
Refer to OHD if an underlying medical condition is identified as a potential key contributor to poor attendance levels
Must be some evidence to suggest a contributing medical condition

18. Managing Long-Term Absences
After 1 month’s absence – referred to OHD for assessment of ‘health position’ / adjustment to job / DDA applicable?
OHD – will continue to assess individual, provide written reports, indicate likely date of return to work
Line Manager – regular contact with employee
Annual Leave – will accumulate
Termination of Employment
Dependent on other reasonable alternatives – e.g. redeployment, retirement on ground of ill health

19. Attending medical / Dental / Specialist Appointments
Expectation – staff arrange appts outside of normal working hours ….. or beginning or end of day (time to be made up)

20. Fit Note
Med 3
GP cert

21. Useful Resources & information mental health (employers & employees)