Frequent short-term sickness absence: Holdling an informal review meeting

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.