The use of a gradual "phased" working pattern offers support when returning to work following a period of long-term absence. The aim is that the employee will return to the full range of duties/hours following this phased period.
A phased return to work can look like modified duties and/or reduced hours for a period of up to four weeks; all accrued leave should be used in the first instance when agreeing a four-week paid phased return to work.
Continuation of a phased return to work in excess of the four-week period is then subject to use of a combination of annual leave, special leave, flexi-time, and unpaid leave, where appropriate, and should only be used in exceptional circumstances.
The modified duties or timetable for reduced hours and the duration of the period should be clearly documented using a phased return to work document. A manager is responsible for reviewing the phased return to work plan to check progress, provide ongoing support and ensure all reasonable adjustments have been enacted.
Some things to consider:
- Do any reasonable adjustments need to be made for the staff member to return to work. It can be helpful to go through the staff members job description to see what parts of their job they can or can’t do. A reasonable adjustment is mainly (but not exclusively) used when someone has a disability and can be long or short term; the aim is to remove any barriers but we can implement them for any members of staff (A disability is classed as anything that affects the staff members day to day living; lasts more than a year, or is likely to. E.g. not a broken leg but could include arthritis. It is not necessarily the condition itself BUT the effect on the person and their day to day living.) An example of this is if someone struggles with their memory then we could ensure they have appropriate equipment to take notes and minutes are made in all meetings.
- We ask staff members to use accrued leave to cover a phased return to work (or for this to be unpaid) when they are not working for half a day.
- Each phased return to work will be different and the plan should be based on discussion with the staff member and any medical information received (e.g. Occupational Health report). Usually, a phased return will cover a period of four weeks. It could be that on week 1 the individual comes in for half of their working time (and takes the half days as A/L), and this is then gradually increased so that on the final week they have one hour for lunch rather than half an hour but start and finish work at the right time.
- It is the line manager’s responsibility to ensure that the phased return is reviewed with the employee on a weekly basis and adjusted accordingly. If after four weeks the staff member is not close to being back to their normal duties, then speak with the People and Culture Team.
- The phased return to work should be documented within the absence record and any reviews can be added within the documents section of the absence.