Pre-January 2013

Sickness Absence Management Policy

1. Purpose of the Policy
2. Responsibility of Staff
3. Responsibility of Line Managers
4. Monitoring of Absences Due to Ill Health
5. Referral to the Department of Human Resources Staff Occupational Health Service
6. Reasonable Adjustments in cases of Disability
7. Ill Health Retirement
8. Payment during Periods of Absence

1. Purpose of the Policy

The University of Sheffield is committed to promoting the health, safety and well being of all staff. This policy is designed to promote good practice and to provide a framework for the effective management of sickness absence.

The policy complements existing facilities already available to staff via the Department of Human Resources Staff Occupational Health Service and Counselling Services.

It is based upon the recommendations of the Advisory, Conciliation and Arbitration Service (ACAS) and is supported by the use of myTeam to monitor attendance across the University.

The Sickness Absence Management Policy applies to all staff categories and will be implemented in accordance with the University´s Equal Opportunities Policy.

This policy has been developed with the co-operation of the Campus Unions, and is implemented with effect from 1st January 2004.

The purpose of the policy is to:

• further demonstrate the commitment of the University to the health, safety and well being of all staff
• ensure that a fair and consistent approach is taken in the active management of sickness absence
• maintain efficiency and to support members of staff in their working environment
• provide appropriate support to members of staff suffering ill health
• identify members of staff who may require support in order to undertake their duties, and identify any changes which may be necessary to their working environment or practices
• ensure that the University complies with all relevant legislation (e.g. Equality Act 2010)

2. Responsibility of Staff

2.1 Notification

Where a member of staff is absent due to ill health they should, wherever possible, contact their line manager personally on the first day of their absence before their usual start time or within the first half an hour of the working day. Members of staff should state:

• when they became ill
• the broad nature of their illness (e.g. migraine, chest infection)
• whether the illness is due to an accident or injury at work
• whether they will be seeking medical attention
• the likely date of return (if known)

Staff should continue to advise line managers of their absence at regular intervals as agreed by their line manager.

During periods of long-term absence, the University may need to contact staff at home in order to offer appropriate support. Staff should therefore ensure that their line manager has relevant contact details. Every effort will be made to keep contact regarding work-related matters to a minimum.

Where absences continue for a period of four weeks or more, staff members should normally maintain contact with their line manager to discuss their absence and explore ways in which they may be able to return to work. At this stage, line managers may feel it appropriate to consult the Department of Human Resources for guidance and/or to request a meeting with the individual member of staff.

It is important that staff notify their Department of their absence, as unreported absences will be classed as unauthorised and appropriate action may be taken. In some circumstances where staff fail to notify the Department of their absence, and/or staff cannot be contacted, pay may be temporarily suspended.

2.2 Certification

In cases of ill health lasting between half and seven days, certification is not required. In cases of ill health lasting more than seven days, staff are required to obtain a Medical Certificate from their General Practitioner (GP). Medical Certificates should be submitted to line managers who will subsequently forward all certificates to the nominated individual within the Department and to the Pay and Pensions Office. Line Managers must assure staff that confidentiality will be maintained.

Where staff suffer ill health on non-working days (including weekends and public holidays), they should include these days when calculating the length of their absence.

If absence due to ill health is supported by an open Medical Certificate (i.e. a certificate that does not state a return to work date), or if a member of staff wishes to return to work before their Medical Certificate expires, they must ensure that they obtain from their GP, in advance of their return to work, a Certificate of Fitness to Resume Duties. In line with the University's commitment to the health, safety and well being of all staff, this certificate ensures that, in the opinion of the GP, a member of staff is fit and able to return to work, whilst also satisfying the University´s insurance requirements. The certificate should be passed to the line manager who will then forward it to the nominated individual within the Department and then to the Pay and Pensions Office.

Where a staff member is absent due to ill health for over 28 weeks, they may exceed their entitlement to Statutory Sick Pay (SPP), and be required to submit further Medical Certificates directly to the Benefits Agency. Staff should ensure that the University continues to receive copies of all Medical Certificates obtained. Any member of staff who is approaching 28 weeks sickness absence will automatically be contacted by the Pay and Pensions Office.

3. Responsibility of Line Managers

3.1 Return to Work Interview

Line managers should, as soon as practicable, enquire about the welfare of staff following any period of absence due to ill health. However, should a member of staff´s absence record exceed 4 periods of absence totalling 14 days or more, and/or 14 days or more within a 12 month rolling period, line managers should conduct a 'return to work' interview following each subsequent absence. Return to work interviews may be conducted prior to this should line managers and/or members of staff feel it is appropriate, such as in cases where clear patterns develop.

The return to work interview is an opportunity to discuss any matters relating to the absence. Line managers must ensure that they are aware of the working patterns of their staff prior to conducting the interview.

The return to work interview should cover any or all of the following issues, and any others that either the line manager or the member of staff feel are appropriate:

• identification of support mechanisms that may be beneficial following a return to work
• any issues which may be affecting the member of staff’s ability to attend work
• potential involvement of University services, i.e. the Staff Occupational Health Service, or the Counselling Service, where this would be beneficial
• a review of the member of staff’s attendance record over the previous year
• an assessment of whether any further action is necessary and an indication of what this action may be

A Return to Work Interview form should be completed by the line manager, and kept confidentially within the Department.

4. Monitoring of Absences Due to Ill Health

The University of Sheffield records all absences of half a day or more on myTeam. All information recorded is held and processed in accordance with the University´s Policy on Personal Information and the Data Protection Act 1998. In order to ensure that the University continues to provide a safe and healthy working environment, and to enable the effective management of absence at both individual and University level, the absence records of all staff are actively monitored.

4.1 Persistent Short-term Absences

Staff with absence records exceeding 4 periods amounting to 14 days in total or more, and/or other absences totalling 14 days or more in a 12 month rolling period should be aware that this level of absence may, in certain circumstances, be considered high, and could be regarded by the University as being unacceptable.

When considering a member of staff's sickness absence levels, line managers will take into account each individual staff member's personal circumstances and the nature of the illness, and be sympathetic towards serious illness, including mental health, chronic conditions, and absence as a result of surgery. It is essential that line managers assure staff that this is the case.

4.2 Review of Staff Absence Records

In circumstances where absences exceed the acceptable levels of 4 periods of absence amounting to 14 days or more, and/or other absences totalling 14 days or more in a 12 month rolling period, the Department may review the sickness absence record of that member of staff. In reviewing absence records line managers must fully investigate, prior to determining whether any further action or support is needed, the nature of the illnesses, together with the length, frequency and pattern of the absences. The investigation may involve meeting with the member of staff. Staff who have had to undergo surgical procedures which are known to involve prolonged recuperation periods, should be assured that such an absence will not lead to a review at that time.

In certain circumstances, having thoroughly investigated the sickness, it may be appropriate for the line manager to meet with the member of staff. Line managers should explain that the level of absence is unacceptable, the necessary improvements required over a reasonable time period, and identify any support that is needed. At this stage, staff may be referred to the Staff Occupational Health Service.

In cases where the level of absence has not improved within the agreed timescale, the line manager must consult the Department of Human Resources and, if appropriate, further action will be taken in accordance with the stages as defined in the Disciplinary Procedure or the University Statutes.

4.3 Long-term Absences

The University defines absences for a period of 4 weeks or more as long-term.

A member of staff who has been absent for a period of 4 weeks or more may be referred to the Staff Occupational Health Service. Dependant upon each staff member's own individual circumstances and the advice of the Staff Occupational Health Service, it may be necessary for the staff member to meet with their line manager and/or Head of Department. If appropriate, a Staff Occupational Health Adviser may also be present. Staff may invite either a colleague or a trade union representative to accompany them to the meeting.

The purpose of the meeting is to establish the reasons for absence, the likelihood of a return to work, and to identify the long-term effect of the illness on the ability of the member of staff to undertake the full scope of their duties. This meeting may result in consideration being given to a reasonable adjustment to the member of staff´s current post, or redeployment to another post within the University.

If the period of absence extends a further four weeks, another meeting may be appropriate.

The University will endeavour to take all reasonable action to support staff returning to work. However, on some occasions the nature of the illness itself or its effects may mean that staff are unable to continue in their employment with the University. In such cases, each individual member of staff's own circumstances will be considered and reviewed. The Department of Human Resources will identify possible options and discuss them fully with the member of staff concerned and the Department.

In cases where it is likely that the member of staff will be absent from work due to ill health for longer than eight weeks, managers should inform their customary HR Adviser in the Department of Human Resources, in order that consideration may be given to issuing paper payslips to the member of staff until they return to work.

5. Referral to the Department of Human Resources - Staff Occupational Health Service

In line with the University's commitment to the health, safety and well being of all staff, the involvement of the Department of Human Resources - Staff Occupational Health Service is an essential part of the University´s Sickness Absence Management Policy.

5.1 Referrals

The University may refer staff to the Staff Occupational Health Service at any point during their employment where their absence record suggests that this may be beneficial. Where it is necessary for staff to be referred to the Staff Occupational Health Service, the line manager of the individual concerned will arrange the appointment with a Staff Occupational Health Adviser. The line manager will write to inform the member of staff of the date and time of their appointment.

The appointment at the Staff Occupational Health Service will provide an opportunity to:

• discuss the nature of the illness
• consider the long-term prognosis
• consider the likelihood and anticipated timescale of a return to work
• identify any forms of support or assistance that the University may be able to provide to facilitate a return to work

Following an appointment at the Staff Occupational Health Service, it may be necessary to obtain further medical information or opinion. Any such requests for information will be undertaken in accordance with the Access to Medical Reports Act 1988 and with the prior consent of staff. The Staff Occupational Health Adviser will write formally requesting only specific and relevant information/opinion. This information will be kept confidentially within the Staff Occupational Health Service, and only details relevant to the management of the case will be released to the Department of Human Resources. Staff must be made aware that should they withhold their consent, the University will take reasonable action based on the information available.

5.2 Confidentiality

When being referred to the Staff Occupational Health Service the exact medical details of the appointment will be kept confidential. However, staff should be aware that the University, under its duty of care to all employees, has the right to disclose information in cases where it believes there may be unacceptable risk to the individual, other members of staff, or the University itself.

Members of staff should also be aware that the Staff Occupational Health Service is required to make an assessment and provide a confidential report to Departmental managers and/or the Department of Human Resources regarding the staff members' ability to undertake their duties, and the likelihood and anticipated timescale of a return to work.

6. Reasonable Adjustments in cases of Disability

The University is committed to the development of a diverse workforce and to supporting staff that are, or become, disabled (as defined by the Equality Act 2010). A member of staff has a disability as classified under the Equality Act 2010, if they have a physical or mental impairment which has a substancial and long term adverse effect on their ability to carry out their 'normal' day to day activities. In order to retain the skills, experience and expertise of staff members who become disabled, the University endeavours to provide the necessary support and assistance to enable the member of staff to continue in their post.

6.1 Procedure

The University, in accordance with the Equality Act 2010, is committed to fully considering and exploring the possibilities of making reasonable adjustments to enable staff to continue in their employment with the University.

Reasonable adjustments to a post can take a variety of forms including:

• reviewing the content of the job and possible re-allocation of duties
• reviewing the working commitment of the staff member
• provision of specialist equipment - e.g. chairs, wrist supports, computer equipment
• alterations to the working environment
• provision of support workers

The Department of Human Resources in consultation with the employing Department will identify whether a reasonable adjustment is appropriate and practicable. If this is the case a representative of the Department of Human Resources will meet with the staff member and their line manager to discuss the options available. It may also be appropriate for a member of the Regional Disability Service to be involved.

In cases where adjustments are reasonable the Department will ensure that the necessary adjustments are made. Where a Department is unable to meet the purchase costs of any adjustments required, they may make an application to the University´s Central Fund for Reasonable Adjustments in addition to seeking external assistance if available.

6.2 Redeployment

In some cases, following careful consideration by the line manager and consultation with the Department of Human Resources, it may not be possible to make reasonable adjustments to a member of staff´s current role.

The University is committed to maintaining equality of opportunity for all University staff and will wherever possible make every effort to redeploy those staff that are unable to carry out their original duties/job role. Staff will therefore be able to use the University's redeployment procedure.

In cases where it is not possible to redeploy a member of staff on a permanent basis because of their disability, their situation will be reviewed on an individual basis by the employing Department and the Department of Human Resources in close consultation with the individual themselves.

7. Ill Health Retirement

The rules of the Superannuation Schemes operated by the University include a provision for retirement on grounds of permanent ill health. Enquiries about ill health retirement may be addressed in the first instance to the Directors of Human Resource Management who will treat any such enquiries in the strictest confidence.

8. Payment during Periods of Absence

8.1 Ill Health Absence with Pay Arrangements

Members of staff should refer to their terms and conditions for information relating to ill health absence with pay arrangements.

Entitlements to paid sick leave are calculated as at the date the absence commenced. If, due to length of service, a member of staff's entitlement to paid sick leave increases during their absence, this will not take effect until their return. The Department of Human Resources will notify all staff at the point that entitlement to sickness with full pay expires and at the point that any entitlement to half pay ends.

8.2 Accrual of Annual Leave During Periods of Ill Health

During periods of ill health, staff will continue to accrue annual leave. However, leave can only be carried over from one leave year to the next in accordance with University procedures.

8.3 Reclaiming Annual Leave During Periods of Ill Health

In cases where staff are ill whilst on annual leave, consideration should be given to re-crediting this annual leave. To be eligible to re-claim leave, staff must have a Medical Certificate stating that the nature of the illness was such that it would have prevented them from attending work and have the support of their Head of Department.

Staff who are ill during public holidays and closure days, or during any other times that the University is closed, cannot re-claim annual leave.

8.4 Ill Health and Superannuation

Staff whose salaries are reduced as a result of sickness absence should contact the Pay and Pensions Office for information, as a reduction in salary may affect pension contributions.

Agreed by the Human Resources Management Committee
18 November 2003

Amended March 2008

Last updated: 20 December 2012