Absenteeism - Discipline at work

A distinction should always be made between absences on grounds of medically certificated illness, both physical and mental, and those which may call for disciplinary action. All unexpected absences should be investigated promptly and the employee asked to give an explanation. If, after investigation, it appears that there were no acceptable reasons for the absence the matter should be treated as a conduct issue and be dealt with under the disciplinary procedure. It is important that the employee is told what improvement in attendance is expected and warned of the likely consequences if this does not happen. Details of the conversation should be communicated to the employee in writing and a record kept on their personnel file.

Where the absence is due to medically certificated illness the issue becomes one of capability and employers should take a sympathetic and considerate approach to these sort of absences. These are often difficult cases to deal with because the employer has to strike a fair balance between their need to staff the workplace and the individual's welfare.

The first step in dealing with an individual who is absent with genuine long term illness is to establish a sympathetic dialogue with them. Its best if they deal with a friendly person they previously new at work. The role of that person is to keep the absent employee in touch with the workplace, to take an interest in their condition and to act as a communication channel.

The second step is to establish the future prognosis i.e.

Will they make a full recovery?

and

When will they be fit to return to work?

To facilitate return the employer should be prepared to adapt the work demands, workplace environment. It is often helpful if the individual can gradually builds up to their previous hours of working. If necessary the employer should seek independent medical advice.

The employer should be able to show they have taken a sympathetic approach to long term illness such matters as the likelihood of an improvement in health and subsequent attendance (based where appropriate on professional medical advice), the availability of suitable alternative work, the effect of past and likely future absences on the organisation, how similar situations have been handled in the past and whether the illness is a result of a disability as defined in the Disability Discrimination Act 1995, are all relevant. Taking all these factors into account the employer may decided the contract of employment has to be terminated because the individual is not capable of fulfilling their duties. Before taking that action the employer should seek professional advice.