University of Strathclyde, Estates Management
Procedure: Sickness Absence
ID: ADM018
Author: AMO
The purpose of the University’s sickness absence policy is to demonstrate the commitment of the
University to the health, safety and well being of its staff, to ensure that a fair and consistent
approach is taken to the management of sickness absence and to provide appropriate support at the
earliest opportunity to members of staff experiencing ill health.
Responsibility of Staff
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When a member off staff is unable to attend work due to sickness they must phone their
Line Manager either shortly before their normal start time or within the first hour of their
working day. While the first point of contact is always the immediate Line Manager, where
this person is unavailable, the second choice contact for your Section can be phoned. Staff
who are unclear about the first and second choice contacts for their section should discuss
this with their Line Manager for clarification.
When staff phone and speak to the relevant contact they will be expected to provide details of:
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When the sickness began
The nature of the sickness (i.e. ‘unwell’ will not be sufficient detail)
The expected length of the absence as far as can be ascertained at the time
Staff should note that it is their personal responsibility to notify the relevant contact of their absence.
Only in exceptional circumstances will it be appropriate for someone (e.g. a family member) to call
on their behalf.
After the initial call, staff should make further contact with the manager/supervisor specified above
on the fourth working day of absence. Additionally, if the absence persists, staff have a responsibility
to contact their named manager/supervisor on a weekly basis, throughout the duration of their
absence.
Staff should be aware that the reporting of absence and keeping in touch during absence are
requirements of the policy and failure to do so will be considered as unacceptable. Failure to comply
with reporting requirements may result in an absence being classified as unauthorised. Similarly
failure to keep in touch over a prolonged absence may be considered unacceptable conduct.
Where absences continue for a period of four weeks or more, a referral to Occupational Health may
be arranged as appropriate.
Certification
The existing Self Certification form has now been replaced by a Sickness Notification/Self
Certification Form (Appendix 1.) Part A of this form will be completed by the Line Manager when the
initial contact is made to report sickness absence. Part B will be completed, where relevant, when
an employee calls on the fourth day of absence. Part C will be completed on return to work. This
form requires to be completed for all periods of sickness absence, irrespective of the length of the
absence.
In cases of ill health lasting more than seven calendar days staff are required to obtain a certificate
from their GP. Certificates should be submitted timeously to your Line Manager. Details of the
reasons for a member of staff’s absence will not be disclosed generally to other staff, other than on a
need to know basis in order that they can carry out their management or job responsibilities.
Sickness Notification/Self Certification Form – Line Managers’ Responsibilities
Line Managers must complete part A of this form immediately after the employee concerned has first
called in. They must then notify the person responsible for logging all sickness, either by calling
x2603 or by emailing [email protected] or in her absence [email protected]. The form
should then be retained by the Line Manager until the employee concerned has returned to work and
part C can be completed. During the time between parts A and C being completed, and in order to
maintain confidentiality, the Line Manager must retain the form securely within a locked drawer.
Once part C has been completed, the form should be passed directly and securely to the person
responsible for logging sickness. She will retain a copy of the form within a locked drawer/cabinet
for departmental records and will send the original form to the Salaries section.
University of Strathclyde, Estates Management
Procedure: Sickness Absence
ID: ADM018
Author: AMO
Return to Work
Where Certificates have been submitted which have no return to work date, staff must ensure they
obtain from their GP a Certificate of Fitness to Resume Duties prior to returning to the workplace.
After any period of sickness absence staff must report to their Line Manager immediately
upon their return to work. At that time the Sickness Notification form (part C) will be concluded
and signed off.
Return to Work Interview
The person responsible for logging sickness will notify Line Managers of any member of staff who
has reached any of the trigger points noted below. However it is each Line Manager’s responsibility
to monitor the frequency of staff absences within their section and to take appropriate action. Should
a member of staff’s absence level reach one or more of the following trigger points, the Line
Manager will be required to conduct a Return to Work interview. Return to work interviews may also
be conducted prior to reaching a trigger point should the Line Manager feel it is appropriate, e.g. in a
case where a discernible pattern or common days of absence appear to be developing. The trigger
points are:
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3 occasions of absence in the last 3 months
6 occasions of absence in a 12 month rolling period
10 working days in the last 3 months, or
15 working days in a 12 month rolling period
The interview will cover any or all of the following issues:
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A review of the attendance record over the past year
Identification of any issues affecting the ability to attend work, e.g. underlying health
problems or work related factors
Identification of any support mechanisms that may assist in improving the attendance,
including referrals to Occupational Health or Employee Counselling
An assessment of whether any further action is necessary and what this action will be
Agreement on expected improvements and timescales
A return to work interview form will be completed during or shortly after the interview and the staff
member will be shown a copy of that form. This form will be retained confidentially by the Director
and the Line Manager should notify the person responsible for logging sickness that the interview
has taken place and the record will be updated to reflect that.
The full Sickness Absence Policy document can be viewed at
http://www.strath.ac.uk/staff/policies/wellbeing/
University of Strathclyde, Estates Management
Procedure: Sickness Absence
ID: ADM018
Author: AMO
University of Strathclyde
Sickness Notification/Self Certification Form
Parts A and B to be completed by the person taking the calls regarding absence from work due to sickness
Part C to be completed by the Head of Department (or designated nominee) and the member of staff on
his/her return to work
Part A – To be completed when informed of sickness absence
NAME:
DEPARTMENT:
FIRST DATE OF SICKNESS:
(Where a member of staff has left work early due to illness, absence amounting to a half day should be recorded.)
NATURE OF SICKNESS:
IS THE ABSENCE THE RESULT OF AN INJURY AT WORK?
(If yes, complete Accident Report form immediately and forward to Safety Services)
EXPECTED LENGTH OF ABSENCE: (If known)
NOTES: (e.g. if contact made by family member)
MESSAGE TAKEN BY: (name):
DETAILS PASSED TO SICKNESS REPORTER:
DATE:
TIME:
Part B – Fourth working day of absence notification
NOTES: (e.g. expected length of absence changed/contact made by family member)
COMPLETED BY:
DATE COMPLETED:
Part C – Confirmation of absence details
LAST DATE OF SICKNESS:
NO. OF WORKING DAYS ABSENT:
SIGNED:
(Head of Department or designated nominee)
DATE SIGNED:
I certify that between the dates noted at Parts A and C, I have been unable to work due to personal illness. The
nature of my illness was as stated above, or if different, was as follows:
SIGNED: (Staff member)
DATE SIGNED: