SAINT BENEDICT CATHOLIC SCHOOL AND PERFORMING ARTS COLLEGE
ABSENCE CONTROL PROCEDURES
INTRODUCTION
It is estimated in Britain that over 1,000,000 people are absent from work every day either through sickness or other non-anticipated causes. About 37 million working days are lost every year through certificated incapacity alone. In 1989 the Audit Commission for Local Authorities and the NHS in England and Wales carried out a study of sickness absence in local authority building Direct Labour Organisations (DLOs). They found absence levels of 14-15 days per employee, per year in the Shire and Metropolitan Districts which is above the national average. The Commission said of the differences: “It seems unlikely that they can be explained by a higher prevalence of illness or infection. It looks as though there is a problem of management, motivation or morale.” This document has drawn upon the absence monitoring procedures and management guidelines used by Derby City Council after consultation with the professional associations. The potential cost of absence can be listed as follows: (a) Excessive demands on the sick pay scheme. (b) Unnecessary high staffing levels and overtime payments. (c) Costs of replacement labour. (d) Lost or delayed production. (e) Reduced range or standard of service. (f) Disruption of the flow of work. (g) Low morale and general dissatisfaction, resulting in low productivity. (h) Loss of jobs because of reduced competitiveness. A.Policy The school is committed to monitoring sickness absences to identify members of staff with recurrent genuine sickness problems, who may need help and support, and to identify individuals with unjustified poor attendance patterns, which put an undue burden on other members of staff.
1
B. Scope
This policy and procedure applies to all employees whether teaching or associate. It has been prepared with a major emphasis on the absence monitoring procedures guidelines prepared by Derby City Council and one of the professional associations. Any final version will have been prepared as a result of consultation with all professional associations and with Derby City Council. C. Procedures Each member of staff‟s absence record will be reviewed at the end of each term. D. Trigger for Review Where a member of staff‟s attendance record has fallen below what the Headteacher considers an acceptable level, a discussion will be arranged for him or her with his or her line manager. The member of staff may be accompanied by a colleague or a representative of his or her trade union or professional association. This applies to all review meetings mentioned below. The outcome of the discussion is likely to be one of the following: i) no further action because of the individual‟s previous good record or because of special circumstances or genuine unavoidable illness; ii) referral to Assistant Headteacher in charge of attendance who may decide on reference to the school‟s medical advisor where there seems to be a recurring medical problem, or iii) placing the member of staff on a term‟s review of attendance. E. Review Arrangements i) First Review Period Where a member of staff is on review, his or her attendance will be more closely monitored. The Assistant Headteacher will keep in close contact with the member of staff in relation to any periods of absence. A significant improvement will be expected. At the end of the review term the Assistant Headteacher will consider the member of staff‟s attendance record. If the member of staff has demonstrated a satisfactory attendance record, he or she will be taken off review and this will be confirmed in writing. If the attendance continues to be unsatisfactory, the Assistant Headteacher will hold a review meeting. The member of staff will be entitled to be accompanied as before. The
2
Assistant Headteacher will normally refer the member of staff to the school‟s medical advisor at this point. Subject to his or her advice, a second review period will be arranged or other monitoring arrangements will be specified. ii) Second Review Period If unsatisfactory attendance continues during that term a hearing will be convened and he or she is likely to receive a final warning that if further absences occur during the term dismissal may result. This meeting will be with the Head. If attendance improves during the second review period he or she will receive written confirmation of his or her future sickness points position. This will be determined by reference to his or her total sickness history. iii) Further Reviews Any subsequent review period agreed may be for shorter periods of half a term, and will be under the same conditions as the second review. F. Appeals A member of staff wishing to appeal against a review outcome or dismissal under these procedures shall use the appeal procedure set out in the school‟s disciplinary procedures. G. Flexibility Account will be taken of all the circumstances of an individual‟s case in applying these procedures flexibly and reasonably. H. Long Term Absence Absence of six weeks or more, continually, will be referred to the Education Department and/or the school medical advisor, and the Governors‟ Personnel Committee will consider the advice received from one or other or both. The important factors here are that the sickness is continuous and ongoing. Long-term absence through sickness, or the inability to attend work regularly and consistently because of chronic ill health are amongst the most difficult problems for management to tackle. ACAS have suggested some of the issues to be considered in such cases are: Just how much damage is being caused by this absence? Is there an immediate crisis; or could the organisation afford to continue for some time without a replacement, for example, with some reorganisation?
3
In the view of the individual‟s general practitioner, or of the Occupational Health Physician, when will return to work be possible? Will there be a full recovery or will a return to the same work be inadvisable? Could the employee return if some assistance were provided? Could some reorganisation or re-design of the job speed up a return to work? Is alternative, lighter or less stressful work available, with re-training if necessary? Could reorganisation of the work group produce a more suitable job? How old is the employee, and how long has he/she been employed by the Authority? What costs are being incurred by the school as a result of this absence?
The Authority has an established procedure for dealing with employees on long-term sickness, which is as follows: Non-Teaching Where an employee is absent from duty for a lengthy period owing to certificated ill health or injury and regardless of sickness or injury pay entitlement, the situation should be reviewed once the position is known, at early and regular intervals. This is to ensure that any assistance required by an employee can be offered promptly and consideration given to possibilities of return to suitable alternative employment. To this end, employees absent owing to sickness or injury shall be referred by the school for medical advice from the City Council‟s Medical Advisor within a three month period from when the absence started. Teacher A teacher who is absent for a lengthy period of certificated absence (1 term) should be referred to the Occupational Health Physician. If a teacher is suffering from an illness referred to in DFE Circular 13/93, ie a stress-related disorder such as anxiety or depression, then he/she will be suspended on full pay after three months absence. Both teachers and non-teachers may also be referred to the Employee Welfare Officer during long periods of absence. In recognition of the difficulties, including financial, that periods of long-term sickness cause individual employees, the Authority has introduced a policy (attached as Appendix 4) extending the sickness payment paid to those on long-term sick leave and those retired on ill health grounds. I. Self-Certification If an employee returns to work within seven days they are required to complete part 2 of Form ESC12 (Employee Self Certification Statement), a copy of which they can obtain from the Governing Body or its representative. If the employee is still absent after seven days, the Governing Body or its representative will send them a copy of the form to be
4
completed and returned to the normal administrative base. The information contained in the Employee Self Certification Statement is confidential and should therefore be treated appropriately. It is essential that the form is completed in full and that the nature of the illness or injury is stated, otherwise payment of sick pay may be withheld. (Comments such as „feeling poorly‟ should not be accepted). If the employee feels unable to divulge on the form the nature of their illness they should speak to their designated manager who can endorse the form to the effect that he/she is satisfied with their explanation, and in these circumstances it will not be necessary to give the nature of illness or injury on the form. After the employee has been absent for more than seven calendar days they will be required to provide a Doctor‟s Statement, (Med. 3 form) and this should be forwarded to the appropriate Personnel/Administrative office after they have filled in those parts of the Statement which may require completion. If there are any queries on DSS benefits at any stage of absence the employee should be encouraged to seek help from the Employee Welfare Service. If the employee is entitled to claim DSS benefits they should collect a claim form; these can be obtained from a doctor‟s surgery, hospital or local DSS office. The completed form should be sent direct to the DSS office. The employee should be reminded that if their doctor has given them a Doctor‟s Statement certifying that they are unfit to work, they must not return to duty whilst still covered by a Doctor‟s Statement. The appropriate conditions of service contains further guidance on certification of absence, ie during annual holidays etc. J Sickness Reporting Employees are required to notify the school of any absence caused by sickness or injury. (a) Day 1 (1) The employee should notify the school of their absence. The employee will be required to give the information necessary to complete Part 1 of the Self-Certification Form. The employee should endeavour to report his/her absence before the start of the working day on the first day of absence. This rule to apply to all employees with the exception of those in (2) below. (2) Employees who are employed on a part-time basis, or are shift workers, or who have irregular working patterns, (not including flexi-time) should report any unforeseen absence before their normal start time. (3) All employees should be aware of the name of the person they should contact to report their absence. (4) Once the employee has reported his/her absence, this will enable the contact officer to complete any necessary documentation, or to seek approval for leave etc; she/he can
5
then explain any arrangements which a Manager/Supervisor will need to cover his/her work. The contact officer should then advise the employee‟s manager that he/she is absent and pass on any necessary information. Alternatively, the employee can be put through to their actual workplace so that he/she may speak with his/her colleagues and/or manager. The practice of asking a colleague to ring the contact officer on his/her behalf is not acceptable as it can result in late notification, incomplete or distorted information and/or at worst, a failure to report absences. If the absence continues after the third day the employee will provide further notification as to the nature and the probable duration of the illness. If the absence continues beyond seven days the employee will need to produce a medical certificate. (b) Return to Work If an absence exceeds three but does not exceed seven days, the employee will be required to complete Part 2 of the Self-Certification Form on his/her return. (c) Day 8 If the employee is still absent on, or after, Day 8, he/she will require a doctor‟s certificate which he/she must send immediately to the school. The school will, by return, send the employee the Self-Certification Form, Part 2 of which he/she must complete and return at their earliest convenience. K. Training Appropriate training will be provided for line managers to be confident in conducting counselling interviews. L. Confidentiality Personal information relating to individual employees is treated confidentially. Therefore access to medical records, including medical certificates, reports, individuals‟ absence records and counselling interview records will be restricted to those employees who require such access to carry out their legitimate and authorised duties necessary for effective management. Accordingly designated managers who have access to an individual‟s medical and absence records have the responsibility to ensure that such information remains confidential and is only disclosed to those who have a genuine need of such information. M. Policy and Procedures Review This will take place annually and will cover the operation of the policy and the points used for the trigger.
6
APPENDIX 2 LEAVE OF ABSENCE PROCEDURE ASSOCIATE STAFF URGENT PERSONAL AND DOMESTIC CIRCUMSTANCES (Leave of Absence for Teaching Staff is covered by Regulation R1) The Governing Body is able to grant within any financial year: (a) Leave of absence with pay up to and including five working days to an employee. (i) to attend to the care of a dependant where no other care is immediately available and to make arrangements for any continuing care to be undertaken by an alternative agency; (ii) Unforeseen domestic emergency. The spirit of the teacher R1 regulation will be used to help interpretation. A further five working days‟ leave of absence without pay may be granted to an employee where this responsibility remains with the employee. Alternatively, the employee will be allowed to substitute annual leave during this period. The period of absence need not involve consecutive working days. Requests for more than 10 days total leave available under this scheme should be referred to the Governing Body for consideration. Where more than one family member is employed by the Authority then only one employee is allowed leave unless there are exceptional circumstances. Where a school requires further guidance under the scheme for the employee if likely to require additional assistance this should be referred to the Area Education Office. Any grievance relating to the application of the scheme should be referred to the Governing Body for consideration. b) Leave of Absence Without Pay for Term-time Workers Other Than Teachers (i) Non-teaching employees will only on special occasions be able to take holiday outside of the fixed school holiday period on the provision that formal application is made by the employee in sufficient time to arrange cover, that the employer is able to find appropriate cover, and that it is without pay, except in exceptional circumstances. (ii) That requests for leave without pay in excess of the ten days at (I) be referred to the Governing Body without delay and avoiding retrospective consideration. Definition of Terms Circumstances will vary from one case to another but the overriding principle is to ensure that reasonable consideration is given to each application taking account of the duties and responsibilities of the employee. It is not possible to provide a definitive list of qualifying circumstances but the following guidelines below may be useful:7
(i) Urgent Personal “Dependant” in the context of the scheme includes any member of the household or immediate family eg spouse, parent, son, daughter, in-laws, or a person with whom the employee has a close personal relationship. (ii) Urgent Domestic An unforeseen domestic emergency requiring immediate attendance or attention eg, property damage due to fire, flood, storm, impact, subsidence, burglary. Events which can be foreseen or planned do not qualify for leave with pay under scheme.
Reviewed September 2009
8