Guidance for Managers and Staff on Absence and Pay arrangements related to coronavirus (COVID-19)
Although some of the government’s rules to tackle the spread of Coronavirus (COVID-19) have now been eased, the government is still asking employers to continue to support people working from home.
The University has agreed the following arrangements for reporting and recording periods away from work and for pay during these periods of absence. These arrangements will be kept under regular review as the situation develops and any changes will be notified to colleagues using the Registrar Communications.
Queries should be emailed to email@example.com.
Reporting absence from work
All periods away from work referred to in the table below should be reported to your manager in the first instance. In addition, please use the following form to record a period of self-isolation and shielding related to Covid-19: Self-isolation notification form. Staff should report their absence from work to their managers as soon as possible, either by email or telephone.
If you are reporting an absence due to sickness your manager will follow the usual sickness procedure and record this in iTrent. At the end of your sickness absence you will be asked to review your record and confirm the date you returned to work. If you are sick due to coronavirus the University will waive the requirement for you to provide a fit note from your doctor for the period of absence in support of the advice that people with symptoms should avoid going to their GP.
If you need to self-isolate, for instance if someone you live with is showing symptoms and you are isolating yourself as a precaution or because you have received an instruction from the NHS Test and Trace Services, you should report this to your manager, even when you are working from home. In addition, you should complete the online Self-isolation notification form to record any period of self-isolation.
If you are able to continue working at home during the period you are self-isolating please continue to do so. You may need to self-isolate as someone you live with is showing symptoms and you are isolating yourself as a precaution or because you have received an instruction from the NHS Test and Trace Services. You should report this to your manager, even when you are working from home. You should also complete the online Self-isolation notification form to record any period of self-isolation.
The information provided will be treated in the strictest confidence and processed by HR colleagues only.
If you are unable to work because you are authorised to work on campus, this will be recorded as absence due to self-isolation and you will continue on normal pay.
If you have received a communication from the NHS to advise that you are living with a health condition, taking medication or receiving treatment that puts you at high risk of developing serious complications if you develop coronavirus (COVID-19), the government has advised that you should stay at home for at least 12 weeks from 22 March 2020 to protect yourself. Please discuss your circumstances with your line manager so that support can be put in place for you. You should also complete the online Self-isolation notification form to record any period of self-isolation. You are not required to share details of your condition with anyone, including your manager, unless you wish to do so. We will review the advice once the government has provided an update on this situation.
We understand for parents and carers with continued restrictions such as school closures this is an unsettling and challenging time. If you are able to work at home around your caring responsibilities, please continue to do so.
If you are not able to do any work, in recognition of these exceptional circumstances and in order to enable individuals time to adjust to balancing these demands, the University has agreed to extend its paid emergency leave to 10 days from Monday 23 March (pro-rata for part-time colleagues).
If a member of your team has reported a sickness absence related to coronavirus please follow the usual process to record this in iTrent. If the member of your team is self-isolating or shielding, please ask them to complete the Self-isolation notification form, or alternatively you can fill this out on their behalf. It would be helpful to agree who will complete the form to avoid duplication. This will help the University to monitor the rate of absence related to COVID-19.
Managers should establish if the colleague needs any particular support or assistance, for example to facilitate working at home, or if they have any wellbeing concerns. Those staff who have been advised that they are at high risk of developing serious complications if they develop coronavirus may require additional support. Staff can contact the Occupational Health team for advice and guidance, and access the University’s EAP provider, Pro-Counselling for support.
Managers should agree with their team members how they will stay in contact with each other during the isolation period e.g. regular phone, email or text communications. When an employee recovers from any illness, including coronavirus, and is able to resume working, even where they may be working at home, the manager should arrange a return to work conversation with them.
If you are a manager and you become ill, please let your team know so they are aware of who they can liaise with in your absence, for example your line manager or another appropriate member of staff.
Claims/Temporary Resourcing Unit
Colleagues working on eClaims or the Temporary Resourcing Unit should notify your manager and e-Claims@exeter.ac.uk if you are unwell or unable to attend work for any another reason connected to coronavirus. If you meet the eligibility criteria, you may be eligible for Statutory Sick Pay from the first day of your illness, please email your line manager. If you are not unwell but are self-isolating under Public Health England advice, the University will, as an exceptional measure, pay you for any work that has been agreed and scheduled. Similarly, while the University is closed for all but essential activity, you will be paid for any work which has been agreed and scheduled. Please claim any hours through the eClaims system in the normal way for your manager to approve. Where possible, arrangements will be made for you to undertake the scheduled work at home.
Postgraduate Teaching Assistants (PTAs)
Postgraduate Teaching Assistants will continue to be paid if their work is cancelled or rescheduled, and should claim for their hours in the usual way via Trent. Please contact the manager who normally assigns work to you to clarify the expectations of your role and whether you can undertake work from home.
1. Staff who are unable to complete their work from home should notify their line manager. The University is currently holding discussions about how we can best support all of our staff during this period. We are also identifying possible critical redeployment areas. Inability to work at home will include the employee’s role (e.g. chef or cleaner), access to resources and, in some circumstances, caring responsibilities if childcare is disrupted, subject to note 2 below and an expectation that an employee with caring responsibilities will arrange to do as much work as possible at home, working around their childcare responsibilities, including working outside normal working hours.
2. The employee may be assigned duties which can be undertaken at home within their capability which are not part of their normal daily responsibilities.
3. It may be necessary for arrangements to be made to deliver pc equipment etc. to their home.
4. Staff with teaching responsibilities should arrange for scheduled teaching to be made available online at the earliest opportunity, following a timetable agreed with their HoD/Director of Education.
5. Where the University instructs staff not to attend work on site, the University will pay workers paid by eClaims who are scheduled to work on these dates. (Exceptionally, the eClaims worker may be able to undertake the scheduled work at home.
6. Postgraduate Teaching Assistants will continue to be paid if their work is cancelled or rescheduled, and should claim for their hours in the usual way via Trent.
7. In the event that the University instructs most staff not to attend work on site, except those providing essential services, it will not be necessary to record the absence.
Date of this version: 18 June 2020