Other related absence
Time off for medical appointments
Wherever possible, employees should arrange doctor, dentist and other medical appointments outside their normal working hours. Where it is not possible to arrange an appointment outside normal working hours, the employee should give the maximum prior notification to their manager. A manager may ask to see confirmation of the appointment.
Time away from work to attend doctor, dentist and other medical appointments will not be counted as sick leave but employees will normally be required by their Faculty/Service to make up the time; alternatively, if an employee is away from work for half a day or longer, then this should be recorded as sick leave (please see the University's principles on flexible working for Professional Services employees).
Any appointments for elective medical procedures performed for medical or personal reasons should be treated the same way as any other medical appointments. If the employee is off sick or requires a period of rest/recovery following elective medical procedures, then this absence will be counted as sick leave and should be self-certificated, or a medical fit note/certificate will be required depending on the length of the absence.
Instructing an employee to not attend work for medical reasons
Under the Conditions of Employment:
‘In exceptional cases, where there are concerns that the continued presence of the employee would be detrimental to their own health and safety or to that of others, the Head of Faculty/Divisional Director (or their nominee) may, in consultation with HR, instruct the employee to remain at home pending confirmation from Occupational Health of their fitness to attend work.’
An instruction to go home will not be recorded as sick leave unless/until it is certified, either by self-certificate or by a fit note/medical certificate.
The Conditions of Employment provides for all employees who have been absent for an extended period to be cleared as fit for work before returning. An employee should not return to work before a medical certificate has expired without clearance from the Occupational Health.
Where a manager is concerned that an employee who presents themselves as fit for work should not be at work because their continued presence would be detrimental to their own health and safety or to that of others, the manager should discuss their concerns with the employee in the first instance, with a view to persuading the employee to remain at home – or to modify their work arrangements - until they can be seen by Occupational Health.
If the employee refuses to accept the manager’s proposal, then the manager should consult with HR. If it is agreed that the University’s health and safety obligations necessitate this action, then the employee will be informed in writing that they are instructed to remain off work pending confirmation from Occupational Health of their fitness to attend work.
Where it is subsequently confirmed that the employee is unfit for work, then time spent at home under this provision will be counted as sick leave.
Such action should be taken at the following level:
- Employees within Faculties: Pro-Vice Chancellor or, in their absence, Assistant Pro-Vice-Chancellor.
- Employees within Professional Services: Divisional Director, Deputy Director or Registrar.
Absence related to COVID-19 and other respiratory illnesses
If you are showing symptoms of COVID-19 or have tested positive you should follow NHS guidance. Please contact your manager to let them know and to discuss arrangements.
Symptoms of COVID-19, flu and common respiratory infections can be found on the NHS webpages.
If you feel well enough to work from home and this is agreed with your line manager, then you can work and this will not be classed as sickness absence. If you do begin to feel unwell and need to stop working from home, please alert your manager and follow the usual sickness reporting process.
If you are unwell, or your role does not allow you to work from home, then please follow the usual sickness reporting process to record your absence.
There is further guidance and information on the Government website and NHS website regarding what to do if you have COVID-19 or symptoms of COVID-19.
Staff can contact the Occupational Health team for health advice and guidance, and can access the University’s EAP provider, Spectrum Life for additional support.