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CONTENTS
INTRODUCTION
MANAGEMENT
COUNSELLING THE EMPLOYEE
AVAILABLE OPTIONS
MISCELLANEOUS MATTERS
CONTACTS
1. INTRODUCTION
1.1 The following sets out the University's
guidelines for the management of sick leave for general
staff. Sick leave is provided to cover those absences
where the University is satisfied that an employee is
unable to perform duties on account of personal illness
or incapacity.
1.2 The aim of the guidelines is to assist employees
and supervisors in managing situations where the amount
of sick leave taken is of concern. The focus is to counsel
employees, refer to the Employee Assistance Program
where necessary, and manage situations to the extent
that it is no longer of concern to the employee or the
supervisor.
1.3 Sick leave may be granted to protect the
health of the employee, other employees or the public.
The responsibilities of the University and its employees
regarding the duty of care are covered by the Occupational
Health and Safety Act.
1.4 The University may, with reasonable cause,
require an employee to undertake a medical examination.
This may relate to a safety issue; the employee being
a potential danger to himself, herself or other members
of staff; or a matter relating to fitness for continuing
employment.
1.5 Sick leave benefits may be accumulated and
taken when necessary. The University will monitor the
amount and type of sick leave taken and provide information
to supervisors so that early intervention and counselling
can commence where there is a need.
Where a sick leave absence exceeds three consecutive
working days a medical certificate must be provided.
Although it is not essential for every absence, it is
in the employee's best interest to provide a medical
certificate even when the duration is three days or
less. In the absence of a medical certificate, a reason
on the Leave Application form should be provided. This
enables proper assessment and may avoid unnecessary
concern or counselling.
1.6 Regardless of unused sick leave balances,
the emphasis in managing sick leave absences will be
on the amount of sick leave taken and circumstances
surrounding that leave.
1.7 Employees' right to confidentiality is governed
by the University's Privacy Policy.
Index
2. MANAGEMENT
2.1 An employee who is absent from duty will
need to contact the appropriate supervisor as soon as
possible to inform of the absence, the nature of the
illness or incapacity and expected duration.
Where an employee will be absent for an extended period
the supervisor needs to contact Personnel Services immediately
with the nature of the illness/incapacity and expected
duration.
2.2 A head of unit must ensure that a Leave Application
form is completed by the employee on return from sick
leave. Any medical certificates need to be attached.
2.3 If an employee's sick leave situation or
absence becomes a source of concern the head of unit
should contact Personnel Services to discuss the matter
and options available. If the situation is urgent, contact
should be made immediately.
2.4 Employee sick leave records will be monitored
and reviewed by Personnel Services. The guidelines below
are based on full time employees. Part time employees
will be similarly reviewed but on a proportionate basis.
At any time a Head of Unit may request a review of sick
leave absences over a specified period. This may be
for a particular staff member or the Unit as a whole.
Employees who take more than 5 occasions of sick leave
or more than 10 days in total of sick leave (without
certificates) in any 12 month period will be identified.
This process will be conducted by Personnel Services
in the first instance. Discussion will be held with
the relevant head of unit.
To determine what action, if any, is appropriate the
following will be taken into consideration:
*Occasions of sick leave
*Total sick leave days taken
*Provision of certificates
*Pattern of sick leave
*Absences on particular dates
*Duration of absences
*Reasons
*Other leave and attendance levels and patterns
*The working environment
*Personal circumstances
Index
3. COUNSELLING THE EMPLOYEE
3.1 If it is determined that an interview needs
to be conducted the Head of Unit will contact the employee
to make the necessary arrangements. A member of Personnel
Services can be in attendance if requested by the Head.
If the matter is of particular concern a member of Personnel
Services will be in attendance.
3.2 The head will inform the employee of the
reason for the interview. The employee can be accompanied
at the interview by a person of their own choosing if
they wish e.g. union member, colleague, family member.
The aim of this initial meeting is for the supervisor
to discuss any concerns over the amount of sick leave
taken and an opportunity for the employee to raise any
issues of concern and/or explanation.
3.3 If the supervisor feels that the matter is
unresolved, a management plan to deal with future absences
will be developed. This could simply include such things
as the provision of reasons for further absences if
the employee's sick leave record is marginally unacceptable
to justification of all sick leave absences by the provision
of medical certificates in other cases. Contents of
the management plan will depend on the circumstances
in each case. A further counselling date will be set
to review progress.
The employee will receive a letter from the supervisor
confirming that the interview took place, the details
of the management plan and the next counselling date.
A copy will be forward to Personnel Services for recording
on the employee's personal file. Any written response
from the employee will also be placed on the personal
file.
3.4 The above process (contained in 3.3) will
continue until the supervisor and employee agree that
the matter has been resolved.
3.5 If an employee's sick leave situation does
not improve the options below need to be considered.
Index
4. AVAILABLE OPTIONS
4.1 If it becomes evident that an employee's
sick leave is related to personal difficulties, it will
be suggested that the employee receive counselling through
the Employee Assistance Program. The program is optional
and is completely confidential, that is, details are
not revealed to the University.
There is still an obligation on the employee to improve
the record of sick leave.
4.2 If as a result of an absence due to illness
or injury an employee has difficulty returning to work,
the University will consider an occupational rehabilitation
program including a phased return to work. This could
involve reduced hours or alternate duties.
Available sick leave could be used to maintain normal
pay or the employee could return on a part-time (or
reduced pay) basis. If available sick leave is utilised
leave application forms need to be submitted.
4.3 An employee who is under a requirement to
provide certificates and continues to use sick leave
in excess of set limits may be medically examined by
a practitioner nominated by the University to determine
fitness for continued employment.
4.4 Where an illness or incapacity becomes so
serious that it affects an employee's ability to perform
job duties on a continuing basis and if recovery appears
unlikely, medical retirement may be considered.
Alternatively, an employee may request a medical retirement,
such request being in writing. In response, the University
may require a medical examination if the request is
supported by the Head of Unit and Personnel Services.
The medical report would then supplement the medical
retirement request.
Personnel Services will advise on options available
prior to proceeding with a medical retirement request.
An employee's wishes will be fully considered during
discussions. Requirements and procedures vary due to
varying superannuation provisions.
If an employee is medically retired from the University
but does not have an entitlement to superannuation,
application can be made to the Department of Social
Security for a Disability Support Pension (Invalid Pension).
4.5 If the University considers that an employee
has claimed sick leave when not entitled to do so e.g
fraudulent claim, the University may take disciplinary
action up to an including dismissal.
Index
5. MISCELLANEOUS MATTERS
Units are required to complete Staff Attendance Confirmation
reports which confirm that leave applications are submitted
for all absences. Units should put in place systems
to ensure they are capable to completing these returns.
This process ensures that signed leave applications
are being received in Personnel Services. This is an
audit requirement.
6. CONTACTS
Any queries should be directed to your Personnel Officer
in the first instance and in his or her absence the
relevant Team Leader. Contact can be made on extension
5902 for the name and extension number of the relevant
officers.
Index
Revised: 7 July 1997
WebPage last updated: September 2004
Direct comments and questions to: Personnel & Financial
Services
University of Wollongong NSW 2522, AUSTRALIA
Phone: +61-2-4221 3555
© Copyright-June 1998
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