Absence Policy

SUMMARY OF PROCEDURE

Aims

To ensure the sites are able to operate on an efficient and effective basis
To reduce unpredicted disruption in the Unit by encouraging early notification of absence and good attendance
To enable informed management decisions to be made concerning the appropriate employment for those employees who have been ill, or whose capacity for work may have been impaired temporarily or permanently.
Where necessary to encourage employees who are repeatedly absent through sickness especially for short periods to seek the appropriate medical advice or other assistance.
To ensure that all employees are treated fairly and consistently regardless of the reason for absence, as well as ensuring that consideration is given to individual circumstances.
The procedure is based on managing absences regardless of the reason for the absence. This is based on the employee’s capability to fulfil their contract of employment to attend work on a regular and consistent basis. It is not to question the genuineness of the reasons for the employee not being at work but their capability to fulfil their contract of employment.
Every aim will be to ensure that employees are given every assistance in returning to work.

Notification – all employees will notify their Manager of their absence two hours prior to their start time. Texts are not allowed. If a message is left then it must be followed up with a phone call to the manager
Staff are required to keep their manager informed of their situation and their likely return date. If a situation is delicate or stress related then it is acceptable to call the HR Department who will advise accordingly.
If staff do not call in and are absent then every effort will be made to contact them. Wilson Vale is mindful of delicate situations and will act accordingly.
Staff must follow statutory procedures in relation to self certification for up to 7 days absence and obtain a fit note for over 7 days absences.
Fit notes may say that a member of staff may work with amended duties and every effort will be made to accommodate this, however it should be noted this will not be possible in all cases.
If a fit note says unfit to work then we cannot have a member of staff on site.
Return to work meetings will be held with staff following all absences in order to ensure that the member of staff is well enough to work. Any concerns will be discussed with Head Office.
Return to work meetings will be carried out by all Managers following absence from work.
A further meeting may be held if the employee has triggered the review procedure.

REVIEW PROCEDURE TRIGGERS

Two spells of absence in a rolling 6 month period or 4% absence in the previous rolling 6 months – this will trigger stage one in the procedure when a meeting will be held by the Line Manager to discuss this. If no further absence occurs then the employee will exit the procedure.
If there are no further absences or less than the trigger points – the employee will exit the procedure.
If there are two spells of absence in the 6month period following stage one or 4% absence or greater in the previous rolling 6 month period, then stage two will be triggered.
If there is no further absence or less than the trigger points then the employee will lapse to stage one.
If there are two spells of absence in the 6 month period following stage two or 4% absence or greater in the previous rolling 6 month period then stage three will be triggered.
If there is not further absence or less than the trigger points then the employee will lapse to stage two.
If there is one spell of absence in the first six months or two spells of absence during the 12 month monitoring period will trigger a stage 4 review.
If stage four is triggered – this will mean potential dismissal.

At every stage the employee has the right of appeal, put in writing within five working days of the decision being made.

STAGE ONE

Employee will trigger a stage one if either: absence of 4% or greater in the previous rolling 6 month period or two spells of absence in the previous rolling 6 months.
Meeting with Line Manager and employee – who has right to bring work colleague with them.
Discussion to take place
Decision made as to whether stage one issued
Put in writing to employee and right of appeal explained – in writing within 5 working days of the decision being made.

STAGE TWO

Employee will trigger a stage two if either: absence of 4% or greater following the stage one review or two spells of absence in the 6 months following the stage one review.
Meeting with their Manager and employee – who has right to bring work colleague with them.
Discussion to take place
Decision made as to whether stage two issued
Put in writing to employee and right of appeal explained – in writing within 5 working days of the decision being made.

STAGE THREE

Employee will trigger a stage three if either: absence of 4% or greater following the stage two review or two spells of absence in the 6 months following the stage two review
Doctors report requested or employee to see Wilson Vale’s Occupational Health Advisor
Meeting with Area Manager and employee – who has right to bring work colleague with them.
Discussion to take place
Decision made as to whether stage three issued
If stage three issued – explained to employee that any further absence will trigger a stage 4 review.
Put in writing to employee and right of appeal explained– in writing within 5 working days of the decision being made.

STAGE FOUR

Whilst on a stage three review one spell of absence in the first 6 months or two spells of absence during the 12month monitoring period will trigger a stage four review.
Meeting with Area Manager, Line Manager and employee – who has right to bring work colleague with them.
Potential dismissal at this stage
Put in writing to employee and right of appeal explained – in writing within 5 working days of the decision being made.

LONG TERM SICKNESS

The primary aim is to offer any assistance they may need in order to facilitate an early return to work. Where the absence is more prolonged the aim of the procedure is to provide a framework for dealing with people in a fair and equitable manner.

An employee will trigger into the procedure after five weeks continuous absence. Employee is contacted to establish regular lines of communication – preferably on site but if this is not possible then other forms of communication in order to keep up to date with the employee’s progress, treatment and likely return to work.

8 weeks or more absence – G.P.’s report if there is no likely prospect of return to work in the next four weeks.

Following receipt of report – meeting to take place with Area Manager looking at support and help the Company can give and when they are likely to return to work or what options are available to them if they cannot return to work if they cannot return to work in their current role in the foreseeable future.

The details of the meeting will be confirmed in writing.

Further meetings will be conducted at regular intervals depending on the employees circumstances.

Employees with less than two years service who are absent continuously for 52 weeks will be asked to attend another review. If by this time there is no likelihood of their return to work in the next 13 weeks – employment will normally be terminated on the grounds of capability. However, each case will be considered on its individual merits.

Where the employee’s contract is terminated on the grounds of ill health (inability to meet contract) the employee will receive all outstanding holiday pay and payment in lieu of notice.

MEDICAL COVER

For those employees who are on long term sick leave but do not cover themselves with a medical note from their G.P. for a period of ten days or more, a meeting will be called to determine the reason for this unauthorised leave. Consideration will be given to termination of their contract of employment, irrespective of their stage within the long term sick procedure if the employee fails to attend the meeting or cannot provide a reasonable explanation.

RETURN TO WORK

When an employee returns to work after a period of long term sickness their absence will be included in the short term sickness procedure for monitoring purposes and they will be subject to the normal triggers.

APPEALS

Where a contract is terminated on the grounds of ill health, an employee will have the right to appeal. To exercise this right, the individual must write to the Operations Director within 5 working days of the decision.