Holding a first and second formal review meeting

This guidance applies to both the first and second formal review meetings. The approach to both meetings is broadly similar, however needs to be adapted to the individual circumstances and the potential outcomes differ.

Your role in both formal review meetings is to lead a fair and structured two-way conversation. It's essential that you give the employee and their companion an opportunity to state their case, ask questions, and raise any issues they wish to discuss.

• First formal review meeting: This meeting occurs when an employee's attendance has not met the standard set during a previous informal meeting. The meeting is to formally address the issue, issue a first formal warning, and set clear expectations for improvement.
• Second formal review meeting: This meeting is a follow up to the first. It is held if the employee's attendance has still not improved to the required standard after the first formal warning. The outcome of this meeting may be a final formal warning or further action.

Before the meeting

Before inviting the employee to either a first or second formal review meeting, you must seek advice from HR Operations

• Ensure you have a complete and accurate record of the employee's attendance. This includes:
  • Their full attendance record for the review period.
  • Copies of self-certification forms, fit notes, and return to work meeting notes.
  • Your record of the initial informal meeting.
  • Any reports or correspondence from Occupational Health.
  • All previous correspondence relating to their attendance.
• Invite the employee to the meeting using the provided template, sent at least five working days' in advance.

During the meeting:

• Clearly explain the reasons for the meeting, referring to their attendance record.
• Review and discuss the employee's attendance during the review period, the outcomes of previous meetings, and any actions taken so far. Provide an opportunity for the employee to share any new information regarding their health.
• Discuss how the university can provide additional help. This could include reasonable adjustments, temporary alternative duties, and/or a referral to Occupational Health or the Employee Assistance Provider (EAP).
• Agree on and schedule regular check in meetings to monitor progress.

Concluding the meeting: Outcomes and next steps

At the end of either the first or second formal review meeting, you must consider all the information presented and then clearly communicate your decision. In some cases the outcome may need to be confirmed shortly after the meeting has concluded.

• State the outcome. After considering the employee's case, if you determine their attendance is still unsatisfactory, you must clearly state the outcome.
• First formal review meeting: Explain that the employee is being issued a formal warning for not meeting the required attendance standards.
• Second formal review meeting: Explain that the employee is being issued a final formal warning for their continued failure to meet attendance standards.
• Set clear expectations. For either meeting, you must clearly communicate the following:
• The improvement required. Be specific about the standard they need to meet and the timescale. You can consult with HR, but a typical target would usually be that the employee should have no more than 10 days of sickness absence in the subsequent rolling 12 month period.
• The support available. Confirm what support will be put in place to help them.
• The consequences. Be clear about what will happen if they do not meet the required standard.
  • After the first formal meeting: Explain that failing to improve may result in further formal action, including a final formal warning and could ultimately lead to the end of their employment.
  • After the second formal meeting: Explain that failing to improve could lead to a final formal meeting, where the termination of their employment may be considered.

After the meeting

• Following either meeting, you must formalise the outcome and continue to monitor progress. Issue the formal warning letter. Using the provided template, issue the formal warning letter to the employee within 5 working days of the meeting.
• Immediately take action on any agreed support.
• Hold regular check-in meetings with the employee during the review period to discuss their progress. Keep a clear record of these conversations.
• Ensure a copy of the outcome letter and meeting notes are placed on the employee's official HR file. The letter will be retained until the satisfactory level of attendance is achieved.

Next steps

• After the first meeting: If attendance drops below the agreed standard, a second formal review meeting should be considered.
• After the second meeting: If attendance drops below the agreed standard, a final formal meeting should be considered.
• Improved Attendance: If attendance meets the required standards you should confirm to the employee that the matter is resolved in writing