This guidance outlines the key principles for supporting an employee whose health condition may result in a long-term absence. The focus is on early discussion and ongoing, sensitive communication.

The initial discussion

Long term absence is a period of sickness absence of longer than 28 days. As soon as you're aware that an absent employee has a health condition that could lead to a long-term absence, you must arrange a supportive discussion at the earliest opportunity. The purpose of this conversation is to:

• Understand the nature of the employee's condition and how it affects them.
• Establish what support the University can offer to assist them.
• Help and support them to prepare for their eventual return to work.

Further meetings can be arranged as needed to continue this supportive dialogue.

Maintaining regular contact

A key part of managing long-term absence is maintaining regular, supportive contact with the employee.

How to communicate: The method should suit the employee's individual circumstances. Agree on the best way to stay in touch, which could be via email, phone calls, or occasional meetings at a suitable location and the frequency of this contact.

Why you're communicating: The goal of this ongoing contact is twofold:

• To continue offering support and to see what assistance might be needed to help their recovery and facilitate a return to work.
• To keep the employee updated on workplace developments, helping them to feel connected to the team.

In the event that an employee is critically ill and you are concerned about their capacity to be able to return to work in the future contact HR Operations urgently.