Stokers A5 Handbook Policies APR24

Evidence of Sickness For sickness absence of up to 7 days, employees must complete a self-certification form on their return to work. The form is available from the HR department. For absences lasting more than 7 days, employees must obtain a fit note from their doctor stating that the employee is not fit for work and the reason(s) why. The fit note should be supplied to the employee’s manager as soon as possible. If the absence continues, further medical fit notes must be provided to cover the whole duration of the absence. Where Stokers is concerned about the reason for absence, or where there is frequent short-term absence, it may require a fit note from the employee’s doctor for each absence regardless of the duration. Medical and Dental Appointments Where possible, all employees who need to attend dental or medical appointments should make their appointments in their own time. Should an employee be unable to arrange an appointment outside working hours, they should ask their line manager for the time off. Where possible, appointments should be made to ensure the least disruption for the department. Time off for such appointments will be unpaid unless lost time is made up with the prior authority of line management within a 4 week period. The Company may ask the employee to produce an appointment card to confirm the time and date of their appointment. Absence that has not been notified in accordance with this policy will be treated by Stokers as unauthorised absence. If an employee does not report for work and has not telephoned their manager to explain the reason for their absence, Stokers will try to contact the employee by telephone and in writing, if necessary. This should not be treated as a substitute for reporting sickness absence. The business operates a zero tolerance stance towards instances of AWOL without due cause. Cases of unauthorised absence will be dealt with under Stokers’ Disciplinary Procedure. Return to Work Discussions Stokers is committed to helping employees return to work. If an employee has been on sick leave, they can expect to be invited to a return to work discussion with their manager. Unauthorised Absence (Absence without leave / AWOL)

The return to work discussion will enable the business to better understand the employee’s absence and the reason(s) for it, and provide the employee with an opportunity to raise any concerns or questions and bring any matters to management’s attention. If an employee’s doctor supplies a fit note stating that the employee “may be fit for work” the employee should immediately contact their manager. Stokers will then discuss with the employee, at a return to work discussion, any additional measures which may be needed to facilitate a return to work, taking into account the doctor’s advice. If appropriate measures cannot be taken, the employee will remain on sick leave and the business will set a date to review the situation. ABSENCE MONITORING PROCEDURE Short Term Absence Monitoring Stokers operates an initial ‘trigger-based’ absence monitoring level to ensure fairness and equality across all employees to assess and reduce short term absences. Stokers promotes flexibility and does not compel managers to issue warnings or dismiss an employee with continuing unsatisfactory attendance. It allows managers to elect to discount certain absences (for example on disability or compassionate grounds), and to adjust the outcome of any formal review meeting accordingly. Details of any exception and the reason(s) for it should be discussed with the employee. Informal action against an employee will be taken if: • Any three periods of absence in a rolling twelve-month period occur. • A pattern of absence becomes a cause for concern. Once the informal stage has been exhausted but an employee’s absence levels continue to be a concern, management will assess whether it is appropriate to invite the employee to a Formal Absence Review Meeting. Where the employee is invited to a Formal Absence Review Meeting, a reasonable period of notice will be given in advance of the meeting. The purpose of the Formal Absence Review Meeting will be to: • Discuss the reasons for and impact of absences. • Determine the likelihood of further absences. • Consider whether medical advice is required. • Consider what, if any, measures might improve the employee’s health and/or attendance. • Agree a way forward, action that will be taken and a timescale for review.

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