Electronic sickness recording

The University is introducing a new procedure for reporting and recording sickness via iTrent and the Employee Self Service system (ESS).

From January 2019, managers, supervisors and sickness co-ordinators will be able to record the start date of sickness absence in iTrent, and on returning to work staff members will complete a new electronic form which replaces the self-certification PD77 form.

The new process for recording sickness is detailed below.

What to do if you are sick

You should follow the normal process and contact your manager or supervisor as soon as possible to let them know you’re unwell, to confirm the reason for your absence and to advise when you expect to be back at work. 

Your manager/supervisor, or a sickness co-ordinator acting on their behalf, will record the start date of your sickness absence in iTrent, and you will be sent an email confirming the start date of your sickness absence. You do not have to take any action with this email until your first day back at work.

If you’re off sick for longer than seven consecutive days you should follow the usual steps to provide your manager or supervisor with a fit note or medical certificate.

When you return to work you will have received an email from the HR team containing details about your sickness absence, and a link to the new electronic sickness form on the Employee Self-Service system. Please click on the link and follow the instructions to complete the electronic form. Once you’ve done this you will receive a final email confirming that your sickness record has been closed. You no longer need to complete the self-certification PD77 form.

If you do not have regular access to email or University systems, please refer to the section 'Exceptions to the process' below.

Managers' guide to recording sickness

When an employee has contacted you to let you know they are off sick, you should log in to iTrent using your People Manager access to create a sickness record (this can be done by either the line manager, supervisor or the Sickness co-ordinator).

You will be asked to record some basic information about the absence such as start date and reason – but please note that you should not enter the end date as the employee will do this when they come back to work. Refer to the Guide to recording sickness absence for step by step instructions.

It is important to create the record as soon as possible after you are notified. This will ensure that staff who are experiencing ill-health are assisted promptly and effectively, that we manage personal information sensitively, and that managers receive the guidance they need to support their team and manage absence.

When the employee returns to work they will be automatically sent a link to the electronic sickness form, and asked to check the information and enter their last day of sickness. Once they do this, a final email notification will be sent to the manager/supervisor and the employee confirming that the sickness absence has ended. Please note that the new electronic form replaces the self-certification PD77 form.

If an employee is off sick for seven consecutive days, the manager/supervisor will receive an automated email to confirm that the staff member should provide a fit note or medical certificate. Details of the certificate should be recorded on iTrent and a scanned copy sent to the HR team (please see the Guide to recording medical certificates‌ for step by step instructions). The certificate should then be returned to the employee. If a certificate includes information about reasonable adjustments please contact your HR Advisor.

If an employee is off sick for longer than 28 consecutive days, the manager/supervisor will receive an email to confirm that the staff member has entered a period of long term sickness absence. The HR Advisor will work with the manager/supervisor to support the team member with their recovery and return to work.

Once an employee has returned to work from a period of sickness absence, you should arrange a return to work interview as normal.

Exceptions to the process

Staff member does not have access to email / systems: The manager/supervisor or sickness co-ordinator should log in to iTrent using their People Manager access to create a sickness record. When the employee returns to work the manager should arrange a return to work interview to confirm the reasons for the absence. At or following this meeting with the employee, the manager/supervisor or sickness co-ordinator should enter the return date on their behalf via iTrent. Refer to the Guide to ending a sickness absence‌ for step by step instructions.

Neither staff member nor Manager has access to email / systems: The manual sickness recording process should be followed. The employee should complete a self-certification form (PD77) for all sickness absence on their return to work. They must complete Part A of the form by giving the specific reason for the absence as well as ticking one appropriate category box for monitoring purposes. This form should be provided to their manager/supervisor who will arrange a return to work interview and complete Part B of the form. The completed form should be sent to the HR team at humanresources@exeter.ac.uk

Support with sickness recording

If you have any queries about this process please contact the HR team at humanresources@exeter.ac.uk or speak to your Sickness co-ordinator‌.

The following FAQ and reference guides provide further information on the sickness recording process: