In this section you will find information and step-by-step guidance on managing sickness absence with the absence and wellbeing procedure. The information on this page applies to Cumbria Fire and Rescue Service employees who are on Grey Book terms and conditions.
Link to: Absence and Wellbeing Procedure (Grey Book) (WORD 95KB)
Link to: Absence and Wellbeing Guidance (Grey Book) (WORD 138KB)
Link to: Generic Guidance (WORD 116KB)
Link to: Workplace Injury/Illness Guidance (Grey Book) (WORD 91KB)
Link to: Changes to Sick Pay Guidance (Grey Book) (WORD 99KB)
Link to: Absence Management Process Map (PDF 446KB)
Link to: Absence Documentation Checklist (WORD 14.6KB)
The following templates may be used in the initial stages of an employee's absence to assist in establishing contact, particularly where telephone contact has not been made or could be inappropriate in the circumstances.
Throughout all absences, managers should utilise the contact sheet (PA9) to keep a record of contact made with and by an employee during their sickness absence. They are also encouraged to use the action plan (PA10) to record all agreed actions to be taken, either by the manager or the employee, and the timescale for doing so.
Where an employee's absence has reached a trigger point (e.g. 3 occasions or a total of 8 days in a 12 month rolling period, or one occasion of 28 calendar days) or become a cause for concern, then arrangements should be made to hold a support meeting. When appropriate, meetings will be held with employees whilst they are absent. Employees are expected to be available to attend meetings at such times as they would normally be in work. The employee's manager will make contact by letter to arrange a meeting to see what can be done to help. This meeting is intended to support the employee.
Normally this meeting should take place in the workplace, as this helps the employee to keep in touch with the workplace and prevents isolation. In exceptional cases, where it is not possible for the meeting to occur in the workplace (e.g. where the medical condition prevents this or travel is prohibitive) a meeting at another suitable venue should be arranged. The employee should be advised that this meeting is informal, however employees may arrange to be accompanied by a trade union representative or work colleague of their choosing, provided this does not unduly delay the meeting.
The following templates should be used to correspond throughout the support meeting stage.
- PA3 Invite to support meeting (WORD 29KB)
- PA4a Outcome of support meeting (where they are still absent) (WORD 29KB)
- PA4b Outcome of support meeting (where they have returned to work) (WORD 29KB)
Please also ensure that your contact sheet PA9 (WORD 40KB) and any action plan action plan PA1) (WORD 37KB) is up to date.
If you require any further information or support please contact the People Management Team on 01228 221 231 or the People Management Portal.
Whether you are concerned about yourself or a loved one, details of where you can go for help and advice can be found via the below link to the Employee Support pages. There is also additional information on various policies and guidance relating to the topic of absence and wellbeing.
This guidance has been developed to provide a resource for anyone who is supporting a member of staff with a mental health problem and to promote understanding and remove stigma around mental health.
Link to: Mental Health Support Guidance (DOC 241KB)
A formal stage 1 meeting should be set up if the employee does not meet the targets or breaches a trigger set at the informal support meeting stage or any subsequent review meetings, depending on the circumstances of the individual's absence.
A Station Manager will chair the meeting; however, a Watch Manager may be present to detail how the absence has been managed up to that point. The employee will be given 7 working days' written notice of the stage 1 meeting and informed of their right to be accompanied at the meeting by a Trade Union Representative or work colleague. The manager should try to identify the cause of the absence and discuss ways to reduce further absence with the employee.
A reasonable target (e.g. 4 days or 2 occasions in 6 months) will be set and a review meeting will be scheduled to assess progress against the required improvements. In relation to long-term absence, timescales for returning to work and triggers should be set in consideration of medical advice and based on the details of the particular case. In all cases, managers are encouraged to use an Action Plan (PA10 template (WORD 37KB).
The employee may be issued with a sanction, such as an Improvement Notice. This addresses the fact that the employee has an unacceptably high level of sickness absence and details the discussed actions for both the manager and employee to take in order to improve the individual's level of attendance. Managers may seek advice from People Management when considering the possibility of issuing a sanction.
The manager will send written confirmation of the outcome of the meeting and a copy should be placed on the employee's personnel file through the the Service Centre portal.
The following templates should be used to correspond throughout the formal stage 1 process.
- PA5a - invitation to absence management meeting (Stage 1)
- PA6a - outcome of absence management meeting (Stage 1)
Please also ensure that your contact sheet PA9 (WORD 40KB) and any action plan PA10 (PDF 37KB) is up to date.
If you require any further information or support please contact the People Management Team on 01228 221 231 or the People Management Portal.
Whether you are concerned about yourself or a loved one, details of where you can go for help and advice can be found via the below link to the Employee Support pages. There is also additional information on various policies and guidance relating to the topic of absence and wellbeing.
This guidance has been developed to provide a resource for anyone who is supporting a member of staff with a mental health problem and to promote understanding and remove stigma around mental health.
A formal stage 2 meeting should be set up if the employee does not meet the targets or breaches a trigger set at stage 1 or any subsequent review meetings, depending on the circumstances of the individual's absence.
A Group Manager will chair the meeting; however, a Watch/Station Manager may be present to detail how the absence has been managed up to that point. The employee will be given 10 working days' written notice of the stage 2 meeting and informed of their right to be accompanied at the meeting by a Trade Union Representative or work colleague.
The manager should try to identify the cause of the absence and discuss ways to reduce further absence with the employee. A reasonable target (e.g. 8 days or 3 occasions in 12 months) will be set and a review meeting will be scheduled to assess progress against the required improvements. In relation to long-term absence, timescales for returning to work and triggers should be set in consideration of medical advice and based on the details of the particular case. In all cases, managers are encouraged to use an Action Plan (PA10 template).
The employee may be issued with a sanction, such as an Improvement Notice. This addresses the fact that the employee has an unacceptably high level of sickness absence and details the discussed actions for both the manager and employee to take in order to improve the individual's level of attendance. Managers may seek advice from People Management when considering the possibility of issuing a sanction.
The manager will send written confirmation of the outcome of the meeting and a copy should be placed on the employee's personnel file through the Service Centre portal.
The following templates should be used to correspond throughout the formal stage 2 process.
- PA5a - Invitation to absence management meeting (Stage 2) (WORD 38KB)
- PA6a - Outcome of absence management meeting (Stage 2) (WORD 29KB)
Please also ensure that your contact sheet PA9 (WORD 40KB) and any action plan PA10 (PDF 37KB) is up to date.
If you require any further information or support please contact the People Management Team on 01228 221 231 or the People Management Portal.
Whether you are concerned about yourself or a loved one, details of where you can go for help and advice can be found via the below link to the Employee Support pages. There is also additional information on various policies and guidance relating to the topic of absence and wellbeing.
This guidance has been developed to provide a resource for anyone who is supporting a member of staff with a mental health problem and to promote understanding and remove stigma around mental health.
A stage 3 meeting is the final formal meeting in this process and could potentially lead to the dismissal of the employee. This meeting should be set up if the employee does not meet the targets or breaches a trigger set at the stage 2 absence meeting, or any subsequent review meetings. Where an employee's absence has been long term, a stage 3 meeting should be convened once all possible options have been explored, these are listed below and explained in further detail within the gGrey Book Absence and Wellbeing guidance (WORD 137KB). The purpose of the meeting is to determine whether there are further actions that can be taken by the Council to assist the employee in continuing their employment.
The employee will be given 21 working days' written notice of the meeting and advised of the right to be accompanied by a trade union representative or work colleague.
This meeting will be chaired by an Area Manager, or above where appropriate. The manager who has managed the employee through the earlier stages of the process should attend this meeting to present the case, this should be done in the format of an absence report. A People Management advisor will also attend to provide advice.
If the Area Manager concludes that the employee and the process have been managed fairly, that the required level of attendance is fair and achievable and that the employee has been given all reasonable opportunity to improve to an acceptable standard but failed to do so, they will be able to consider formal action, including the termination of the employee's employment for failure to meet an acceptable level of attendance.
The Council will only consider dismissing an employee on the grounds of capability due to ill health when it has considered all the available facts and medical reports, and where the appropriate options of returning to their post (with or without adjustments), redeployment, phased return to work have been examined and found not to be possible or applicable. The Area Manager will confirm the decision in writing within 5 working days of the hearing and the employee will have the right to appeal within 7 working days of written notification of the decision. The letter will set out the employee's contractual entitlement to notice pay and details of the right of appeal against dismissal. A copy should be placed on the employee's personnel file through the Service Centre portal.
The following templates should be used to correspond throughout the formal stage 3 process.
- PA8a - Invite to Stage 3 Hearing (potential dismissal) (WORD 30KB)
- PA8b - Outcome of Stage 3 Hearing (potential dismissal) (WORD 32KB)
- PA8c - Stage 3 Hearing, Management Report Template (WORD 32KB)
Please also ensure that your contact sheet PA9 (WORD 40KB) and any action plan PA10 (PDF 37KB) is up to date.
If you require any further information or support please contact the People Management Team on 01228 221 231 or the People Management Portal.
Whether you are concerned about yourself or a loved one, details of where you can go for help and advice can be found via the below link to the Employee Support pages. There is also additional information on various policies and guidance relating to the topic of absence and wellbeing.
This guidance has been developed to provide a resource for anyone who is supporting a member of staff with a mental health problem and to promote understanding and remove stigma around mental health.
This section should be read alongside the detailed guidance document (WORD 137KB).
Long term sickness absence is normally absence which lasts for 28 calendar days or more. Long term sickness cases are often linked to an underlying medical reason; however this may not always be the case.
In cases of long term sickness absence, managers should make a management referral to the Occupational Health service, then arrange a formal meeting with the employee in line with the three absence management stages above. Given the time that it may take for a clear diagnosis of the employee's condition, or for a review of the effectiveness of any treatment, it may be that a number of formal meetings need to occur before final advice can be implemented.
Whilst the Council will take all reasonable steps to assist the employees return to work, it is not possible to wait indefinitely for an employee's condition to improve. The formal stage meetings should therefore set a date for return, subject to an employee's fitness to do so. Whilst each case will be judged on its particular circumstances, managers should endeavour to ensure that appropriate action in line with the available options is actioned as soon as possible. Should the triggers applied to the absence be reached then progression through the formal stages will apply.
Normally the following options would be considered in the order that they are listed below:
a) Return to/continuation in existing post
b) Phased return to work
c) Return to/continuation in existing post with adjustments
d) Modified Duties
e) Redeployment to another post within the council (Alternative Employment Programme)
f) Dismissal on health grounds - where an employee is dismissed on the grounds of ill health and they meet the qualifying criteria in the relevant Fire Pension Scheme Regulations, then they may qualify for ill health retirement
More detailed advice on these options is contained with the guidance documents. Advice and support in pursuing these options is available from the People Management team. If option a to e above are not feasible and dismissal on the grounds of ill health may be the only option left to the Council, the manager should ensure that the employee is made aware of this fact at the earliest opportunity.
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.
