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Introduction

The University wishes to promote the health, safety and wellbeing of its staff within the workplace.

As a caring employer, the University is committed to supporting and assisting individual members of staff who may have health difficulties and does not expect its employees to attend work when they are medically unfit to do so.

However, the University does require employees to account for sickness absences.

Therefore, it is important that a fair and consistent approach is adopted, providing support to the employee whilst ultimately securing their return to work.

This policy seeks to ensure that sickness absence matters are handled sensitively with due respect for the employee’s dignity, privacy and individual circumstances. As such, the University will adopt a consistent case-by-case approach when working with employees who are absent due to ill health and, where advised, will modify the approach to the specific health circumstances of each individual.

Forms

Click and Submit sickness absence forms

Click and Contact forms for additional support and advice

Employee Wellbeing Advisers are available to advise and support managers and individual members of staff on the application of this policy:

Advice on cases related to disability or gender identity issues can be sought from the Equality, Diversity and Inclusion team:

The Occupational Health team is available to support staff by providing professional occupational health advice on fitness for work and adjustments to work tasks and the work environment.

A free, confidential and independent employee assistance programme is available to all employees of Ulster University 24 hours a day/ 7 days a week. Inspire Workplace gives staff access to highly trained, professional staff with no referral necessary. Further information can be found on the staff portal.

Roles and Responsibilities

Taking Time off for Health Reasons

Managing Sickness Absence

Short Term Absences

For short term absences the line manager should

  • Notify Employee Wellbeing after being informed about the absence.
  • If the absence is longer than 7 calendar days, Fit Notes should be forwarded to Employee Wellbeing Advisors
  • Complete the Welcome back to work meeting in conjunction with Employee Wellbeing where appropriate

For Long Term Absences, the line manager may need to consider in consultation with the employee:

Occupational Health

Reasonable Adjustments

Reasonable adjustments are changes to physical premises or working practices that minimise or remove the disadvantage they present to a person. Many reasonable adjustments are made to improve accessibility in general. However, some disabled individuals may require further specific adjustments to their physical work environment, working arrangements or job, to enable them to work effectively.

In order for specific appropriate reasonable adjustments to be made for disabled staff, the University will need to be told about their disability and access requirements. A failure to provide this information could mean that no reasonable adjustment is made, or that a less effective one is made.

Therefore, it is in the best interest for disabled staff to disclose this information, so that they can receive the support that they require. The easiest way for staff to let the University know about their disability and reasonable adjustment requirements need is to tell the immediate line manager or Head of School/Department.

It is the line manager’s responsibility to discuss, agree and implement appropriate reasonable adjustments if they are required. It is recommended if the employee moves department or has a new line manager that they discuss and review the adjustments that are in place.

Returning to Work

Sick Pay and Annual Leave

When a return to work is not possible

Sickness Absence Support and Advice for All Staff

The University is committed to supporting all staff who are absent due to illness in a sensitive, caring manner which respects the employee’s dignity and individual circumstances at the various ages and stages of the employee’s working life.

Incidents of sickness absence including mental ill health, age-related and gender-specific conditions should be treated sensitively and with consideration for the dignity of the individual employee.