Electronic sickness recording pilot

The University is making changes to the way we record sickness absence. In preparation for this, we have arranged for all staff in the Business School, IIB, People Services and Retail and Catering to participate in a pilot of the new electronic sickness recording process with effect from June 2018. All other teams will continue to use the current process until further notice.

This page sets out the procedure for reporting and recording sickness during the pilot, via iTrent and the Employee Self Service system (ESS).

What to do if you are sick

You should follow the normal process and contact your line manager 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 or when you will next contact your manager. 

Your manager 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 7 consecutive days you should follow the usual steps to provide your manager 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. Please note that the new electronic form replaces 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 a member of your team 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.

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 you and your team member confirming that the sickness absence has ended. Please note that the new electronic form replaces the self-certification PD77 form.

If your team member is off sick for seven consecutive days you will receive an automated email to confirm that they should provide a fit note or medical certificate. When you have the certificate you should record the details on iTrent. Refer to the Guide to recording medical certificates‌ for step by step instructions. The certificate should then be returned to the employee, unless it includes information about reasonable adjustments in which case it should be sent to the HR team.

If your team member is off sick for longer than 28 consecutive days you will receive an email to confirm that they have entered a period of long term sickness absence. Your HR Advisor will work with you to support your team member with their recovery and return to work.

Once your team member has returned 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 line manager 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 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 staff member 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 the line manager 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 . If the absence continues longer than 7 days the staff member should provide their manager with a medical certificate or fit note. The manager should forward the certificate to the HR team, who will record the details and return the original copy to the employee.

Support during the pilot

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

College/ServiceSickness co-ordinator
Business School  tbc
IIB

Nina Sidney-Wicks

Jennifer Burnett

People Services Jennifer Thomas
Retail and Catering  tbc

 

 

 

 

 

 

 

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