Human Resource Management – Absence Management
Sick leave absenteeism is a complex issue with no simple or instant fixes. Sick leave absence can occur as a result of a number of factors which need to be considered when looking to minimise sick leave absenteeism levels and increase attendance levels at work.
The reasons for absence can vary and may relate to the Employee concerned, the work carried out by the Employee and the type of working environment in which they operate in.
An effective absence management strategy is one that is well defined and incorporates a number of elements. It allows an Organisation to understand the levels and causes of absence from work and enables those who are sick to return and stay at work on a successful and sustained basis. Furthermore it takes effective action against the typically small number of Employees whose absence is non health related and seek to gain from any organisational sick pay scheme.
Line Managers have a critical role to play in supporting Employees whilst out of the workplace and ensuring that appropriate steps are taken to facilitate a successful return. Ongoing training and support is vital in order to equip Line Managers with the necessary skills and knowledge to effectively deal with issues which arise in this area.
The recording and monitoring of attendance levels is also essential in order to measure and evaluate the level and nature of sick leave absence within an Organisation. Analysis of sick leave absence data absence can occur at an organisational level in order to gain an understanding of the overall rate of sick leave, and an individual level to allow identification of problem absence levels at an Employee level.
Sick Leave Policies
Aside from a number of employment sections which are covered by a registered employment agreement, in general, there is no legal entitlement to sick pay while an Employee is absent due to illness or injury. However, contractual sick pay entitlements are common practice in Ireland.
Legislation requires Organisations to provide information to Employees on any terms or conditions of work which relate to incapacity for work due to sickness or injury, including any provision for sick pay. The terms of eligibility and the extent of the entitlement can vary considerably and should be outlined with an Employee’s contract of employment and/or Sick Pay policy.
Examples of the provisions which are generally covered with a Sick Leave policy include:
Return to work interviews are widely regarded as one of the most effective tools in dealing with sick leave absence. Line Managers have a key role to play and should ensure that a return to work interview is conducted after every sick leave absence, regardless of duration. Such meetings provide a clear organisational message that Employee health is taken seriously, attendance at work is valued, and that a failure to do so will be noted and discussed.
The reasons for absence can vary and may relate to the Employee concerned, the work carried out by the Employee and the type of working environment in which they operate in.
An effective absence management strategy is one that is well defined and incorporates a number of elements. It allows an Organisation to understand the levels and causes of absence from work and enables those who are sick to return and stay at work on a successful and sustained basis. Furthermore it takes effective action against the typically small number of Employees whose absence is non health related and seek to gain from any organisational sick pay scheme.
Line Managers have a critical role to play in supporting Employees whilst out of the workplace and ensuring that appropriate steps are taken to facilitate a successful return. Ongoing training and support is vital in order to equip Line Managers with the necessary skills and knowledge to effectively deal with issues which arise in this area.
The recording and monitoring of attendance levels is also essential in order to measure and evaluate the level and nature of sick leave absence within an Organisation. Analysis of sick leave absence data absence can occur at an organisational level in order to gain an understanding of the overall rate of sick leave, and an individual level to allow identification of problem absence levels at an Employee level.
Sick Leave Policies
Aside from a number of employment sections which are covered by a registered employment agreement, in general, there is no legal entitlement to sick pay while an Employee is absent due to illness or injury. However, contractual sick pay entitlements are common practice in Ireland.
Legislation requires Organisations to provide information to Employees on any terms or conditions of work which relate to incapacity for work due to sickness or injury, including any provision for sick pay. The terms of eligibility and the extent of the entitlement can vary considerably and should be outlined with an Employee’s contract of employment and/or Sick Pay policy.
Examples of the provisions which are generally covered with a Sick Leave policy include:
- Allowing for an element of discretion in relation to payment for sick leave so as to remind Employees that there is no automatic entitlement to such payments.
- The notification requirements an Employee is required to comply with in the event they are unable to attend for work. An Employee will typically be required to speak directly with their Manager on or before a set timeframe on the first day of absence. The consequences of failure to do so, typically non-payment, should be clearly outlined.
- The occasions when an Employee will be required to provide a medical certificate. This can vary from a self-certificate for sick leave periods of one or two day’s absence, to a requirement to present a medical certificate for sick leave absences of three days or more. For periods of longer term sick leave absence, follow up certificates are typically required weekly or bi-weekly, with an element of discretion dependent on the individual circumstances.
- The occasions in which an Employee may ‘self-certify’ a period of illness. This typically applies to periods of short-term absence of two day or less and should form part of the Return to Work Interview. A detailed note of what has been discussed; including the reason for absence should be recorded.
- The requirement for the Employee to attend an occupational health assessment if deemed necessary by the Organisation.
- The circumstances in which an Employee may not be entitled to sick pay.
Return to work interviews are widely regarded as one of the most effective tools in dealing with sick leave absence. Line Managers have a key role to play and should ensure that a return to work interview is conducted after every sick leave absence, regardless of duration. Such meetings provide a clear organisational message that Employee health is taken seriously, attendance at work is valued, and that a failure to do so will be noted and discussed.
