Sick leave guide

6. Absence management

If you are tasked with managing employee sickness absence, whether short-term or long-term, this section provides numerous resources available to assist you in effectively managing and supporting staff during their periods of absence.

Guidelines for managers

• Remember to record all sickness absence on Unit4, and ensure that fit notes are received for any absence lasting more than 7 calendar days
• Arrange a return-to-work interview following any period of sickness absence, and take this opportunity to check their absence record (also acts as the self-certification for first 7 days)
• Refer all cases of stress or stress-related mental health issues to occupational health  and undertake a stress risk assessment
• Always discuss a referral to occupational health with the employee and seek their verbal consent. Also, make it clear that any reports from occupational health may be shared with the appropriate parties involved in managing the absence
• Keep in touch with employees during their sickness absence
• Discuss absence issues with an employee early on – don’t wait for it to be long-term
• Follow the absence procedure if an employee hits the triggers; informal discussion, then formal absence review meetings
• Seek advice from Human Resources if you need help in managing absence

Absence management policy and procedure

This policy outlines our approach to reporting and managing sickness absence, ensuring compliance with relevant legislation and national pay conditions. Key laws include the Employment Rights Act 1996 for sick pay, the Equality Act 2010 to prevent disability discrimination, and the Health and Safety at Work Act 1974 to ensure a safe workplace.

• Absence Management Policy and Procedure post March 2025 (MS Word, 125KB)
• Absence Policy Changes from March 2025 (PDF, 73KB)
• Absence management policy and procedure pre March 2025 (MS Word, 139KB)

What is the scope of the Absence Management and Policy Procedure

The policy applies to all employees of Cheshire East Borough Council, except school/academy-based employees. It does not apply to agency workers, self-employed contractors, or volunteers.

What happens during a return-to-work interview?

You will need to meet with the employee, usually within two days of their return, to discuss the reason for their absence and any support they may need. You may also address any concerns about their absence record and the need for formal action. A copy of the return to work interview form is available here: Record a sickness absence and return to work.

What are the absence triggers?

If an employee triggers any of the following, or has been absent for more than 4 weeks (long-term), arrange a formal absence review meeting:

• 4+ instances of absence in a rolling 12-month period
• 10+ working days of absence in a rolling 12-month period - pro rata for part-time staff – see short-term absence management triggers (MS Word, 83KB)
• Concern over absence patterns, like repeated absences on specific days or around annual leave

What is the procedure for managing short and long-term absences?

The procedure includes informal discussions, formal absence review meetings and hearings. The process involves setting attendance targets, reviewing adjustments and support, and potentially leading to dismissal if attendance does not improve. It is important that all employees read the policy and procedure on absence management so they know what to expect.

What happens if an employee's short-term absence/s become long-term

Where an episode of poor attendance is under review and is being managed but the absence/s changes from being a short to a long-term absence or vice versa, you should seek advice from Human Resources to consider what is appropriate and reasonable, and how best to proceed through the stages within the process.

What happens if an employee is already in the formal process under the previous absence management procedure?

There are not significant differences between the two versions of the absence management procedures. We normally continue to support employees through the version of the procedure in which they started. However, this will be done in the spirit of the new policy to ensure that employees are supported in the most appropriate way.

• Absence Management Policy FAQs (PDF, 117KB)

Management guidance and letters

• Sickness Absence Guide for Management (MS Word, 293KB)
• Absence Management Flowchart - March 2025 (PDF, 227KB)
• Checklist for holding Formal Absence Review Meetings (MS Word, 63KB)
• Visit the document library to download absence management templates and letters - post March 2025
• Other supporting template letters (MS Word, 88KB)
• Sickness and annual leave - examples (MS Word, 46KB)
• Guidance on Neurodiversity in the workplace (MS Word, 585KB)

Training for managers

• Absence Management eLearning – this is an online training for all managers responsible for managing absence.
• Course: Absence Management (HR Workshop) – this is a half day course to assist managers to monitor staff absence.