Absence Review Meeting

Gather all the facts before the meeting – Review absence records in Medigold – available by logging into “Return to Works completed”- consider the last 3 or 4 absences that have resulted in the trigger; current disciplinary level; any previous notes/correspondence etc.

Identify any specific issues of concern to be explored – i.e. recurring reason for absence; specific reasons for absence which require improvement – i.e. excessive absence for reasons other than sickness.

Notify employee of meeting, Invite to Absence Review Meeting – for more serious levels of absence, contact HR.

If potentially a Final Written Warning or Dismissal is to apply, seek HR advice.

Hold a review meeting, emphasizing that the meeting is aimed at supporting the individual in reaching and maintaining sufficient attendance levels and where relevant addressing any other related concerns.

When discussing issues relating to ill health and sickness absence with an employee, advise that the conversation will remain confidential, but that it may be necessary to disclose certain details to relevant parties to ensure all relevant support is considered, and the company’s duty of care is met (Privacy Notice required – seek advice from HR).

Explore together any possible reasons/specific problems/underlying issues preventing them from attaining sufficient attendance levels (e.g. any work related/personal issues).

Explore how issues can be addressed. Consider any suggestions the employee may offer to address the concerns.

If relevant, constructively explain any on-going concerns, provide examples and keep your comments objective. Outline the impact these concerns are having on the department/area of work/colleagues.

Ensure that some positive feedback is provided, where possible.

Acknowledge any factors beyond the employee’s control.

Confirm required standards or expectations which are not being met.

Seek advice (if necessary).

Clearly explain expectations and the need for sustained improvement.

Together discuss and agree any follow up action/targets and responsibilities for attaining a sustained improvement.

Identify whether there is anything else you can reasonably do to help the employee to attain acceptable attendance levels.

Consider need for external support, for example private Counselling, Occupational Health referral.

Consider level of warning if appropriate. If it is the first time an employee has reached a trigger, issue a Verbal Warning and highlight that if sufficient sustained improvement has not been attained you will consider the situation and determine next steps.

Record the outcome of the warning on the Stage Management System and share with the employee, include any agreed actions and timescales for improvement.

Ensure that the records are factual and constructive, refrain from giving your opinion.

If disciplinary action is to be applied, complete a Record of Decision Form and forward to HR together with any accompanying notes, in order to confirm in writing to the employee. Due to confidentiality, please do not retain any copies. Documents will be held on the employee’s personnel file.

Review

Regularly monitor and provide feedback on an on-going basis.

Address any new concerns as they arise.

If process is failing to improve attendance consult with the HR team and consider case.

1. Employee has a verbal warning for absences (on file for 6 months)
2. Within the 6 months, employee has a further period of absence
3. Hold absence review meeting and if appropriate issue Written Warning (for 12 months)
4. Within the 12 months, employee has 2 further absences
5. Hold meeting and issue Final Written Warning (12 months)
6. Within the 12 months, employee has further 2 periods of absence
7. Hold meeting and if appropriate terminate employment with notice