Sickness absence
The University has a policy and procedure that you should follow if you cannot carry out your job due to illness or injury.
Read the policy & procedure in full
Sickness absence policy & procedure
Recent changes
Summary of the changes to the Sickness Absence policy & procedure from January 2013
If you are ill
If you are ill and unable to attend work, please follow this process:
- contact your line manager or appointed deputy within 30 minutes of your usual start time (or as agreed by your Head of Department).
- continue to keep in contact with your line manager during your period of absence.
Short-term absence
Short-term absence is defined as sporadic episodes of sickness, normally without an identified underlying health cause.
Throughout your absence you should maintain contact with your line manager to keep him/her appraised of your health, and when you feel you may return to work.
Long-term absence
Long-term absence is defined as a period of sickness, normally with an underlying health cause, which normally lasts for more than 4 weeks continuously. It can sometimes affect a member of staff periodically with a single diagnosed medical cause linked to a chronic long-term medical condition.
We want to support you and if possible help you to return to work after a long term absence. It's important that you and your line manager keep in touch during long periods of sickness absence.
Sick pay
Your entitlement to sick pay is below. This entitlement does depend on you following the requirements of the policy and procedure:
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Grades 1 - 5
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Length of service
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Period of full pay
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Period of half pay
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After 3 months
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2 months
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2 months
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2-3 years’ service
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3 months
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3 months
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4-5 years’ service
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5 months
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5 months
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After 5 years’ service
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6 months
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6 months
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Grades 6 - 9
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First 6 months’ service
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2 weeks
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2 weeks
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6-12 months’ service
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1 month
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1 month
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After 12 months’ service
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6 months
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3 months
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Returning to work
Short-term absence of less than seven calendar days
You'll need to self-certify your absence on the day you return to work. You should confirm your absence through Employee Self-Service (iTrent), Your line manager will arrange a return to work discussion as soon as possible.
Short-term absence of more than seven calendar days
You'll need to obtain a 'Fit Note' (MED3 form) from your GP and send this to your line manager so he/she receives this within five working days. Guidance for line managers on understanding and using Fit Notes is available.
Long-term absence
When you are ready and able to return to work, contact your line manager and/or HR to discuss your return to work. You should also expect your line manager to make contact with you.
Monitoring absence
Managers are responsible for monitoring levels of sickness absence in their teams. As a manager you are responsible for recording sickness absence through Manager Self Service (iTrent). The Sickness Absence Policy & Procedure gives more detail how this happens. If you have any questions about managing sickness absence in your team please contact your HR Advisor/Manager.
