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    Employee Handbook Contents

    Employee Handbook - Sickness Reporting Procedure

    It is important that the following procedure is followed in all instances of sickness.

    First Day of Absence

    If the employee is unable to attend work due to sickness the employee must telephone their line manager as soon as is reasonably practicable, but in any case within an hour of their normal starting time, on the first day of absence. The employee should state briefly the reason for their absence and, if possible, give an indication of the likely duration of their illness. If the direct line manager is unavailable the employee should speak with another designated manager. E-mails or Text Messages are not acceptable as a means of communicating absences.

    If the employee become unwell during the course of the working day and goes home, the hours worked should be recorded on the timesheet and a self-certification form should be completed for the part of the day that the employee is unable to work. Total hours recorded on the timesheet must not exceed 7.4 for full time staff or, in the case of part time staff, the number of hours which would normally be worked on that day.

    Fourth Calendar Day of Absence (including any non-working day)

    The employee must again telephone their line manager (or on the next working day thereafter) to confirm their continued ill health and, if possible, a likely return date.

    On the first day of your return to work, the employee must report to their supervisor/manager and complete a self-certification form stating the reason for the absence. The line manager will conduct a return to work interview with you. Self-Certification forms are available from your line manager, or the HR Team.

    Eighth Calendar Day of Absence (including any non-working day)

    The employee must see their GP to obtain a medical certificate which should be submitted immediately to their line manager who will pass it to the HR team. From this point onwards medical certificates must be submitted in a timely manner to cover any further periods of absence. You must not return until you are declared fit to do so by your doctor.

    In reporting sickness absence it is important to understand the relevance of the "non-working" day, particularly for those who do not work the standard week (i.e. Monday to Friday). For example, a part timer who normally works Monday to Wednesday each week and who rings in sick on the Monday will be expected to ring in on the Thursday (4th day of absence), regardless of the fact that this is a non-working day. If the sickness continues, the 8th day of absence will be the following Monday, i.e. the eighth calendar day, when a medical certificate will be required. If the employee returns to work on the 8th day and it is her/his first day of fitness, only the normal working days (in this case Monday to Wednesday) will be recorded as absences against the sickness record.

    Failure to comply with the laid down self-certification regulations may lead to disciplinary action and salary payment being withheld.

    Medical and Dental Appointments

    Medical and dental appointments should be arranged within flexible time periods and not core time. (see Flexitime Scheme). Emergency treatment will be allowed within core time as agreed with your line manager. Medical and dental appointments should be taken as flexi or annual leave. Hospital appointments should be recorded by completing a self-certification form or taken as flexi or annual leave.

    Medical Examinations and Report

    The Council is committed to ensuring the safety and well-being of its employees. It is therefore important to ascertain that people are engaged for occupations suited to their individual state of health.

    If, during the course of your employment, your manager becomes concerned either by your sickness absence record or your ability to do your job due to ill health, then you may be required to attend a medical examination. The Council's Occupational Health Adviser may need to ask your permission to approach your doctor for a medical report, under the terms of the Access to Medical Reports Act 1988. The contents of this will be treated confidentially and any implications will be discussed fully between your manager and yourself.

    Employee Handbook Contents

    Related Pages:

     Sickness Absence Policy and Procedure