Monitoring and Action

Monitoring and ActionIt is important that all sickness absence is notified in line with the Sickness Absence Procedure for monitoring purposes.

The University has threshold levels to warn managers when sickness absence levels are reaching an unacceptable level.

Key tasks led by the Line Manager with support from Human Resources (short term < 20 days)

  • Monitor attendance of employees on a regular basis and conduct return to work interviews
  • Conduct Stage 1 meeting with employees who meet and exceed the threshold of 45 completing the Action Taken Form (ATF). The purpose of the meeting is to encourage the staff member to improve their attendance
  • If following a Stage 1 meeting the employee has further absences totalling 7 working days or more, in the next 12 month period, the Line Manager will meet the employee and move to a Stage 2 meeting
  • If after a Stage 2 meeting there is still cause for concern a Non Improvement / Final Review meeting will be conducted which could potentially result in dismissal

Key tasks led by the Line Manager with support from Human Resources (long term >20 days)

  • Meet with employees on their return from a period of long term absence and conduct a Return to Work (RTW) interview using the Action Taken Form (ATF). The interview will be recorded and used to welcome the employee back to work.  The interview should cover any changes within the employee’s work area since their absence commenced
  • Where an employee is absent for 6 weeks or more the Line Manager may refer them to Occupational Health. The Line Manager will complete a Referral Form
  • On receipt of the referral report the Line Manager will consider action required. This may include progression to the steps outlined above for short term absence (Stage 1, Stage 2, Non Improvement / Final Review)

Referral to Occupational Health

An employee can be referred at any time for a medical examination by Queen’s Occupational Health Physician. The medical examinations are required to help inform decision making in relation to the employee, their absence and what form of action is required. The referral report is also used to help facilitate an employee’s return to work and to indicate adjustments required if any.