A final formal meeting should be conducted by a Head of Department or other Senior Manager, with HR Operations present. The meeting is normally held when:

• Attendance levels have fallen below the target set at a second Formal Meeting under the short term absence procedure, or
• A Formal Meeting under the long term absence procedure has established that the long term issues of incapacity appear unlikely to be resolved within a reasonable timescale.

Prior to the final formal meeting

• This stage is about ensuring a robust, fair, and formally correct process. All communication must be handled sensitively and with care. You should consult with HR Operations before inviting the employee to a final formal meeting
• Send a formal invitation letter using this template. You must give the employee ten working days’ notice of the hearing. This formal letter must:
  • State the specific issues that will be considered.
  • Advise them of their right to be accompanied by a trade union representative or a university colleague.
  • Invite them to provide a written submission of their case at least five days before the meeting.
  • State that a possible outcome of the hearing is the termination of their contract of employment (Dismissal).
• Share all documents at least five working days before the hearing, you must provide the employee with copies of all papers and evidence that will be considered.

At the final formal meeting

The Manager conducting the meeting will:

1. Ask the manager of the employee to outline the sickness absence that has led to the final formal meeting, all the actions taken to date to support the employee back into work and any relevant circumstances or issues.
2. Give the employee, and/or their representative the opportunity to state their case and raise any factors they wish to have considered
3. Question those involved in the case and consider all representations before reaching a decision.

The outcome of the final formal meeting

The outcome will be communicated either verbally at the end of the hearing or in writing within five working days. The decision may include (but is not limited to):

• Continue employment: Allow a longer period for recovery or make further consideration of potential reasonable adjustments that would facilitate a return to work within a reasonable timescale.
• Seek redeployment to a different role within a reasonable timescale (usually one month).
• Support ill-health retirement, if this is supported by medical evidence and the employee has applied for it to the relevant pension scheme.
• Terminate employment with appropriate notice or pay in lieu of notice.

After the final formal meeting

The final step is to confirm the outcome in writing, ensuring all requirements have been met.

• Send the formal outcome letter. A letter confirming the decision must be sent, normally within five working days of the hearing. You should consult HR Operations before sending the letter.
• If the decision is to dismiss: The letter must include:
  • The employee’s right to appeal against the decision.
  • The official date that their employment will terminate.
  • Full details of their notice arrangements.