Staff Absence Management Procedures
- The Current University Situation
- I Am Showing Some of the Symptoms – What Do I Do?
- Initial Contact with the University
- Subsequent Contact
- Return to Work Discussions
- General Information
- Caring for Dependants
- Annual Leave – Cancellation of Holidays
- Carrying Over Annual Leave
- Annual Leave Restrictions
- Overtime
The Current University Situation
Business at the University will continue as normal under the current pandemic alert unless staff shortages are such that a School/Department must close. You will be contacted by the University on the number you provided should this be necessary. If you are in a high risk group – for example in the last 3 months of a pregnancy, have existing respiratory or cardiac complaints or have
reduced immunity due to illness or medication you should seek advice from the Occupational Health Adviser on ext. 3926/3927 or speak to your GP.
I Am Showing Some of the Symptoms – What Do I Do?
The symptoms of H1N1 are similar to seasonal flu and can include fever, chills, coughing, sneezing, headache, sore throat, muscle ache and extreme fatigue. Some cases have also reported vomiting and diarrhoea.
If you develop a feverish illness with these flu-like symptoms you should remain at home and follow the government guidelines for treatment. These are available on the NHS24 (Scotland) Helpline (08454 24 24 24), or online at: www.nhsdirect.nhs.uk. (where there is a symptom checker), www.direct.gov.uk/swineflu or via the Department of Health Swine Flu Information Line (0800 151 3513). You may also be advised to go to your doctor.
You should inform your line manager in the usual way, within 2 hours of your normal start time, or as soon as reasonably possible, that you will not be attending for work. If you are unable to report the absence yourself the person caring for you should do so.
Line managers should record the absence in the normal way using the Absence Notification Form. Line managers should also ensure that any member of staff who attends work with flu-like symptoms or becomes unwell at work is sent home as quickly and safely and with as little contact with other staff as possible.
Current medical advice is that you should avoid close contact with others for 7 days after the symptoms start. You should stay home from work, school, public places, avoid social settings and minimize contact with family members as much as possible.
Initial Contact with the University
As stated in the Sickness Absence Management Policy and Procedure line managers should ensure that all their staff are aware of the contact hierarchy within their Schools and Departments. There should be a list of 4 – 5 names, where possible, (together with extension numbers), starting with the line manager, their depute, and then designated others, for staff to call in the event that they are unwell.
You should inform your designated contact of your symptoms and whether you will be going to your GP. It is unlikely at this stage that you will have an idea of the likely length of your absence but you may be able to describe how severe your symptoms are. People should be considered to be contagious for 7 days after the onset of symptoms.
Absences not related to H1N1, flu or flu-like symptoms will continue to be reported and managed in the usual way under the Notification and Certification requirements of the Sickness Absence Management Policy and Procedure.
Subsequent Contact
It is important that you, or your carer, maintain contact with your line manager and inform your designated contacts as soon as possible if you have been diagnosed with H1N1. You should also let them know if it is likely that you will be absent for more than 7 days. Absences of more than 7 days must be supported by a medical certificate.
Return to Work Discussions
If you have had H1N1 you should not return to work unless you are symptom-free and have been advised to do so by your GP. You should also discuss your return with your line manager. On your return to work you should have a Return to Work Discussion with your
line manager. If they are absent the discussion will be with the next senior manager available.
General Information
H1N1 flu is a respiratory disease which is transmitted by humans by infectious droplets spread by coughs, sneezes and even talking, which release germs into the air where they can be breathed in by others.
Germs can also rest on hard surfaces like desks, computer keyboards, counters and doorhandles, where they will survive for up to 24 hours. H1N1 can therefore be picked up on hands and transferred to the lungs when someone touches their mouth and/or nose. Remember, the virus can remain viable on soft surfaces such as paper for several hours.
Because H1N1 is caused by a virus, antibiotics are not effective. Antiviral medications such as Tamiflu can sometimes help lessen the symptoms of influenza, but these have to be obtained from a GP.
You can help to reduce the chances of spreading the virus by washing your hands regularly with soap and warm water for 20 seconds or more. Also, use a tissue to cough or sneeze into and ensure that you dispose of it carefully after one use.
Do not share drinking glasses, water bottles, mouth guards or eating utensils. If you have just returned from abroad, or have been in contact with someone who has been abroad you should monitor your health over a 7 day period. If during this time you develop no symptoms there is no need to isolate yourself from other people as long as you feel well.
Caring for Dependants
If you have a dependant who is ill with the H1N1 virus and require time off to care for them the University will endeavour to be flexible about your working arrangements.
Annual Leave – Cancellation of Holidays
In the unlikely event that your line manager has to ask you to cancel your holiday in order to ensure cover for the School/Department if there are a lot of people absent due to H1N1, travel/accommodation costs will be reimbursed by the University on production of appropriate documentation.
Carrying Over Annual Leave
Any members of staff who have, at management’s request, to cancel a period of leave due to staff shortages and, as a result, are unable to take their leave during the current leave year, will be able to carry over any unused leave into the following leave year.
Annual Leave Restrictions
The University recognises that the needs of the business must be reconciled with reasonable leave requirements of staff. Therefore any restriction on staff annual leave will not be excessive and the impact of any restrictions will be minimised as far as possible whilst
seeking to ensure that cover for critical services is in place.
Overtime
Managers should bear in mind the University’s obligations under the Working Time Directive when requesting staff to undertake any overtime. Emergency arrangements for payment of overtime rates to staff that do not usually benefit from overtime payments may be introduced during the pandemic flu period.
The University will provide further updates on the situation when necessary.
Campus Contact Details:
Paisley Campus
Paisley
PA1 2BE
Scotland
Tel: + 44 (0)141 848 3000
Ayr Campus
Beech Grove
Ayr
KA8 0SR
Scotland
Tel: + 44 (0)1292 886000
Dumfries Campus,
Maxwell House
Dumfries
DG1 4UQ
Scotland
Tel: +44 (0)1387 702060
Hamilton Campus
Almada Street
Hamilton
ML3 0JB
Scotland
Tel: + 44 (0)1698 283100
Email: info@uws.ac.uk