Sickness absence - procedural issues

1.1. Time Limits

• In normal circumstances, sickness absence issues will be dealt with as quickly and as fairly as possible within the time limits specified within the procedure.

• Where an extension to timescales is required, there will be reasonable agreement in principle, by all parties to extend the timescales.  The manager involved must write to the employee, before the deadline, stating the reasons for the delay and informing the employee of the expected new timescales.

• Shorter timescales to those referred to in the procedure may be followed if by mutual agreement.

• Any reference to days within the procedure is working days, Monday - Friday.

1.2. Case Records

• It is important that written records of the formal process including copies of letters, appeal papers, outcome of appeals etc. and any subsequent developments are kept.

• On completion of a sickness absence process, managers should ensure that they forward any relevant paperwork in connection with the case to HR to be stored with the employee’s records. Letters confirming formal actions taken will be kept on the employee’s personal file for the duration of the Sickness Absence action, after which time they will be removed.

• Notes should be taken at all meetings as part of the Sickness Absence Procedure (this is not the role of HR).

• Records should be treated as confidential and kept in accordance with the Data Protection Act 1998, which gives individuals the right to gain access to certain personal information that is kept about them.  This includes sickness absence records.

• Electronic recording of interviews/meetings or appeal hearings is not normally permitted and must not take place without the prior agreement of all parties involved.

1.3. Attending meetings/hearings

• Managers and employees must make all reasonable attempts to attend the meetings arranged under the procedure within the specified timescales. 
• Where an employee/representative is unable to attend a meeting/hearing, every effort should be made to re-arrange the meeting to a mutually convenient date and time, within the set timescales.

• A minimum of one alternative date and time should be offered.  The reasons and likely duration for the employee not being able to attend a meeting/hearing should be considered and appropriate action taken prior to offering the alternative date and time.

• Where an employee is on sick leave and unable to attend a meeting(s), the procedure should continue as far as possible in the absence of the employee. 

• When the employee is on long-term sickness leave, their line manager should refer them to the Government’s Fit for Work Scheme or the Council’s Occupational Health Services seeking advice on whether the employee is fit enough to attend meetings/hearings and/or fit to submit written documentation to be considered in their absence.