We are committed to the care and wellbeing of all our team members.

Effective management of attendance will benefit all team members and contribute to achieving our mission and vision. 

Short-term absence procedure

Short-term absence is defined as four separate periods of absence (sickness and non-sickness related) in a rolling 12-month period.

• Informal meeting

If an team member reaches the trigger level (that is, four periods of absence in a rolling 12-month period) their head of department will hold an informal meeting with them to discuss their absences. Together, ways to improve attendance will be explored and implemented where reasonably practicable.

• Formal meetings

Following the informal meeting, if there is a subsequent period of absence – taking the team member to five periods of absence in a rolling 12-month period – a formal absence hearing may be arranged. A fellow team member may accompany the team member. If, after due consideration, the head of department or the SLT decides to issue a warning, the following process will occur:

• A first written warning and an attendance target will be set for the next six months by the head of department. 
• An appeal can be made within five working days to the head of department’s head of department.

During the next six months:

• If the target has been achieved at the end of the six-month period, the written warning is removed. However, should the team member subsequently reach the absence trigger point, the process will start again.
• If the attendance target has not been met at any point during the six-month period, the team member will be formally invited to attend a further hearing with their head of department following the triggering period of absence. During the hearing, a final written warning and further six months target may be issued. 

During this subsequent six months: 

• If the target has been achieved at the end of the six-month period, the written warning is removed. However, should the team member subsequently reach the absence trigger point, the process will start again.
• If the attendance target has not been met at any point during the six-month period, the team member may be referred for a medical report following the triggering period of absence.
• If the attendance target has not been met at any point during the six-month period, and the level of absence remains above the trigger level and additional absence occurs following a final written warning, the team member will be formally invited to attend a further hearing where consideration will be given to dismissal.

Please note that an team member may be fairly dismissed for persistent short-term absence even though they may not be off work at the time.

Team members should note that in exceptional circumstances formal meetings may proceed without their attendance.

Long-term absence

Long term sickness occurs when the absence is ongoing for more than two weeks. 

When the trigger level has been exceeded, the team member will be contacted by their head of department to discuss their health and any support which may be provided. 

Where necessary, medical advice will be sought, and job redesign and redeployment will be considered. Regular meetings will take place to monitor the situation and discuss all relevant issues regarding long-term sick including the possibility of dismissal. If staff are absent from work for an indefinite period, dismissal may be considered. 

It is important to remember that the aim of both long- and short-term absence procedures are to monitor the situation and provide support, wherever possible ensuring a return to work.

Excluded absence types

Generally, all absences (excluding planned holiday) will be relevant when monitoring unacceptable absence levels. However the following absence types may be excluded:

• Pregnancy-related absence 
• Absences due to a recognised disability
• Emergency time off for dependants 
• Agreed compassionate leave
• Planned operations or medical appointments.