Public and Commercial Services Union

DWP/MB/031/07

Sick leave procedures

The same sick leave procedures apply to all DWP employees. However, this does not mean that the same managerial arrangements apply. For example, Jobcentre Plus has decided that higher grade managers may now complete the first call checklist and normally conduct the welcome back discussion. Using higher grade managers to deliver the sick leave procedures does not affect your right to procedural fairness under the attendance management procedures.

The sick leave policy can be found under time off in the human resources (HR) policies published on the intranet and includes:

• Discretion for extension of paid sick leave when normal full and half sick pay has expired (procedures 4.15)
• Pregnancy related illness including miscarriage (procedures 4.19)
• Part time attendance on medical grounds (para 5.2)

Notifying sickness absence

You should telephone as soon as possible within your locally set timescale. Your manager will complete the first call checklist which asks 9 questions and can be found under para 2.1 of the sick leave procedures:

• What is the first working date the individual was ill?
• What is the nature of the illness?
• Do you need any assistance of a practical nature?
• Have you sought medical advice (doctor, dentist or hospital)?
• When do you expect to return to work?
• Do you have an occupation outside DWP?
• If you improve today, will you be in the office later?
• Are there any work issues someone else can attend to? eg. keys, appointments to be kept/rearranged, priority work items, other issues.
• Current emergency contact number? For example next of kin.

This is standard DWP procedure and there should be no additional questions raised.

Keeping in touch

There is a desk aid for keeping in touch which can be found under paragraph 4.11 of the sick leave procedures. Agreed keeping in touch arrangements are appropriate in all absences. Keeping in touch is a contractual obligation which means that you have the right to agree the frequency of contact and location of meetings/visits. Contact once a month or once a week is reasonable in most cases. You are under no obligation to agree daily contact when this is unwelcome.

Confidentiality

You have the right to confidentiality. Disciplinary action may be taken for any breach of confidentiality (procedures para 4.22)

Alternative manager

If you do not wish to discuss your absence with a particular manager because your absence is of a personal or distressing nature you should simply tell the manager you are ill. An alternative acceptable manager will be provided (see advice Q2).

Welcome back discussions

The welcome back discussion (WBD) is welfare orientated with a template/desk aid provided to enable managers to follow the same procedures for every WBD. The desk aid can be found under para 6 of the sick leave procedures:

• The discussion should be held with an alternative manager (e.g. same gender manager, senior manager) if you do not want to discuss a personal illness with your usual manager (advice Q2).
• You have a right to confidentiality.
• You should be provided with a copy of the WBD proforma from your discussion (desk aid).
• The location of the discussion should be agreed with you with regard to privacy (desk aid).
• A trade union representative or colleague may accompany you (desk aid).
• The discussion can be an opportunity to identify problems which caused or contributed to your absence and consider possible solutions.

Procedural fairness rights

You have a right to procedural fairness under the attendance management procedures including:

• The statutory right to be accompanied by a trade union representative at all formal meetings.
• The right to put your case at a formal meeting with the decision maker at each stage of the attendance procedures.
• The decision maker for dismissal/demotion decisions must have had no previous involvement in your case.
• The appeal manager must have had no previous involvement in your case

Entitlement and rights

You are entitled to sick leave if you are sick or injured and unable to attend work. You have rights and managers must follow standard procedures for notifying absence, keeping in touch and on your return to work. Remember, you can have:

• An alternative manager deal with your notification of absence and WBD
• Agreed keeping in touch arrangements
• A union representative or colleague accompany you at your WBD.

Always contact your local PCS representative for advice support and representation if you have a problem with sick leave.