Stokers A5 Handbook Policies APR24

Long Term Absences Long-term absence is defined by Stokers as any continuous period of sickness absence of 4 weeks or more. In every instance, Stokers will intend to support employees returning to work and regular contact will be maintained between you and your management throughout the absence which may include home welfare visits or meetings in the workplace. It is also an employee’s duty to keep in contact with the business during absence from work. The Company may also refer employees on long term absence to an Occupational Health provider or seek additional medical records from the employee’s Doctor, with their consent. Following a referral to an Occupational Health provider or from obtaining medical evidence the information obtained will be reviewed and considered carefully. If there is no prospect of a return to work within a reasonable time period, the employee sustaining an acceptable level of attendance in the future or if there are no suitable redeployment options, then a Capability Review Meeting will be arranged where the outcome could potentially be dismissal. Right to be Accompanied Employees have the right to be accompanied at any meeting under the short term and long term absence procedures. The employee’s companion may be a work colleague or trade union representative. The companion’s details must be provided to Stokers in good time before any meeting takes place. Companions will be permitted to make representations at any meeting and sum up the employee’s position. However, companions will not be allowed to answer questions on behalf of any employee. Employees may confer privately with their companion during any meeting under this policy. Employees are allowed reasonable time off from their duties without loss of pay to act as a companion for a colleague. However, there is no obligation on any employee to act as a companion and they may decline to act as a companion if they wish. Appeals An employee may appeal against the outcome of any stage of this policy. Any appeal must be submitted to the HR department in writing, stating the full grounds of appeal, within 7 days of the date on which the decision was confirmed to the employee. Any appeal should normally focus on any procedural errors, any new evidence which undermines the original

The meeting will normally be conducted by the employee’s manager, who may be accompanied by a member of the HR department. The employee may bring a companion with them to the meeting (see below). Employees must take all reasonable steps to attend the meeting. If the employee or their companion is unable to attend the meeting the employee should immediately inform their manager, who will seek to agree an alternative time for the meeting to take place. After the meeting, confirmation of any decision will be confirmed to the employee in writing. The outcome of a Formal Absence Review Meeting may result in a formal sanction recorded on the employee’s personnel file. The severity of the formal sanction within an employee’s Formal Absence Review Meeting will be determined by the Company but can range from a First Written Absence Warning or a Final Written Absence Warning depending on the circumstances. If an employee’s level of attendance continues to be of concern after Formal Absence Warning(s) have been sanctioned, the employee will be invited to a further Formal Absence Review Meeting where they will be advised that it may result in the employee’s dismissal unless there are mitigating factors making it reasonable for Stokers to decide otherwise. The purposes of the meeting will be to: • Review the meeting(s) that have taken place and matters already discussed with the employee in respect of their absences. • Consider whether there have been any changes since the last meeting. • Consider whether medical advice is required, if it hasn’t already been obtained. • Consider what, if any, measures might improve the employee’s health and/or attendance. • Consider the employee’s ability to remain in their job in view of their capabilities and Stokers’ business needs, including any redeployment opportunities. • Identify whether there is a likelihood of the employee returning to work in the near future or achieving the necessary level of attendance in a reasonable time. • Consider the possible termination of the employee’s employment, or whether further review meetings are required. After the Formal Absence Review Meeting, confirmation of any decision will be confirmed to the employee in writing. The decision could be the dismissal of the employee, which will normally be with notice or payment in lieu of notice.

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