Holding an informal review meeting

If you are concerned about an employee's level of sickness absence, you should meet with them informally to discuss your concerns and explore ways to address them. While there is no formal right to be accompanied to this type of meeting, you should consider any request to do so, especially if it relates to a reasonable adjustment.

Before the meeting

• Ensure the employee is aware of and understands the Managing Ill Health and Sickness Absence policy and guidance.
• Ensure that the absence information you have is accurate and up to date.

During the meeting

You must record a summary of your discussion using the University's informal meeting record. This ensures you cover all key points and provides a formal record to share with the employee. During the meeting you should discuss the following:

• Review the employee's attendance record. Share your concerns and inform them of their total absence in the last 12 months, or any other relevant period
• Ask if they are aware of any potential underlying reasons for their absences. This includes giving them an opportunity to confidentially raise any work-related issues or wider personal issues which may be affecting their health.
• Give consideration to any reasonable and temporary adjustments to their working environment to help improve their attendance.
• Discuss whether a referral to an Occupational Health Adviser would be helpful to identify further support.

The meeting should result in the following key outcomes:

• Agree on a support plan. Discuss and agree on specific actions to support the employee.
• Set clear expectations. Define the required improvement in attendance. While this can vary, you should advise them that a continuation or any further absence in the next 12 months may lead to a period of further monitoring or a formal meeting.
• Schedule a follow up. Agree on a specific date to meet again and informally review progress.
• Outline the next steps. Confirm that if their attendance does not improve as required, a first formal Meeting will be considered in line with the University Managing Ill Health and Sickness Absence Policy.

After the meeting

• Provide the employee with a copy of the meeting summary. This document will serve as a record of your discussion.
• If the employee achieves the required improvement in attendance, the matter will be considered resolved and no further action is needed.
• If the employee's attendance does not improve as required, the matter should be escalated to a first formal meeting in line with the University's Managing Ill Health and Sickness Absence policy.