Long term absence due to sickness is defined as a period of medically certified sickness which is continuous for at least 28 calendar days.
Note - sickness pay is 8 weeks full pay followed by 5 weeks 75% pay then SSP (within 12-month period)
Long term sickness procedure
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Type of absence
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Criteria |
Action |
Short term absence |
If your absence is longer than 1 week |
Access to volunteer database and staff database will be turned off. Within Outlook an automatic email response will be added and on Slack their status will be updated. Mobile phone will be diverted to the office number as default. If staff member has direct ‘reportees’ these are to be changed within the system. |
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a) If your total absence is longer than 2 weeks
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Line Manager to have discussion with staff member to discuss Group Income Protection referral (including vocational rehabilitation) and discuss ongoing support -this can be on the phone or in person / via zoom |
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Long term absence 4 weeks |
b) Following a discussion in a) if your instance of absence reaches 4 weeks |
Further discussion by line manager with staff member including making aware of sick pay |
8 weeks |
c) Following a discussion in b) if your instance of absence reaches 8 weeks
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Further discussion by line manager with staff member including review of sick pay. |
12 weeks |
d) Following a discussion in c) if your instance of absence reaches 12 weeks
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Further discussion by line manager and senior with staff member including review of sick pay.
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After 12 weeks |
e) Following from d) the manager will ascertain the prognosis and the expected date of return to work (if known). A return-to-work date will be set by the organisation. Option A - If the member of staff will likely return to work by this date, then contact shall be maintained and on return discussion about a phased return can be explored
Option B - If the member of staff is unlikely to return to work or cannot return in their original capacity, then alternative arrangements should be sought. E.g. alternative roles
Option C - If no arrangements are available then termination on grounds of ill health should be considered as a final option. |
Further discussion by line manager and senior with staff member including review of sick pay. Review of sick pay, review of condition and prognosis including agreed return to work date, Check DDA (Disability Discrimination Act) and adjustments available. Check alternative roles if needed. If no solution, termination on grounds of ill health. |
Click here to find the long term absence meeting record
You can also take a look at this flow chart to help break this down further.
Meetings and Regular Contact
Safe Families and Home for Good approach to managing long term sickness is governed by two main factors:
- The need to treat employees reasonably and fairly
- The need to maintain efficient and cost-effective delivery over a period of time with reduced employee levels due to absence
Regular consultation between employees on long-term absence and their line manager throughout the period of sickness is essential to gather necessary information and to find out whether any help, advice or action is needed. Where possible, contact should be offered face to face, at least on a monthly basis with telephone contact in between.
Managers are expected to exercise judgment in respect of the appropriate timing of the scheduling of meetings.
Managers are expected to maintain regular contact with staff who are off sick. All contact made should be recorded on a written record and uploaded to the staff database for management purposes. Employees are required to expect and accept telephone calls from their manager, or another nominated person during long term absence and are required to maintain contact with their manager or another nominated person during any periods of absence.
If the employee remains absent after 21 days, and the absence is stress-related or related to back pain/ injury the manager will consider the employees duties, working conditions or make reasonable adjustments, to facilitate the employee's return to work. If absence is stress related, we will undertake a risk assessment for stress at work triggers to identify the cause.
They should also consider reasonable adjustment of duties in accordance with the Equality Act 2010.