If an employee is going to be absent from work, they should speak to their line manager or another member of the senior management team by 10am on their first day of absence. They should also:

• give a clear indication of the nature of the illness
• provide a likely return date
• provide practical details of any actions required during their absence (e.g. postponing a meeting)
• agree when next to contact the office

Unless physically unable to do so, the employee should speak directly to their line manager. If the employee does not contact their manager by the required time the manager will attempt to contact the employee.

An employee may not always feel able to discuss their medical problems with their line manager. Managers will be sensitive to individual concerns and make alternative arrangements, where appropriate.

Appointments for hospitals, doctors, dentists, etc. are expected to be organised in an employee’s own time. Authorised absence for such appointments is at the discretion of the line manager.

Managers will discuss absences of seven calendar days or more with employees when they return to work to establish:

• the reason for, and cause of absence
• anything the manager or the organisation can do to help
• that the employee is fit to return to work.

Employees with health problems who have been forced to take a prolonged period of absence or frequent, short absences will be treated sympathetically and every effort will be made to keep them in employment. All realistic alternatives will be considered before termination of employment, such as

• a return to work on a part time basis or to a different role
• adjustments which could be made to the existing role
• retirement on grounds of ill health.

Some examples of what may be considered as frequent, short absence which would trigger a discussion about possible support which may be required include:

• more than ten days’ self-certificated absence in total within a rolling twelve-month period;
• four periods of absence (including single days) within a rolling six-month period;
• any patterns of absence that emerge, for example, regular absences on Mondays and/or Fridays or absences that fall during months when no public holidays/annual leave are taken

If any absences are found not to be related to health, it may be appropriate for these to be referred and considered under the disciplinary policy. It may also be appropriate to refer to some of the wellbeing policies such as mental health and wellbeing, domestic abuse, substance abuse etc.

When employees are frequently absent from work or have a prolonged period of illness, an occupational health adviser may be asked to obtain a medical report from the employee’s doctor or to carry out a medical examination. This will normally happen where

• the employee is absent for four weeks
• the employee’s health has resulted in four or more incidences of absence in any six-month period
• the employee has a health condition for which particular advice related to their working environment could be helpful.

When access to medical records has been requested, or the employee is to be examined by an occupational health adviser, this will be arranged and paid for by ESC. The employee will always be informed in these circumstances and consent will be required. Any records received will be treated as confidential and will be held for no longer than necessary and in accordance with the data protection legislation. An unreasonable refusal to allow access to medical records or attend a medical examination may lead to disciplinary action.

Terminating employment may eventually have to be considered. Any decision to terminate employment will only be taken after a thorough review, considering adjustments to the existing role, the employee’s prognosis and previous sickness record, medical reports, contractual rights, current legislative requirements and the requirements of the business. Full consultation will take place throughout the process.

Long term absence is defined as being, or expected to be, of 12 months or more duration. Medical advice will be sought on or after the four-week stage. This is designed to:

• Offer support towards a quicker recovery
• Provide a prognosis regarding an expected return to work
• Identify adjustments to facilitate a return to work. If a return to work is unlikely, alternatives will be discussed.

Employees who are unable to attend work due to ill health, will normally be entitled to sick pay. Provided that all procedures outlined in this policy have been complied with, ESC may grant sick absence on full pay to employees for a maximum of six months in total during any period of 12 months. They may also be paid sick absence at half pay for a further six months in any 12 month rolling period. Depending on the level of sick absence they have incurred over the previous 12 months, half-pay or no-pay rate may commence at any time during a particular period of sick absence. Any employee who is approaching the decrease in full sick pay to half, or half to no-pay will be notified when this change is drawing near. Employees can also contact the Corporate Services team if they need any further information in relation to their own particular circumstances.

For those unable to return to duty, they may be eligible for our ill health retirement scheme. Further details about the scheme are available from the senior management team.

A week of sick pay is equivalent to the employee’s normal contracted working week. If they do not have contracted or fixed hours of work, their entitlement will be based on actual hours worked over the 12 months preceding the absence.

If benefits under the Sick Pay Scheme have been exhausted, employees may be entitled to receive Statutory Sick Pay (SSP). Please see the Statutory Sick Pay pages of www.gov.uk for more information.

Benefits under the Sick Pay Scheme or SSP are not available during periods of family leave. Further details about family leave are given in the Supporting Work Life Balance policy.

Absence due to Injury, disease or assault at work

If an employee is absent due to an injury sustained or a disease contracted at work, they should report the matter immediately to their line manager or another member of the senior management team, since special arrangements may apply in certain cases.

Absence due to mental health conditions

Where an employee is absent due to a mental health condition, the ESC mental health policy should be referred to, in conjunction with the absence policy.

Absence due to disability/maternity

Absences relating to the disability of an employee or to pregnancy will be kept separate from sickness absence records.