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Human Resources

Reporting & recording sickness

Accurate absence records provide the foundation for the University to manage absence from work more effectively. Monitoring absence enables us to measure a whole range of risks that are associated with staff health, well-being and morale.

We recognise that the cause of your absence may be something out of your control and encourage managers to remain open minded until the root cause of the absence is properly understood. Until the cause is correctly identified, it will not be possible to identify an appropriate course of action to remedy it.

Our policies and procedures have been created to enable consistent, fair and effective monitoring and management of absence.

 

***It is the responsibility of staff to record their sickness absence via MyView. If staff are unable to do this, their line manager must do it on their behalf.***

How do I...?

How do I notify my line manager that I am sick?

  1. If you are sick and cannot come into work, you (or a person acting on your behalf) should notify your manager (or other nominated person) by telephone as soon as possible (but no later than one hour after your normal start time).
  2. If you cannot speak to your manager (or other nominated person), it may be appropriate to leave a voice mail message or send them an email.
  3. Your notification should provide an explanation for the reason(s) for your absence and an expected return date.
  4. If you continue to be sick after your expected return date, you need to notify your manager (or other nominated person) again, indicating a revised return date.
  5. An absence lasting seven calendar days or less will be recorded as 'self-certified' sickness absence.
  6. If you are absent for seven calendar days or more, you are required to provide your manager with a fit note from your GP/consultant/hospital.  This certificate should indicate when you will be fit to return to work.
  7. Subsequent medical certificates should run consecutively for the length of the absence.
  8. Once you have returned to work your manager will normally hold a return to work meeting with you. You will be required to log your sickness absence on MyView if you have not done so already.  The absence request will then be sent to your line manager for approval. *Please note that your line manager also has the ability to record a sickness absence on behalf of their team members.
  9. If the absence has resulted from a workplace accident this should be reported to your manager as soon as possible who will report it to the Head of School / Service and Health and Safety via the reporting form.

Failure to comply with these reporting procedures where there are no extenuating circumstances may lead to sick pay being withheld and/or disciplinary action.

How do I record a sickness absence?

For staff member:

Please see the MyView User Guide for guidance on how to record a sickness absence.

For line manager:

If you line manage someone who has a period of sickness absence, and they're unable to record the absence themselves, then please refer to the guidance on recording a sickness absence for a staff member in the MyView User Guide.

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