Sickness absence policy

1. Purpose and scope

1.1 Registers of Scotland (RoS) is committed to promoting the health and wellbeing of all colleagues. This policy and the associated procedure aim to promote supportive and effective management of sickness absence and that any support is considered as early as possible.

1.2 The purpose of this policy and associated procedure and toolkit is to provide a clear framework for reporting and recording sickness absence and outlines the fair and consistent management of short and long-term sickness absence across RoS. It also ensures that colleagues have the support they need from their managers, as well as access to support services provided by RoS.

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 Sickness Absence procedure.

2. Guiding principles

2.1 The Principles of the Sickness Absence policy are:

2.2 Every absence will be treated in a 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 In all cases of persistent sickness 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 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.

2.7 RoS uses a ‘threshold’ system to monitor attendance and to inform what support or action is required to be taken. These are calculated over a 12-month rolling period.

2.8 You may be able to take sickness 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 - O). Any Statutory Sick Pay (SSP) due will be included within OSP.

2.9 The policy seeks to ensure that sickness absence matters are dealt with sensitively and with due respect for the privacy of the individuals concerned. Breaches of your right to confidentiality by any other employee, including the employee’s manager, may be treated as a disciplinary matter.

2.10 Unauthorised absence may, following investigation, be dealt with using the disciplinary proces.

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

2.12 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.

2.13 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. Roles and responsibilities

3.1 Strategic People Authority (SPA) is responsible for the content of this policy, it's approval and review. They are responsible for ensuring it's implementation in practice and for monitoring this over time. They are responsible for ensuring that appropriate procedures, guidelines, or standards as are required to support this are maintained and ownership for these assigned appropriately.

4. Approval and review

4.1. This policy will be reviewed and approved by the Strategic People Authority annually, unless earlier review is appropriate.