LTB 102/17 – BT CONSUMER: SICKNESS ABSENCE PROCEDURE

No. 102/2017

23rd February 2017

To: All Branches with BT members

Dear Colleague,

BT CONSUMER: SICKNESS ABSENCE PROCEDURE

Following discussions with the CWU BT Consumer is today issuing revised guidance to all people managers concerning the operation of the sick absence procedures.

The document and covering letter – attached – provide welcome clarification on a number of points which have been the subject of an increasing number of enquiries and complaints from members and Branches.

The CWU National Team believes that this should help to ensure that the sick absence process is managed in a fairer and more supportive manner.

Providing Effective Support

BT has set out a helpful series of principles that all managers should be adhere to when dealing with absence cases. These include the following.

  • “We treat everyone and every situation on its merits; we are personal, caring, and supportive.
  • We take into account all information and history before making any decisions.”

Responsibility of Line Managers

It is the Line Manager who must take decisions about whether or not to proceed with a formal process, issue a warning, etc, and the Centre Manager to uphold an appeal etc.

Attendance Managers are in place to assist Line Managers but it is not the Attendance Manager’s responsibility to take decisions on behalf of other managers.

Using the Bradford Factor

BT has confirmed the following.

  • BT uses the Bradford Factor to identify absence levels which may need attention. The threshold for a Bradford Factor prompt is a score of 100. Managers are prompted to review an individual via an automated email.
  • The result should be that the Line Manager reviews the individual’s attendance history and uses this information together with any other relevant factors to make a judgment about the significance of the case.
  • The email does not require the Line Manager to take any particular form of action other than to consider the overall circumstances.
  • Separately managers can intervene if is there is an unusual pattern of absence which causes concern, even where the Bradford factor is less than 100.

When is it Appropriate to move to Warning / Formal?

BT has confirmed the following.

  • There are no automatic formulas or rules about when or when not to progress an absence case to formal.
  • It is up to the manager to support the individual and to highlight to the individual if they have a concern about the individual’s attendance.
  • Any discussion about absence concerns should not be done as part of a Return to Work meeting.
  • A formal case should only be used if the individual has not sustained reasonable attendance, after taking into account their absence history and personal circumstances.

It follows that neither the Bradford Factornor any other measure, such as any three absences in 12 months, should be used as an automatic trigger for formal cases.

Part Day Absences

BT has confirmed that part day absences are not included in Bradford factor calculations.

A Line Manager may however raise part day absences with an advisor if there is an unacceptable or concerning pattern of absence. However, this should also be looked at taking into account all the circumstances.

Therefore, if a Bradford factor score includes part day absences then these should be excluded.

Reporting Sick Absence

Members who are off sick should advise BT as soon as possible that they are unable to attend work. The details and frequency of contact while an individual is off work should be agreed between BT and the Advisor. This should cover issues such as who calls who and at what time etc.

There is no automatic requirement to call BT every day that someone is off sick unless that has been agreed with an individual advisor.

Support for New Joiners

BT has confirmed that managers should focus on providing support for new staff if there are issues with their absence levels.

The CWU has also expressed concerns that where managers do issue a warning for new hires it is almost always a Final Formal Warning. BT has confirmed that a warning is not an automatic sanction and based on the circumstances further support may be appropriate.

If Branches have any issues with the implementation of this document or the attendance process that cannot be resolved locally, then please escalate them to my office.

Yours sincerely

Nigel Cotgrove

Assistant Secretary