Maximising attendance policy

1.1  Registers of Scotland (RoS) recognises that from time to time, you may need time off work due to illness or injury. This policy sets out RoS commitment to supporting you during periods of illness and on your return to work as well as ensure we are meeting the operational needs of the organisation.

1.2  This policy aims to help you to maximise your attendance at work and explains how your absences from work will be managed to achieve this.

1.3 This policy applies to all RoS employees who are absent from work due to illness or injury.

1.4  During their probation period, new employees must report and certify their absences in line with this policy. However, any concerns about a new employee's absence will be managed in line with the Probation Policy.

1.5  This policy should be read in conjunction with the maximising attendance procedure.

2.1 The Principles of the Maximising Attendance policy are:

2.2 Every absence will be treated in as fair, reasonable, non-discriminatory, and consistent manner.

2.3 The organisation aims to strike a reasonable balance between its operational needs and the genuine need of employees to take time off work because of ill health.

2.4 Absence levels within the organisation are monitored by HR, within the People and Change function.  It is the role of the manager to manage the attendance levels of their team, offer appropriate support and to address any issues.

2.5 Short term absence is defined as any absence less than twenty working days. In all cases of persistent short-term absence, employees will be offered support to improve their level of attendance. In those cases where attendance does not improve, formal action, including termination of employment, will be considered.

2.6 Long term sickness absence is defined as four consecutive working weeks or longer. Our aim will be to offer support and assistance to help the employee to successfully return to work within a reasonable timeframe.

2.7 It is recognised that, occasionally, a return to work will not be possible and, in these circumstances, it may be necessary to bring the employment relationship to an end. The application of this policy and any associated procedures or processes will be undertaken in compliance with the Equality Act 2010. This may include making reasonable adjustments in the application of the policy to comply with these obligations.

2.8 RoS operates the Bradford Factor absence trigger system.

2.9 You may be allowed sick absence on full pay, less any social security benefits received, for up to 6 months in any period of 12 months and after that on half pay, up to a maximum of 12 months sick absence in any period of 4 years or less (Occupational Sick Pay - OSP). Any Statutory Sick Pay (SSP) due will be included within OSP.

2.10 Breaches of your right to confidentiality by any other employee, including the employee’s manager, may be treated as a disciplinary matter.

2.11 Unauthorised absence may, following investigation, be dealt with using the disciplinary process.

2.12 Annual leave should not be used to mask ill health.

2.13 Annual leave may be approved to be used while on sick absence at your request. Payment for annual leave will be at your normal rate of pay rather than the sick rate of pay.

2.14 When absent from work due to sickness absence, employees should not undertake any activity which could impair their recovery, for example participation in sports or other external activities, undertake any other work whether paid or voluntary, or participate in any activity which might aggravate their condition or illness.

3. Support

Human Resources

3.1 HR provides professional advice, guidance, and support to managers and employees on a range of issues that include health and safety, Occupational Health, and our Employee Wellbeing Programme provider, HELP.

Employee Assistance Programme (EAP) - HELP

3.2 HELP provides all RoS employees, and their immediate family living within the same household with information, resources, and options to address a wide range of issues both at home and at work: including access to a confidential counselling service. The 24-hour confidential helpline number is 0800 5875 670.

Occupational Health Services (OHS)