The steps above are the minimum requirements of the University.
Departments may have more specific reporting procedures (eg a requirement to contact a specific person, or to make contact before the start of your shift/working day).
You should ensure that you are aware of and follow any reporting procedures your department has in place.
(All sickness, whether self-certified or covered by a Fit Note, will be accepted as justification for absence. If exceptionally you have reasonable grounds to suspect that a reported sickness absence is not genuine, you should take advice from your HR Adviser or Partner.)
An informal return to work discussion should take place with all your employees on their return from sick leave, irrespective of grade or length of sickness absence:
The purpose of the discussion is to:
The discussion should be recorded on the return to work discussion form [pdf]. This should be retained on the employee’s personal file to inform at any future discussion about their sickness absence.
What do I need to do? For somebody only absent on an occasional short-term basis all that will usually be required is a brief, routine return to work discussion with their line manager.
Anything else? This discussion may uncover issues (such as a newly acquired disability or changed personal circumstances) which require addressing, either by the University or the employee. If you need assistance in tackling these issues, contact your HR Adviser.
Frequent, short-term absences are a particular problem as it is difficult to plan for their impact. The impact can be substantial and have a negative effect on colleagues, students or other service users.
What do I need to do? If an employee frequently has short-term absences you should follow the managing ill health and sickness absence procedure and guidance. There is a point - 3 or more absences totalling 10 or more days - where you should be considering further action in accordance with the procedure and guidance.
Any period of absence from work because of sickness or ill health lasting for four weeks or more is considered as long-term sickness. This includes:
What do I need to do? Staff who are absent from work because of a long-term health problem remain the responsibility of their department. If your employee has been - or looks likely to be - absent for 28 days or more then you should be managing the absence according to the procedure and guidance.
|Length of service||Entitlement|
|During the first three months of service||Up to two weeks on full pay and a further two weeks on half pay|
|During the first year (after first three months)||Up to two months on full pay and a further two months on half pay|
|During second and third year of service||Up to four months on full pay and a further two months on half pay|
|During the fourth and fifth year of service||Up to six months on full pay and a further four months on half pay|
|After completing five years of service||Up to eight months on full pay and a further four months on half pay|
|First formal meeting||Invitation to first formal meeting [docx]||Outcome of first formal meeting [docx]|
|First formal meeting: long-term sickness||Invitation to first formal meeting: long-term sickness [docx]||Outcome of first formal meeting: long-term sickness [docx]|
|Second formal meeting||Invitation to second formal meeting [docx]||Outcome of second formal meeting [docx]|
|Final hearing||Invitation to hearing [docx]||Outcome of hearing [docx]|
You can view your own absence record, and the records of staff who report to you, using our online Tableau workbook.
What is it? Your absence record, plus the records of any staff who report to you
What do I use it for? Reviewing absence, return to work meetings
Who has access?
All University of York employees
The University's approach to managing absence is described in full in the managing ill-health and sickness absence procedure and guidance.