Sickness Absence Policy - June 2025

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5. Reporting Procedures

Regular face to face and telephone communication during absence is key to assisting you with your return to work. You must telephone your line manager at the earliest opportunity when you are unable to attend work due to sickness absence. This should be prior to your normal start time, but no later than the first hour of the normal working day. Messages by text and other forms of communication should only be used in emergencies and must be followed up by a telephone call as soon as possible. The method and regularity of communication should be agreed between you and your manager during the initial and subsequent telephone conversations.

Sickness absence reporting guidance is available for Managers and Employees.

If you are unable to work because of illness or accident, then you need to rest and recuperate. As such, you should not ask to take annual leave, flexi or unpaid leave instead of sickness absence. Your line manager is unable to authorise such requests. (Please see para. 3.6 for requests for annual leave during a period of long-term sickness absence)

For absences lasting longer than one day you must telephone your line manager at least one working day prior to your return to work, so that your line manager can make any necessary arrangements for your return.

All absences must be covered by certification.

  • Self-certification can be used for the first 7 calendar days only and you should record via ResourceLink self-service, where you have access or by completing a hard copy form if the online service is not available.
  • Medical certification (e.g., from your GP) for absences of 8 calendar days or more.

If you are absent from work without a valid reason, this constitutes unauthorised absence and may be considered a breach of contract for which the appropriate action may be taken. It is very important therefore that you make sure you report and keep in touch with your manager throughout your absence.

In all cases, a return-to-work meeting should take place at the earliest opportunity and should be on a ‘face to face’ basis. However, in recognition of the peripatetic nature of some of our workforce, the alternative option of ‘telephone return to work’ meeting can also be utilised. The return-to-work meeting will be recorded on ResourceLink self-service by your manager.