If the second prompt point of ‘3 weeks or more sickness absence in any 12-month period or 5 spells or more in any 6-month rolling period’ is met then an attendance review between the employee and their line manager should be completed at which the absence/s and the reasons for the absence would be explored in more detail. Notes of the meeting will be taken and added to the staff member profile. A record will also be made of any specified improvement targets that have been agreed, or the fact that no further action is required in the judgement of the ‘Head of team’ or Senior Leader. A letter of concern will be issued and added to the staff member’s profile.
The purpose of the attendance review is to:
- Provide the employee the opportunity to discuss any reasons for the attendance problems they are having e.g. Problems at home or work
- Identify the likelihood of further absence
- Agree solutions to address causes of absence from work
- Agree targets and timescales for improvement where appropriate in the context of the health issue(s) at hand
- Make the employee aware that where no specific health or disability related issues have been identified then a lack of improvement in their attendance record could result in formal action being taken.
If at the end of the Attendance Review period (which in total is likely to run for 12 months) the employees attendance meets the required standards then the manager should write or communicate with the employee to confirm their attendance has significantly improved and no further action needs to be taken.
Stage one and two meetings
Where targets have not been met and absence is at a high level will normally result in the case being escalated to the formal stage of the process with SLT / Heads of Team support, however, where there is an employee that has an underlying health problem and/or disability then it may be appropriate to continue to manage this under the informal stage.
These meetings should follow the same approach set out at the attendance review meeting and cover the same issues described above. An improvement note (same as a written warning will be issued)
The employee should be advised of potential implications for their future employment if their attendance does not improve. An appropriate review timescale will be agreed, however, this can be brought forward if absence levels remain unchanged, to review attendance against the action plan.
At each stage of the process, if appropriate progress is seen, then the notes of the attendance meeting or disciplinary procedure would be recorded on the staff member’s record.
It is important to note that performance management or disciplinary procedure can still occur where the sickness absences are covered by medical certification. In the final analysis, it is the combination of lost time, additional costs and the efficiency impact that absence has on the team which are the major determining factors as to whether dismissal occurs.