Introduction
This policy outlines the procedures and guidelines for managing sickness and absence within Oil Analysis Laboratories (OAL). It ensures a consistent and fair approach to the management of sickness absence while supporting the wellbeing of all staff.
Notification of Absence
- Immediate Notification: Employees must notify their line manager as soon as possible on the first day of sickness absence, preferably before their scheduled start time.
- Regular Updates: Employees should provide regular updates on their condition and expected return date daily until their return.
What constitutes a medical cause of absence
This can be anything that means the employee cannot perform any work duties, including light duties, home-working or even shorter hours during this period. Absence should always be the last resort and multiple studies show that the social side of work and having purpose can aid in recovery, especially in longer-term conditions. We will work with every employee to try to help them into a work role accommodating any specific needs they have e.g. for an employee with a broken toe and unable to stand for long periods or drive, then possible options would include finding sit-down roles and organise transport to and from work during this period to help the employee maintain attendance at work for their own moral and mental health.
Some absences do not fall under medical leave, but we understand may sometimes be necessary. These should be discussed with your line manager and may be granted as sickness leave, holiday entitlement, or emergency unpaid leave on a discretionary basis based on your previous attendance record. Examples include:
- Leave to care for a sick spouse or child
- School closures and snow days
- Funeral attendance or death of a close family member.
- Inability to travel e.g. strikes, road closures.
We recommend in these situations to discuss with OAL your exact situation and needs so we can act accordingly.
Some absences will not be accepted as paid illness and should be taken as holiday, such as being too intoxicated to attend work or jet lag.
If an employee cannot work even remotely or on light duties or has a medical note of absence, then the employee would take sick leave.
Medical Certification
- Short-Term Absence: For absences of three days or less (including rest days), self-certification is sufficient.
- Long-Term Absence: For absences exceeding three days, a medical note from a GP or medical practitioner is required.
- Specific Circumstances: Absences occurring on Mondays, Fridays, or days following holidays require a medical note from the first day of absence. Additionally, employees during 1st six months of service should provide sick notes from 1st day of absence.
Absence Review Meetings
- Stage 1: After a set number of absences, a period of absence of > 4 weeks, entering the statutory sick pay requirements or a pattern of absence, a formal review meeting will be arranged to discuss the reasons and support needed to aid in returning to work.
- Stage 2: Continued absences lead to a second review meeting, focusing on potential adjustments or interventions to enable the employee to return to work perhaps on lighter duties.
- Stage 3: Persistent absence may result in a final review meeting, which could lead to further action, including potential termination of employment.
Sick Pay Scheme
All employees get additional company sick pay benefits beyond statutory sick pay requirements. All employees should aim to have 100% attendance, but we realise this may be difficult, and there may be occasional absences in your hopefully long years of service with the company. Absences will be based on a rolling 36 month period in the rolling absence table below. So an employee having worked 5 years would be entitled to 3 weeks every 3 years either in 1 chunk of absence or as smaller absences. This paid absence should not be construed as additional ‘holiday’ leave and employees should discuss with their line manager buy-back options should they wish to have more extended holiday periods.
Rolling Absence Table
| Period of Service | Full Pay Duration | Half Pay Duration | Additional Notes |
|---|---|---|---|
| 0-2 Years | 1 Week | 1 Week | Followed by statutory sick pay |
| 2-5 Years | 2 Weeks | 3 Weeks | Followed by statutory sick pay |
| 5+ Years | 3 Weeks | 4 Weeks | Followed by statutory sick pay |
Policy Review
This policy will be reviewed periodically and may be subject to change based on legal requirements and company needs.
