Managing Ongoing Absence

Whilst a staff member is absent it is the line managers responsibility to maintain regular contact with them (this could be via phone, email or face to face). This contact should be recorded on the absence record.

Whilst an employee is off for an ongoing absence, you will be notified every seven days by the database that the absence record is still open. If you know that the staff member is going to be away longer, you can edit the record and add an expected date of return.

The system will then pause notifications until that point. Should it change, you can update the expected return date again to bring it forwards or move it backwards.

Please Note:

• If the staff member is absent for more than one working 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 phones will be diverted to the office number as default. If the staff member has direct ‘reportees’ these are to be changed within the system. The Line Manager is to let the staff member know that all accounts are switched off / diverted and we advise that they do not go onto Slack. We want staff who are not in work to be able to rest and recover and to ensure that any work completed is done with the correct support and supervision. When the date of return is known the line manager is to update the staff database. This will enable accounts to be ‘switched back on’ on day one. 
• If the staff member is off for two weeks - the line manager is to have a discussion with the staff member. This can be on the phone, in person or via video call (the line manager should ask the staff member what they would prefer).

This is just a check-in and is still technically a ‘short term’ absence at this point.

Checklist

1. Fit Note for any period beyond one week (can get through YuLife App if needed)
2. Ensure automatic out of office email is set up (contact IT team to set this up)
3. If there have been previous absences in last 12 months - Sick Pay reminder – 8 weeks full pay, further 5 weeks 75% pay (including Statutory Sick Pay). Statutory Sick Pay will continue up to a maximum of 28 weeks. People and Culture team will email staff member a letter when at six weeks of full pay. 
4. If the absence is longer term, we now have access to a Group Income Protection scheme. Please speak to the staff member about Group Income Protection at this point. More details can be viewed here. 
5. Record the discussion on the staff database within the current absence including whether there is a plan to return to work soon and any support that could be required. See helpdesk for what support we can offer employees at any time.