Benefits | Sick Leave | Manager Checklist

Managers play a key role in ensuring all employees are treated equally during their sick leave absence.

When managing sick leave, you need to: 

• Ensure all employee sick leave is recorded
• Pass medical certificates to DCU People to ensure timely processing of sick pay benefits
• Have a discussion with employees on their return to work (in consultation with DCU People, if appropriate). Do this informally, in private, and on the day of the employee's return to work - or as soon as possible thereafter. The aim of this discussion is to:
  • Welcome the employee back and offer support
  • Advise re. the Employee Assistance Programme <link to new page>, as appropriate
  • Update the employee on any relevant work-related matters
  • Identify any possible health and safety issues that may impact the employee's attendance

A record of these discussions should be retained by the manager. 

An employee must inform their manager if they are unable to attend work due to illness in accordance with the University's Sick Leave Policy, as follows:

• They must notify their manager, by phone, at the earliest opportunity on the first day of absence
• This notification needs to indicate whether or not a medical certificate will be provided and the likely return-to-work date

• Text or email is only acceptable when the employee attempts to phone their manager and/or are unable to leave a voicemail

   

• The procedure for managing frequent short-term sick leave absence is designed to be supportive and aims to help employees achieve regular attendance at work.
• Sick leave absences must be dealt with promptly and consistently, with managers discussing all absences with employees as they occur.
• Where frequent short-term absences occur (whether certified or uncertified), employees may be referred to the University's Occupational Health Provider and/or Employee Assistance Programme, even if at work. 
• Where there is no underlying medical reason, the employee should be advised that their sick leave absence levels are unsatisfactory. Managers should advise such employees that improvement is required and of the consequences if their attendance does not improve. 

• If there is no satisfactory improvement in attendance over time, the matter may be dealt with under disciplinary procedures, in consultation with the DCU People department.

   

• Long-term sick leave is defined as any absence of 20 consecutive working days or more
• Regular contact must be maintained between the manager and the employee during extended periods of sick leave. Weekly medical certs should be sent by the employee to their manager/Head of Department or DCU People. On occasions, monthly medical certificates may be submitted, with the agreement of the manager, in consultation with DCU People. The employee is responsible for keeping their manager informed of their progress and likely return to work date.
• During long-term sick leave absence, the employee may be advised of the Employee Assistance Programme <insert link to new page> and/or be referred to the University's Occupational Health Provider
• A fitness to return-to-work certificate is required after 4 week's continuous absence or more. 
• Employees cannot return to work unless they are medically fit to do so.  In cases of long-term sick leave absence, the employee's own treating medical specialist and/or GP must certify that the employee is fit to return to work. In certain situations, the employee may be required to attend the University Occupational Health Provider prior to return. 
• Where sick pay and Temporary Rehabilitation Remuneration (TRR) have been exhausted, the manager liaises with DCU People regarding next steps

• A phased return to work may be recommended by the University's medical advisors where an employee has been absent due to a long-term illness, an injury or following surgery. Any such recommendation made by a treating specialist/GP will be assessed and confirmed by the University's Occupational Health Provider (OHP).
• A phased return to work is considered a reasonable accommodation under the Disability and Equality Acts. It is not suitable in every situation and is assessed on a case by case basis. 
• If a phased return to work is recommended, the manager should contact the employee (following consultation with DCU People) to discuss:
  • When the phased return is to start
  • What attendance pattern the employee will work in terms of days/hours (if not advised by OHP)
  • Location of where the employee will work
  • If there are any other changes to working arrangements required (e.g. a special chair or computer equipment)
• The manager should liaise with and notify DCU People of the agreed arrangements
• Employees on a phased return to work are considered to be on certified sick leave for the duration of time they are not fit to work. They do not receive salary for the time that they are at work and sick pay for the time that they are unfit for work, in accordance with their sick pay benefits.