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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Absence and Sickness Management Policy

1. Purpose

The purpose of this policy is to ensure that {{org_field_name}} has a structured and effective approach to managing staff sickness and absence while maintaining high-quality care standards. This policy aims to provide guidance on reporting, recording, and managing sickness-related absences fairly and consistently, ensuring compliance with employment law and the Health and Social Care Standards (Scotland).

The policy ensures that all employees understand their responsibilities regarding sickness absence, the support available to them, and the procedures for managing both short-term and long-term absences. It also provides a framework for reducing absence levels while maintaining staff well-being and ensuring the continuity of care for people we support.

2. Scope

This policy applies to all employees of {{org_field_name}}, including full-time, part-time, and temporary staff. It also applies to agency and bank staff where absence impacts service provision. This policy should be read alongside other relevant policies, including health and safety, staff wellbeing, and disciplinary procedures.

3. Legal and Regulatory Framework

This policy aligns with:

• Employment Rights Act 1996 – Covering employee rights, including sick pay entitlement.
• Health and Social Care Standards (Scotland) – Ensuring the continuity of care and quality of service delivery.
• Equality Act 2010 – Ensuring fair treatment and reasonable adjustments for disabled employees.
• Data Protection Act 2018 (GDPR Compliance) – Ensuring confidentiality of sickness absence records.
• SSSC Codes of Practice – Outlining expectations for social care staff attendance and professionalism.

4. Reporting and Recording Absences

Employees must follow a clear process for reporting sickness absences to ensure service continuity and adequate staff coverage.

Reporting Absence

• Employees must notify their line manager or designated person by phone call ({{org_field_registered_manager_phone}}) at least one hour before their shift starts.
• Text messages, emails, or messages via third parties (except in exceptional cases) are not considered acceptable methods of reporting absence.
• When reporting absence, employees should provide:
  • The nature of the illness (if possible).
  • The expected duration of absence.
  • Any immediate work-related concerns that may require cover.
• If the absence is due to infectious disease or work-related illness/injury, it must be reported immediately to ensure infection control measures are in place.

Recording Absence

• All sickness absences will be recorded in the absence management system.
• Managers must keep confidential records of all absences, including dates, duration, reasons, and any supporting documentation.
• Records will be reviewed periodically to identify patterns or trends in absences.

5. Certification Requirements

To comply with statutory requirements, staff must provide appropriate certification for absences.

• Self-Certification (1-7 days): Staff can self-certify their illness for up to seven consecutive calendar days. Upon returning to work, they must complete a Return-to-Work Form.
• Medical Certificate (8+ days): If the absence extends beyond seven days, a Fit Note (Med 3) from a GP or medical professional is required.
• Extended Absences: For ongoing absences, updated Fit Notes must be submitted regularly.
• Work-Related Illness/Injury: Employees may be referred for an occupational health assessment.

6. Managing Short-Term Absence

Short-term absence is defined as sporadic absences lasting fewer than four weeks. {{org_field_name}} aims to support staff while managing patterns of absence that could affect service delivery.

Trigger Points for Absence Review

• Three instances of sickness absence within a rolling three-month period.
• Four or more instances within a rolling 12-month period.
• Ten or more days of sickness absence in a 12-month period.
• Any pattern of absence (e.g., frequent absences on specific days).

When a trigger point is met, the employee will be invited to an informal sickness review meeting to discuss:

• The reasons for the absences.
• Whether additional support is required.
• Any potential health concerns that may require reasonable adjustments.
• Plans to improve attendance.

If patterns persist, the matter may be escalated to a formal absence management process.

7. Managing Long-Term Absence

Long-term absence is classified as four consecutive weeks or more. In such cases, a structured approach is required to support the employee’s return to work while maintaining service delivery.

Long-Term Absence Management Process

1. Regular Contact: The manager will maintain regular, supportive contact with the employee to discuss their progress and any potential return-to-work plans.
2. Occupational Health Referral: If necessary, the employee may be referred for an occupational health assessment to determine their fitness to return to work and identify any necessary adjustments.
3. Return-to-Work Plan: A phased return may be considered, adjusting working hours or duties if required.
4. Capability Review: If the absence continues for an extended period with no foreseeable return date, a capability meeting will be arranged to explore options, including possible redeployment.

8. Returning to Work

Employees must engage in a Return-to-Work Meeting with their manager after any period of sickness absence.

Purpose of Return-to-Work Meeting

• Confirm the employee’s fitness to return to work.
• Discuss any reasonable adjustments required.
• Address any underlying issues contributing to the absence.
• Reinforce expectations regarding attendance.

A phased return-to-work plan may be agreed upon in cases of prolonged absence.

9. Sick Pay Entitlement

Sick pay is provided in accordance with employment contracts and statutory requirements.

Statutory Sick Pay (SSP)

• Employees are entitled to Statutory Sick Pay (SSP) after four consecutive days of absence.
• SSP is paid for up to 28 weeks.
• Employees must earn above the lower earnings limit to qualify.

Company Sick Pay

• Any enhanced sick pay entitlement is outlined in employment contracts.
• Discretionary sick pay may be considered based on individual circumstances.

10. Managing Absenteeism and Misuse of Sick Leave

While {{org_field_name}} supports employees during illness, it is essential to ensure that sick leave is not misused.

• Unauthorised absences may lead to disciplinary action.
• Falsifying sickness records is considered gross misconduct.
• Repeated short-term absences without medical justification may require an attendance improvement plan.

11. Employee Support and Wellbeing

{{org_field_name}} recognises that health issues may impact attendance and is committed to supporting employees through:

• Access to occupational health services.
• Flexible working arrangements where feasible.
• Mental health and wellbeing support programmes.
• Advice on managing chronic conditions or disabilities in the workplace.

12. Related Policies

This policy should be read alongside:

• Health and Safety Policy
• Occupational Health and Wellbeing Policy
• Disciplinary and Grievance Policy
• Infection Control Policy

13. Policy Review

This policy will be reviewed annually or sooner if there are changes in legislation, best practices, or organisational needs. Any amendments will be communicated to all staff and relevant stakeholders.

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Responsible Person: {{org_field_registered_manager_first_name}}{{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.