SICKNESS ABSENCE MANAGEMENT PROCEDURE (SAMP)
1.0 Introduction
2.0 Sickness Absence Reporting Process
2.1 First day of absence
Employee responsibilities
Administration responsibilities
2.2 Second to seventh calendar day of absence
2.3 Eighth day of absence and submission of medical certificates
3.0 Employee and Manager responsibilities during the absence period
4.0 Return to Work Process
5.0 Sickness Absence Process (SAP) when triggers have been reached
6.0 Long Term Sickness Process (LTSP)
7.0 Options for managers to consider if poor attendance has been identified in the past
8.0 Occupational Health Referral Process
9.0 Frequently Asked questions
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
k)
How is the trigger point qualifying period identified?
Do weekends count towards the trigger points?
What happens if the employee’s record is clear for 12 months?
Are there any circumstances where the SAP will be escalated?
How does the LTSP link to the SAP?
During the 12 month monitoring review period, are the manager and employee
required to meet?
Is there a Right of Appeal?
When can discretion be applied to a case?
What are the timescales for arranging the return to work interview and meetings
under the SAP and LTSP?
Can my manager send me home if they consider I am too ill to work?
What happens if an employee does not attend work as expected?
l) Sickness Absence and Annual Leave/bank holiday leave – a range of questions
including:
o If I take annual leave directly in between two periods of absence, is this
regarded as two separate occasions of sickness absence?
o How is sickness absence on a bank holiday treated?
m) If an employee has been issued a Fit Note, when can they return to work?
n) Can Six Town Housing refuse to allow an employee to return to work?
o) The employee has provided a Fit Note which states they may be able to return
to work. What is Six Town Housing required to do?
p) When is a phased return to work or restricted duties applicable?
q) Do STH link periods of sickness absence?
r) I do not want to go to OH, what will happen?
s) Can I apply for an extension of full or half occupational sick pay?
t) Are there any circumstances where the SAP will be suspended and re-started at
a later date or the review period extended ?
Appendices
Appendix 1
Appendix 2
Example of escalation through the SAP triggers
Example of linking the LTSP with the SAP
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1.0 INTRODUCTION
1.1
This document provides processes on the notification of sickness absence,
certification, return to work, and formal mechanisms for dealing with frequent
short term sickness, processes for dealing with long term absence and if necessary
the termination of employment. The processes are fair and allow for transparency of
process whilst seeking to respect employees’ confidentiality.
1.2
It should be used alongside Six Town Housing (STH) Sickness Absence Guidelines
(SAG), which provides more detail about the management of illness, support from
occupational health as well as other relevant factors that relate to the management of
sickness absence.
2.0 SICKNESS ABSENCE REPORTING PROCESS
2.1
First Day of Absence
Employee responsibilities
Employees who are unable to attend work because of sickness, injury or other
disability must notify their line manager in person within one hour of their normal
starting time or by 10.00 am at the latest. In exceptional circumstances (e.g. hospital
admission) a friend or relative may make contact on behalf of the employee. Please
note, where separate local documented arrangements exist that process must be
followed.
If the employee’s line manager is not available, the employee must speak to the
business manager for their service area.
Only in circumstances where contact with their line manager or business manager fails
should an employee leave a message and contact number with another colleague or
the Customer Contact Centre. If a message is left, their line manager or another
designated manager will, where possible contact the employee the same day and
employees are expected to communicate with them.
Please note that it is not acceptable for an employee to leave a message on voicemail
or by text message or with another colleague without first attempting to contact their
line manager or business manager. Where it becomes evident this method is
persistently used it may be considered a disciplinary matter.
Employees should give a clear indication of the nature of their illness, state whether or
not they have seen or intend to see a doctor and provide an indication of their
expected date of return to work. The employee should also indicate if they have work
commitments / meetings / training booked for the anticipated length of absence.
If the employee is absent due to an accident or injury sustained at work, they must
make this clear when they contact work. They should say whether the incident was
reported, and to whom it was reported. The manager should consider whether or not
to refer the employee to Occupational Health at the time of the call. Further details
regarding the reporting of accidents at work can be found at Section 20 of the SAG.
Administration responsibilities
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Form SA1 (sickness absence notification and conversation record form) has a
dual purpose which is to record the initial reporting in sick conversation and to record
subsequent conversations with the employee.
The manager taking the call will complete Form SA1. The completed form should be
sent via e-mail to [email protected] so the absence can be recorded for
statistical purposes and the reason reviewed by the HR Advisor in case there is further
support required, depending upon the nature of the sickness absence.
If the employee has been unable to speak to their line manager or business manager,
and the call is taken by a colleague, the colleague should complete the first part of
Form SA1 and email this to the employee’s line manager and business manager.
The line manager or designated manager in the line manager’s absence is then
responsible for contacting the employee to gain full information on the nature of their
illness. The information should be recorded on Form SA1 and emailed by the line
manager or designated manager to [email protected].
2.2
Second to Seventh Calendar Day of Absence
Unless medical certification (e.g. hospital certificate or Fit Note) has been provided,
the employee is required to contact work every day they are absent between
calendar days two and day seven, unless the line manager or designated manager
advises this is not necessary.
Where a call is due at the weekend or on a Bank Holiday, the employee should ring
on the next working day.
The conversations should be recorded on the original Form SA1.
Form SA1 should be retained by the manager during the employee’s period of
absence.
If the employee has been unable to speak to their line manager, then the principles
referred to under the first day of absence should be followed.
2.3
Eighth Day of Absence & Submission of Medical Certificates
If an employee’s sickness extends beyond seven calendar days, including weekends
and Bank Holidays (irrespective of whether these are normal working days), the
employee must either obtain a medical certificate covering the whole of the absence
or obtain a medical certificate for the remainder of their absence after the first seven
calendar days, and notify their line manager their absence is continuing.
The first medical certificate should be submitted to HR (marked private and
confidential) at the latest by the 11th calendar day of sickness absence. HR will
inform the line manager that a medical certificate has been received and the reason
for absence. Further certificates must run concurrently from the previous certificate
and be submitted to HR within 3 calendar days of expiry of the previous one. If due
to the timing of Doctors appointments or the postal system the certificate will not be
with HR within the timescales specified, the employee should notify the line manager
to explain why and when it will be received. The line manager should forward on this
information to HR for recording purposes.
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If the employee has been unable to speak to their line manager, then the principles
for reporting absence referred to under the first day of absence should be followed.
Frequently asked questions can be found in Section 9 of this SAP. The list of
questions are also detailed on page 2 of the SAMP.
3.0 EMPLOYEE AND MANAGER RESPONSIBILITIES DURING THE ABSENCE
PERIOD
There is a responsibility on both the employee and the line manager to maintain
reasonable contact throughout the period of absence. In most cases after the seventh
day of absence this should be no less than once per fortnight unless agreed
otherwise.
The line manager is required to document all conversations on the original Form SA1
as a record for both the employee and the manager.
The line manager needs to ensure that essential work is reallocated and service
delivery is maintained. The employee must not become isolated, vulnerable, out of
touch or be fearful of an unmanageable workload on their return.
The employee is expected to contact their line manager when they have consulted
their doctor or other medical practitioner caring for them and are in receipt of a
medical certificate. The line manager has a responsibility to update the HR Advisor
on the employee’s progress whenever contact is made with the employee.
If an employee stays away from their usual address at any time during their absence
e.g. if they stay with a relative or friend, they should provide their line manager with the
alternative contact details in advance.
Employees must not take up or continue any other employment (whether paid or
unpaid) that is inconsistent with their reason for absence. If employees are unsure,
they must contact HR for advice. Where there is reason to believe an employee is not
genuinely sick, this will be dealt with as potential misconduct under Six Town Housing’s
Disciplinary Procedure.
If the line manager is planning time away from the office then arrangements must be
made for an alternative manager to maintain contact with the employee. In the event
the line manager is unavailable due to unplanned leave, the employee must contact
their business manager or another manager within their business area or Directorate.
Frequently asked questions can be found in Section 9.
4.0 RETURN TO WORK PROCESS
Wherever possible, the employee must confirm their return to work date to their
manager before returning to work.
When the return to work date has been established the line manager should contact
their HR Advisor for clarity on whether the employee has hit a trigger point.
It is essential that line managers arrange to meet with an employee when they return
to work from any period of sickness absence on the first day of return to conduct a
return to work interview using Form SA3.
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The meeting is informal and is intended to welcome the employee back to work, gather
more information, and to identify and address any support needs and share any
concerns.
Where a face to face meeting cannot be held on the employee’s first day back an
initial conversation may be held by telephone to check the employee is fit to return to
work, and a meeting arranged as soon as possible thereafter. Notes of telephone and
face to face conversations should be recorded on Form SA3.
If the employee’s line manager is on leave when the employee returns to work then
another manager from the same business area will hold the return to work meeting.
When the employee’s line manager returns from leave the line manager and the
employee will both meet to review the return to work documentation completed. This
will ensure that any actions such as supportive measures required are followed up by
the line manager.
The content of the discussion at the meeting will depend on the nature and length of
the employee’s absence. Meetings will be carried out in private and remain
confidential. Line managers will need to be sensitive to underlying problems and to
any possible need for additional assistance to enable the employee to resume their full
duties. In most instances, where the employee concerned has a good attendance
record, the return to work interview will be a brief informal discussion, carried out as
part of normal day-to day supervision. There is no right for the employee to be
accompanied at the return to work meeting as this meeting does not form part of the
SAP.
If an employee’s attendance record is giving cause for concern or is close to reaching
a trigger point, then this should be communicated to the employee during the return to
work interview.
If the employee has hit the trigger which will move them into the stages of the SAP, the
employee will be advised in the return to work meeting that a separate meeting will be
arranged in accordance with the SAP . The employee is entitled to representation at
this separate meeting and an HR Advisor is also required to attend.
If the employee is returning to work after a period of long term sickness absence then
the principles in section 9 (e) will apply.
A copy of Form SA3 must be provided to the employee and an electronic copy sent by
the manager to Human Resources at [email protected] where it will be
retained on the employees file.
Employees must also complete a sickness self certification/injury declaration form SA2
for all absences up to and including the first seven calendar days, unless covered by a
medical certificate. This form should be sent by the manager to Human Resources
electronically at [email protected]. NB if the absence also relates to an
injury or incident at work then an Accident, Incident and Dangerous Occurrence
Report Form (HS1) must also be completed and signed by both the manager and
employee and returned to HR, if not done so already.
Form SA1, which has been used to record all conversation notes during the
employees absence should be sent electronically by the manager to Human
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Resources at [email protected]. A copy may also be provided to the
employee if requested.
Frequently asked questions can be found in Section 9.
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5.0 SICKNESS ABSENCE PROCESS (SAP) WHEN TRIGGERS HAVE BEEN
REACHED
Please note that if scheduled stage meetings cannot be held due to ill health or non cooperation of individual employees e.g. not attending Occupational Health Appointments,
re-scheduled stage meetings will take place in the absence of the employee (if they are
unable to attend), using all available information. If an employee is consistently failing to
attend scheduled meetings then the Organisation reserves the right to escalate the case to
the next stage.
Key:
Occasions;
Separate occurrences of sickness absence, that may last for one or more
days
Days:
The normal hours of work on a particular day as per the contract. Half days
will be half the normal contractual hours
STAGE ONE


2 occasions in 6 months and/or
6 days in 12 months

4 continuous weeks or more (Long Term Sickness Absence).
Attendees

Line Manager, HR Advisor & Employee with TU Rep/Work Colleague
Action

Stage One to be arranged within 4 weeks *
Trigger
 Highlight concerns, agree support if required
 Consider referral to OH
 Explain consequences of moving through the SAP
Outcomes




Consider if regular meetings with the employee are required at which HR
and the TU Rep and/or work colleague can be present
Advise the employee that their record will be kept under review for 12
months from the date of return from the last period of absence.
Employee informed of escalation to Stage Two if triggers are hit again in
the 12 month review period and that a Stage Two Meeting will be
arranged.
Stage One outcome letter issued by the Line Manager.
* Please refer to section 9 (i) of the SAMP for further clarity on adherence to timescales.
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STAGE TWO
Trigger


Further 2 occasions in 6 months and/or
6 days in 12 months

4 continuous weeks or more (Long Term Sickness Absence).
Attendees

Line Manager, HR Advisor & Employee with TU Rep/Work Colleague
Action

Stage Two Meeting to be arranged within 4 weeks *
 Highlight concerns, agree support if required
 Consider referral to OH
 Explain consequences of moving through the SAP
Outcomes




.
Consider if regular meetings with the employee are required at which HR
and the TU Rep and/or work colleague can be present
Advise the employee that their record will be kept under review for 12
months from the date of return from the last period of absence.
Employee informed of escalation to Stage Three if triggers are hit again
in the 12 month review period and that a Stage Three Meeting will be
arranged.
Stage Two outcome letter issued by the Line Manager
* Please refer to section 9 (i) of the SAMP for further clarity on adherence to timescales.
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STAGE THREE


Further 2 occasions in 6 months and/or
6 days in 12 months

4 continuous weeks or more (Long Term Sickness Absence).
Attendees

Business Mgr, HR Advisor & Employee with TU Rep/Work Colleague
Action

Stage Three Meeting to be arranged within 4 weeks *
Trigger
 Highlight concerns, agree support if required
 Consider referral to OH
 Explain consequences of moving through the SAP
Outcomes



Consider if regular meetings with the employee are required at which HR
and the TU Rep and/or work colleague can be present
Advise the employee that their record will be kept under review for 12
months from the date of return from the last period of absence.
Employee informed of escalation to Stage Three (A) if triggers are hit
again in the 12 month review period and also what the implications of a
move to Stage Four would mean (refer to Stage 4).
Stage Three outcome letter issued by the Business Manager
* Please refer to section 9 (i) of the SAMP for further clarity on adherence to timescales.
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STAGE THREE (A)
CASE REVIEW MEETING
Trigger


Further 2 occasions in 6 months and/or
6 days in 12 months

4 continuous weeks or more (Long Term Sickness Absence).
Attendees
Director, Business Manager and HR Advisor (NB, the employee is not
present at this meeting)
Action

Stage Three A Meeting to be arranged within 4 weeks *

HR Advisor requests an up to date report from occupational health, if not
already done.
The employee is provided with a copy of the occupational health report (if
they request this) before the organisation receives the report.
Director reviews the employee’s sickness absence case history.
Director considers if there are any current live warnings under the
Disciplinary Procedure on file.
Business Manager with support from the HR Advisor, discuss the case
history and actions taken to date with the Director of Service




Outcomes

Director decides to refer case back to Stage Three of the process where
the identification (if applicable) of individual ‘triggers’ or ‘adjustments’ to
triggers to allow for e.g. disability are considered.
Or

Director decides to refer case to Stage Four of the SAP
Outcome letter is issued to the employee by the Director or Business
Manager confirming the decision by the Director.
* Please refer to section 9 (i) of the SAMP for further clarity on adherence to timescales.
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STAGE FOUR HEARING
Attendees
Chief Executive or Director (not involved in the case at Stage Three A)
Chairs the Hearing, HR support to provide procedural advice to the Chair,
Business Manager (case presentation), HR Advisor to support the Business
Manager & Employee with TU Rep/Work Colleague, if required.
Action





Outcomes
Stage Four Hearing to be arranged within 4 weeks *
HR Advisor requests an up to date report from occupational health, if not
already done.
The employee is provided with a copy of the occupational health report (if
they request this) before the organisation receives the report.
Business Manager with the support of HR will prepare a full case review
summary report, which is issued to the employee prior to the Hearing
taking place.
Business Manager with support from the HR Advisor, presents the case
history and actions taken to date.
Options include:
 The employee reverts to Stage Three and their record will be kept under
review for 12 months from the date of return from the last period of absence.
 .
o Consider if regular meetings with the employee are required at which HR
and the TU Rep and/or work colleague can be present
OR
 Final Written Warning for 12 months and:
o Record will be kept under review for 12 months from the date of return from
the last period of absence.
o Consider if regular meetings with the employee are required at which HR
and the TU Rep and/or work colleague can be present
o If triggers hit again in the 12 month review period the case will be
considered at Stage Four and a decision made on whether to proceed to
Stage Four or not.
o Employee to be advised that if any other type of misconduct occurs during
the warning period, which would normally be managed under the
Disciplinary Procedure, a Final Written Warning under the SAP may be
taken into account at the disciplinary hearing. Dismissal may be considered.
OR
 Dismissal with right of appeal.
 Stage Four outcome letter issued by the Director of Service
* Please refer to section 9 (i) of the SAMP for further clarity on adherence to timescales.
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6.0 LONG TERM SICKNESS PROCESS (LTSP)
The trigger point for managing a case under the LTSP is 4 continuous weeks of sickness
absence.
The LTSP links to the SAP. Further information can be found in Section 9 (e).
Please note that if scheduled stage meetings cannot be held due to ill health or non cooperation of individual employees e.g. not attending Occupational Health Appointments,
re-scheduled stage meetings will take place in the absence of the employee (if they are
unable to attend), using all available information. If an employee is consistently failing to
attend scheduled meetings then the Organisation reserves the right to escalate the case to
the next stage.
Weeks
Stage
Weeks
Weekly
1 – 4 of telephone
absence contact between
Line Manager
and employee
Action
To receive an update on
illness/progress
Outcome


Immediate referral to OH in
some instances

N.B If RTW date imminent, a
meeting with the employee
will be arranged at the
appropriate stage of the SAP
when they RTW. If the RTW
is deferred, either weekly
contact continues or the First
Wellbeing Meeting will be
arranged, depending upon
length of absence.
Week 5 First Wellbeing
of
Meeting with
absence Line Mgr and
TU/HR
Gain further insight into
nature of illness, treatment
and possible RTW date


Refer to OH if appropriate.

N.B If RTW date imminent, a
meeting with the employee
will be arranged at the
appropriate stage of the SAP
when they RTW. If the RTW
is deferred, the Second
Wellbeing Meeting will be
arranged.
Week 9 Second
of
Wellbeing
absence Meeting with
Line Mgr and
TU/HR
Update on illness, treatment
and possible RTW date


If no RTW date imminent,
refer to OH if not already
seen at week 5.
N.B If RTW date imminent, a
meeting with the employee
will be arranged at the

Manager to agree time and date
for next contact.
Manager to keep notes of the
discussion on Form SA1.
Mgr to inform employee that if
they remain absent a Wellbeing
Meeting will be set up during
week 5 of their absence
Manager to agree time and date
of next meeting with employee
Manager to issue letter to
employee confirming the outcome
of the meeting
Manager to continue with
telephone contact and document
this on Form SA1
Manager to agree time and date
of next meeting with employee
Manager to issue letter to
employee confirming the outcome
of the meeting
Manager to continue with
telephone contact and document
this on Form SA1
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appropriate stage of the SAP
when they RTW. If the RTW
is deferred, the Third
Wellbeing Meeting will be
arranged.
Week
12 of
absence
or when
OH
Report
received
Third Wellbeing
Meeting with
Line Mgr and
TU/HR
Update on illness, treatment
and possible RTW date
First Case
Review Panel
with Chief
Executive or
Director
supported by HR
and with the Line
Manager or
Business
Manager,
supported by
HR, TU Rep and
Employee
Update on illness, treatment
and possible RTW date
Fourth Wellbeing
Meeting with
Business
Manager and
TU/HR

Manager to continue with
telephone contact and document
this on Form SA1
Consider options:
 Temporary or permanent
redeployment
 Adjustments
 Ill Health Retirement
 Structured RTW
 Access to Work
 Continued absence with
further review period
 Dismissal on grounds of
capability with right of
appeal*.
Report prepared by the Line
Manager covering the nature
of the illness and previous
sickness absence record, the
support offered to date, and
information received from
OH and the employee.
Report issued to employee
prior to Case Review Panel.
N.B If RTW date imminent, a
meeting with the employee
will be arranged at the
appropriate stage of the SAP
when they RTW. If the RTW
is deferred, the Fourth
Wellbeing Meeting will be
arranged.
Week
20
Manager to advise employee if
there is no prospect of a return to
work date then the next meeting
will be a First Case Review Panel
with the Chief Executive or
Director in 4 weeks time where a
decision will be taken on
continued employment and the
outcome may be dismissal.
If no RTW date imminent
escalate to Case Review
Panel
N.B If RTW date imminent, a
meeting with the employee
will be arranged at the
appropriate stage of the SAP
when they RTW. If the RTW
is deferred, a case review
panel will be arranged.
Week
16

Update on illness, treatment
and possible RTW date

Where applicable, Manager to
continue with telephone contact
and document this on Form SA1

Manager to agree time and date
of next meeting with employee
Manager to issue letter to
employee confirming the outcome
of the meeting
Manager to continue with
telephone contact and document
this on Form SA1

N.B If RTW date imminent, a
meeting with the employee
will be arranged at the
appropriate stage of the SAP
when they RTW. If the RTW
is deferred, the Fifth
Wellbeing Meeting will be
arranged.

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Week
24
Week
29
Week
32
Week
36
Fifth Wellbeing
Meeting with
Business
Manager and
TU/HR
Second Case
Review Panel
with Chief
Executive or
Director
supported by HR
and with the Line
Manager or
Business
Manager,
supported by
HR, TU Rep and
Employee
Sixth Wellbeing
Meeting with
Business
Manager and
TU/HR
Seventh
Wellbeing
Meeting with
Business
Manager and
TU/HR
Update on illness, treatment
and possible RTW date

Manager to advise employee if
there is no prospect of a return to
work date then the next meeting
will be a Second Case Review
Panel with the Chief Executive or
Director in 4 weeks time where a
decision will be taken on
continued employment and the
outcome may be dismissal.

Manager to continue with
telephone contact and document
this on Form SA1
N.B If RTW date imminent, a
meeting with the employee
will be arranged at the
appropriate stage of the SAP
when they RTW. If the RTW
is deferred, a case review
panel will be arranged.
Update on illness, treatment
and possible RTW date
Consider options:
Report prepared by the
Business Manager covering
the nature of the illness and
previous sickness absence
record, the support offered to
date, and information
received from OH and the
employee. Report issued to
employee.
N.B If RTW date imminent, a
meeting with the employee
will be arranged at the
appropriate stage of the SAP
when they RTW. If the RTW
is deferred, the Sixth
Wellbeing Meeting will be
arranged.

Update on illness, treatment
and possible RTW date


N.B If RTW date imminent, a
meeting with the employee
will be arranged at the
appropriate stage of the SAP
when they RTW. If the RTW
is deferred, the Seventh
Wellbeing Meeting will be
arranged.
Update on illness, treatment
and possible RTW date

 Temporary or permanent
redeployment
 Adjustments
 Ill Health Retirement
 Structured RTW
 Access to Work
 Continued absence with
further review period
 Dismissal on grounds of
capability with right of
appeal*.
Where applicable, Manager to
continue with telephone contact
and document this on Form SA1
Manager to agree time and date
of next meeting with employee
Manager to issue letter to
employee confirming the outcome
of the meeting
Manager to continue with
telephone contact and document
this on Form SA1

Manager to advise employee if
there is no prospect of a return to
work date then the next meeting
will be a Third Case Review
Panel with the Chief Executive or
Director in 4 weeks time where a
decision will be taken on
continued employment and the
outcome may be dismissal.

Manager to continue with
N.B If RTW date imminent, a
meeting with the employee
will be arranged at the
appropriate stage of the SAP
when they RTW. If the RTW
is deferred, a case review
panel will be arranged.
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telephone contact and document
this on Form SA1
Week
40
Third Case
Review Panel
with Chief
Executive or
Director
supported by HR
and with the Line
Manager or
Business
Manager,
supported by
HR, TU Rep and
Employee
Update on illness, treatment
and possible RTW date
Week
49
Week
52
Eighth Wellbeing
Meeting with
Business
Manager and
TU/HR
Ninth Wellbeing
Meeting with
Business
Manager and
TU/HR
Fourth Case
Review Panel
with Chief
Executive or
Director
supported by HR
and with the Line
Manager or
 Temporary or permanent
redeployment
 Adjustments
 Ill Health Retirement
 Structured RTW
 Access to Work
 Continued absence with
further review period
 Dismissal on grounds of
capability with right of
appeal*.
Report prepared by the
Business Manager covering
the nature of the illness and
previous sickness absence
record, the support offered to
date, and information
received from OH and the
employee. Report issued to
employee.
N.B If RTW date imminent, a
meeting with the employee
will be arranged at the
appropriate stage of the SAP
when they RTW. If the RTW
is deferred, the Eighth
Wellbeing Meeting will be
arranged.
Week
44
Consider options:
Update on illness, treatment
and possible RTW date

Where applicable, Manager to
continue with telephone contact
and document this on Form SA1

Manager to agree time and date
of next meeting with employee
Manager to issue letter to
employee confirming the outcome
of the meeting
Manager to continue with
telephone contact and document
this on Form SA1

N.B If RTW date imminent, a
meeting with the employee
will be arranged at the
appropriate stage of the SAP
when they RTW. If the RTW
is deferred, the Ninth
Wellbeing Meeting will be
arranged.
Update on illness, treatment
and possible RTW date


Manager to advise employee if
there is no prospect of a return to
work date then the next meeting
will be a Fourth Case Review
Panel with the Chief Executive or
Director in 4 weeks time where a
decision will be taken on
continued employment and the
outcome may be dismissal.

Manager to continue with
telephone contact and document
this on Form SA1
N.B If RTW date imminent, a
meeting with the employee
will be arranged at the
appropriate stage of the SAP
when they RTW. If the RTW
is deferred, a case review
panel will be arranged.
Update on illness, treatment
and possible RTW date
Report prepared by the
Business Manager covering
the nature of the illness and
previous sickness absence
record, the support offered to
Consider options:
 Temporary or permanent
redeployment
 Adjustments
 Ill Health Retirement
 Structured RTW
 Access to Work
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Business
Manager,
supported by
HR, TU Rep and
Employee
 Retained employment for a
maximum number of weeks.
Number to be agreed at the
Case Review Panel. Follow
up Case Review Panel will be
arranged
 Dismissal on grounds of
capability with right of
appeal*.
date, and information
received from OH and the
employee. Report issued to
employee.
N.B If RTW date imminent, a
meeting with the employee
will be arranged at the
appropriate stage of the SAP
when they RTW. If the RTW
is deferred, a case review
panel will be arranged.

Where applicable, Manager to
continue with telephone contact
and document this on Form SA1
*Please refer to Six Town Housings Appeals Procedure for further information on the
Appeal Process
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7.0 OPTIONS FOR MANAGERS TO CONSIDER IF POOR ATTENDANCE HAS BEEN
IDENTIFIED IN THE PAST
If poor attendance has been identified as a problem in previous absence monitoring
meetings, specific arrangements for daily contact may be made with the employee.
In individual circumstances, employees may be asked to provide medical certificates
for periods of less than seven days sickness absence, unless the absence was due to
certain exceptions such as disability or maternity. Six Town Housing will reimburse
GP expenses in these circumstances. Before using this option, managers are
encouraged to seek guidance from Human Resources.
8.0 OCCUPATIONAL HEALTH REFERRAL PROCESS
Occupational Health provides management with guidance on issues of health
regarding short and long term absences or where there is an underlying health
concern or disability.
Further information on why a referral to occupational health may be appropriate,
including the automatic reasons for requesting a referral can be found in Section 6.8
of the SAG.
If a referral is required the process below should be followed.
All Occupational Health referrals are made via Human Resources. Managers should
forward requests for an Occupational Health referral to HR on Form SA4 giving the
reason for the referral and any other information which will help the Occupational
Health team. Please note, that if a referral is required as part of the SAP which
involves the HR Advisor then the manager is not required to complete this form.
Where a line manager is unsure whether a referral would be appropriate, advice can
be sought from Human Resources.
The employee can request a copy of the OH report be sent to them at the time of their
Occupational Health appointment. The OH service advise employees on their rights
regarding the Access to Medical Reports Act 1988 as relevant.
Health Update Meetings (informal) will be used as the mechanism to discuss
Occupational Health Reports unless the employee is subject to the SAP. Upon receipt
of an Occupational Health report, the HR Advisor will send a copy to the employee’s
line manager for discussion and a Health Update Meeting will be arranged.
Employees will not normally have the right to be accompanied at informal Health
Update Meetings. If the line manager requests HR to be present, the employee will
be offered the opportunity to be accompanied. Further guidance on Health Update
Meetings can be found under Section 23 of the SAG
Please note, that if the report has been requested as part of the SAP, which involves
the HR Advisor, the HR Advisor will attend the Stage Review Meeting (at whatever
stage the employee is at) with the line manager to review the report.
9.0 FREQUENTLY ASKED QUESTIONS
a) How is the trigger point qualifying period identified?
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The Organisation will normally count the first day of an absence as the key date and
will count 6 calendar months and 12 calendar months backwards from this date to
determine whether or not a trigger point has been hit. However, if the absence is for
more than one day then the total sickness absence period will be counted for the
purpose of identifying the rolling 6 or 12 month period.
If an employee has already attended a meeting under the SAP and they hit the triggers
again during their 12 month review period, they will be asked to attend a meeting at
the relevant stage in accordance with the SAP.
Any review period agreed as an outcome of a SAP stage meeting will run from the
date of the employees return to work from their most recent period of sickness
absence.
b) Do weekends count towards the trigger points?
No.
c) What happens if the employee’s record is clear for 12 months?
An employee will remain at a stage in the process for 12 months. If after 12 months no
further triggers have been hit then the employee’s record will be cleared and they will
revert back to Stage One if triggers are hit again, subject to the notes in 9 (d) below.
d) Are there any circumstances where the SAP will be escalated?
In most cases, where employees have a clear twelve months between any triggers,
the employee’s record will be cleared .The SAP will not start again unless further
triggers are hit.
The organisation will regularly review the frequency and nature of sickness absence
for welfare and business reasons. We generate reports on sickness absence and as
part of this reporting process we will also review an employee’s sickness absence
record if patterns become evident, for example:
 Several periods of repeated absence after a weekend, a bank holiday, or after
paid or unpaid leave;
 Returning to work just before full or half pay is exhausted;
 Employees having repeated cycles of warnings with 12 months clear and then
further warnings;
 Employees have significant periods of sickness absence which impact on the
business or may indicate welfare or capability issues;
 Employees repeatedly not attending scheduled meetings or occupational health
appointments as part of the SAMP and SAP.
In the event of patterns becoming evident the organisation reserves the right to discuss
these absences with an employee under the SAP at an escalated stage, depending on
previous history. For example:
 An employee would be invited to a Stage One Meeting if they have not been
seen at this stage before or to Stage Two, Stage Three or have their case
reviewed at Stage Three (A), as appropriate.
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Where the amount of sickness absence on an employee’s total record is regarded as
significant then we may deal with this separately, particularly if this has an impact on
the business or gives cause for concern for welfare or capability reasons. In those
circumstances we may not use the SAP but refer to our Capability Procedure.
e) How does the LTSP link to the SAP?
The Organisation recognises that long term sickness absence reasons are very often
for one off/serious reasons. While the Organisation takes a supportive approach to
managing long term sickness absence cases the stages of the SAP will still apply.
Please refer to Appendix 2 for an illustration of the above.
f) During the 12 month monitoring review period, are the manager and
employee required to meet?
Unless the manager who is overseeing the case thinks it is necessary to have regular
meetings to review an employee’s health and welfare, these discussions can take
place as part of normal one to ones and Success and Progress meetings.
E.g. Regular meetings may be arranged after an Occupational Health Report has been
received; or to review reasonable adjustments or actions that may have been agreed at
the Stage Meeting.
If regular meetings are arranged as a follow up action to a stage meeting then the
employee may if they wish bring along a TU Rep and/or work colleague to the meeting.
g) Is there a Right of Appeal?
An employee does not have a right of appeal regarding the outcome of action taken at
Stage One, Two, Three or Three A. However, there is a right of appeal at Stage Four of
the SAP and where dismissal has been applied in the LTSP. Further guidance can be
found at Section 26 of the SAG.
h) When can discretion be applied to a case?
As a general rule of thumb, where an employee has a chronic illness or a disability, the
Organisation will take a supportive approach. The principles of the Equality Act 2010
will apply in some cases and Human Resources will be able to provide up to date
advice on any relevant case law which could impact on the management of a case,
including stage progressions.
Other than the above, discretion can only be applied at Stage Three (A) with the
agreement of the Director of Service after taking advice from HR.
The Human Resources Team will monitor the reasons where discretion is applied for
consistency across the business and any discretion that is applied must be recorded
appropriately.
i) What are the timescales for arranging the return to work interview and
meetings under the SAP and LTSP?
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All Return to Work Interviews must, where possible be held face to face on the
employee’s return to work date. If it is not possible to hold a face to face meeting on
day one, a telephone conversation is required. Please refer to Section 4 above.
The Organisation has a responsibility to ensure the employee is fit to return to work
and undertake their duties. The meeting also provides an opportunity for any support
measures to be discussed and agreed if applicable.
All stage meetings must be held within 4 weeks of the employee returning to work,
where possible. Any meetings required but not held during this period generally cannot
be held retrospectively after 4 weeks have passed unless there are circumstances
such as the organisation is waiting for medical reports or key staff are themselves
absent due to illness. Where delays occur, the employee will be informed in writing of
the reason why.
If scheduled stage meetings cannot be held due to ill health or non co-operation of
individual employees e.g. not attending Occupational Health Appointments, rescheduled stage meetings will take place in the absence of the employee (if they are
unable to attend), using all available information. If an employee is consistently failing
to attend scheduled meetings then the Organisation reserves the right to escalate the
case to the next stage.
The Executive Management Team will monitor cases to ensure meetings are held
within the required timescales, as referred to above.
j) Can my manager send me home if they consider I am too ill to work?
An employee is required to make the decision on whether or not they are too ill to carry
out their role. If any employee attends work, then they will be expected to carry out
their full role, unless the employee provides a fit note which requests amended duties.
Please also see question 9 (o).
However, there may be instances where suspension from work on medical grounds by
the employer is applicable. Further guidance on this can be found in Section 19 in the
SAG.
k) What happens if an employee does not attend work as expected?
If an employee does not make contact on their first day of absence their line manager
or business manager should telephone them to establish the reason for absence and
the anticipated date of return.
Failure to follow any aspect of the sickness absence reporting process, including
maintaining contact or failure to satisfactorily explain sickness absence may lead to the
absence being recorded as unauthorised, and as such be subject to possible action
under the Disciplinary Procedure. Six Town Housing may also suspend payments
under the Occupational Sick pay scheme if the required medical certificate is not
provided or contact is not maintained.
Before deciding upon a course of disciplinary action, consideration will be given to the
nature of the employee’s absence and any other mitigating circumstances. If the
decision is made to suspend Occupational Sick Pay, Human Resources will write
advising the employee of the action and the reasons for it.
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l) Sickness Absence and Annual Leave / Bank Holiday Leave:
 I have fallen sick during a period of pre-booked annual leave. How will
my annual leave be treated?
 Can I take a period of annual leave during a period of sick leave?
 Can I carry forward annual leave if I have been unable to take it due to
long term sickness absence?
 If I take annual leave directly in between two periods of sickness
absence, is this regarded as two separate occasions of sickness
absence
 How is sickness absence on a bank holiday treated?
Please refer to Section 11 of the SAG.
m) If an employee has been issued a Fit Note, when can they return to work?
The GP should indicate on the Fit Note if they need to see the employee again.
However, the DWP’s guidance confirms an employee should return to work as soon as
they feel well enough and with the employer’s agreement. This may be before the Fit
Note runs out. However, if the GP has advised it would be unsafe or detrimental to the
employee’s health then the employee should take this advice seriously.
n) Can Six Town Housing refuse to allow an employee to return to work?
Six Town Housing reserves the right to refuse to allow an employee to return to work
following Occupational Health advice.
In the event of a difference in medical opinion between the Occupational Health
Advisor and employee’s GP as to the employee’s fitness to return to work, the
Organisation will follow the advice from Occupational Health. However, if required, the
Organisation can ask Occupational Health for a third opinion from another
Occupational Health Advisor. In the interim, the employee remains absent.
o) The employee has provided a Fit Note which states they may be able to return
to work. What is Six Town Housing required to do?
If the fit note says an employee ‘may be fit for work’, this means the employee may be
able to return to work with some help from Six Town Housing. The employee should
discuss this advice with their line manager to see if they can return to work, taking into
account the effects of their illness or injury. If it is possible for the employee to return to
work the line manager should agree how this will happen, what support the employee
will receive and how long the support will last.
If the employee and manager agree it is not possible for the employee to return to work
until the employee has recovered further, the employee does not need to return to their
doctor for a new fit note unless their current fit note has expired.
Further information on Fit Notes and what they mean can be found in Sections 21 and
22 of the SAG.
p) When is a phased return to work or restricted duties applicable?
There may be instances where it is beneficial for the employee to return to work on
either reduced hours or restricted duties. Sometimes the recommendation may be
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noted on a Fit Note, or there may be recommendations made in an Occupational
Health Report. Other times, it may become evident through discussions with the
employee that implementing temporary adjustments may facilitate an earlier return to
work. Section 22 of the SAG provides further guidance and advice on these
adjustments and when to apply them.
q) Do STH link periods of sickness absence?
If two periods of sickness absence are linked to the same condition and occur very
close together, the absence may be counted as one long period. For example, an
individual may take off 15 working days absence for surgery and then returns to work
and realises the return was too early and goes off for a further 5 working days. The two
absences would be linked and treated as one period of absence.
r) I do not want to go to OH, what will happen?
We appreciate employees may have concerns about attending occupational health.
The organisation wishes to make the process as transparent and open as possible and
therefore the reason for requesting you to attend should be clearly explained to you.
We will share with you a copy of the referral document so that you can see what
information we are seeking and we shall answer any questions that you may have.
Where employees have expressed a wish to not attend occupational health then the
manager and HR will meet with you to discuss your concerns further.
Attention is drawn to the terms and conditions of employment with Six Town Housing in
regards to the requirement to attend medical appointments at any time. It may be
regarded as a disciplinary matter if employees refuse to attend a medical appointment.
In addition, Six Town Housing will only be able to make decisions based on the
information it has been given, which may not always be in an employee’s best
interests. Where an employee does not attend Occupational Health, stage review
meetings will continue to be held and the employee will be invited to attend. If the
employee does not attend either due to illness or unwillingness to attend, the stage
review will proceed on the basis of the information available. For this reason,
employees are encouraged to attend appointments with Occupational Health.
If an employee is consistently failing to attend scheduled meetings then the
Organisation reserves the right to escalate the case to the next stage in whichever
process applies (SAP or LTSP).
The organisation may also consider suspending occupational sick pay.
Please refer to Section 6.8 of the SAG for further information on the role of
Occupational Health.
s) Can I apply for an extension to full or half occupational sick pay?
The Chief Executive of Six Town Housing shall have the discretion to extend the period
of occupational sick pay in exceptional circumstances. All requests must be submitted
in writing to the Chief Executive, with reasons for the exceptional circumstances.
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t) Are there any circumstances where the SAP will be suspended and re-started
at a later date or the review period extended?
The process will not usually be suspended i.e. stopped and then started again without
the triggers being hit, but in circumstances where there is concern regarding absences
or patterns, action detailed in sections (c) and (d) may be taken. Employees who do
not attend work for a period of time e.g. due to a career break or suspension under
disciplinary investigation, may have any monitoring period extended to account for the
break from work.
Name of Document:
Date Approved by
Exec:
Sickness Absence Management Procedure (SAMP)
30 September 2013
Author &
Department:
Date Approved by
Board / Committee:
Version:
Dates of Previous
Versions:
Review Date:
Jayne Quinn, HR
September 2016
File path: Q:\HR\HR Policy and Procedure\Policies 2013\Sickness Absence
Management\Sickness Absence Management Procedure (SAMP).doc
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APPENDIX 1 -
EXAMPLE OF ESCALATION THROUGH THE SAP TRIGGERS
Date
Action
Outcome
1-8 April 2009, 6
days absence
(STS)
Triggers hit
Stage One Meeting held, progressed to
Stage One.
Record kept under review from 9 April 2009
to 8 April 2010
10 - 17 August
2009, 6 days
absence (STS)
Triggers hit
Stage Two meeting held, progressed to
Stage Two.
Record kept under review from 18 August
2009 to 17 August 2010
6 -13 October
2009, 6 days
absence (STS)
Triggers hit
Stage Three meeting held, progressed to
Stage Three.
Record kept under review from 14 October
2009 to 13 October 2010
9 – 16 February
2010, 6 days
absence (STS)
Triggers hit
Stage Three (A) Case Review Meeting held,
Director recommends the case is progressed
to Stage Four.
8 March 2010
Stage Four Hearing
Final written warning or termination of
employment, with right of appeal.
If warning issued, it remains ‘live’ for 12
months from 17 February 2010 to 16
February 2011.
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APPENDIX 2 -
EXAMPLE OF LINKING THE LTSP WITH THE SAP
Date
Action
Outcome
1-8 April 2009, 6
days absence
(STS)
Triggers hit
Stage One Meeting held, progressed to Stage One.
10 August 2009
– 18 December
2009 (LTS)
Triggers hit
Record kept under review from 9 April 2009 to 8
April 2010
Stage Two meeting held, progressed to Stage Two.
Record kept under review from 19 December 2009
to 18 December 2010
NB, meetings under the LTSP will have occurred at
the required stage point and decisions taken
accordingly.
6 -13 October
2009, 6 days
absence (STS)
Triggers hit
Stage Three meeting held, progressed to Stage
Three.
Record kept under review from 14 October 2009 to
13 October 2010
2 February 2010
– 6 December
2010 (LTS)
Triggers hit
Stage Three (A) Case Review Meeting held,
Director recommends the case is referred back to
Stage Three.
NB, meetings under the LTSP will have occurred at
the required stage point and decisions taken
accordingly.
21 December
2010
Stage Three Meeting
held
Record kept under review from 7 December 2010 to
6 December 2011
3 January 2011 –
4 January 2011
(STS)
10 March 2011 –
11 March 2011
(STS)
2 day absence,
triggers not hit
No action
2 day absence, trigger
hit (2 occasions in 6
months)
Stage Three (A) Case Review Meeting held,
Director recommends the case is progressed to
Stage Four.
24 March 2011
Stage Four Hearing
Final written warning or termination of employment,
with right of appeal.
If warning issued, it remains ‘live’ for 12 months from
12 March 2011 to 11 March 2012.
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