POLICY ON SICKNESS ABSENCE
TEACHING AND NON-TEACHING EMPLOYEES
CAPABILITY ISSUES
1.0. AIMS OF THE POLICY
1.1 Good attendance is vital if the Governing Body is to provide effective and efficient
services. High levels of attendance will help schools to plan and provide quality
services. Low levels of attendance, on the other hand, will result in poor provision of
services.
1.2 The main aim of this policy is therefore to achieve high levels of attendance from
employees and to reduce sickness absence.
1.3 In reducing sickness absence the Governing Body recognises that employees are entitled
to expect fair treatment. Headteachers are equally entitled and required to
manage sickness absence properly and to take into account the operational realities
of providing efficient and effective services.
This policy aims to ensure employees are:-
a) treated fairly, properly and consistently.
b) given adequate opportunity and assistance to improve their attendance
record with a view to ensuring their full return to normal working or
where possible and practical redeployment to alternative work.
c) fully informed of the services available from the City Council, Occupational
Health Unit including welfare and counselling.
d) informed when their attendance record is causing concern.
1.4 This policy is separate from the Governing Body’s policy on discipline. Sickness Absence
is not a disciplinary issue unless a false reason for absence on health grounds is
suspected, in which case the matter should be dealt with under the terms of the
disciplinary procedure.
1.5 Action taken under the Sickness Absence Policy will be on the grounds of capability. If
the absences continue at an unacceptable level and dismissal is the next stage the
matter will be referred to the Personnel Committee of the Governing Body.
2.0. COMMITMENT
2.1 The Governing Body and the recognised Trade Unions are fully committed to a healthy
and safe environment that leads to the achievement and maintenance of high
attendance levels.
2.2 They have therefore agreed to work together in a positive manner to achieve the
conditions necessary for high attendance levels and ensuring procedures are effective
and fair.
3.0. ROLES
3.1 To ensure sickness absence is properly managed it is important that all parties are aware
of their responsibilities. With this in mind the following roles are clearly identified:-
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3.2 Occupational Health Unit (OHU)
i) The Governing Body is committed to the principle of Occupational Health and
recognises the role to be played by the Occupational Health Unit. The unit has a wide
role to play in improving the health of the work force. It will also fulfil an important advisory
role within this policy.
ii) The OHU will through the Personnel Manager and Personnel Team provide advice to
Headteachers on an employee’s state of health, giving specific help on such matters as
duration of absence and where appropriate limitations on working activities on the
return to work. In some cases where the employee is waiting to be referred to a
specialist, a private appointment paid for by the school may be considered. If
appropriate the OHU will, with the employee’s consent, advise the employee’s General
Practitioner (GP) on the nature of the employee’s work and receive from the GP any
relevant information on the employee’s medical condition.
iii) Detailed medical information on the employee’s condition will not be released by the
Occupational Health Unit without the employee’s permission. However, generalised
information on the employee’s condition, expected duration of absence and the relation
to/effect on work activity will be given to the Personnel Manager and Headteachers.
Release of information is covered by the Access to Medical Reports Act 1988 and should
not be released to a third party (e.g. insurance companies etc) without the written
consent of the employee concerned.
iv) In order to provide a consistent approach with the OHU it is recommended that any
referral to the Unit should be made through the Personnel Manager. To carry out this
role effectively the Headteacher will provide the Personnel Manager with as much
background information as possible on the employee’s duties, working practices, sickness
record and the nature of the absence(s). In cases of long term absence it is
important that consideration is given to referring employees to the Personnel Manager
in the early stages of the absence. This may be after approximately 3/4 weeks of
absence. Each case however will be different and any referral will be dependent on
the circumstances of the case and not necessarily the length of absence. It will be
the responsibility of the Headteacher to explain to the employee that it is normal
practice to refer an employee to the OHU and to explain the role of the Unit.
3.3. Headteacher
i. The monitoring and control of absence on a day to day basis is the responsibility of
the Headteacher.
ii. Headteachers are also responsible for the day to day welfare of their staff.
iii. Headteachers must ensure following adoption of this policy that its aims are publicised
to all their staff.
iv. Headteachers are responsible for providing the Personnel Manager with as much
background information as possible on an employee’s duties, sickness record and the
nature of the absence(s) when referring cases.
3.4. Local Education Authority (LEA)
i. The LEA will provide training to give Headteachers a thorough understanding of the
policy and procedure. The LEA will also provide training for Governing Bodies.
ii. The Personnel Manager will have a role in co-ordinating the implementation of the
policy and to provide advice on sickness absence to Headteachers. The Personnel
team will also provide advice and information to employees on welfare provision,
including the availability of counselling.
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iii. The Personnel team will provide figures and advice on retirement of employees on
the grounds of ill-health and where practical to do so will involve the appropriate trade
union.
4.O OTHER RELEVANT POLICIES/PROCEDURES/STRATEGIES
4.1 There are other Policies or Procedures which the Governing Body should have regard to.
These include:-
a) Welfare Procedure - (including the availability of advice from the LEA welfare contact
or advice and counselling from the OHU or the external counselling service).
b) Equal Opportunities in Employment Policy.
c) The possibility of redeployment and returning to work on a part-time basis after
sickness, this will be dependent on the suitability of each case.
d) Retirement on the grounds of permanent ill health.
e) Employment Policy on HIV and AIDS.
f) Disability Discrimination Act 1995 - whereby the school will have to make reasonable
adjustments to employees who become disabled or whose disability worsens.
5.O METHODS OF MONITORING AND CONTROLLING SICKNESS ABSENCE
5.1. Reporting Sickness and Producing Certificates.
i) The rules for reporting sickness absence and submitting evidence of sickness are
contained in a separate document which is given to all new employees (Appendix 1).
It should be noted that a self certification form must be completed for all absences of 7
days or less.
ii) A medical certificate is not normally required until the 8th day of absence. The
submission of a doctors’ statements for teachers will be in accordance with Para 9.1.13
of the Burgundy Book. However, in appropriate cases, as part of this procedure, the
Headteacher may require a certificate prior to this, if the level of sickness absence is
raising concern. This will normally apply to cases of short-term absences. In such cases
the cost of obtaining the certificate will be reimbursed by the school.
5.2 Records
i) The Governing Body recognises that accurate, accessible and well-presented
information is essential for effective absence control and will ensure that such records
are kept, regularly monitored and that action is taken on a consistent basis. It is
therefore recommended that a calendar for each employee is adopted which will
provide the main source of information on an employee’s absence record
(Appendix 2 & 3).
ii) Information on levels of sickness absence will be presented to employees and jointly
discussed at the Governing Body Meetings, the LEA Joint Consultative Committee’s
and the Schools Sub-Committee under an Exempt basis. The method of presenting the
information will ensure individual confidentiality and will provide reasons for absence,
number of days absent and where appropriate an estimate of costs incurred by the
school due to sickness absence. Where the level of absence or patterns of absence in
a school raises concern then the Authority will work with a school to identify any reasons
for such absences and where practicable work towards a solution(s).
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iii) When considering an employee’s attendance record all absences from work because
of illness and injury will be considered.
iv) If an absence is related to an industrial injury it is important that any need for
improvement in methods of work, working conditions and training etc. are
identified. In the case of an accident which has arisen out of or in the course of a
teacher’s employment then the provisions under Para 9.1.15 of the Burgundy Book
will apply for sick pay entitlements.
5.3 Maintaining Contact with Sick Employees
i. Contact During Absence
Home Visits
It is important that the Headteacher maintains regular contact with an employee who
is absent from work due to sickness. This might involve telephoning the employee at
home or when appropriate visiting the employee at home or at some other
acceptable venue. Care should be taken if this contact could be perceived as
threatening by the employee.
At this visit it may be appropriate to refer an employee to the OHU as well as organising
a Welfare Officer to see the employee. After visiting an employee an appropriate
record must be kept of the discussion. When a home visit is being arranged the
Guidance Notes at Appendix 4 must be followed. The decision to conduct any home
visit rests with the Headteacher and must only be arranged when it is appropriate to do
so.
ii. Return to Work Discussions
It is widely recognised that the return to work discussion can have many positive effects.
Such discussions must be carried out sympathetically and in private, by the
Headteacher/Line Manager. Return to work discussions should only take place after either
a period of absence (e.g 5 days or more) or where an habitual pattern of absence has
been identified. Care must be taken to ensure consistency and uniformity of approach.
A record of the discussion and the nature of the sickness must be made on the Return to
Work Form (Appendix 5). A copy of this form will be given to the employee. It should
be noted that ‘sick’ is not sufficient as a reason for absence.
iii. If there is no improvement in an employees sickness record and every effort has been
made by the Headteacher to help an employee regarding their unsatisfactory sickness
absence record then the Headteacher must inform the employee of his/her intention to
proceed to an Informal Interview.
6.0. SICKNESS CONTROL PROCEDURE
6.1 The aim of this part of the policy is to explain to employees what may happen if their
attendance record is unsatisfactory and to ensure that where formal action is necessary
that this is done in a fair, consistent and proper manner.
6.2 FREQUENT, SHORT AND MEDIUM TERM ABSENCES
6.3 FORMAL ACTION
6.4 First Stage - Informal Interview
a) If your attendance record is falling below an acceptable standard (13 days absence in a
12 month period made up of two or more periods) and discussions have taken place, you
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will be interviewed by your Line Manager/Headteacher and asked for an explanation. This
will be an informal interview and you may bring a friend or trade union representative if
you wish. You will be informed in writing of this informal interview with 5 working days
notice.
b) If it appears that a personal or domestic difficulty may be affecting your health, welfare
assistance will be offered. This facility, however, is also available to you at an earlier
stage.
c) If it seems that your attendance record may be affected owing to health reasons or
if you feel this is the case, you will be referred to the OHU. You will also be advised to
consult your GP.
d) At this stage you will normally be advised that your attendance record is causing
concern and that every effort must be made to improve it. A letter confirming this
advice will be sent to you by your Headteacher.
e) Your attendance record will be monitored and reviewed after a suitable interval (which
should be no longer than 3 months). If during the review period there is improvement to
a satisfactory level, you will be advised of this and this will be confirmed in writing. If
however, following the review, there is no improvement or insufficient improvement you
will be formally interviewed.
6.5. Second Stage - Formal Action
a) If following the informal interview your absence has still not improved and reaches 20 days
in an 18 month period you will receive a formal interview. You will be given, in writing, 10
working days notice of the meeting and will be given the right to be accompanied by a
friend, trade union or other representative. The interview will be conducted by your line
manager.
b) The purpose of the formal interview will be to:-
i) establish the reasons for your level of absence
ii) record what action could be taken by you and by your Headteacher to
improve your level of attendance.
iii) express concern over your level of sickness absence and its effect on others
iv) set a review period during which your sickness absence level will be
monitored.
v) consider all the circumstances of the case and if appropriate you will be
given a formal warning, which will remain on your file for one year.
c) Where a formal warning is given this will be confirmed to you in a letter which will explain
that if your absence record does not improve to the required standard and if the
improvement is not sustained, it will result in a further formal interview being
convened and if appropriate a final written warning being issued to you.
Subject to your agreement a copy of this letter will be given to your recognised trade
union representative.
d) In deciding appropriate action, your Headteacher will take into account all
circumstances including your age, medical information from the OHU, length of service,
possible modification to your job and the availability of suitable alternative work. Your
Headteacher will be required to consider reasonable adjustments for employees who
become disabled or whose disability worsens under the Disability Discrimination Act 1995.
e) Where a formal warning is given, your attendance record will be monitored and a
review of your attendance record will take place at intervals of not more than 3 months.
One of the aims of the procedure is to achieve and maintain a satisfactory
attendance level and therefore, a satisfactory attendance level must be achieved
during the review period, this must then be maintained over a longer period. In the
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case of a formal warning, the improvement must be maintained over a twelve month
period from the date of the letter confirming /giving the warning. If an improvement is
maintained over a twelve month period, the warning will be removed from your file.
However, your attendance will still be monitored and if it deteriorates again you will
revert back to the first stage of the procedure the Informal Interview.
If during the review period there is improvement to a satisfactory level, you will be advised
of this in person and this will be confirmed in writing to you by the Headteacher. If
however, following the review, there is no improvement or insufficient improvement a
further formal interview will be held.
f) Where a warning has been issued you will have the right to make a representation in
writing, no later than 10 working days following the date of the letter confirming the
warning, to a Governor nominated by the Governing Body for this purpose objecting to
this warning who may ask the Headteacher to reconsider. The nominated Governor
will not be able to participate in any dismissal or appeals proceedings and this fact
should be recognised by Governors when dismissal and appeals panel are being set up.
6.6 Third Stage - Final Written Warning
i) If after the formal meeting your sickness absence does still not improve and reaches 30
days in a 24 month rolling period you will receive a further formal meeting. You will be
informed of the interview (10 working days) in writing and be given the right to be
accompanied by a friend, trade union or other representative. The interview will be
conducted by your Line Manager/Headteacher. If appropriate a final written warning will
be given and a further review period will be set. The final warning will be confirmed in
writing by letter and subject to your agreement, a copy of this letter will be sent to your
recognised trade union representative.
ii) Where a final warning has been issued you will have the right to make a representation
in writing, no later than 10 working days following the date of the letter confirming the
warning, to a Governor nominated by the Governing Body for this purpose objecting to
this warning who may ask the Headteacher to reconsider. The nominated Governor
will not be able to participate in any dismissal or appeals proceedings and this fact
should be recognised by Governors when dismissal and appeals panel are being set up.
6.7 Fourth Stage - Dismissal
i) If during a further 12 month review period your absence reaches 12 days a final formal
interview will be held. You will be informed of the interview in writing, 10 working days in
advance, and will be given copies of all relevant documentation which will be presented
by the Headteacher. You will also be given the right to be accompanied by a friend,
trade union or other representative. This formal interview will be heard by a relevant
Committee of the Governing Body and may result in your contract being terminated on
the grounds of capability or your final written warning being reinforced and a further
review period being set. At the interview the Headteacher will present the case and you
will be given the opportunity to put forward an explanation either in person or through
your representative or friend.
ii) The relevant Committee of the Governing Body will decide what action is appropriate
and if dismissal is recommended to be the appropriate course of action, a letter
confirming this decision will be sent to you. The letter will also state that you have a right
of appeal to the Appeals Sub-Committee of the Governing Body. Any appeal must be
given in writing to the clerk of the Personnel/Disciplinary Committee, with a copy to the
Headteacher, within 10 working days of the date of the dismissal letter.
Note: The appeal should be convened as quickly as possible, normally within 4 weeks
of receipt of your appeal but allowing sufficient time for you to prepare for the
hearing.
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iii) Following the decision of the Appeals Sub-Committee, if the dismissal is upheld, this will
take immediate effect and full pay in lieu of notice will be given to you, in accordance
with your contract of employment, regardless of whether or not you are off sick at the
time or whether or not your sick pay has been exhausted. A letter confirming this
decision will be sent to you.
7.0 IMPROVEMENT
7.1 If during any of the review periods, your sickness absence record improves to a
satisfactory level, you will be advised of this by letter. One of the aims of this procedure
is to achieve and maintain a satisfactory attendance level and therefore, although a
satisfactory attendance level may be achieved during the review period, this must then
be maintained and sustained over a longer period.
7.2 Where a warning has been issued, the improvement must be maintained over a twelve
month period from the date of the letter confirming/giving the warning, after which
time the warning will be removed from your file. However, your attendance will still be
monitored and if it deteriorates again you will revert back to the first stage of the
procedure the Informal Interview.
8.0. LONG TERM SICKNESS ABSENCES
8.1 If you are absent for a prolonged period and/or have a long term illness the
following action will be taken, having full regard to the policies on Equal Opportunities
in Employment, Ill Health Retirement and the Disability Discrimination Act 1995,
especially that relating to the need to make reasonable adjustments for employees
who become disabled or whose disability worsens.
With your permission, your Trade Union will be kept fully involved and informed of the
situation.
8.2 You may be visited at home, normally after 3 to 4 weeks absence, and will be
interviewed periodically, with the involvement of your trade union if you so wish, and in
turn you should maintain contact with your school. Your Headteacher will write to you
informing you of his/her wish to visit which will be followed up by a telephone call to
you in order to arrange a suitable time and date.
8.3 You will be referred to the Occupational Health Unit, after approximately 3 to 4 weeks
absence, who will undertake reviews as necessary. It is in your own interest to attend
these reviews as the OHU may be able to offer you further advice, help or support. It is
essential that you take the opportunity to make sure that the OHU have all the
available information about your absence/illness. This will ensure that the OHU gives
your Headteacher full facts to enable a fair decision to be made. Where a teacher is
required at any time to submit to an examination by the LEA’s, Physician, Dr Ashley the
teacher’s own doctor may be present at such examination on the teacher’s request as
per Para 9.1.13 (Burgundy Book).
8.4 The OHU in consultation with your GP will, where possible, advise the Personnel
Manager and your Headteacher on the likelihood of you recovering and being able to
return to work in your own job. The OHU will also advise all parties when your return to
work is expected.
8.5 If the illness/absence is such that you cannot return to your own job then the
possibility of redeployment into other schools and the Authority will be explored as well
as whether it is practical to modify your job or if alternative work (either short term or on
a permanent basis) is available. Full regard will be made to the policies on Equal
Opportunities in Employment, Redeployment & Protection of Earnings Policy (if
applicable), Ill Health Retirement and the Disability Discrimination Act 1995,
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especially that relating to the need to make reasonable adjustments for employees
who become disabled or whose disability worsens.
8.6 If you cannot return to your own job wherever possible retirement on the grounds of
permanent ill-health will be considered in cases of a long term absence/illness. This
will be dependent upon the LEA’s Doctor being able to make the necessary
recommendation in line with the requirements of the Superannuation Scheme for non
teaching staff and in the cases of teachers the Teachers Pensions. At this stage the
possibility of early retirement, redeployment, ill health retirement may be discussed with
you. Your Headteacher may also wish to involve the Personnel Manager at this stage.
8.7 Where retirement on the grounds of ill health cannot be offered to you, or in the case of
teaching staff the decision from the Teachers Pension is not known and the
employee has been absent for a considerable amount of time, the following action will
normally be taken:-
a) You will be kept fully informed if your employment is at risk and this will be confirmed in
writing.
b) Where your job can no longer be kept open and no suitable alternative work is
available or acceptable to you, you will be interviewed and informed of the
likelihood of dismissal.
c) Where dismissal action is taken this will be heard by a relevant Committee of the
Governing Body and will be on the grounds of capability. The same process will be
applied as paragraph 6.7
d) The exhaustion of sick leave entitlement does not in itself make it fair to dismiss and no
dismissal will be considered just because sick pay has been exhausted. Conversely, it is
not necessary to wait until sick pay has been exhausted before dismissing you.
e) Where there is a disagreement between the Authority’s doctor and your medical adviser
about your medical condition the matter will be referred at your request to an
Independent Medical Referee. The cost of an Independent Medical Referee will be
borne by the school
8.8 If you are employed as a teacher and have been absent from duty for more than 3
months (ignoring short breaks) on account of mental or nervous illness you will be
suspended from duty on normal sick pay and will not be permitted to return to work
until the Authority’s Occupational Health Physician is satisfied that you are fit to return
to work. Where ever possible your trade union representative will be informed of your
suspension prior to you receiving the letter from the LEA.
9.0. FURTHER INFORMATION
9.1 Any disagreement over the interpretation of any part of this policy should be referred to
the Personnel Manager in consultation with the Chair of Governors who will endeavour
to resolve the issue in question.
9.2 The aim of this policy helps to ensure that all employees are treated fairly, properly,
sympathetically and consistently with the ultimate aim of achieving high levels of
attendance from employees at all levels to reduce sickness absence.
10.0 Review of the Policy
10.1 The operation of this policy will be jointly reviewed 12 months after its implementation
and introduction.
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NOTES:
i) The LEA is entitled to attend all the relevant proceedings where dismissal may be the
outcome and the Governing Body is obliged to consider any advice given by or on
behalf of the LEA. It is also recommended that the Headteacher seeks advice and/or
involves the LEA in formal interviews where warnings are issued to the employee.
ii) Although the Headteacher has been referred to in the Policy it may be appropriate for
the Headteacher to delegate any part of the procedure to an appropriate ‘line
manager’. The delegation of any interviews etc will be at the discretion of the
Headteacher.
MONITORING HEADTEACHER’S ABSENCE
The policy on Sickness Absence will apply for all Headteachers and Deputies. It is important that a
consistent and fair approach is adopted for all employees within a school. It has therefore been
agreed that in order to monitor the sickness absence of a Headteacher the following procedure
must be implemented:-
1. The overall responsibility of monitoring the attendance record of a Headteacher will be
the Chair of the Governing Body or his/her representative. Where formal action has to
be introduced the Chair of the Governing Body will be able to seek advice and
assistance from either the Personnel Manager or General Adviser.
gov1.doc
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Appendix 1
EMPLOYEES PROCEDURE
NOTIFICATION OF SICKNESS ABSENCE
The following sets out the procedure which must be followed in the event of sickness absence. If
you require medical treatment you should consult your Doctor as quickly as possible.
Please read the procedure carefully and if there is anything you are unsure about please discuss it
with your Headteacher.
Where the Headteacher has to follow this procedure, the designated person will be the person
whom s/he has designated for monitoring their absence eg Deputy Head or a representative from
the LEA. In the case of the LEA the Headteacher also has a responsibility to inform the school of
their absence.
If this procedure is not followed and a satisfactory explanation is not given your absence from work
will be regarded as unauthorised and sickness pay may be withheld.
Please note that after any period of sickness you must give your Headteacher (designated person)
the reason for your absence. An informal “return to work discussion” may take place, at which you
may be accompanied by a friend. The details of your sickness will be recorded by your
Headteacher (designated person) on the back to return to work discussion form and space for
additional comments will be made available for you to complete in the event of any
discrepancies. This form will be placed on your personal file.
1. SICKNESS REPORTING PROCEDURE
(A) First Day of Absence due to Sickness or Injury
i) If you are unfit for work due to sickness or an industrial injury which prevents you from
attending work you must telephone your Headteacher (designated person) on the first
day of sickness with as much notice as possible before the time that you would normally
start work. This will enable your school to cover your workload. Any delay in contacting
your school will require an explanation.
ii) If you do not speak to your Headteacher (designated person) you should always get
the name of the person you reported your absence to, or the time that you recorded
your absence on the answering machine. This may save problems later on.
iii) Your Headteacher (designated person) will need to know the nature of your sickness
and an indication of the number of days you expect to be off work due to sickness. It is
not acceptable to state that you are just sick.
iv) You must continue to regularly update your Headteacher (designated person)
throughout the entire period of your absence either in writing or by telephone in
accordance with the procedure outlined in paragraph (C).
v) In cases of industrial injury, it is essential that you inform your Headteacher (designated
person) and complete the necessary paperwork on the same day of your injury. If, as a
result of the injury sustained, you are unable to report to the office, you should ensure that
someone does this on your behalf. This is because details of serious injury/accidents have
to be reported to the Health and Safety Executive straight away and may involve the
accident being investigated by the LEA Health & Safety Manager. Also, you are required
to report your injury/accident immediately in order to be eligible to receive industrial
injury payment.
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(B) Fourth Day of Absence
I If you are unable to attend work due to you being ill or injured, you must notify again
your Headteaacher of your continued absence. You should again state what the
symptoms are and how long you expect to be away from work.
(C) Seven Days Absence (or Less)
i) When you return to work from sickness which has lasted up to seven calendar days (you
must count all days including Saturdays, Sundays, rest days and public holidays) you will
be required to complete a self certification form on your return. You will be asked to
confirm the duration and reason for your absence. This form must be completed for all
absences of 7 days or less. Failure to do so may result in a loss of pay.
ii) If you are sick for 4,5,6,7 days in addition to occupational sick pay you are entitled
to Statutory Sick Pay (SSP).
iii) If the Headteacher (designated person) believes that you have not followed the
guidelines properly or that your absences are raising concern you may be required to
submit a medical certificate. This will have to be obtained from your doctor on the first
day of any period of sickness absence. The cost of the medical certificate will be
reimbursed by the school.
(D) Sickness Absence which last for 8 or more days (medically certified sickness)
i) On the 8th day of absence you must consult your doctor and obtain a medical
certificate. This should state the nature of your sickness, the dates of sickness and the
date of signature by the doctor. This must be completed and forwarded immediately
to your Headteacher (designated person). It should arrive no later than the 11th day of
sickness.
ii) Subsequently, you must submit certificates as appropriate, unless you are admitted to
hospital. If you are admitted to hospital a certificate is only required on admission and
discharge. Again these certificates should be sent to your school.
iii) Backdated medical certificates are not allowed. Payment will only be given from the
original date the medical certificate was signed by your doctor.
2. FITNESS ON RETURN TO WORK
2.1 On your return to work following any period of sickness/injury you should report to your
Headteacher (designated person) who may conduct a back to return to work
discussion.
2.2 If you have obtained a Doctor’s certificate that does not allow you to return to work at the
end of the period, or if you wish to return to work before the expiration of that period, you
must obtain a final certificate from your Doctor stating that you are fit for work.
3. MEDICAL REFERRAL
3.1 It is a condition of your service that you may be required to attend a medical
examination should this be considered necessary by your Headteacher (designated
person). Any medical examination will be carried out by the Occupational Health Unit
either during or following any period(s) of sickness/injury. Where a teacher is required at
any time to submit to an examination by the LEA’s Physician the teacher’s own doctor
may be present at such an examination on the teacher’s request as per Para 9.1.13
(Burgundy Book).
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3.2 If you do not submit to a medical examination you will be considered to be in breach
of your Conditions of Services and should this be found to be without sufficient cause,
your pay may be withheld.
4. HOME VISITS
4.1 If your Headteacher (designated person) believes it is appropriate s/he can make
arrangements for you to be visited at home whilst you are absent from work due to
sickness absence. The visit will be made by either the Headteacher or his/her
nominated representative or a Welfare Officer.
4.2 A visit can be arranged at any time during your period of sickness including at the very
early stages (if appropriate). However, before a home visit is arranged your
Headteacher (designated person) will write and telephone you of his/her wish to visit.
5. FAILURE TO FOLLOW THE SCHOOL’S SICKNESS ABSENCE REPORTING GUIDELINES
5.1 If you have failed to follow the procedure for sickness notification and certification you
will be considered to be absent without permission. As such your pay may be withheld
and disciplinary action may be taken against you in accordance with the School’s
Disciplinary Procedure. If, however, if your Headteacher considers that there is good
cause for lack of notification or certification you will be granted sickness leave or
appropriate leave retrospectively and be paid accordingly.
6. STAFF WELFARE
6.1 If you have any health or personal problems that you would like to discuss then the
Council’s Welfare Service is available to you.
12
Appendix 2
SICKNESS ABSENCE RECORD
Surname: Forenames: Date of Birth:
Job Title Grade: Date of Commencement:
Date Sickness Date of Return Nature of Number of Medical Cert. Remarks
Commenced to Work absence days absent or Self-Certif. OHU, GP,
Welfare
NOTE: The above Sickness Record Form should be used in conjunction with the calendar when it is
intended to see an employee under the Sickness Policy. The number of working days absence should be
totalled at this stage.
13
Appendix 3
ABSENCE RECORD
From 1st April 2007 - 31st March 2008
Name: Designation: Date of Birth:
Grade:
Date of Commencement:
APR MAY JUNE JULY AUG SEPT OCT NOV DEC JAN FEB MAR
1 /////// /////// /////// /////// ///////
2 /////// /////// /////// /////// ///////
3 /////// /////// ///////
4 /////// ///////
5 /////// /////// ///////
6 /////// /////// ///////
7 /////// /////// ///////
8 /////// /////// /////// /////// ///////
9 /////// /////// /////// /////// ///////
10 /////// /////// ///////
11 /////// ///////
12 /////// /////// ///////
13 /////// /////// ///////
14 /////// /////// ///////
15 /////// /////// /////// /////// ///////
16 /////// /////// /////// /////// ///////
17 /////// /////// ///////
18 /////// ///////
19 /////// /////// ///////
20 /////// /////// ///////
21 /////// /////// ///////
22 /////// /////// /////// /////// ///////
23 /////// /////// /////// /////// ///////
24 /////// /////// ///////
25 /////// ///////
26 /////// /////// ///////
27 /////// /////// ///////
28 /////// /////// ///////
29 /////// /////// /////// /////// ///////
30 /////// /////// /////// ///////
31
Sum
UC
SCF
MC
AC
C
Tota
l
Code: SCF - Self Certificated absence AL - Annual Leave HA - Hospital Appt
MC - Medical Certificated absence UC - Uncertificated ACC - Accident
schcal.doc
14
Appendix 4
HOME VISIT RECORD
SECTION 1
Name:
Address:
Post Code:
SECTION 2 (see attached notes)
Details of Visit (brief report)
Signature:.................................................. Date:..........................................
If an employee disagrees with any of the points mentioned above, the following space if for an employee
to write any additional comments:-
.
Signed: Date:
15
HOME VISIT - GUIDANCE NOTES
The purpose of a home visit to members of staff during their absence on sick leave are
as follows:-
1. To ease the employee’s anxieties about returning to work.
2 To offer assistance in the event of any personal difficulties or hardships.
3 To ascertain full knowledge of the case to assist future decision-making.
4 To discuss a return to work where possible.
To discuss with the employee whether she/he would be fit to return to work - perhaps
on a part-time basis for a while, until fully recovered. This will only be appropriate
where it is practical to do so.
BEFORE THE VISIT
1. Prepare for the visit - obtain background information.
2. Let the employee know that you intend to visit - see attached letter
DURING THE VISIT
1. During a general chat ascertain details of the illness/absence - expected
duration etc.
2. Offer assistance and advice where possible.
3. Discuss work matters to keep the employee up to date on events at work,
consider part-time or lighter duties (where appropriate) on their initial return.
AFTER THE VISIT
Complete Section 2 of the Home Visit Form (overleaf) reporting any problems etc,
using a separate sheet if required.
Note: A Home Visit should only be conducted when it is appropriate and full
consideration must be taken into account of a persons medical condition. A home visit
should be arranged between 3 - 4 weeks of absence from work.
luke3.doc
Letter informing an employee of a home visit
16
Dear
Further to your absence from school for (insert number of weeks) due to (insert medical
condition), I am writing to let you know that I would like to come and see you either at
your home or some other appropriate location to discuss your absence.
The purpose of the home visit is for you to update me regarding your medical condition
and to see if there is any support or help the school can offer you. I will be telephoning
you in the next couple of days to arrange a suitable date and time.
Please do not hesitate to contact me if you wish to discuss this letter with me.
Yours sincerely
17
Appendix 5
NOTIFICATION OF RETURN TO DUTY
RETURN TO WORK DISCUSSION FORM
Name: ................................... Position:.......................................
DATE ABSENCE DATE OF NATURE OF NUMBER OF
STARTED RETURN TO ABSENCE WORKING DAYS
WORK ABSENT
SECTION 2
1. Read the guidance notes overleaf and following the discussion complete this form as Section 2.
DETAILS OF RETURN TO WORK DISCUSSION (BRIEF REPORT)
ACTION AGREED (IF ANY)
Headteacher’s signature:. ................................... Date:................................
Employees signature:........................................... Date:................................
If an employee disagrees with any of the points mentioned above, the following space is for an
employee to write any additional comments:-
18
GUIDANCE NOTES ON RETURN TO WORK DISCUSSION
PURPOSE
1. To welcome the employee back to work.
2. To discuss the most recent absence and, if appropriate, the employee’s
situation both at work and at home.
3. To express concern, if appropriate, over absence.
4. To find out if a problem exists and, if so, to offer help and advice e.g. welfare,
counselling, Occupational Health Unit - listen sympathetically.
5. To explain the problems caused by sickness absence (if appropriate).
PROCEDURE
1. A discussion must be held after every period of absence.
2. The employee has a right to be accompanied by a friend.
3. The employee will receive a copy of this form as confirmation of the outcome
of the discussion.
4. The discussion is very low key with no formal warnings or reviews.
5. Ensure that a Self Certification Form is/has been completed by the employee
and this must include the reason for absence/nature of illness (NB ‘sick’ is
not a sufficient reason).
AFTER THE DISCUSSION
1. Complete this form at Section 2 overleaf and keep a copy for personal
reference.
2. Monitor the employee’s progress.
3. If there is no improvement in the employee’s sickness absence record and
every effort has been made to help the employee regarding their
unsatisfactory sickness absence record then proceed to the next stage of the
procedure - an Informal Interview under the Sickness Policy. The employee
must be informed of your intention to proceed to an Informal Interview.
19
NOTIFICATION OF ABSENCE FROM DUTY
TELEPHONE MESSAGE
Points which must be clarified by the person who answers the telephone call ie the
Headteacher, Secretary etc.
1. Name:....................................... 2. Job Title:.........................................
3. Date Absence Commenced:...........................................................................
4. Reason for Absence:.....................................................................................
5. Expected Date of Return:..............................................................................
OR
Anticipated Length of Absence:...................................................................
6. Has the Employee been to see the Doctor:...................................................
7. If the employee reports the absence later than the normal start time or after the
first day of sickness ask for an explanation as to why they had not reported the
absence sooner?
Reason:..........................................................................................................
.......................................................................................................................
Notes:
i) If the absence continues for more than 3 days ensure the employee is aware of
their responsibilities under the Employees Procedure Notification of Sickness
Absence.
ii) If the telephone call is answered on behalf of another member of staff this
message must be relayed to the Headteacher as soon as possible.
OTHER NOTES
..........................................................................................................................................
..........................................................................................................................................
..........................................................................................................................................
Date Message Taken:.................................. Signed:........................................................
20