London South Bank University
Human Resources Department
SICKNESS REPORTING PROCEDURES
SICK LEAVE and PAY ENTITLEMENTS
LONG TERM SICKNESS COVER
SICKNESS MONITORING
Please access the information you require via the following links:
Page
A.
Procedures to be followed by employees absent due to sickness
B.
Reporting the sickness absences of your staff to HRD
4
C.
Sickness Forms A & B
5
D.
University Self-Certification Form
6
E.
Sick Leave & Pay Entitlement - Support Staff & Research Staff
7-9
F.
Sick Leave & Pay Entitlement - Academic Staff
10-12
G.
Sick Leave & Pay Entitlement - Staff under TUPE Transfer
13
H.
Statutory Sick Pay
14
I.
Arrangements for covering long term absence - Support Staff
J.
Arrangements for covering long term absence - Academic Staff
K.
Procedure for Dealing with Sickness Absence (Sickness Monitoring)
2-3
15-16
17
18-20
HR Business Partner Teams – Human Resources Department contact numbers and email
addresses
Index
HRD-7/05;6/07;5/08;4/12
1
A.
London South Bank University
PROCEDURES TO BE FOLLOWED BY EMPLOYEES ABSENT DUE TO SICKNESS
FIRST DAY OF SICKNESS
On the first day of sickness, before their normal starting time, an employee must notify
their Head of Department/ line manager of their incapacity for work. This notification will
normally be by telephone and should indicate the nature of the incapacity and its
probable duration.
During the period of sickness absence, it is the employee’s responsibility to keep the
University informed on a regular basis, usually by telephone.
If a statement of fitness for work or ‘fit note’ has been issued, this should be sent to the
University immediately.
FROM THE EIGHTH DAY OF SICKNESS
From the eighth (calendar) day of sickness, a fit note from a doctor or a hospital must
be submitted to the Human Resources Department as soon as possible. If the period of
sickness continues, further fit notes must be submitted to ensure that the period of
absence is covered at all times. If the doctor supplies an ‘open’ fit note, further medical
statements must be supplied at regular intervals.
RETURN TO WORK
Sickness Absences of One to Seven Days
On returning to work after an absence of one to seven days (including weekends), a
University Self-Certification Form must be completed for the full period of the absence in
all cases where a fit note has not been issued. The Self-Certification Form must be
countersigned by the line manager.
Sickness Absences of Eight Days of More
On returning to work after an absence of eight days or more (including weekends) any
outstanding fit notes should be submitted. In certain circumstances, if the doctor has not
specified a return date on the latest fit note issued, it may be necessary to provide a
further medical statement to confirm that the employee is fit to resume their duties.
In some cases a doctor may state on a fit note that an employee ‘may be fit for work’,
this means they believe that that the employee’s health condition may allow them to
work, provided they are given the appropriate support. The doctor’s notes will give
advice about the effects of the patient’s health condition and in some cases suggestions
2
about the types of adjustments or adaptations that should be considered to enable the
employee to return to work. In the event that the university is unable to meet the
requirements for the employee to return to work, the fit note will be treated as a ‘not fit
for work’ statement.
Please ensure that your Head of Department / line manager forwards a Sickness Form
B together with any medical statements to the Human Resources Department, as the
date on a fit note cannot be taken as confirmation of your return to work and this could
affect your Occupational Sick Pay entitlement.
SICKNESS AT ANNUAL LEAVE OR BANK HOLIDAYS
A fit note or medical statement will be requested if you are sick on
(i)
on the working day immediately preceding authorised annual leave or a Bank
Holiday
(ii)
on the working day immediately following authorised annual leave or a Bank
Holiday.
If you require any further guidance regarding the above procedures, please contact your
HR Business Partner Team - for telephone extensions and email addresses see link on
Page1.
Return to Beginning of Section
Return to Index
HRD-7/05
3
B.
London South Bank University
REPORTING THE SICKNESS ABSENCES OF YOUR STAFF
For use by Heads of Departments / Line Managers / Designated Officers
FIRST DAY OF SICKNESS
As soon as the member of staff has informed you of their absence from work due to sickness,
you should complete a Sickness Form A and forward it to the Human Resources Department.
EIGHTH DAY OF SICKNESS ONWARDS
On the eighth calendar day of sickness the member of staff should submit a doctor’s or hospital
statement of fitness for work or ‘fit note’. Please forward this, and any further fit notes covering
the remaining period of their absence, to the Human Resources Department immediately.
RETURN TO WORK
Sickness Absences of One to Seven Days
When members of staff return to work after an absence of one to seven days (including
weekends), you must ensure that they complete a University Self-Certification Form for the full
period of the absence in all cases where a fit note has not been issued.
You must countersign the Self-Certification Form and forward it to the Human Resources
Department immediately.
Sickness Absences of Eight Days of More
When members of staff return to work after an absence of eight days or more (including
weekends), you should forward the following to the Human Resources Department immediately:
(i)
(ii)
(iii)
a Self-Certification Form covering the first seven days’ sickness, if this has not already
been submitted
any outstanding fit notes that the member of staff has given you
Sickness Form B as confirmation of the individual’s return to work.
In some cases a doctor may state on a fit note that an employee ‘may be fit for work’, this
means they believe that that the employee’s health condition may allow them to work, provided
they are given the appropriate support. The doctor’s notes will give advice about the effects of
the patient’s health condition and in some cases suggestions about the types of adjustments or
adaptations that should be considered to enable the employee to return to work. In the event
that the university is unable to meet the requirements for the employee to return to work, the fit
note will be treated as a ‘not fit for work’ statement.
Please do not delay in forwarding any of the above forms or medical statements to the
Human Resources Department, as this may affect the individual’s pay.
4
If a member of staff fails to inform you of their sickness absence, or to provide a medical
statement at the due times, please contact your HR Business Partner Team for guidance
- for telephone extensions and email addresses see link on Page1.
Return to beginning of section.
Return to Index
5
LONDON SOUTH BANK UNIVERSITY
SICKNESS FORM
C.
To be completed and forwarded to the Human Resources Department on the first day of
sickness.
NAME: _______________________________ FACULTY / DEPT: _____________________
FIRST DAY OF INCAPACITY: MON / TUES / WED / THURS / FRI / SAT / SUN
DATE: _________________________________________________________
For part-time members’ of staff please confirm expected working pattern during period of absence
by underlining/highlighting below the days scheduled to be worked:
MON / TUES / WED / THURS / FRI / SAT / SUN
NOTIFICATION RECEIVED ON: ___________________ IN FORM OF: _________________
NATURE OF SICKNESS: _____________________________________________________
SIGNATURE: _________________________________ DATE:________________________
EXTN: ______________ FORM COMPLETED BY: _________________________(Reporting Officer)
(PRINT NAME)
This form is to be used for the reporting of sickness only. Absence due to medical/dental
appointments, compassionate leave, etc. must be dealt with at the departmental level.
LONDON SOUTH BANK UNIVERSITY
SICKNESS FORM
To be completed and forwarded to the Human Resources Department on the day of return to
duty.
NAME: _______________________________ FACULTY / DEPT: _____________________
DAY FIT TO RETURN: MON / TUES / WED / THURS / FRI / SAT / SUN
DATE: ____________________________________________________
For part-time members of staff, please confirm working pattern by underlining/highlighting below
the days scheduled to be worked during period of absence:
MON / TUES / WED / THURS / FRI / SAT / SUN
NOTIFICATION RECEIVED ON: ___________________ IN FORM OF: _________________
NATURE OF SICKNESS: _____________________________________________________
SIGNATURE: _______________________________ DATE:___________________________
EXTN: ______________ FORM COMPLETED BY: __________________________(Reporting Officer)
(PRINT NAME)
Certification must be produced for this period of sickness. For absences of 1 to 7 days, please
use a self-certification form. For absences of 8 days or more, a doctor’s certificate is
required.
HRD-8/13
6
D.
LONDON SOUTH BANK UNIVERSITY
SELF-CERTIFICATION OF SICKNESS
NAME:
______________________________________________
FACULTY / DEPT:
______________________________________________
HOME ADDRESS:
______________________________________________
______________________________________________
I certify that I was unable to work due to sickness as follows:
FIRST DAY OF INCAPACITY:
DATE:
DAY FIT TO RETURN:
DATE:
MON / TUES / WED / THURS / FRI / SAT / SUN
______________________________________
MON / TUES / WED / THURS / FRI / SAT / SUN
______________________________________
NATURE OF SICKNESS:
__________________________________
(Please note that words like
‘sickness’ or ‘unwell’ are unacceptable.) __________________________________
In the case of injury, indicate
whether or not it occurred at work
__________________________________
TO BE COMPLETED BY LINE MANAGER:
For part-time members of staff, please confirm working pattern by underlining/highlighting below
the days scheduled to be worked during the period of absence:
MON / TUES / WED / THURS / FRI / SAT / SUN
------------------------------------------------------------------------------------------------------------------------SIGNED: __________________________
(Employee named above)
COUNTERSIGNED ____________________
(Line Manager)
Print name: _______________________
Print name: __________________________
Date: _____________________________
Date: ________________________________
PLEASE NOTE: If absence exceeds 7 calendar days (inclusive of Saturday, Sunday, or
Rest days) a Doctor’s Certificate must be submitted on the 8th day of sickness.
Staff are reminded that to enable the sick leave and sick pay arrangements to work effectively, it
may be necessary for them to attend an appointment with a medical advisor appointed by the
University, and that their own medical adviser may be asked for relevant medical information.
Failure to co-operate with any medical enquiries by the University medical adviser
may prejudice the grant of sick pay.
HRD-8/13
7
E.
London South Bank University
OCCUPATIONAL SICK LEAVE & SICK PAY ENTITLEMENT - SUPPORT STAFF
& RESEARCH STAFF
Entitlement to Occupational Sick Pay accrues with length of service. The entitlements
shown below are based on a five-day week. The entitlement for part-time staff who
work less than five days per week will be calculated on a pro rata basis.
1.
During sick leave
the full amount of the normal weekly wage or monthly salary is paid for the
periods set out below under the heading “Full Pay”, according to length of
service, and
when entitlement to full pay has been exhausted, half the amount of the normal
weekly wage or monthly salary is paid for the periods set out below under the
heading “Half Pay”, according to length of service,
subject in all cases to the relevant deductions being made therefrom.
2.
3.
Length of Service
During the 1st year of service
Full Pay
1 month
(21 days)
Half Pay
nil
& after completing 4 months’ service
1 month
(21 days)
2 months
(43 days)
During the 2nd year of service
2 months
(43 days)
2 months
(43 days)
During the 3rd year of service
4 months
(86 days)
4 months
(86 days)
During the 4th & 5th years of
service
5 months
(108 days)
5 months
(108 days)
After completing five years’
service
6 months
(130 days)
6 months
(130 days)
The periods of service set out above must have been completed before the
first day of the sick leave in question to qualify for the relevant periods of
entitlement.
Earlier periods of paid sick leave during the 12 months immediately preceding the
first day of absence will be deducted from the relevant periods of entitlement.
8
No account is taken of any absence which, in accordance with item 4 below, is
not treated as sick leave.
4.
Where agreed by the Head of Human Resources, the following periods
of absence are not counted against sick leave entitlement:
(i)
(ii)
Absence arising from an accident occurring to an employee in the course
of his/her duty.
Absence due to an infectious or industrial disease contracted by an
employee while on duty.
5.
An employee who falls sick during the course of his/her annual leave is
regarded as being on sick leave from the date of the statement of fitness for work
supplied by doctor or hospital in respect of that sickness. After return to work the
employee is entitled to take the balance of his/her holiday at a date convenient to
the University within the same leave year.
6.
Payments during the period of sick leave are calculated by reference to the
normal wage or salary of the employee, excluding overtime but including an
enhanced rate for shift work, night work, split duty and work on Saturday and/or
Sunday, which would have been worked as part of the normal working week.
There will be deducted from such payments the full amount of:
(a) Employment and Support Allowance (ESA)1 claimed from the Department for
Work and Pensions (where the individual is excluded from Statutory Sick
Pay);
(b) Industrial Injury Benefits under Social Security Acts, and as amended;
(c) Compensation under the Workman’s Compensation Acts and/or Employer’s
Liability Acts.
7.
A married woman paying reduced National Insurance contributions and in
consequence not entitled to receive Employment and Support Allowance (ESA)
is for the purpose of sick leave payments deemed to be fully insured and an
amount equivalent to that which a fully insured person would receive will be
deducted from wages or salary whilst on full pay. This provision applies to
women who are excluded from Statutory Sick Pay. The amount so deducted will
not be more than the normal wage or salary payment for the period of absence.
8.
Entitlement to Statutory Sick Pay (SSP), where payable, is offset against
entitlement to Occupational Sick Pay (OSP), where payable, so that the
combined entitlements do not exceed normal full pay, or normal half pay, as
appropriate.
Where a member of staff receives Employment and Support Allowance (ESA),
the amount of the ESA will be deducted from Occupational Sick Pay, so that the
1
Name changed in document from Incapacity Benefit to Employment and Support Allowance, June 2012
9
combined entitlements do not exceed normal full pay, or normal half pay, as
appropriate.
Details of the Statutory Sick Pay scheme can be found on the government web
site via the following link:
http://www.direct.gov.uk/en/MoneyTaxAndBenefits/BenefitsTaxCreditsAndOtherSupport
/Illorinjured/DG_10018786
or contact your HR Business Partner Team for information - for telephone
extensions and email addresses see link on Page1.
9.
The employee is under an obligation to declare any entitlement to benefits
as detailed in item 6 and any subsequent alteration to circumstances affecting
such entitlement.
Return to beginning of section
Return to Index
HRD-7/05;1/09;4/12
10
F.
London South Bank University
OCCUPATIONAL SICK LEAVE & SICK PAY ENTITLEMENT
ACADEMIC STAFF
Occupational Sick Pay accrues with length of service. The entitlements shown below
are based on a five-day week. The entitlement for fractional lecturers who work less
than five days per week will be calculated on a pro rata basis.
1.
Length of Service
Full Pay
During the first year of service:
1 month
(22 days)
& after completing 4 months’ service
before the start of the period of
sickness absence
Half Pay
2 months
(44 days)
During the second year of service
3 months
(66 days)
3 months
(66 days)
During the third year of service
4 months
(88 days)
4 months
(88 days)
During the fourth and successive
years of service
6 months
(132 days)
6 months
(132 days)
For the purposes of calculating sick leave entitlement, a month is deemed to
include 22 working days, and a working day is defined as any day on which the
University is open but which does not form part of the lecturer’s personal holiday
entitlement.
2.
Sick Pay shall include, where appropriate, Statutory Sick Pay and will not exceed
ordinary pay.
3.
For the purpose of calculating sick leave entitlement the year shall be deemed
to begin on 1st April of each year and end on 31st March of the following year,
provided that


in the case of a lecturer whose service begins on a date other than 1 st April,
such service shall be deemed to have commenced on the preceding 1st April,
subject to the completion of 4 calendar months’ actual service before half pay
can be claimed, and
in the case of a lecturer absent owing to sickness on 31 st March of any year,
the lecturer shall not begin a new entitlement to sick leave in respect of the
following year until s/he has returned to work, the period from 1st April until the
return to duty being deemed to be part of the preceding year’s entitlement.
11

in the case of a lecturer transferred from the service of one HEI to another,
any sick pay paid during the current year by the previous HEI shall be taken
into account in calculating the amount and duration of sick pay payable by the
new HEI*.
*For the purposes of transferring sick pay entitlement, clause 4 of the Agreed Contract
governing continuous employment shall apply.
4.
Sickness during a period when the University is closed or a period
forming part of the lecturer’s personal holiday entitlement will not be counted
against occupational sick leave entitlement, as detailed in item 1.
The rate of sick pay in respect of sickness during a period of University closure,
or during a period forming part of the lecturer’s personal holiday entitlement, is
the rate applicable to him/her on the last day before that period, i.e.
where a lecturer is ill immediately preceding a University closure or a
period forming part of the lecturer’s personal holiday entitlement and:
(a)
the lecturer is on full sick pay
the lecturer shall continue on sick pay, but the closure or holiday period is
not counted against entitlement under item 1
(b)
the lecturer is on half sick pay
the lecturer shall continue on half sick pay, but the closure or holiday
period is not counted against entitlement under item 1
(c)
the lecturer has exhausted sick pay entitlement and is on nil pay, s/he will
continue to receive no pay.
Periods of sickness during a period of University closure or forming part of the
lecturer’s personal holiday entitlement will be reckonable for Statutory Sick Pay
entitlement or a claim for Employment and Support Allowance (ESA)2, where
appropriate.
Where a lecturer is ill immediately preceding a period of closure or personal
holiday entitlement and has exhausted his or her sick leave entitlement, or is on
less than full pay, and recovers during that period, the lecturer shall be deemed ,
for the purposes of calculating the amount of salary due, to have returned to duty
on the day s/he is authorised medically fit to do so by means of a doctor’s
statement, provided that s/he actually returns to duty on the first day after the
University closure or scheduled holiday*.
2
Name changed in document from Incapacity Benefit to Employment and Support Allowance, June 2012
12
* Whether on full pay or reduced pay, a lecturer who recovers from illness during a
period of closure or personal holiday entitlement must inform the University of the date
s/he is authorised medically fit to resume work, in order to ensure correct calculation of
entitlement to sick leave and of Statutory Sick Pay, where appropriate.
If a lecturer falls ill after the commencement of a period of closure or personal
holiday, the lecturer should notify the University as if the days of closure or
personal holiday were working days, to enable processing of entitlements or
benefits, as appropriate
5
Details of the Statutory Sick Pay scheme can be found on the government web
site via the following link:
http://www.direct.gov.uk/en/MoneyTaxAndBenefits/BenefitsTaxCreditsAndOtherSupport
/Illorinjured/DG_10018786
or contact your HR Business Partner Team for information - for telephone
extensions and email addresses see link on Page1.
HRD-7/05;4/12
Return to beginning of section
Return to Index
13
G.
London South Bank University
STAFF UNDER TUPE TRANSFER
Staff whose conditions of service remain those pertaining under a TUPE transfer,
please contact your HR Business Partner Team for details of your Occupational
Sick Leave and Pay entitlements. For details of HRD telephone extensions and
email addresses see link on Page1.
Return to Index
HRD-7/05
14
H.
London South Bank University
STATUTORY SICK PAY
Details of the employee’s entitlement to Statutory Sick Pay can be found on the
government web site via the following link:
http://www.direct.gov.uk/en/MoneyTaxAndBenefits/BenefitsTaxCreditsAndOtherSupport
/Illorinjured/DG_10018786
or contact your HR Business Partner Team - for telephone extensions and email
addresses see link on Page1.
Please note that:
entitlement to Statutory Sick Pay (SSP), where payable, is offset against entitlement to
Occupational Sick Pay (OSP), where payable, so that the entitlements do not exceed
normal pay;
where an employee is excluded from entitlement to SSP but is entitled to claim
Employment and Support Allowance (ESA), the amount of the ESA will be deducted
from OSP, so that the combined entitlements do not exceed ordinary pay.
Return to Index
HRD-7/05;1/09/4/12
15
I.
London South Bank University
ARRANGEMENTS FOR COVERING LONG TERM SICKNESS ABSENCE
SUPPORT STAFF
Sickness absence cover may be provided, funded by a combination of any savings
on the substantive post and, if required, by an additional allocation of centrally
administered funds, where agreed, subject to availability. An allocation of additional
funds will be up to a maximum of £3,000.
1. Cover for long term sickness absence may take various forms, for example:
- replacement at the same grade
- another member of staff acting up and replacement at that grade
- replacement at a lower grade with partial duties covered
- replacement on a part-time basis.
2. (i) In circumstances where it is initially unknown how long a sickness absence
may last :after a member of staff has been absent for a period of one
month, the Head of Department/ line manager may apply for
additional funds to provide cover where there is medical
evidence that the individual will remain absent for at least one
more month. (This may be operated with flexibility when the
expected length of continued absence is unclear.)
(ii) In circumstances where there is a planned period of long-term sickness, such
as major surgery followed by post-operative convalescence:the Head of Department/ line manager may apply for additional funds for
temporary cover with effect from the first day of the absence.
3. To apply for additional funds to cover a long term sickness absence, please send
details of your requirements by email to your HR Business Partner Team (see
details via link on Page1) who will cost your bid and forward it to Joanne Monk Deputy Director of Human Resources, or to Patricia Hall - HR Adviser
Information & Projects, for a decision. You will be advised if an allocation of
additional funds has been agreed and you will then need to complete an
HR/Appoints1 form in order to request authorisation from your SMT Member for
the temporary replacement of the post. Once this has been agreed, the
additional funds that HRD has allocated will be transferred to your normal staffing
budget.
16
Your application should indicate:
- the grade/duties/hours of the absent member of staff
- the grade/duties/hours of the replacement
- the expected length of the absence, where known, and the expected length of
the temporary appointment
- how you intend to fund the temporary appointment, including any additional
allocation from HRD.
4. Discontinuation of temporary contracts
A contract issued to the temporary staff replacement will specify that it will be
terminated when the member of staff returns from sick leave and that one week's
(or one month's notice, as appropriate) will be given in the event that the contract
is discontinued. The Head of Department/Line Manager must inform Human
Resources Department immediately if an absent member of staff returns to work
earlier than expected. Human Resources Department will give notice to the
temporary replacement immediately.
HRD-7/05;8/09;4/12
Return to beginning of section
Return to Index
17
J.
London South Bank University
ARRANGEMENTS FOR COVERING LONG TERM SICKNESS ABSENCE
ACADEMIC STAFF
Sickness absence cover for lecturing staff may be provided by Hourly Paid Teaching
hours, funded by a combination of any savings on the substantive post and, if
required, by an additional allocation of centrally administered funds, where agreed,
subject to availability. An allocation of additional funds will be up to a maximum of
£3,000.
A claim may be made on the following basis:
From the fifth week of an established lecturer’s sickness (no hours are allowed for
the first four weeks), up to a maximum of ten hours per week may be claimed (taking
into account any savings from the substantive post). This should not include any
recess or vacation periods unless the lecturer being replaced usually teaches during
these periods.
To apply for additional funds to cover a long term sickness absence, please send details
of your requirements by email to your HR Business Partner Team (see details via link
on Page1) who will cost your bid and forward it to Joanne Monk - Deputy Director of
Human Resources, or to Patricia Hall - HR Adviser Information & Projects, for a
decision, and you will be advised if an allocation of additional funds has been agreed.
Full details relating to the employment of Hourly Paid Lecturers can be accessed via the
following link:
Hourly Paid, Sessional and Occasional Lecturers' Employment
Procedure
Return to beginning of section
Return to Index
HRD-7/05; 8/07;8/09;4/12
18
K.
London South Bank University
PROCEDURE FOR DEALING WITH SICKNESS ABSENCE
1. PURPOSE
The purpose of this procedure is to monitor and review overall sickness absence
levels within the University and to deal fairly and consistently with all staff (academic
and support) who have continuing sickness absence.
2. REPORTING PROCEDURE
2.1 Members of staff who are absent due to ill health are required to report their
absences in accordance with the Procedure to be followed by employees
absent due to sickness.
2.2 Human Resources will monitor sickness absence levels and will regularly bring
to the notice of the Heads of Academic or Support Departments those members
of staff who have high levels of absence (either as continuous periods or short
term intermittent absence). Purely by way of illustration, a high level of absence
may be considered to be a total of twenty or more days, or seven or more
occasions of sickness absence during a rolling twelve month period.
3. INVESTIGATION
3.1 Where an employee has a high level of sickness absence, this will be brought to
the member of staff’s attention by the appropriate line manager, who will ask
him or her for co-operation in attempting to reduce the levels of sickness, where
possible. The line manager will seek to explore with the member of staff how
the University can give assistance to the member of staff in reducing their
sickness absence.
3.2 The manager and member of staff will be present at the initial interview. The
member of staff may be monitored by the line manager for a period of between
three and six months.
3.3 The line manager will pay attention to patterns of absence such as regular
absences at certain times of the week or at certain times of the year.
3.4 The line manager will look at the individual circumstances of each member of
staff and all factors will be taken into consideration.
3.5 The member of staff will have the right to request that a work colleague or union
representative accompany him/her to any subsequent meeting following the
initial interview with the line manager. A member of Human Resources should
also be present at these meetings.
19
4. MEDICAL ADVICE
4.1 If a member of staff is unable for health reasons to attend work on a regular
basis or his/her sickness attendance lapses because of sickness after a
satisfactory monitoring period, the University, in accordance with the Access to
Medical Reports Act 1988, will request a medical report from the member of
staff’s GP and/or the member of staff’s consultant. In the event of conflicting
medical opinions being received, the University reserves the right to rely on the
opinion of its own medical adviser.
4.2 If a member of staff does not permit the University to approach his/her General
Practitioner, or fails to attend for an examination by the University’s medical
adviser, any decisions about further action will be taken without benefit of such
report/s.
4.3 Underlying medical complaint
If a member of staff has an underlying medical complaint, the University will
consult with the member of staff to establish whether there are any reasonable
adjustments that may be made to their job to assist them resume their work. If
this is not possible, the University will consider whether there is any alternative
work that the member of staff would be able to do. Alternative job suitable for
the member of staff may be at a lower level of seniority, with entirely different
responsibilities, at a different level of pay or different hours of work.
4.4 If the member of staff has an underlying medical condition that has
necessitated, or will necessitate, long term absence, the University will
investigate, if appropriate in all circumstances and after taking medical advice,
the possibility of early retirement on the grounds of ill health.
4.5 If the above options are not possible, the University, after taking medical advice,
may decide to terminate employment on the grounds of incapacity due to ill
health.
4.6 No underlying medical complaint
If the member of staff is declared fit for work, the University will expect him/her
to attend for work on a regular basis.
4.7 If however sickness levels continue to be unacceptable, or if there is a
subsequent lapse following a period of improvement, sickness may be
monitored for a further period.
20
4.8 If the member of staff still does not attend work on a regular basis, the
University will deal with this by means of the capability or disciplinary procedure,
as appropriate.
5.
DISMISSAL AND APPEAL
5.1 In the event that the University is considering the termination of employment, the
member of staff will be given a written statement of the grounds for
contemplating dismissal and will be invited to attend a meeting with their
Executive Dean or Head of Department to discuss the matter. The meeting may
be delegated to a Pro Dean, Deputy Head of Department or senior manager of
the Faculty or Department.
5.2 If termination of employment is confirmed in writing following the meeting, the
member of staff will have the right of appeal to the Vice Chancellor, who may
delegate this stage of the procedure to a Pro Vice Chancellor.
5.3 A member of the Human Resources Department will attend the meeting and the
member of staff has the right to bring a companion to the meeting who may be a
colleague or a trade union representative. At the appeal meeting, the Vice
Chancellor (or his/her delegate) will consider all of the written evidence, will
consider the grounds of appeal and at the meeting will ask the member of staff to
explain their grounds for appeal.
The person chairing the meeting will write to the member of staff within ten
working days of the meeting, to confirm their decision. This decision will be final.
6. Throughout the process the University will take into account all the circumstances
of individual cases including medical opinion and operational requirements. Staff
will be fully informed and consulted and will be given, at the earliest opportunity,
clear information about their position. Any queries concerning the procedure
should be addressed to line management or the Human Resources Department
as appropriate.
Human Resources Department
Updated and Agreed by the Senior Management Team, June 2010
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