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Electronic sickness recording

The procedure for reporting and recording sickness via iTrent and the Employee Self Service system (ESS) is detailed below.

Managers/supervisors and sickness co-ordinators are responsible for recording the start date of sickness absence in iTrent, and on returning to work staff members will complete an electronic self-certification form.

Absence related to Covid-19

If you are showing symptoms of Covid-19 (a high temperature, new continuous cough or a loss of taste/smell), please immediately self-isolate and contact the Rapid Response Hub.

You should also contact your manager or supervisor and follow the usual process to report sickness related absence as detailed on this page, and use one of the following reasons to confirm your absence Covid-19 (symptomatic) or Covid-19 (tested positive) or Covid-19 (vaccine side-effects).

If you are reporting a period of self-isolation related to Covid-19 you should notify your manager and complete the following formSelf-isolation absence notification.

What to do if you are sick

You should 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 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.

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

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. If the employee does not have access to University systems, the manager should should arrange a return to work interview with them to confirm the reasons for the absence and to record the last day of sickness on their behalf.

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 section headed 'Recording Medical Certificates' in the Guide to recording sickness absence‌ 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.

Further information on manager's responsiblities and the MI hub is available.

Guide to recording phased return

When an agreement has been made for an employee to return to work on a phased return, the Sickness co-ordinator can log in to iTrent to create the phased return record.

You will be asked to record information about the employee's working days and the number of hours they are absent on each day. This needs to be entered day by day, as block periods of phased return cannot be entered on Trent. Please refer to the Guide to recording phased return 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 working on a phased return arrangement are receiving the correct pay, and are being supported  with their return to work.

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.

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.