OH referrals should be made by an HR Business Partner, following discussions with the line manager/supervisor of the member of staff concerned. A formal OH referral form (PD36) will need to be completed.

Where additional information from the line manger or supervisor is likely to be helpful, the line manager/supervisor should be encouraged to provide a supplementary report for clarification of the facts and the issue(s) deemed to be problematic. (The supplementary information may be included in form PD36 or attached separately.) Any supplementary information provided may be disclosed to the employee under the Data Protection Act/Freedom of Information Act unless there are justifiable reasons for keeping it confidential.

It is important that all personal and contact information about the member of staff being referred is up-to-date and accurate. A record of the employee's sickness absence (ideally over the last 2 years) should be included with the referral form. A job description must accompany all referrals.

It is imperative that any member of staff being referred to OH should be informed about the referral (i.e. notified that a referral has been requested and the reason/s for this referral). A copy of the completed referral form must be given/sent to the member of staff being referred.

In the unusual circumstance of a member of staff refusing to attend an OH appointment, it should be explained that within the ‘conditions of employment' the University has a contractual right to refer any employee to the OH service (or a nominated doctor), when there is a concern regarding their health or level of attendance. Members of staff are therefore expected to attend an OH appointment if it is deemed necessary by their HR Business Partner. If a member of staff would be happier attending an OH appointment with a colleague or friend, this is perfectly acceptable. OH should be advised if the employee is attending reluctantly or wishes to be accompanied.