The Attendance Management Policy and Procedure has been introduced to reduce absence across the College. It is in the interests of all – students, employees, and the College as a whole - to have high attendance standards.
We have put together the answers to some questions which we get asked the most relating to the Attendance Management Policy and Procedure which should ideally provide guidance on the steps you need to take if you are absent from duty at any stage.
If you cannot find the question or answer you are looking for, please do not hesitate to contact us.
Frequently Asked Questions
Absence Reporting/Notification Procedure
What should I do if I am not well enough to attend work?
It is your responsibility to contact your manager on your first day of absence, and at your earliest opportunity. If your manager is unavailable you must speak with a member of your department. You must make the call yourself wherever possible, rather than asking someone to do this on your behalf. It is not acceptable to text or email your manager, or to leave a message with a friend, colleague or with switchboard.
Whilst we realise that some absences may be unavoidable, it is essential that you make every effort to follow the above procedure in order to assist us with making arrangements whilst you are away from the office – it will also ensure that you are paid correctly. If you do not follow the correct notification procedure your absence will be logged as “unauthorised” and this may lead to action being taken under the Disciplinary Procedure.
What if I am unable to make contact with my manager or a member of my department?
If you are struggling to get through to your manager or department you must contact HR and advise them of your sickness absence. HR will notify your manager, however, you must still endeavour to contact your manager at some point on your first day of sickness absence and advise them either of your expected return or continuing absence.
What if my absence is of a personal/distressing nature that I do not wish to discuss with my manager?
Under these circumstances you can talk to a member of HR who will treat the information in confidence. It is your responsibility to contact HR at the earliest opportunity on your first day of absence. HR will then notify your manager of your absence in order that any necessary arrangements for cover can be made.
What if my absence is due to an unforeseen personal or distressing incident?
In this situation it is not appropriate for your absence to be recorded as sickness as you are not personally suffering from a particular medical problem, condition or injury. Recording it as such would be inaccurate, and could have an impact on your sickness record and any sickness payments in the future. It will be for your manager to discuss other types of leave that may be granted with reference to the Leave Entitlement Policy which can be found online.
You must only report yourself as absent due to sickness for genuine reasons. You should not report your absence as sickness if you have a child or family member who is sick. In this instance you should refer to the Leave Entitlement Policy.
What happens if I become ill whilst at work?
If you feel too ill to continue with your duties, you should inform your manager prior to leaving work. The time lost will be recorded by HR but will not be treated as day 1 of your sickness for pay purposes. You will need to complete a self certification form on your return to work.
If your manager is unavailable you must speak with a member of your department. Failure to notify your line manager prior to your leaving may result in your absence being treated as unauthorised and could lead to disciplinary action being taken.
If you are still not fit for work on the following day you must notify your line manager at the earliest convenience advising that you will be absent from work due to sickness.
I have an appointment with my doctor and will be absent from work for a whole day how do I record my absence?
If a whole day is taken to attend a hospital appointment this should be recorded as sick leave. You will need to contact your manager as soon as you know that you will be unable to return to work. You will then be required to undertake a return to work interview on your return and complete a self certification form.
If whilst attending a hospital appointment you are admitted as an impatient for treatment you should contact your manager as soon as you know you will be unable to return to work. At which time you will discuss as under the College Attendance Policy and Procedure, keeping in touch during your impending absence.
Self Certification And Medical Evidence
You are required to complete a self certificate form for any absence from work due to sickness. This will cover your absence for the first seven days. After which you will need a Medical Certificate (Doctor’s certificate) which you will obtain from your Doctor. Any on going absences will require follow on Doctor’s certificates which should run concurrently without gaps, if there are any gaps this may affect sick pay.
What is a self certification form and where can it be found?
A self certification form requires you to confirm the first date and last date of your absence due to sickness and the reason for your absence. It needs completing for every absence you have and covers any absence for the first seven days. You can complete the form on your return to work and can obtain a form from your manager, HR or download it for completion from College Net.
When do I need to get a Doctor’s certificate?
If you are absent for more than 7 days you will need to get a Doctor’s certificate from your Doctor. Your Doctor will indicate on the certificate how long you will need to refrain from work, it may also indicate a date you will be fit to return to work. The College requires any return from absence that extends over seven days to be covered by a signing back certificate, this is a certificate where the Doctor indicates a date you will be fit to return to work.
Who do I send my Doctor’s certificate to?
You should send your Doctor’s certificate to your line manager or the HR department. If you are still absent on the expiry of a certificate, your next certificate should be sent immediately to your line manager or to the HR department to arrive by the day after your previous Doctor’s certificate expires. If you would prefer not to tell your line manager the reason for your absence, you can forward your certificate to HR.
Can I return to work on expiry of a certificate that tells me to refrain from work for one week?
No, you must get a certificate from your Doctor that confirms you are fit to return and the date you should return to work, this certificate is referred to as a signing back certificate.
What do I do if I am in hospital?
The first seven days of any absence will be covered by a self certificate. If you are in hospital at any point after day eight of your absence you will be required to be covered by a Doctor’s Certificate. The hospital will provide you with an inpatient certificate for the period you are in hospital which advises that you are unable to attend work as you are an inpatient. Once you have been discharged from hospital any continuing absence should be covered by a Doctor’s certificate from your Doctor.
Why have I been asked to produce a Doctor’s certificate for an absence of less than 7 days?
You will normally be asked to provide a Doctor’s note for an absence of less than 7 days when you have had three periods of ‘self certified’ absence occur in any 12-month period. The College will cover the cost of requesting a Doctor’s note from your Doctor. If you fail to provide a Doctor’s note at the College’s request you will not be entitled to receive any Occupational Sick Pay and this may invoke disciplinary action.
Injury At Work
You must report any accident or injury, however slight, which occur whilst on College premises or on authorised College business to the Health and Safety Officer. All details of how the injury was sustained, with its nature and extent will need to be provided and recorded on an accident form.
I fell and sprained my ankle on a College trip, what do I need to do?
You will need to contact your line manager and ensure he enters the details of your accident in the department accident book, he will then ask you to complete a College accident report form which you should then forward onto the College Health and Safety Officer.
I've just slipped on a wet floor and hurt my knee so my line manager has agreed I can go home, do I need to do anything else?
You will need to contact your line manager and ensure he enters the details of your accident in the department accident book, he will then ask you to complete a College accident report form which you should then forward onto the College Health and Safety Officer.
I’m concerned that due to my injury at work I will reach a trigger level?
Any absence that has been reported to the Health and Safety Officer and is the result of an accident/injury at work will not be included in the absence monitoring procedure.
Disability
I have an appointment with my doctor and will be absent from work for a whole day how do I record my absence?
If you have indicated that you have a disability, paid time off to attend essential pre-arranged medical appointments relating to your disability will be allowed under the Leave entitlement Policy.
Occupational Health
In the case of more serious or extended periods of illness you may be required, when or before you return to work, to attend a medical examination by a Doctor at Occupational Health. Please refer to 4.3 of the Attendance management policy and procedure.
I have been referred to Occupational Health – Why?
There are a number of circumstances under which you will normally be referred to the Occupational Health.
If you have indicated a particular problem that is affecting your job, this may not necessarily have led to you being absent from work due to sickness.
If you have indicated that you are suffering from work related stress.
If you have been absent from work due to sickness for four weeks.
If you have continued to have short-term absences and you or the College suspect an underlying medical problem is a contributory factor.
Does this mean the College wants to end my employment?
No, this does not mean the College wants to end your employment. The reason you have been referred to Occupational Health is so that the College can support you through your experience with ill health and help you manage any condition in order that you can return to work, or remain at work, and maintain a satisfactory standard of attendance at work.
Do I have to pay for the Occupational Health appointment?
No the College will pay for any Occupational Health appointment, however, if you fail to attend an appointment that has been made, without confirming you will not be attending, you will be expected to pay for the missed appointment.
Can I claim for my travel expenses to attend the appointment?
The College does not pay for your travel expenses to attend the appointment.
Am I entitled to see the Occupational Health report sent to the College?
You are entitled to see the Occupational Health report and should indicate your wishes to see the report with Occupational Health.
What happens after I have been to the Occupational Health appointment?
On receipt of the Doctor’s report the Human Resources department will arrange to meet with you and if you prefer a work colleague or union representative to discuss its contents. This meeting will usually take place within the College premises, but can be arranged to take place at your home or a preferred neutral environment.
Return To Work
After any absence from work due to sickness on your return to work you will meet with your line manager who will discuss the reason for your absence and up date you on what has happened in your department during your absence.
Why do I need a return to work?
The purpose of a return to work interview is to confirm you are fit enough to return to work, agree any adjustments that will need to be made for your return to work and to discuss with you what has happened within the department during your absence.
When will the meeting take place?
The meeting should take place on the day that you return to work, or as soon as possible after this date.
Can I give in my self certificate and medical certificate at this meeting?
If you have been absent for seven or less days, you can if you wish hand your completed self certificate to your line manager at this meeting. If you have been absent for more than seven days you should have already sent any necessary self certificate and medical notes to the College.
Does having a return to work interview mean I am in trouble?
No, a return to work interview does not mean you are in trouble. It is an opportunity for your manager to discuss with you the reasons for your absence and how you feel about your return to work. It may be that you both feel it appropriate to make some adjustments to ensure you have a comfortable transition back to work, Or following discussion you may find that some steps may have helped you to return to work earlier, and these will now be considered as it looks likes there could be an on going health problem. Such steps might include the introduction of flexible working arrangements or authorising paid or unpaid leave. The meeting also allows your manager opportunity to discuss with you what has happened within the department during your absence.
What if I have an issue that I don’t want to talk to my line manager about?
If you don’t feel able to talk with your line manager you will still have a return to work interview carried out by your manager who will up date you on what has happened within the department during your absence. You will also have opportunity to discuss the reason for your absence with a member of HR, if you feel that any adjustments would make your transition back to work more comfortable this would be an opportunity to discuss them, however, these will also need to be discussed with your line manager.
What will happen on my return to work following sickness absence?
If you are returning to work following an absence and providing no adjustments have been made and you have not hit a trigger point the return to work interview will be the end of the process with the outcome of the meeting being recorded and filed on your personnel record.
If you are returning to work following an absence and adjustments have been made to ensure a smooth transition back to work, you will continue to have review meetings which will manage your return to work. All arrangements will be agreed and recorded on your personnel record. If this absence leads to a trigger point being met you will be invited to attend a verbal counselling/absence review. At this meeting your absence record will be discussed and any required improvements to be made.
Can adjustments be made on my return under if need be?
If may be that in order to be able to return to work some adjustments may need to be made to ensure a smooth transition. If this is the case you will discuss the necessary adjustments either prior to your return with your manager or at your return to work meeting. You will continue to have review meetings to manage your return to work and monitor the adjustments until such a time that you no longer require them.
Informal Counselling Stage
This is the first ‘trigger level’ that identifies unacceptable standards of attendance. In order to reach this level you will have had either ten working days / two working weeks (depending on pattern of work) absence due to sickness or three or more periods of absence due to sickness within the twelve months immediately preceding the first date of your current absence.
Am I being seen because you don’t believe I was really sick?
No, you are being seen because the amount of absence you have had due to sickness has reached the first trigger point. Your honesty is not being questioned.
I don’t understand why I am being seen when I have been genuinely poorly?
You are being seen because the amount of time you have had off sick during the previous twelve months is of an unacceptable standard. The nature of your illness and whether or not it is genuine is not being questioned. If the College has reason to believe a reported absence from work due to sickness is not genuine this will be investigated under the disciplinary procedure.
Can I be accompanied by a work colleague or certified trade union official at this meeting?
No, you may not be accompanied by a work colleague or certified trade union official at this informal Counselling meeting.
Can I appeal?
No, you cannot appeal at the informal stage of the procedure.
First Formal Caution
This is the second ‘trigger level’ that identifies unacceptable standards of attendance. To reach this level you will have had a further absence of more than four days / 0.8 working weeks (depending on the pattern of work) or on two or more occasions since the date of the informal counselling meeting.
I’ve been genuinely ill why do I have to attend a first formal caution meeting?
The nature of your illness and whether or not it is genuine is not being questioned, the amount of absence you have had due to illness is. This ‘trigger’ identifies continued levels of unacceptable standards of attendance and confirms that you need to make substantial and lasting improvements.
Does this mean I’m going to be sacked if I go off sick again?
This means you need to endeavour to make substantial and lasting improvements to your attendance. If you fail to do this within the next six months you will trigger the final formal caution stage.
Can I be accompanied at the meeting by a work colleague or certified trade union official?
Yes, you have the right to be accompanied to any meeting by a work colleague or certified trade union official. At this meeting if required your representative may present your case.
What will happen at this meeting?
You will meet with your Head of School or nominated deputy and work colleague or certified trade union official to discuss your absence record and unacceptable standards of attendance. You will be given opportunity to put forward your case. If your Head of School or nominated deputy feels it appropriate you will be given a first formal caution for reaching this trigger level. This will state that you are required to make a substantial and lasting improvement in your attendance and exact details of improvement will be discussed and agreed. If the required improvements are met the first formal caution will lapse after six months from the date of issue.
What does a first formal caution mean?
A first formal caution means that your absence record reflects unacceptable standards of attendance and there is a requirement to make a substantial and lasting improvement. This will be monitored over the next six months and failure to improve within that time will trigger a final formal caution.
Can I appeal?
You have the right to appeal at any formal stage and should lodge your appeal within seven calendar days of receiving the first formal caution
When will the first formal caution lapse?
The first formal caution will lapse after six months from the date of issue if your attendance meets the required improvement agreed at the first formal caution meeting.
Final Formal Caution
This is the final ‘trigger level’ that identifies unacceptable standards of attendance. To reach this level you will have had a further absence of more than four days / 0.8 working weeks (depending on pattern of work) or on two or more occasions since the date of the first formal caution.
All my absences have been because I have been genuinely ill why do I have to attend a final formal caution meeting?
The nature of your illness and whether or not it is genuine is not being questioned, the amount of absence you have had due to illness is. This ‘trigger’ identifies you have not managed to substantially improve your unacceptable standards of attendance.
Does this mean I’m going to be sacked if I go off sick again?
This means you need to make substantial and lasting improvements to your attendance. If you fail to do this within the next twelve months then dismissal may follow.
Can I be accompanied at the meeting by a work colleague or certified trade union official?
Yes, you have the right to be accompanied to any meeting by a work colleague or certified trade union official. At this meeting if required your representative may present your case.
What will happen at this meeting?
You will meet with your Head of School or nominated deputy and work colleague or certified trade union official to discuss your absence record and unacceptable standards of attendance. You will be given opportunity to put forward your case. If your Head of School or nominated deputy feels it appropriate you will be given a final formal caution for reaching this trigger level. This will state that you are required to make a substantial and lasting improvement in your attendance and exact details of improvement will be discussed and agreed. If the required improvements are met the final formal caution will lapse after twelve months from the date of issue.
What does a final formal caution mean?
A final formal caution means that your absence record shows an unacceptable standard of attendance and there is a need to make a substantial and lasting improvement. This will be monitored over the next twelve months and failure to improve within that time may lead to dismissal.
Can I appeal?
You have the right to appeal at any formal stage and should lodge your appeal within seven calendar days of receiving the final formal caution.
When will the final formal caution lapse?
The final formal caution will lapse after twelve months from the date of issue if your attendance meets the required improvement agreed at the final formal caution meeting.
Dismissal
If during the period of your final formal caution you are absent again for four / 0.8 working weeks (depending on pattern of work) or more days or on two or more occasions you will normally be dismissed (with notice). In making a decision to dismiss the impact of an employee’s absence on other employee’s or service delivery will be considered along with the employee’s absence record, any medical advice received and the representations made by the employee together with actions taken by the College to enable the employee to continue in employment.
I’ve had a final formal caution and I’ve been off sick for a week within twelve months of the date of issue but I was genuinely poorly so am I right to expect that no action will be taken to dismiss?
No you are not right to expect no action to be taken. Attendance management is not questioning if a sickness absence is genuine, it is about unacceptable standards of attendance and as such you have failed to meet the standards required of you and have failed to meet the required levels of improvement that you agreed to at both your first formal caution hearing and your final caution hearing. You should be aware that, if you meet this stage, you will normally be dismissed.
What will happen if I am absent due to sick for more than four days or on more than two occasions within twelve months of being given a final formal caution?
You will be invited to attend a hearing meeting with a Senior Post Holder to discuss your absence record and unacceptable standards of attendance. You will be given opportunity to put forward your case. You should be aware that if you reach this stage you will normally be dismissed. You will be informed verbally of the outcome of this hearing meeting without delay.
Can I be accompanied at the meeting by a work colleague or certified trade union official?
Yes, you have the right to be accompanied to any meeting by a work colleague or certified trade union official. At this meeting if required your representative may present your case.
What will happen after the meeting?
A written decision will be sent out to you within 5 working days of the hearing meeting. Where the decision is to dismiss you will be informed of the reason for dismissal and the effective date of dismissal.
Can I appeal?
You have the right to appeal and must lodge your appeal in writing to Human Resources within 7 calendar days of receiving the written decision confirming that you will be dismissed on the grounds of capability.
Long Term Absence
The College aims to help employees overcome problems they have preventing them from working normally, causing them to have either frequent short absences or a single lengthy absence. In doing this any absences will be continuously reviewed and frequent contact will be maintained to help keep the College informed on your progress, this may include periodic case meetings at work or your home.Any steps taken will be to ensure a smooth transition back to work for you and this can be very difficult if you have been absent for any length of time. Your co-operation and commitment to this process are therefore expected and failure to do so may affect your prospect of continued employment.
I have just found out that I have a serious medical condition which is likely to be ongoing/last for a long period of time – what should I do/what will you do?
Your manager will agree with you the frequency of any contact between yourself and the College. This contact will be to keep you informed of events and changes that are occurring in your absence, to inform us on your progress and to generally see how you are. You will usually be referred to the College’s Occupational Health Department Advisor after one months absence and he will prepare a report to advise the College on your condition and an expected date of return to work, together with providing advice about any measures that can be taken which might help you return to work earlier than might otherwise be possible.
I know I have had a lot of time off recently but I just don’t seem to be able to shift this infection – what shall I do/what will you do?
If you find you are having frequent short term absences and these are causing you to hit trigger points it could be due to an underlying medical problem. In these circumstances you will continue to be managed in line with the Attendance Management Policy and may be referred to the College’s Occupational Health Department Advisor for his advice.
It looks like my health problems are not going to improve – what happens next?
It is the aim of the College to support and help you return to normal health, however situations will arise because of an employee’s continuing absence that it becomes necessary to consider whether your employment should be terminated. Before any decision is made, you will be invited to attend a meeting to discuss any alternatives to making this decision that might be available to the College taking into consideration your past and future pattern of absence, any medical advice and the likely success of any adjustments that could be made to aid your return to work. In making these considerations the College will also look at the option of redeployment to a different job, a change to your working pattern or hours, a career break or the possibility of Ill Health Retirement.
It may be that none of the above options are possible in which case the college will be forced to consider dismissal on the grounds of capability. Under these circumstances a formal meeting will be arranged with a Senior Post Holder. You will have the opportunity to present your case and may be accompanied by a colleague or certified trade union official. You will be informed verbally of the result of this meeting without delay. Where the decision is to dismiss you will have the right to appeal and this must be lodged with Human Resources within 7 calendar days.
Ill Health Retirement
My health problems do not appear to be improving am I eligible to take Ill Health Retirement?
If you are a member of either the Teachers’ Pension Scheme or The Local Government Pension Scheme you may be eligible to take Ill Health Retirement. The College will act on the advice already provided by the College’s Occupational Health Advisor. You will be referred to a registered medical advisor who will access your condition and your pension provider will then decide based on these medical findings your eligibility to retire on the grounds of incapacity.
Terminal Illness
I’ve just found out my illness is terminal what will the College do when they find out?
In such circumstances it would be inappropriate to embark on the formal procedures. The College’s priority under these circumstances will be to provide a welfare assistance role to you and your family.
I’m worried I will be finished straight away?
No, the College will discuss with you, and be led very much by you, how you feel about continuing in your post or any adjustments that can be made to enable you to do this, whilst managing your illness and ensuring your health is the priority at all times.
What will happen to my pension?
Both of the pension schemes have provision for these circumstances and a member of Human Resources will discuss your options with you. You will not be disadvantaged or lose any of your pension benefits by disclosing your prognosis. At what will be a very difficult time for you the College will be available to provide reassuring advice on the practicalities of what the your pension options are and how you can benefit best from these options at this time.
Sick Pay
Payment of Occupational and Statutory sick pay will only be authorised on receipt of properly completed self certification form and medical certificates, please refer to the sick leave and sick pay scheme document for full details of your rights and entitlements.
How do I know if I am entitled to occupational sick pay?
All permanent and temporary employees are entitled to occupational sick pay. The amount of entitlement you will receive is dependant on length of continuous service i.e. this is the first date you started your employment with the College, providing you have unbroken service with the College. If you’re not sure what this date is, please refer to your Contract of Employment. Details of Occupational Sick Pay entitlement can be found in the Sick Leave and Sick Pay Scheme on College Net.
What if I am not entitled to occupational sick pay?
You are only not entitled to occupational sick pay if you work as a casual member of staff and you have been asked to work for a period of less than four weeks which you have confirmed you will work and are then unable to attend because you have fallen ill. You may then wish for us to complete a form SSP1 which notifies the benefits agency that you are not able to work.
What is SSP?
You are entitled to Statutory Sick Pay (SSP) if you’re sick for at least four days in a row (including weekends and bank holidays and days that you do not normally work) and your average earning during the eight week period prior to your first date of absence or at least £95 a week.
The standard rate for SSP is £79.15 a week and it is payable for a total of 28 weeks. If you are eligible to receive occupational sick pay any entitlement to SSP will be offset against it to ensure you do not receive more than full pay.
What happens if I have been in receipt of SSP for nearly 28 weeks?
If you have been in receipt of SSP and it is nearing 28 weeks the College will complete a form SSP1 which will confirm you have been in receipt of SSP for 28 weeks and then give this to you. You will then need to complete the employee section of the form and forward with your current medical certificate to your Local Jobcentre Plus. If you are entitled to any benefits you must advice the College as you are not entitled to receive
What if I am not entitled to SSP?
If you are not entitled to SSP the College will complete a form SSP1, confirming you are not eligible to receive SSP, and give this to you to complete the employee section of the form and forward with your current medical certificate to your Local Jobcentre Plus.
What if I am overpaid sick pay?
If for any reason you are overpaid sick pay, following discussion and agreement with you, this will be deducted from the next pay period.
Sick Leave Record
Will all absences be logged on my sickness absence?
All absences will be logged on your sickness record, but all absences may not be included for monitoring purposes under the attendance management procedure.
How can I obtain a copy of my sickness record?
You can obtain a copy of your sickness record by requesting it from your line manager.
What is meant by a twelve month rolling period in relation to my absence record?
The first date of any new period of absence will also take into account the absences that have fallen in the previous twelve months and this is what is meant by a twelve month rolling period.
