In this section, you will find supportive information and guidance which encourages you to be consistent and use a person-centred approach when managing an employee's absence. The tools on this page assist you to make sure you are prioritising wellbeing, whilst being proactive, flexible, and creative.
Further information and guidance on how you can support an employee's health and wellbeing.
This procedure is designed to support managers and employees who are absent from work. The aim is to ensure absences are managed consistently; using a person centred approach, prioritising wellbeing, and encourage you to be proactive, whilst applying creativity and flexibility to help an employee return to work and maintain sustainable attendance thereafter.
Guidance
Managing Wellbeing (DOC 621KB)
Managing Absence Consistently (DOC 622KB)
HR08 - Self Certification Form (DOC 97KB)
3 year Attendance Grid Template (XLS 46KB)
AP1 - Wellbeing Absence Contact Sheet (DOC 15KB)
AP2 - Wellbeing Contact Letter (DOC 23KB)
AP3 - Invitation to Wellbeing Support Meeting (Short Term Absence) - cause for concern (DOC 26KB)
AP3b - Outcome of Wellbeing Support Meeting (Short Term Absence) (DOC 26KB)
AP4 - Invitation to Wellbeing Support Meeting (Long Term Absence) (DOC 28KB)
AP4a - Outcome of Wellbeing Support Meeting (Long Term Absence) (DOC 26KB)
AP5 - Wellbeing Absence Action Plan (DOC 15KB)
AP6 - Invitation to Case Conference (DOC 26KB)
The purpose of this guidance is so you, as the manager/headteacher, can understand what support is available to you to create a healthy working environment
Please visit Support and Resources Page for further information and support with the following:
- Stress Management
- Alcohol and Substance Abuse
- Bereavement
- Dementia Toolkit
- Domestic Abuse
- Dyslexia
- Employee Passport
- Financial Wellbeing
- Loneliness
- Mental Health
- Men's Health
- Macmillian Cancer Support
- Menopause
- Neurodiversity
- Sexual Health
- Neurodiversity
- Women's Health
The purpose of this guidance is so you, as the manager/headteacher, can understand how to manage an employee's absence consistently, and to provide support to employees to make health and wellbeing improvements, enabling employees to return to work and maintain sustainable attendance thereafter.
The wellbeing and absence procedure is based on a set of five guiding principles, as follows:
- Person Centred
- Prioritising Wellbeing
- Proactive
- Flexible and Creative
- Consistent
These principles have been introduced to recognise the unique challenges you may face when supporting the health and wellbeing of an employee. It is important to recognise each employee may require different support to maintain high levels of wellbeing and sustainable attendance.
In the procedure, consistency means applying the other four guiding principles equally to all employees. This could mean the same actions do not need to be applied to all cases.
You are encouraged to use your own initiative to support an employee with their absence. Where you have any queries on how to apply the above principles consistently, please contact People Management/HR Provider for further advice and guidance.
Please visit Support and Resources Page for further information and support facilities
AP1 - Wellbeing Absence Contact Sheet (DOC 15KB)
AP2 - Wellbeing Contact Letter (DOC 24KB)
AP3 - Invitation to Wellbeing Support Meeting (Short Term Absence) - cause for concern (DOC 26KB)
AP3b - Outcome of Wellbeing Support Meeting (Short Term Absence) (DOC 26KB)
AP6 - Invitation to Case Conference (DOC 26KB)
AP6a - Outcome of Case Conference (DOC 29KB)
AP7 - Case Conference Meeting Report (DOC 49KB)
Individual Stress Questionnaire (DOC 60.9KB)
Wellness Action Plan (WAPs) (PDF 984KB)
The wellbeing and absence procedure is based on a set of five guiding principles, as follows:
- Person Centred
- Prioritising Wellbeing
- Proactive
- Flexible and Creative
- Consistent
These principles have been introduced to recognise the unique challenges you may face when supporting the health and wellbeing of an employee. It is important to recognise each employee may require different support to maintain high levels of wellbeing and sustainable attendance.
In the procedure, consistency means applying the other four guiding principles equally to all employees. This could mean the same actions do not need to be applied to all cases.
You are encouraged to use your own initiative to support an employee with their absence. Where you have any queries on how to apply the above principles consistently, please contact People Management/HR Provider for further advice and guidance.
Please visit Support and Resources Page for further information and support facilities
AP1 - Wellbeing Absence Contact Sheet (DOC 15KB)
AP2 - Wellbeing Contact Letter (DOC 23KB)
AP4 - Invitation to Wellbeing Support Meeting (Long Term Absence) (DOC 28KB)
AP4a - Outcome of Wellbeing Support Meeting (Long Term Absence) (DOC 26KB)
AP5 - Wellbeing Absence Action Plan (DOC 15KB)
AP6 - Invitation to Case Conference (DOC 26KB)
AP6a - Outcome of Case Conference (DOC 29KB)
AP7 - Case Conference Meeting Report (DOC 49KB)
Individual Stress Questionnaire (DOC 60.9KB)
Wellness Action Plan (WAPs) (PDF 984KB)
The purpose of this guidance is so you, as the manager/headteacher, can understand the process of welcoming an employee back to work after a period of absence, and to provide support to employees to make health and wellbeing improvements, enabling employees to return to work and maintain sustainable attendance thereafter.
Please visit Support and Resources Page for further information and support facilities
This guidance to support managers and employees on the implementation and management of industrial injuries and associated entitlement. You should read this in conjunction with the Absence Procedure. It applies to all employees of the Council covered by Green Book conditions of service.
Other provisions exist for employees on Grey Book and Burgundy Book terms and conditions. Please refer to the relevant books for further information.
All accidents and incidents must be reported. Please visit Health and Safety - accident and incident reporting and investigation page.
Please visit Support and Resources Page for further information and support facilities.
Return to Work Checklist (DOC 644KB)
AP1 - Wellbeing Absence Contact Sheet (DOC 15KB)
AP2 - Wellbeing Contact Letter (DOC 23KB)
AP3 - Invitation to Wellbeing Support Meeting (Short Term Absence) - cause for concern (DOC 26KB)
AP3b - Outcome of Wellbeing Support Meeting (Short Term Absence) (DOC 26KB)
AP4 - Invitation to Wellbeing Support Meeting (Long Term Absence) (DOC 28KB)
AP4a - Outcome of Wellbeing Support Meeting (Long Term Absence) (DOC 26KB)
The Occupational Health service carry out pre-employment medical screening, deal with fitness for work referrals, advise on workplace adjustments and undertake a number of health assessments specific to particular jobs.
This procedure enhances the support and assistance available to disabled employees. Disability leave is paid time off work which may be granted where an employee is absent as a result of their disability, but for reasons other than sickness.
This guidance provides clarification on the existing Directed Medical Absence procedure. Directed Medical Absence allows an employee to be absent on full pay with their sick pay entitlement not affected if the employee wants to return to work, but this is deemed a hazard.
Directed Medical Absence Guidance (DOC 76KB)
This Guidance aims to provide information to managers so they can support employees who are absent without leave.
Employees who are now able to return to the workplace, might have concerns regarding their health and safety in the workplace. Individuals should in the first instance contact their line managers. An individual risk assessment should take place where an employee identifies themselves as being vulnerable or is concerned about the risk of getting COVID-19.
The risk assessment should generally be done before they return at work. The individual risk assessment allows managers to follow a risk-based approach, which will cover the key issues that are important for physical and psychological safety at work.
The individual and their manager should complete section one of the Covid-19 individual risk assessment form (WORD 176KB), and then send it to the Occupational health team. The Occupational health team may contact the individual, so they can provide further advice, based on the particular circumstances. Occupational Health will then complete section two and return that to the manager. Both the individual and the manager should then agree what measures need to be implemented by completing section three.
If anything changes both in terms of government recommendations and the individuals health, then the risk assessment may need to revisited.
The process map (PDF 240KB) highlights the steps to be undertaken.
The manager should record the risk assessment on iTrent, under People Manager, Covid-19 Risk Assessment.
Additional Information/ Changes to Health/ Changes to government guidance
If an employee's circumstances have changed or the government guidance have changed and you require further support from Occupational health regarding an individual risk assessment, please email any new information including a copy of the current and/or a new risk assessment to occupational.health@cumbria.gov.uk marked as ' Covid-19 RTW risk assessment'.
Complete a new risk assessment (DOC 181KB)
Please note - we are unable to provide risk assessment information through the Occupational Health portal at this time, as the document should be a "living document" completed both by the individual, the manager and Occupational Health.
HR Procedure - Health and Social Care Act 2008 Coronavirus Regulations 2021 (DOC 121KB)
Managers are to use this procedure to consult with staff who either choose not to be vaccinated (and are not medically exempt) or who do not disclose their vaccination status, to ensure that staff in scope understand that they will need to prove they are fully (double) vaccinated against coronavirus following 11 November 2021 to continue in their roles. The purpose of this procedure is to consider all available alternatives such that as many staff as possible can be retained within the organisation following 11 November 2021, with dismissal being an option of last resort.