Sickness Absence Procedure - Perth College

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5.3 Returning to Work5.3.1 HR and Payroll Records5.3.1.1 The date on which the member of staff returned to work must berecorded on CIPHR Net to ensure accuracy and to inform payroll.This will normally be easily done by the member of staff as soon aspossible upon their return to work.5.3.1.2 Any over-payments which are caused by failure to notify start and endtimes of periods of sickness absence must be re-paid.5.3.2 Return to Work Update5.3.2.1 An appropriate return to work update between a member of staff andtheir line manager will take place as a matter of good practice as soonas possible after each period of sickness absence. The purpose ofthis update is to check on how the member of staff is feeling and tocatch up on what has happened at work during their absence.5.3.2.2 Depending on the nature, length and/or pattern of absences, aseparate discussion may be appropriate to provide:5.3.3 Phased Returns• A check that the member of staff is fit to return to work.• A discussion on any work-related factors which may havecontributed to the absence.• Identification of any appropriate support or assistance throughoccupational health or welfare services.• Discussion on any concerns the member of staff may haveabout their return to work.• Discussion on any concern the Manager may have about thenature, length and/or pattern of the member of staff's absence.5.3.3.1 Temporary adjustments to a member of staff's working conditions, forexample, to their hours of work or duties, will be considered to helpsupport a return to work and will be accommodated whereverpossible. Used properly, phased returns are beneficial in enabling amember of staff to make a contribution at work as early as isreasonably possible. Requests for a phased return to work will besupported by medical information from the occupational health serviceor the member of staff's GP, and will be considered in discussionbetween the member of staff, their line manager and a representativeof the HR Department. The member of staff may be accompanied bya trade union representative or workplace colleague if they wish.5.3.3.2 Phased returns are generally intended to be of short duration forrehabilitation purposes or for those awaiting or undergoing medicaltreatment and will normally be for a period of up to 4 weeks. ThisStatus: Final, Version 4Approved By: SCF, CMTEffective Date: November 2012 Review Date: November 2013Owner: Director of HR and OD Impact Assessment Status: 21 November 2012QUAL/15/LR/TR 4 of 10 Perth College UHI
period may be extended to up to 6 weeks in discussion between themember of staff, their line manager and the HR Department. Innormal circumstances, the member of staff will be expected to build upto full-time or normal working hours and duties. During the phasedreturn, the member of staff's normal terms and conditions will continueto apply.5.3.3.3 Where, after a temporary period of reduced hours or duties, a longerterm arrangement of reduced hours or flexible working is required, thiswill be discussed between the member of staff, their staff companionor trade union representative if desired, the line manager and the HRDepartment. The appropriate policy conditions, eg proportioning ofsalary for reduced hours, will apply for that continuing period ofreduced hours or duties.5.4 Medical Examination5.4.1 The College reserves the right to request that a member of staff be seen byour occupational health provider at any stage of their employment, includingpre-employment, in order to seek a medical opinion. The College may alsorequest the member of staff's permission for occupational health to contacttheir GP and ask for a medical report. In this latter case, the member of staffwill be provided with information on their rights under the Access to MedicalReports Act 1988.5.4.2 In making a with-consent referral to occupational health, the College willprovide details of the member of staff's sickness record, showing dates andreasons for absence.5.4.3 The member of staff has a responsibility to attend scheduled appointmentswith occupational health.5.4.4 Where the member of staff chooses not to attend an occupational healthappointment or does not give their consent for the College to obtain or seemedical information, then the College will require to make decisions on theirfitness to work and continued employment on the basis of the informationavailable to the College.5.4.5 Where a medical report has been received from occupational health, thecontents of the report will be discussed at a meeting with the member of staff,their staff companion or trade union representative (if desired), the linemanager and the HR Department. This allows consideration of theinformation and any appropriate courses for action.5.4.6 The medical report received will be securely stored in the member of staff'spersonal file, along with any notes taken during discussion.Status: Final, Version 4Approved By: SCF, CMTEffective Date: November 2012 Review Date: November 2013Owner: Director of HR and OD Impact Assessment Status: 21 November 2012Perth College UHI 5 of 10 QUAL/15/LR/TR
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Sickness Absence Procedure - Perth College

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