Additional resources for sickness absence

Sometimes an employee's Fit Note will state they 'may be fit for work' with recommended adjustments. When this happens, you should discuss the advice on the Fit Note directly with the employee to explore if the suggested adjustments can be made to support their return to work. HR Services can provide you with initial advice and support if needed.

The advice on the Fit Note is guidance, not a binding instruction. After your discussion with the employee (and Occupational Health, if necessary), you must decide if the proposed adjustments are feasible and can be safely implemented.

If you decide that the suggested adjustments cannot be made, you must:

• Explain your reasons clearly to the employee.
• Treat the Fit Note as if it says 'not fit for work'. The employee does not need a new fit note.

If you are ever concerned about an employee’s immediate welfare because they are absent and uncontactable, you must contact HR Services immediately for advice. Do not take any other action until you have spoken with HR.

If a colleague has not followed the appropriate sickness reporting procedure or has failed to provide a further fit note, try to contact them by phone or email first. If you reach them, explain that their absence will be considered unpaid unless they follow the correct reporting procedure or provide relevant fit notes. After your conversation, confirm everything in writing and remind them to provide any outstanding fit notes without delay.

If you do not receive a response within a reasonable amount of time, contact HR Services for support. With HR's guidance, you may notify Payroll to stop the employee’s salary. At this point, a formal letter will be sent to the employee stating the following:

• Their absence is now being treated as unauthorised.
• The date their pay was stopped.
• Failure to make contact may lead to disciplinary action, which could result in dismissal.

The University regards all reported sickness as genuine. If a line manager has objective evidence causing them to doubt the genuine nature of the absence, they should contact HR Operations in the first instance.

Employees are not expected to forfeit their leave entitlement if they fall ill while on annual leave, a public holiday, or a customary day.

If an employee falls ill on one of these days, they should notify their line manager as soon as they can, following the same sickness reporting process as if they were at work.

To reclaim any leave lost to sickness, the entire absence must be covered by a valid Fit Note. Self-certification will not be accepted for this purpose.

If an employee falls ill while abroad, they must provide alternative medical evidence. This can be a Fit Note from a local practitioner or proof of a medical insurance claim.

When an employee is absent due to sickness while under a formal HR procedure, always seek advice from HR Operations.

It is often in the employee's best interest to resolve the matter promptly. Therefore, depending on the circumstances and medical advice, the employee may still be required to attend meetings for the other procedure while on sick leave.

In these sensitive cases, it is crucial to:

• Refer to the University’s specific guidance on Managing Work-Related Stress.
• Remind the employee of the support available from the Employee Assistance Provider (EAP).
• Consider making an Occupational Health referral with HR Operations to get a clearer understanding of the employee's health.

If an employee’s sickness absence is caused by a third party and their insurance company enquires about loss of earnings, the employee or their manager should contact the Payroll Office for assistance.

If an employee is on long-term sick leave during the last six months of the annual leave year and cannot take their full annual leave entitlement, their Head of Department may approve carrying the leave forward into the next holiday year.

If an employee is on occupational sick leave, providing their absence is covered by a fit note they are entitled to take any public and customary holidays that occur during their absence upon their return to work. The employee must agree on a mutually convenient time with their line manager.

Once an employee has exhausted their occupational sick pay entitlement, they are no longer entitled to reclaim public and customary holidays upon their return to work. However, they may be eligible to receive Statutory Sick Pay (SSP) for these days.

The University is committed to providing compassionate and practical support to employees who are diagnosed with a terminal illness. If a manager becomes aware that an employee has a terminal illness, they should contact HR Operations immediately. HR Operations will offer guidance on the support and assistance available to the employee.

Employees who wish to consider ill-health retirement should consult with the Pensions team. The administrator can advise on the appropriate scheme rules.

Be aware that being subject to informal or formal absence management procedures does not imply that an application for an ill-health pension will be approved. Any decision to dismiss an employee due to incapacity from sickness or ill-health is a separate matter from the application for, or awarding of, an ill-health pension.