Managing Health and Attendance

Transcription

1 Health, Safety and Well-being in the Wrkplace Managing Health and Attendance Health, Safety and Well-being in the Wrkplace Crrect as at 23 rd February Printed cpies shuld nt be relied upn.

2 Health, Safety and Well-being in the Wrkplace Cntents Managing Health and Attendance: Intrductin...3 Sickness Absence Prcedure...5 Hspital and Dental Appintments...8 Injury r Sickness Occurring at Wrk...9 Sickness Absence During Leave...10 Sickness Absence While n Pstings Abrad...10 Ntifiable Diseases...11 Returning t Wrk After Sick Leave...11 Unauthrised Absence...13 Lng-Term and Recurrent Sickness Absence...14 Disability Related Absence...16 Trigger Pints fr Further Actin...19 Rle f the Occupatinal Health Prvider...20 Disciplinary Actin...22 Crrect as at 23 rd February Printed cpies shuld nt be relied upn. Page 2 f 24

3 Health, Safety and Well-being in the Wrkplace Managing Health and Attendance: Intrductin This sectin describes the British Cuncil plicy and prcedures fr managing health and attendance. It cvers: the prcedure fr ntifying absence thrugh sickness, including: ntifying illness and btaining a dctr's nte (see Sickness Absence Prcedures) bking hspital r dental appintments (see Hspital and Dental Appintments) handling sickness absence resulting frm an accident at wrk, r frm cnditins at wrk (see Injury r Sickness Occurring at Wrk) managing sickness when the member f staff is n annual leave, r when pregnant, r during a prbatinary perid (see Sickness Absence During Leave etc.) managing sickness absence fr staff wh are temprarily abrad, n duty visits r temprary pstings abrad (see Sickness Absence While n Pstings Abrad) dealing with ntifiable diseases (see Ntifiable Diseases) what t d when the member f staff returns t wrk after sickness absence (see Returning t Wrk After Sick Leave) managing unauthrised absence f a member f staff (see Unauthrised Absence) dealing with lng-term and recurrent sickness absence (see Lng Term and Recurrent Sickness Absence) dealing with absence that is assciated with a disability (see Disability Related Absence) the trigger pints that indicate whether sickness is shrt-term r lng-term, t help managers understand hw t treat members f staff with persistent r recurrent illness (see Trigger Pints fr Further Actin) the rle f the ccupatinal health prvider (see Rle f the Occupatinal Health Prvider) disciplinary actin fllwing persistent r unexplained absence f a member f staff (see Disciplinary Actin). Audience This plicy is mandatry fr all UK-appinted members f staff wrking in the UK. Althugh there are areas f the plicy that relate nly t UK legislatin, plicies and practices (fr example, medical retirement and ccupatinal health prvisin), the plicy shuld be used as gd practice guidelines fr managers verseas. Lcal legislatin will be the base line fr incuntry plicy. Overseas managers and members f staff n UK-appinted cntracts wrking verseas shuld als refer t Overseas Pstings. Plicy The British Cuncil regards staff health and well-being as essential t business perfrmance. We aim t manage attendance in a fair, cnsistent and supprtive way thrugh active line management in cnsultatin with HR Services r the Overseas HR team. Crrect as at 23 rd February Printed cpies shuld nt be relied upn. Page 3 f 24

4 Health, Safety and Well-being in the Wrkplace All staff wrking fr the British Cuncil are cntracted t wrk fr specified times, as stated in their cntract, in the frm f hurs, days r weeks. Any unplanned absence is likely t cause sme disruptin t the running f an ffice, but much can be dne t reduce its impact if managers and staff recgnise their respnsibilities and cmmunicate as effectively as they can. While the rganisatin is required by the Cabinet Office t recrd and mnitr sickness absence levels, we aim t d this by prviding a caring and understanding apprach t members f staff suffering ill health. We als wrk t minimise the effect f sickness absence n bth service delivery and the remaining members f staff in a team. We seek t wrk with staff as a gd emplyer and, as such, it is imprtant t be aware f particular areas f cncern, strains and stresses, and t be able t reflect mtivatin and attendance. This plicy is designed t encurage the well-being f staff; it is nt designed t encurage members f staff t cme t wrk if they are nt fit t d s. Annual r flexi leave must nt be taken as an alternative t sick leave. We have a respnsibility t ensure that all members f staff are aware f, and understand this plicy. Fr infrmatin abut the British Cuncil's paid sickness absence scheme, see Sick Pay. Plicy aims The plicy is designed t: prvide fair and cnsistent prcedures fr members f staff n sickness absence ensure that clleagues are supprted as necessary when members f staff reprt sick ensure that every attempt is made t supprt any member f staff's ill health, including the invlvement f the ccupatinal health prvider (see Rle f the Occupatinal Health Prvider) as apprpriate. Lng-term sickness absence has the greatest impact n the rganisatin in terms f csts (direct and indirect) and team perfrmance. In extremes, high levels f unauthrised absence and certified and uncertified sick leave can: lead t under perfrmance lwer the standard f service t clients and custmers cause lw mrale and disaffectin amng ther members f staff indicate ther, mre deep-seated prblems fr the individual. Key principles f the plicy The key principles, which apply wrldwide, are: All sickness absence must be ntified and therefre authrised. Failure t d s may lead t disciplinary actin. Line managers are expected t use their judgement, sensitivity and cmmn sense when managing attendance. They must be sympathetic, firm, fair and cnsistent. This is imprtant in aviding accusatins and cmplaints f bullying and harassment. Line managers must keep in tuch with members f staff wh are ff wrk due t illness. Such cntact shuld be regular but nt intrusive. There must be a return t wrk interview between the line manager and the member f staff fllwing each and every perid f sickness absence. Line managers must ensure that n-ne feels under pressure t wrk when they are unfit t d s. Wrking when unwell r injured can be cunter-prductive. It may exacerbate the prblem, fr example, by lengthening the recvery perid, prmpting a relapse, r even causing further and/r mre serius health prblems. In sme Crrect as at 23 rd February Printed cpies shuld nt be relied upn. Page 4 f 24

5 Health, Safety and Well-being in the Wrkplace instances it may spread illness and thereby cause a higher level f absences. Each verseas ffice must agree and publish the number f days r the number f incidences f sickness absence abve which line managers will be required t review the situatin. Sickness Absence Prcedure This sectin describes the prcedures when a member f staff in the UK is unable t attend wrk due t sickness. It cvers: ntifying illness btaining a dctr's nte staying in tuch wrking while n sick leave returning t wrk after illness mnitring sickness absence. Further sectins cver prcedures fr: bking hspital r dental appintments (see Hspital and Dental Appintments) handling sickness absence resulting frm an accident at wrk, r frm cnditins at wrk (see Injury r Sickness Occurring at Wrk) managing sickness when the member f staff is n annual leave, r when pregnant, r during a prbatinary perid (see Sickness Absence during Leave etc) managing sickness absence fr staff wh are n duty visits r temprary pstings abrad (see Sickness Absence While n Pstings Abrad) dealing with ntifiable diseases (see Ntifiable Diseases). Respnsibilities These prcedures are carried ut by: the member f staff wh is unable t attend wrk due t illness the member f staff's line manager Absence Line - the British Cuncil's cntracted absence mnitring rganisatin fr UK staff. Sickness Absence Prcedures Ntifying illness Members f staff wh are ill 1. In the UK, if yu are unable t wrk due t illness yu must cntact Absence Line (the British Cuncil's cntracted absence mnitring rganisatin) as sn as pssible and befre 1000 n the first day f absence. This is s that cver arrangements can be made, if required. Overseas ffices shuld set an apprpriate time by which members f staff shuld infrm their line manager f their absence, taking int accunt business need. Nte: It is recgnised that, in exceptinal circumstances, fr instance if a member f staff is very sick and des nt have a telephne at hme, he/she may nt be able t make cntact befre 1000 n the first day f sickness. 2. When yu cntact Absence Line, yu are asked: Crrect as at 23 rd February Printed cpies shuld nt be relied upn. Page 5 f 24

6 Health, Safety and Well-being in the Wrkplace the reasn fr yur absence, if yu wish t give it (if nt, the absence is recrded as unspecified) hw lng yu expect t be away frm wrk, and yur expected date f return wh yur line manager is if there any nging wrk cmmitments that yu wish t be passed n t yur line manager if yur absence is due t a declared disability if yur absence is wrk-related, fr example, due t an accident at wrk the previus day. 3. If yu knw that yur line manager will nt be at wrk fr any reasn (fr example, leave, illness, business travel), yu must name smebdy else fr Absence Line t ntify by Absence Line then infrms yur line manager by f yur absence, when yu are likely t return t wrk and any wrk in prgress infrmatin yu wish t be passed t the line manager. The is als cpied t yu t keep yu infrmed. 5. After reprting yur absence t Absence Line, yu shuld speak t yur line manager if there are significant wrk issues that require discussin. If there are n significant wrk issues, nly ne call t Absence Line is bligatry. 6. It is imprtant that yur line manager is able t cntact yu t keep dialgue pen between yu and s that yur manager can prvide supprt and advice where necessary. It is therefre imprtant that line managers have cntact details fr all staff, including mbile telephne numbers where apprpriate. If yu d nt have a telephne at hme, please ensure that yur line manager can cntact yu if required by giving a suitable cntact number r ther means f cntact. Line managers 1. If a member f yur staff wh is absent cntacts yu, yu must check that they have been in tuch with Absence Line t reprt their absence. If they have nt, then yu must advise them t cntact Absence Line n If yur member f staff is expected t be away frm wrk fr fur r mre days, yu shuld agree t be in cntact by telephne at a specified time, cnvenient t bth, n the fifth wrking day. (If it is nt pssible t cntact the member f staff by telephne, yu shuld write t them.) This keeps dialgue pen between yu and yur member f staff and als enables yu t prvide supprt and advice where necessary. Yu must nt pester an unwell clleague t return t wrk. See Staying in tuch belw. 3. If yu have nt heard frm either yur member f staff r Absence Line by 1100 n the first day f absence, cntact Absence Line t ascertain if yur member f staff has been in tuch with Absence Line. If they have nt then yu must cntact the member f staff by phne t ensure that all is well. It is imprtant that yu have cntact details fr all yur staff, including mbile telephne numbers where apprpriate. Staff withut a telephne shuld give a suitable cntact number r ther means f cntact. 4. Yu must make a nte f the infrmatin given and any actin taken. Obtaining a dctr's nte Members f staff wh are ill 1. In the UK, yu d nt have t prduce certificatin fr absences f 7 days r less. Days nt nrmally wrked are included in the absence perid, fr example, weekends Crrect as at 23 rd February Printed cpies shuld nt be relied upn. Page 6 f 24

7 Health, Safety and Well-being in the Wrkplace r, in the case f part-time staff, ther days f the week. 2. After the seventh day f absence, staff nt returning t wrk must submit a dctr's certificate t Human Resurces (HR) Payrll Services, extensin The British Cuncil requires all sickness between the 8th day f absence and yur return t wrk t be cvered by a dctr's certificate. 4. The British Cuncil retains the dctr's certificate while Statutry Sick Pay is payable, and frwards it t the Department f Wrk and Pensins if and when Incapacity Benefit becmes payable. Certificates are held and treated in strict cnfidence. Nte: Overseas ffices shuld fllw lcal prcedures as determined by their terms and cnditins f service fr sickness certificatin, and lcal legislatin. Staying in tuch Staying in tuch is an imprtant part f the British Cuncil's Managing Health and Attendance plicy. Members f staff wh are absent n sick leave shuld d their best t maintain cntact with their line manager and keep them infrmed f any develpments. It is als gd practice fr the line manager t cntact the member f staff by telephne where pssible during sick absence, in rder t ensure their well-being and t ascertain their prgress and likely return date. Such cntact shuld nt be intrusive, but n individual shuld be left withut cntact having been made apprximately nce a week after the first week f absence. Staying in tuch benefits bth the individual and the rganisatin by ensuring that the rganisatin has up t date infrmatin n the individual's absence and can ffer the individual all necessary supprt t help them back t wrk as sn as they are fit and able t return. Wrking while n sick leave If yu are n sick leave, yu must nt undertake any alternative emplyment, whether paid r unpaid. Staff are nt expected t carry ut a secnd jb while declaring that they are unfit t wrk fr the British Cuncil. If a member f staff undertakes external ccupatin while n sick leave, their entitlement t paid sick absence, Statutry Sick Pay and Natinal Insurance benefits may be affected and disciplinary actin will be cnsidered. Returning t wrk after illness Member f staff wh was ill 1. In the UK, when yu return t wrk yu must infrm Absence Line n n the mrning f the first day back (t stp the recrding f sickness absence). 2. If yu have been absent fr 4 days r less, Absence Line sends an t yur line manager, cpied t yu, detailing yur absence. 3. If yu have been absent fr 5 days r mre, Absence Line sends an t yur line manager, cpied t yu, asking that the manager t cnfirms yur return t wrk, hw many days were missed, and prmpts them t have a 'return t wrk' interview (see Returning t Wrk After Sick Leave) with yu. Crrect as at 23 rd February Printed cpies shuld nt be relied upn. Page 7 f 24

8 Health, Safety and Well-being in the Wrkplace Line manager When yur member f staff returns t wrk after 5 days r mre sickness absence and infrms Absence Line f their return, Absence Line s yu asking yu t cnfirm the return t wrk, state hw many days were missed and cnfirm that yu have had a 'return t wrk' interview (see Returning t Wrk After Sick Leave) with the returning member f staff. Mnitring sickness absence Absence Line 1. Absence Line mnitrs levels f sickness absence in the UK and sends results t HR n a daily and mnthly basis. 2. When a member f staff returns t wrk after 5 days r mre f sickness absence, Absence Line reminds the line manager that they must cnduct a return t wrk interview (see Returning t Wrk After Sick Leave). 3. If the trigger pints (see Trigger Pints fr Further Actin) have been reached, Absence Line infrms the line manager that they must cnduct a mnitring sickness absence interview, rather than a return t wrk interview. Line managers 1. When yu carry ut a mnitring sickness absence interview, yu must recrd any agreed actin pints, attendance targets (if apprpriate) and imprvement plans discussed. 2. Bth yu and the member f staff must sign the actin pints and keep a cpy f it. See Disciplinary Actin, the sectin 'Mnitring absences' fr advice n cnducting this interview. But nte: It is imprtant t realise that at this stage yu are nt pursuing a disciplinary prcedure, but seeking ways t discuss any mitigating circumstances and help t keep the sickness absence level dwn if at all pssible. All infrmatin abut individuals' health must be held in cnfidence and in accrdance with the Data Prtectin Act 1998 and the Access t Medical Recrds Act Hspital and Dental Appintments This sectin describes the guidelines fr arranging hspital and dental appintments. Respnsibilities The guidelines are t be fllwed by members f staff and their line managers. Guidelines Member f staff Arrange appintments r visits t dctrs, hspitals, dentists, wherever pssible, s that they have minimum effect n yur wrking hurs, that is, at the beginning r the end f the wrking day. Yur line manager may ask t see yur appintment card. Hwever, it is understd that ut-patient's clinics may ffer appintments nly at specific times and that it may nt be pssible always t btain an appintment at such clinics at the beginning r end f the day. Crrect as at 23 rd February Printed cpies shuld nt be relied upn. Page 8 f 24

9 Health, Safety and Well-being in the Wrkplace In such instances shw yur appintment card t yur line manager in advance f the appintment, wherever pssible. Absence fr an appintment shuld nt be recrded as a day's sickness absence. The British Cuncil has an understanding and supprtive apprach t such absences. It shuld be regarded nt as sickness absence but mre as an nging health management prcess in the shrt term. T this end yu manager will decide with yu whether such an absence can be taken as a flexible wrking credit r nt. Hwever, if yu are away frequently attending such appintments, yur line manager will discuss the matter with yu. If there are frequent absences then yur manager may expect yu t use either annual leave r flexi leave. This discussin shuld review yur wrklad while yu are attending yur appintments. Injury r Sickness Occurring at Wrk This sectin describes the guidelines fr handling sickness absence resulting frm an accident at wrk, r frm cnditins at wrk. Respnsibilities These guidelines are t be fllwed by members f staff and their line managers. Guidelines An injury at wrk shuld be reprted immediately t the member f staff's line manager. Details f the accident shuld be recrded n an Accident Reprt Frm (available in the First Aid Rm, frm Receptin r frm Glbal Estates). Fr mre infrmatin, see Health and Safety. If the member f staff is absent fr mre than three days as a result f the injury, the line manager must infrm the Health and Safety Adviser, Glbal Estates as early as pssible n the furth day f absence. This is very imprtant as it allws the British Cuncil t cmply with the requirement t infrm the Health and Safety Executive within seven days f an accident at wrk. Failure t make a reprt culd result in the British Cuncil facing a heavy fine. Guidance n this is available frm the Health and Safety Executive. Failure t reprt an accident at wrk shuld be investigated the line manager's line manager, supprted by HR Services, and culd lead t disciplinary actin. Regardless f the length f absence, all members f staff whse absences fllw accidents at wrk r are due t illnesses with pssible ccupatinal implicatins must be referred t the ccupatinal health prvider. See Rle f the Occupatinal Health Prvider fr mre infrmatin. The ccupatinal health prvider will prvide the relevant HR Services team with a reprt regarding the state f the member f staff's health and hw this affects their capacity t wrk. The reprt will set ut whether r nt the member f staff has an underlying medical cnditin, is likely t return t wrk and whether they will be able t perfrm their full duties. Crrect as at 23 rd February Printed cpies shuld nt be relied upn. Page 9 f 24

10 Health, Safety and Well-being in the Wrkplace Sickness Absence During Leave This sectin describes the prcedures fr managing sickness when the member f staff is n annual leave, r when pregnant, r during a prbatinary perid. Respnsibilities These prcedures are carried ut by members f staff and their line managers. Prcedures Sickness absence during annual leave 1. If yu fall sick while yu are n annual leave, ntify Absence Line as sn as reasnably practical. 2. Yu must prduce a medical certificate t cnfirm yur sickness, frm the first day f sickness. 3. If yu are abrad and cannt btain the nrmal type f medical certificate, yu must btain a statement frm a qualified medical practitiner that yu are ill t enable Paid Sickness Leave t be paid. Prvided that certificatin is received fr the sickness ccurring during annual leave, the perid f annual leave will be annulled r pstpned, and the lst days f annual leave can then be taken later n. Sickness absence during pregnancy Line managers and members f staff wh need infrmatin abut sickness absence during pregnancy shuld refer t the bklet Maternity Rights available frm HR Services, hard bklet frmat. Sickness absence during prbatinary perids Line managers must mnitr and recrd levels f attendance and sickness absence f staff in their prbatinary perid particularly carefully, as they are bth taken int accunt when cnsidering whether r nt t cnfirm a member f staff's appintment (see als Trigger Pints fr Further Actin). If line managers have cncerns abut the level f sickness absence they shuld fllw the guidance prvided in Trigger Pints fr Further Actin and Disciplinary Actin, and als refer t Prbatin. Line managers shuld als cnsult the relevant HR Services team abut stpping pay if the absence exceeds the rate at which Paid Sickness Leave is earned, that is, ne week fr every fur weeks wrked. Sickness Absence While n Pstings Abrad This sectin describes the prcedures fr managing sickness absence fr staff n duty visits r temprary pstings abrad. Respnsibilities These prcedures are carried ut by line managers and members f staff. Prcedures 1. Line managers must ensure that a member f staff travelling verseas is medically cleared as a shrt-term traveller under the Freign and Cmmnwealth Office (FCO) Crrect as at 23 rd February Printed cpies shuld nt be relied upn. Page 10 f 24

11 Health, Safety and Well-being in the Wrkplace Healthcare Scheme. Fr further infrmatin abut this scheme, cntact the relevant HR Services team. 2. Members f staff whse health changes r deterirates after having cmpleted the FCO Healthcare Scheme questinnaire must infrm Capita Health Services, wh manage the medical clearance element f the scheme. 3. If the member f staff suffers frm a chrnic physical r mental medical cnditin, it is the line manager's respnsibility, with the member f staff's knwledge, t ensure that a cuntry directr is infrmed in cnfidence s that they can make any necessary prvisin. The member f staff must be invlved in determining whether prvisin is required. Ntifiable Diseases This sectin describes the prcedures fr dealing with ntifiable and infectius diseases. Respnsibilities These prcedures are carried ut by members f staff. Prcedures 1. Members f staff wh have, r think they may have, been in cntact with a ntifiable and infectius disease, accrding t the Public Health (Infectius Diseases) Regulatin 1988, must seek medical advice and btain a medical certificate frm their dctr t cver their absence. Fr further infrmatin n such diseases, see the Health Prtectin Agency website. 2. Additinally the member f staff's GP shuld be infrmed if an individual: has travelled verseas and been in cntact with diphtheria, and a swab has been taken has been ff wrk due t allergic asthma, asbestsis, carpel tunnel syndrme, dermatitis, upper limb disrder, Repetitive Strain Injury (RSI), txic effects f acids, chemicals, fumes r gases. 3. Fr illnesses listed in the secnd bullet pint abve, the individual must als infrm their line manager s that the British Cuncil can ensure it fllws up any health and safety issues fr members f staff. 4. Furthermre, if an individual has been in clse cntact with a case f Rubella (that is, usually in the family setting), they must reprt the fact t their line manager where there is a likelihd f very clse cntact at wrk with anther member f staff wh is in the first 16 weeks f pregnancy. In such cases line managers must ensure that either the member f staff cncerned r the pregnant wman is mved t anther wrk area r rm n a temprary basis, in rder t prtect the pregnant member f staff as much as pssible. Returning t Wrk After Sick Leave This sectin describes the guidelines fr managing staff wh return t wrk after a perid f sickness absence. It cvers: recrding the return t wrk carrying ut a return t wrk interview Crrect as at 23 rd February Printed cpies shuld nt be relied upn. Page 11 f 24

12 Health, Safety and Well-being in the Wrkplace managing staff wh return after a lng perid f sickness absence r wh need t adjust their wrking arrangements. Respnsibilities These prcedures are carried ut by: members f staff line managers Absence Line. Prcedures Returning t wrk after illness When a member f staff returns t wrk after a perid f absence thrugh sickness, they must infrm Absence Line. If the member f staff has been absent fr 5 r mre days Absence Line will request the line manager t cnfirm the return t wrk. See Sickness Absence Prcedures fr mre infrmatin. Line managers must carry ut a return t wrk interview with the member f staff wh returns t wrk after any perid f sickness. See Carrying ut a return t wrk interview belw. Carrying ut a return t wrk interview As line manager, yu are expected t interview members f yur staff wh return t wrk after any perid f sickness, althugh yu can use yur discretin as t whether this is a brief cnversatin r a lnger discussin: if, fr example, the member f staff has returned t wrk after a heavy cld, it may be sufficient fr yu simply t enquire whether they are better and fit t be at wrk if the return t wrk is after a brken leg r lng illness, a mre detailed apprach may be required if there is any dubt abut hw t handle a return t wrk interview, yu shuld seek advice frm yur relevant HR Services team. The return t wrk interview enables yu and yur member f staff t talk abut: the reasn fr the absence the member f staff's fitness t return t wrk whether there are any underlying prblems whether, if apprpriate, the member f staff shuld cnsult their GP r cntact the Emplyee Assistance Prvider (PPC) whether advice frm the ccupatinal health prvider (OHP) wuld be useful, fr example, if there might be an n-ging health prblem r if the illness was wrk-related (see Rle f the Occupatinal Health Prvider) whether there are any wrk-related issues affecting attendance whether there are any actins that culd be taken t imprve attendance, fr example, adjusting the member f staff's wrking pattern the member f staff's attendance recrd ver the last 12 mnths, if they have already taken sick leave in that perid any develpments during their absence t bring the member f staff up t speed n wrk. This interview will help t establish whether any actin r additinal supprt is necessary t help the member f staff maintain their fitness fr wrk. Return t wrk interviews are a jint infrmal discussin between yu and yur member f staff and are fr the purpse f assisting the member f staff back t Crrect as at 23 rd February Printed cpies shuld nt be relied upn. Page 12 f 24

13 Health, Safety and Well-being in the Wrkplace wrk. They are nt t be regarded r recrded as disciplinary measures r as part f an incapacity t wrk prcedure. Yu must recrd any agreed actin pints. Returning t wrk after a significant perid f sickness absence Smetimes a member f staff wh has experienced a lng perid f sickness absence is advised by their dctr r by the OHP t return t wrk, but initially t wrk less than their cntracted hurs. In these cases, the line manager, in cnsultatin with the relevant HR Services team, must make arrangements fr this adjustment in wrking hurs, s that the return t wrk is as smth as pssible. In mst cases, such a gradual return t wrk shuld start with a minimum f fifteen hurs a week. This shuld be spread, wherever pssible, ver the week s that there is attendance each day, increasing t a return t the full cntracted hurs within ne mnth (r pr rata fr members f staff wh nrmally wrk reduced hurs). If the member f staff's health des nt imprve sufficiently t allw a return t full cntracted hurs within ne mnth (r pr rata fr staff nrmally wrking reduced hurs), HR Services must arrange fr the case t be referred t the OHP. The OHP will advise n hw much lnger the shrtened hurs wrking shuld cntinue. In the majrity f cases the extensin shuld nt exceed tw mnths (r pr rata fr staff nrmally wrking reduced hurs). The line manager must recrd the hurs wrked each week and send them at the end f each week t HR Payrll Services, HR Services, wh calculate the number f days t be added t the sick leave recrd. HR Payrll Services can be cntacted n extensin Managing accumulatins f annual leave as a result f sickness absence Members f staff cntinue t earn annual leave while they are n paid certified sickness absence. When a member f staff is n lng-term sickness absence, this may result in the accumulatin f a large amunt f annual leave. T manage this, line managers may want t discuss with the member f staff n their return t wrk, whether they wuld initially like t take a day r mre f annual leave each week fr the first few weeks t help ease their way back int wrk. If a member f staff wishes t take annual leave after a perid f sickness absence and befre returning t wrk, they shuld discuss this in advance with their line manager and prvide a certificate frm their GP stating the date n which they are fit t return t wrk. Unauthrised Absence This sectin describes the prcedures fr managing the unauthrised absence f a member f staff. Respnsibilities These prcedures are carried ut by the absent member f staff's line manager. Crrect as at 23 rd February Printed cpies shuld nt be relied upn. Page 13 f 24

14 Health, Safety and Well-being in the Wrkplace Dealing with unauthrised absence Nn-cmpliance with the prcedure fr ntificatin t Absence Line r certificatin (see Sickness Absence Prcedure) is viewed as a matter f cncern and will be investigated. During the investigatin, a member f staff's salary may be withheld fr any perid f unauthrised absence, depending n the circumstances. Serius r repeated cases f unreprted absence r nn-cmpliance will be the subject f disciplinary actin, fr example, if a member f staff has nt infrmed Absence Line (r if verseas, their line manager) f their absence thrugh illness fr a secnd time. Prven falsificatin f any infrmatin n a certificate will be regarded as grss miscnduct, resulting in summary dismissal. Prcedure 1. If yu have nt heard frm either yur absent member f staff r Absence Line by 1100 n the first day f absence, cntact Absence Line t check whether r nt the member f staff has been in tuch, as detailed in Sickness Absence Prcedure, 'Ntifying illness'. 2. If the member f staff has nt infrmed Absence Line f their intended absence, try t cntact the individual by telephne by If they are nt n the telephne, r if yu have telephned several times withut reply, yu must write t the member f staff. Ensure that letters are adapted t suit individual cases but they shuld include: an expressin f cncern that yu have nt heard frm Absence Line r the individual ntificatin that they shuld cntact Absence Line and yu, within ne wrking day f receiving the letter, with an explanatin f their absence an indicatin f the pssible cnsequences, that is, that their absence may be regarded as unauthrised and may have pay and disciplinary implicatins a reminder that a certificate is required if the absence cntinues int the eighth day. 3. If the member f staff des nt attend wrk and des nt ntify Absence Line f their intended absence, yu must ntify Absence Line. This is imprtant as it ensures full mnitring f absences. 4. If unauthrised absence cntinues then yu shuld cnsult HR Services with a view t mving twards disciplinary prcedures (see Disciplinary Actin) Lng-Term and Recurrent Sickness Absence This sectin describes the guidelines and prcedures fr dealing with lng-term and recurrent sickness absence. Respnsibilities These prcedures are carried ut by: line managers HR Services. Guidelines/Prcedures Dealing with lng term sickness absence Any perid beynd fur weeks cntinuus absence is cnsidered as lng-term sickness absence. Lng-term absence usually needs t be handled as an incapacity issue rather than ne f cnduct. Crrect as at 23 rd February Printed cpies shuld nt be relied upn. Page 14 f 24

15 Health, Safety and Well-being in the Wrkplace Prcedures 1. Line managers must keep in regular tuch with any staff n lengthy sick leave. Members f staff shuld be encuraged t give as much infrmatin as pssible abut the lng-term prgnsis, as it affects their fitness t wrk and can help in making decisins. Line managers shuld als cnsider the pssibility f the ccasinal hme r hspital visit, althugh staff may nt necessarily welcme this srt f persnal cntact with their line managers. 2. As a general rule, line managers shuld review the psitin f a member f staff when the absence has been abut eight cnsecutive weeks, althugh they may wish t review the situatin sner than this depending n the nature f the illness. They shuld begin by discussing the case with the relevant HR Services team member, and then discuss it with the member f staff. Amng the areas fr cnsideratin are: reasns fr the absence likely length f the absence pssibility f an early return t wrk n a part-time basis r with adjusted duties temprary r permanent arrangements t cver the member f staff's wrk if yu have nt already seen t this wrking at hme fr a perid f time. 3. With the agreement f HR Services, the line manager shuld write t the member f staff, explaining that the stage has been reached when it is necessary t find ut mre abut the situatin and ask fr an indicatin, if pssible, f when they might return t wrk. 4. The next step depends n the reply frm the member f staff: If it is fairly certain that the member f staff will be returning sn (fr example within a week r tw), then n further steps need be taken except t arrange temprary cver If the prgnsis is less clear, fr example, if the member f staff has suffered a strke, has undergne cmplicated surgery r is suffering frm mental illness, the line manager must cnsult the relevant HR Services team and be aware that the member f staff's cnditin culd be recgnised under the Disability Discriminatin Act (DDA) (see Disability Related Absence). 5. If a cmplete return is nt yet pssible, the pssibility f the member f staff returning and wrking reduced hurs r t adjusted duties shuld be cnsidered. If a line manager wishes t pursue this ptin, they must cnsult the relevant HR Services team befre raising it with the member f staff. (See als Returning t Wrk After Sick Leave.) 6. If the prgnsis is still unclear, r if the member f staff is unlikely t return t wrk in the freseeable future r at all, HR Services must write t the member f staff asking fr cnsent t apprach their dctr thrugh the ccupatinal health prvider (OHP). They will enclse a Cnsent Frm. The letter must pint ut that the dctr's reprt wuld be cnfidential t the OHP (see Rle f the Occupatinal Health Prvider), but that their cnclusins wuld be cnsidered by the line manager and the relevant cntact in the HR Services team. 7. On return f the cmpleted Cnsent Frm, HR Services must refer the case t the British Cuncil's OHP, wh cnsults the member f staff's dctr and, where apprpriate, a specialist. Crrect as at 23 rd February Printed cpies shuld nt be relied upn. Page 15 f 24

16 Health, Safety and Well-being in the Wrkplace 8. When HR Services btains the OHP's reprt, its cnclusins must be discussed with the line manager. If the reprt suggests any ne f the fllwing, medical retirement r cntract terminatin n medical grunds will be cnsidered: that the member f staff is unlikely t return within an acceptable time that the member f staff is prevented by ill health frm discharging their duties that the ill-health is likely t be permanent. 9. Please nte that the frmal agreement f the BMI Health Services is always required in cases f cmpensated medical retirement. If this is prpsed, the relevant HR Services team must infrm the member f staff and the line manager, and make the necessary arrangements. Dealing with recurrent sickness absence (incapacity rather than cnduct) Sickness absence that ccurs ften fr a single cnditin is cnsidered as recurrent sickness absence. Recurrent sickness absence usually needs t be handled as an incapacity issue rather than ne f cnduct. Many f the cnsideratins f recurrent sickness absence are the same as fr a single, lengthy absence (see Dealing with lng term sickness absence abve). Prcedures 1. If the absences are sufficiently lng in ttal r disruptive because f the frequency, the British Cuncil (British Cuncil) must try t determine whether there is an end t the illness in sight. 2. The line manager must cnsult their HR Services team wh must in turn refer t the ccupatinal health prvider (see Rle f the Occupatinal Health Prvider) fr a prgnsis f the illness, and the likelihd f future absences, if the recurrent absence is due t a single illness. 3. If there is n single illness causing the recurrent absences, then the line manager must cnsider mnitring and warnings in line with the guidance given in Disciplinary Actin. 4. The prcess f review, cnsultatin and frmal warnings described in Disciplinary Actin must be fllwed. The line manager must decide when first t review the member f staff's psitin. The review shuld, hwever, take place befre the member f staff's absences ttal eight cnsecutive weeks absence r three r mre separate absences during a perid f three mnths, r ten days within three mnths, r six absences within six mnths (see als Trigger Pints fr Further Actin). Disability Related Absence This sectin describes the guidelines fr dealing with absence that is assciated with a disability. Respnsibilities These guidelines are t be read by members f staff and their line managers. Crrect as at 23 rd February Printed cpies shuld nt be relied upn. Page 16 f 24

17 Health, Safety and Well-being in the Wrkplace Guidelines What is disability? The Disability Discriminatin Act 1995 (DDA) defines a disability as a physical r mental impairment which has a substantial and lng-term effect n a persn's ability t carry ut nrmal day t day activities. Medical cnditins recgnised by the DDA Impairments mentined by the DDA include: physical impairments affecting the senses, such as sight and hearing mental impairments The fllwing are examples f impairments that shuld be classified as substantial: inability t see mving traffic clearly enugh t crss a rad safely inability t turn taps r knbs n in kitchens and bathrms inability t remember and relay a simple message crrectly Lng-term effects are thse that have lasted at least 12 mnths; r are likely t last at least 12 mnths; r are likely t last fr the rest f the life f the persn affected. Lng-term effects als include thse that are likely t recur. Day t day activities are nrmal activities carried ut by mst peple n a regular basis, and must invlve ne f the fllwing brad categries: mbility, that is, mving frm place t place manual dexterity physical c-rdinatin cntinence the ability t lift, carry r mve rdinary bjects speech, hearing r eyesight memry, r ability t cncentrate, learn r understand being able t recgnise physical danger. When a member f staff declares a disability A member f staff n lng-term sick leave, r wh has peridic sickness absence, may nt initially appear t meet the definitin f disability. Where the utcme f the return t wrk interview (see 'Carrying ut a return t wrk interview' in Sickness Absence Prcedures) is that a member f staff declares a disability, r where during the curse f wrk a member f staff declares a disability, the British Cuncil has specific bligatins t fulfil n behalf f the member f staff. Sme f these bligatins include assisting members f staff t regain effectiveness by making reasnable adjustments fr thse medical cnditins which fall within the prvisins f the DDA (see Medical cnditins recgnised by the DDA abve). Managers shuld als cnsider, in cnsultatin with the member f staff, either reduced hurs wrking r redeplyment after a perid f sickness. The line manager must refer the member f staff t the relevant HR Services team t arrange fr cnsultatin with the ccupatinal health prvider when an adjustment is requested. The member f staff will be asked t give cnsent t their GP frwarding medical ntes r a reprt t the ccupatinal health prvider. Fr mre infrmatin, see Rle f the Occupatinal Health Prvider. Crrect as at 23 rd February Printed cpies shuld nt be relied upn. Page 17 f 24

18 Health, Safety and Well-being in the Wrkplace Recrding absence The member f staff must cntact Absence Line if in the UK, r their line managers if verseas, t infrm them f their absence in the nrmal way (see Sickness Absence Prcedures). Hwever, it is imprtant t let either Absence Line r the line manager knw if the absence is believed t be due t a declared disability. If a member f staff transfers within the British Cuncil, it is imprtant t maintain the apprpriate level f supprt fr the member f staff. Therefre line managers shuld, with cnsent frm the individual and in cnfidence, pass n infrmatin abut recrded sickness absence and any adjustments that have been made, t the new line manager nce a psting had been agreed. Cnsidering reasnable adjustments Understanding the prblem The British Cuncil must have an understanding f: whether a member f staff's disability is lng-term, substantive r prgressive the impact f the symptms (and their treatment) that may keep the member f staff away frm wrk. Making adjustments The ccupatinal health prvider can advise the British Cuncil hw best t help the member f staff manage their disability in the wrkplace, that is, what reasnable adjustments need t be made. The types f reasnable adjustments that can be cnsidered are: redesigning the rle: this may include allcating sme duties which the member f staff cannt d t anther member f staff and replacing them with duties which the member f staff with the disability can accmmdate re-assessing absence 'trigger pints' fr sickness related t the declared disability befre disciplinary actin is taken (see Using trigger pints belw and als Trigger Pints fr Further Actin) cnsidering jb vacancies and applying fr anther rle (see Redeplyment belw) physical relcatin prviding special leave fr rehabilitatin, treatment r appintments prviding adapted furniture r equipment varying wrking hurs t meet medicatin requirements wrking reduced hurs, with the pssibility f gradually increasing hurs t full-time wrking (see als Returning t Wrk After Sick Leave) flexible wrking hurs r hme-wrking (medical advice shuld be sught t determine whether hme-wrking is apprpriate) (see als Wrking Time and Flexible Wrking and Hme-wrking) prviding training n new equipment prviding a reader r interpreter applying fr vacant jbs at a different pay band as an alternative t dismissal if it can be demnstrated that everything reasnable has been dne t make adjustments t wrk at the current banding. HR Services and the Diversity Unit, in cnsultatin with Glbal Estates and ur ccupatinal health prvider, can advise members f staff and managers n hw t make reasnable adjustments in the wrkplace t help address the needs f thse wh have a disability. Reasnable adjustments may prevent sickness absence in the first instance, as well as enabling staff t carry ut their jbs mre effectively. The csts assciated with making reasnable adjustments are met by the member f staff's wrk grup. Crrect as at 23 rd February Printed cpies shuld nt be relied upn. Page 18 f 24

19 Health, Safety and Well-being in the Wrkplace Each case must be evaluated n its merits with all ptential reasnable adjustments cnsidered. In sme situatins it may nt be pssible t make adjustments. In ther cases, the situatin may nt have imprved in spite f making adjustments. In such circumstances, line managers must implement the same prcedures as they wuld fr ther staff, after seeking advice frm the relevant HR Services team. Redeplyment If the member f staff is unable t return t their current psitin r, with the agreement f the member f staff, it is cnsidered inapprpriate fr them t d s, the line manager must cnsider whether r nt they shuld mve t anther pst. In such cases the line manager must cnsult the relevant HR Services team. Any redeplyment prcedure must be flexible and reasnable in terms f salary and status. In terms f absence frm wrk, knwing that there is a jb t return t can relieve the staff member's anxiety, aid rehabilitatin and thereby enable the staff member t return t wrk mre quickly. Using trigger pints Nte that the use f trigger pints (see als Trigger Pints fr Further Actin) t initiate management actin may discriminate against members f staff with a disclsed disability. It is imprtant fr the member f staff t infrm Absence Line, r their line manager if verseas, if the absence is believed t be related t a declared disability. This will assist the line manager in making a distinctin between thse absences that are due t general illness and thse which are directly related t a member f staff's disability. Line managers shuld seek advice frm the relevant HR Services team, and, if necessary, frm the ccupatinal health prvider (thrugh HR Services) n the level f sickness absence that can be expected where a lng-term cnditin r disability has been identified. In such situatins, the line manager may be advised t relax the recmmended trigger pints. Prviding supprt Effective management f disability-related absence is achieved thrugh regular and psitive discussins with the member f staff, when apprpriate. The advice and supprt prvided t line managers by HR Services and the British Cuncil's ccupatinal health prvider als cntributes t successful management. Trigger Pints fr Further Actin This sectin describes the trigger pints that indicate whether sickness is shrt-term r lngterm. This plicy aims t help managers understand hw t treat members f staff with persistent r recurrent illness. Respnsibilities These guidelines are t be read by line managers f members f staff wh are frequently absent thrugh illness. Guidelines Sickness absence requiring actin by line managers can be split int tw grups: persistent shrt term sickness absence lng-term and recurrent sickness absence. Crrect as at 23 rd February Printed cpies shuld nt be relied upn. Page 19 f 24

20 Health, Safety and Well-being in the Wrkplace Persistent shrt-term sickness absence As a guideline, absence with ne f the fllwing patterns wuld nrmally be regarded as unacceptable persistent shrt-term sickness absence: 10 days absence in three mnths three r mre absences during a perid f three mnths six r mre absences during a perid f twelve mnths These trigger pints may nt, hwever, be apprpriate fr members f staff with a disclsed disability - see Disability Related Absence. When a member f staff's sickness absence recrd reaches nes f these trigger pints, it is likely t warrant further investigatin. As line manager, yu shuld review the situatin with the relevant HR Services team and in accrdance with the disciplinary prcedure - see Disciplinary Actin. There must be an element f discretin, s that n actin is taken in situatins where, fr example, a persnal injury was fllwed a few weeks later by a but f flu, even thugh 10 r mre days' absence has been recrded within three mnths. Lng term and recurrent sickness absence Any perid beynd fur weeks' cntinuus absence is cnsidered as lng term sickness absence. If there is recurrent sickness absence fr a single cnditin, as line manager, yu shuld discuss the situatin with the member f staff. The purpse f the discussin is t assist the member f staff t return t wrk and t seek pssible ways f easing the cnditin. Once a member f staff has been n cntinuus sickness absence fr fur weeks (r befre if necessary, fr example in cases f stress), yu shuld discuss with the relevant HR Services team whether the case shuld be referred t the ccupatinal health prvider (see Rle f the Occupatinal Health Prvider). If a case is referred, it nrmally takes at least three weeks fr a reprt t reach an HR Services team. Rle f the Occupatinal Health Prvider This sectin describes the rle f the ccupatinal health prvider, in particular in the cntext f British Cuncil staff wh take lng-term sick leave and need help t return fully t wrk. Respnsibilities These guidelines are t be read by members f staff and their line managers. Guidelines The rle f the ccupatinal health prvider (OHP) The OHP prvides advice and educatin with particular regard t the preventin f ill health and the prmtin f a healthier lifestyle. The British Cuncil cntracted IMASS Ltd t prvide ccupatinal health guidance and services in September Where ill health ccurs, the OHP prvides apprpriate timely supprt and advice t bth the member f staff and the British Cuncil, as required. Referral t the OHP At any stage, line managers can refer members f staff t the OHP, thrugh their HR Services team. Althugh discretin is required, it is recmmended that a member f Crrect as at 23 rd February Printed cpies shuld nt be relied upn. Page 20 f 24

21 Health, Safety and Well-being in the Wrkplace staff shuld be referred t the OHP wh has had any f the fllwing: three r mre absences n separate ccasins in a three mnth perid 10 days absence in a three mnth perid fur weeks cntinuus absence any recurrent sickness absences fr a single cnditin (see als Lng-Term and Recurrent Sickness Absence) In any case f wrk related stress, an early referral can be cnsidered. A line manager cannt refer directly t the OHP, but must discuss the situatin with the relevant HR Services team wh are respnsible fr making the referral and asking fr the member f staff's cnsent t refer them. In general, if a member f staff's verall state f health, r their sickness absence level, causes cncern, the line manager must seek advice frm their HR Services team, wh will decide whether a referral t the OHP is necessary and apprpriate. Cnsent t referral Individual cnsent is always required in rder fr the OHP t cntact relevant specialists (fr example, the individual's GP r cnsultant). Befre a member f staff's dctr r cnsultant can be apprached by the OHP, HR Services must: btain the member f staff's written cnsent. HR Services issues a Cnsent Frm t request the release f the persnal medical infrmatin infrm the member f staff f their right t withhld cnsent. Withhlding cnsent is nt a disciplinary ffence, althugh it may mean that ccupatinal health prvisin will nt be pssible and therefre it may take lnger t reach apprpriate actin fr the member f staff infrm the member f staff f their right f access t the OHP's reprt and their right t request amendments t the reprt if they cnsider it t be incrrect ask the member f staff if they wish t see the reprt befre it is sent t HR Services. If the member f staff refuses t give cnsent, they must be made aware by HR Services that this is likely t mean that managers and HR may have t make peratinal decisins based nly n infrmatin they already have available, withut the benefit f full ccupatinal health advice and that the British Cuncil wuld always prefer t have a full view befre recmmending actin. If a member f staff withhlds their cnsent fr the OHP t cnsult their dctr r cnsultant, the OHP may need t carry ut its wn assessment thrugh a medical appintment. The member f staff can refuse t see the OHP's advisr. This means that the advice t the British Cuncil and any subsequent actin taken t deal with an individual's absence can be based nly n the evidence available, and if the member f staff refuses ccupatinal health advice it may nt be pssible t help the member f staff as much as the British Cuncil wuld like t be able t. Reasns fr referral ther than sickness There may be ther situatins where a manager may cnsider ccupatinal health advice fr a member f staff, fr example, if they have cncerns abut an individual's ability t d a particular jb n health grunds, r cncern that a particular aspect f the rle might aggravate r cause the recurrence f a previus illness. Again, the line manager must seek advice frm HR Services wh are respnsible fr referring a Crrect as at 23 rd February Printed cpies shuld nt be relied upn. Page 21 f 24