Leave, flexi-working and absence
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Sickness absence: short term

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Defining short term absence, certification requirements, guidelines for managers who are managing short term absences

Reference to the Sickness Absence Procedure

Sections 4, 5, 10

Short term sickness absence is defined by the University as any instance of sickness absence that lasts less than 28 calendar days (4 weeks) in duration.

Certification process for short term sickness absence

Day 1 – 7

Employees can self-certify for the first 7 calendar days of an instance of sickness absence (they are not required to produce a medical fit note/certificate).

Day 8+

Employees are required to provide a medical fit note/certificate to cover the period of sickness absence once the absence has exceeded 7 calendar days.

Guidelines for managing short term sickness absence

Employees should contact their line manager (or sickness coordinator where designated) on the first day of absence to report their sickness absence, advising the reason for their absence, how long they expect to be off work and indicating any immediate work commitments, for example meetings which need to be rearranged or covered.

When an employee returns from each instance of sickness absence, it is good practice for the manager to hold a return to work conversation to welcome them back, confirm that they are well enough for work and enquire if they need any further support. It is also an opportunity to review and discuss any attendance concerns with the individual as appropriate, as well as offering/signposting to further support for the individual with regards to their health and wellbeing.

Short term sickness absence review points

It would usually be appropriate to initiate further action under the informal stages of the Sickness Absence Procedure where  an employee has met one or more of the following review points:

  • absent due to illness on more than 4 separate periods (of any duration) in a rolling 12-month period;
  • absent for 12 working days (pro-rata for part time employees) or more in a 12-month period;
  • matters discussed at a return-to-work meeting require more detailed discussions and/or further advice.
  • a regular pattern of absence, for example regular Monday/Friday absence, days before or after a holiday, days that coincide with work pressures/deadlines and/or absence on dates where annual leave has been refused;

Absence review points are indicative. It may not be appropriate for a manager to take further action when review points are reached because they already know enough about the employee's health to decide that there is no need to enquire further/cause further concern, or in cases where an exceptional circumstance may apply. However, it is important that employees are treated in a fair and consistent way. For example, there should be objective reasons why no action be taken in respect of Employee A, who has been absent for 12 days in 3 separate periods in the last year, whilst a manager does invite Employee B to a meeting to discuss their absence record of 6 days in 5 separate periods.

In some cases, there may be a need to make further enquiries. Managers should raise any concerns with the employee in the first place through an open conversation. The manager may also wish to seek further support from the HR Advisor team.