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Absence management


 

As part of our wider HR ResourceLink re-implementation project, absence management will be rolled out to all colleagues across the College in August. This will provide additional functionality that will give colleagues the ability to request and manage leave and sickness absence through MyView.

Benefits of absence management

  • Single point of access – offers an central online system for recording absence
  • Visibility – offers a team calendar that provides visibility of both team and individual absences and availability
  • Facilitates improved reporting across the College to ensure compliance with our statutory, duty of care and employee wellbeing obligations.

FAQs

When will the MyView system come into operation?

Implementation will come into operation from 5 August 2020.  From that point forwards MyView must be used for recording sickness absence, paid and unpaid absence. Professional Services and some Academic Schools will also be using MyView to request and record annual leave.

As a College why do we need to change our current absence management processes?

Using one system to manage the absence process creates consistency in the way that all absences are recorded across the College and will help managers and staff to booking leave and see when others are away from the College.  In addition the new system will help the College meet its duty of care to its staff.  

Is there training to help me use MyView for absence management?

Yes there are User Guides to help and training sessions are available during August and September 2020. The schedule of sessions can be found  here

If you have any questions relating to the using MyView for absence management contact  HRSystems@rhul.ac.uk.  

I have a question – who do I contact?

If you have any system questions relating to  using MyView for absence management contact HRSystems@rhul.ac.uk. For general queries relating to the absence management policy contact  HROperations@rhul.ac.uk

 

Sickness

How do I report a sickness absence?

You need to contact your line manager.  During the conversation you should let them know:

  • The nature of your illness
  • How long you are likely to be absent from work
  • Any work-related matters that may need attention in your absence
  • Agree with your manager how contact will be maintained during your absence if you are likely to be off for more than one day.  You will be expected to remain in regular contact with your manager. 

You should let your line manager know if you plan to visit the doctor and if the condition is a result of an injury or illness sustained at work

The reporting process has not changed for Colleagues and is detailed in the Absence Management Policy and Procedure.  Your manager will now record this information in MyView.

If I am off ill, do I need to use MyView to report my sickness?

No, it is the manager’s role to input sickness details to MyView.  You need to contact to contact your line manager as now.

When do I need to self-certificate?

A self-certificate must be provided by the member of staff after 3 working days’ absence.  The self-certificate form can be found here.  This form should be sent to HR Operations

When do I need to provide a medical certificate?

If the absence exceeds 7 calendar days, you will need to provide a medical certificate (known as a Fit Note). This should be sent to HR Operations

How should I record sickness absence if a member of staff returns to work for less than 1 working day before taking further sick leave for a related or similar illness?

If a member of staff returns to work for less than 1 working day before taking further sick leave for a related or similar illness, the period of absence will be considered to be continuous and a further certificate may be required, dependent on the original period of absence. This should be sent to HR Operations.

As a manager, do I need to use MyView to record sickness?

Yes, in order to allow for accurate recording and management information and to meet duty of care requirements it is important that managers, or their delegate record all sickness absence using MyView. This includes any period of absence irrespective of length.

If a colleague advises that they are too unwell to attend work, what should I do?

As a manager you need to add the sickness details to MyView.  When a colleague reports an absence from work you should have a conversation to find out:

  • The nature of their illness
  • How long they are likely to be absent from work?
  • Any work-related matters that may need attention in their absence?
  • When they will contact you again?
  • Do they plan to visit their doctor?
  • Is the condition a result of an injury or illness sustained at work?
  • If the absence is to exceed 7 calendar days remind them that they will need to provide a medical certificate.

 This process is detailed in the Absence Management Policy and Procedure.

Do we record half days or only full day’s sickness?

Managers must record and monitor all incidents of sickness absence lasting half a day or more. In MyView sickness can be recorded as days (seven hours) and part day (hours).  

Are hospital appointments (and doctors / dentists) sickness?

While every effort should be made to schedule appointments outside of work general or routine medical or dental appointments should be recorded as Paid absence with Medical selected as the reason.

 

Paid and unpaid absence

   

Can I request other types of absence, such as, carers leave, compassionate leave, TOIL, unpaid leave through MyView?

Yes, you can request paid absence (e.g. Compassionate Leave, Jury Service, Medical Appointments) Time off in lieu (TOIL) and Unpaid Leave (e.g. Volunteering, Public Duties) via MyView.  Approval is required by your manager or their delegate.

What types of paid absence should be recorded in MyView?

The following paid absence reasons should be recorded in MyView:


Paid absence reasons

 

Antenatal

Self-isolation

Compassionate Leave

Special leave

Conference

Training

Jury Service

Volunteering

Medical

Work at other institution

Public Duties

Work from home

Reservist

 

 

What types of unpaid absence should be recorded in MyView?

The following unpaid absence reasons should be recorded in MyView: 

Unpaid absences reasons

 

Absent without leave

Public Duties

Antenatal

Reservist

Compassionate Leave

Special leave

Conference

Training

Jury Service

Volunteering

Medical

 

Can I record Time off in lieu (TOIL) using MyView?

Yes, TOIL that you have worked and accumulated and TOIL that you would like to book off can be recorded in MyView.  Managers are required to approve all TOIL requests.  Check with your manager what local TOIL arrangements are in place for your grade and department.

Can I request sabbatical leave using MyView?

No, sabbatical leave cannot be requested via MyView.  However, if a member of your staff is on Sabbatical Leave this will show on the Team Calendar in MyView for future years.

 

Booking annual leave

Colleagues

What is the College’s Annual Leave Year?

The annual leave year, for both the accrual and taking of leave, is 1 August to 31 July.

For part-time staff working fewer days or hours, leave entitlement is calculated on a pro rata basis.

What is my annual leave entitlement?

The annual leave entitlement for Academic Staff, Grades 2-5 and Grades 6-10 staff is as detailed in the table below:

 

 

Annual Leave

Public Holidays

College Closure Days

Total

 

Days

Hours

Days

Hours

Days

Hours

Days

Hours

Grade 2-5

20

140

8

56

6

42

34

238

Grade 2-5 with 5 years' service

23

161

8

56

6

42

27

259

Grade 6-10

27

189

8

56

6

42

41

287

Academic staff

 27

189

8

56

6

42

41

287

 

  • Staff in Grades 2-5: 20 days plus 8 Bank Holidays and 6 Closure Days designated by the College
  • Staff in Grades 2-5 with 5 years’ service:  Upon completion of five years continuous service you will be awarded three additional days long service leave (pro-rata’d for part time staff) at the start of the fifth year of service.  You are also entitled to 8 statutory public holidays and, at the College’s discretion, an additional 6 days holiday, shared between Easter and Christmas, when the College is closed.  The allowance to these days is pro-rata’d based on the fraction of time worked for part time staff.
  • Staff in Grades 6-10: 27 days plus 8 Bank Holidays and 6 Closure Days designated by the College.
  • Academic Staff: 27 days plus 8 Bank Holidays and 6 Closure Days designated by the College.

What is my annual leave entitlement in 2020?

In 2020, two additional College Closure Days have been awarded. The annual leave entitlement for full-time Academic Staff, Grades 2-5 and Grades 6-10 staff remains the same.  The entitlement for part-time staff is a pro-rata entitlement based on the details shown in the table below:

 

Annual Leave

Public Holidays

College Closure Days

Total

 

Days

Hours

Days

Hours

Days

Hours

Days

Hours

Grade 2-5

20

140

8

56

8

56

36

252

Grade 2-5 with 5 years' service

23

161

8

56

8

56

29

273

Grade 6-10

27

189

8

56

8

56

43

301

Academic staff

 27

189

8

56

8

56

43

301

When are the Closure Days and Bank Holidays?

All dates for Bank Holidays and Closure Days are listed on the Annual Leave area of the Staff Intranet.

Are the extra College Closure days included in my annual leave entitlement this year?

Yes, the 2 additional College Closure days on 1September and 4 January 2021 are included in your annual leave entitlement for 2020.  These days are shown in grey on the calendar.  Part-time colleague entitlement includes these additional days and they must book these additional days-off.

 

How do I book public holidays and College Closure days?

Full-time employees do not need to book off public holidays and College Closure days. For full-time employees public holidays and College Closure days are automatically accounted for and greyed out on the MyView calendar.  If a holiday booking includes a public holiday then 7 hours will not be deducted from your holiday entitlement.

Part-time employees do need to book-off Bank holidays and College Closure days in MyView.  This is because a pro-rata allowance is included in your overall annual leave entitlement and you must book holiday if you would normally have worked on one of those days.

When can I take annual leave?

All staff should agree the dates of their leave in advance with their line manager in accordance with local departmental rules and within the terms of the Working Time Directive (or prevailing legislation). Leave will only be approved according to the requirements of the service.

 Staff should try and give as much notice as possible, especially when taking large blocks of leave. Annual leave should be recorded on MyView or an annual leave card if your School does not use MyView.

How much annual leave can I carry over from year to year?

The annual leave policy allows outstanding leave to be carried over from one holiday year to the next in exceptional circumstances and with the permission of the Head of Department / line manager. Leave of up to five days (pro-rata) may be carried over to the next year in exceptional circumstances.

To recognise the impact Covid-19 has had on annual leave plans this will be extended to eight days for this leave year (pro-rata’d where applicable). However, wherever possible you should try to take your annual leave entitlement for 2019/20 before the end of July 2020.

 

Do I need to use MyView to book annual leave?

Yes, MyView must be used to book annual leave for professional service colleagues. 

The following areas will also be using MyView to book annual leave:

  • School of School of Engineering, Physical and Mathematical Sciences
  • School of Humanities
  • School of Performance and Digital Arts

Why is annual leave entitlement listed in hours not days?

The College operates a system of calculating annual leave and leave for closure and public holidays bank holiday leave in hours not days to accommodate part time and compressed time for staff.

 

 

My work pattern is not shown correctly in MyView. What should I do?

You will need to confirm your work pattern with your line manager so that they can correct this with hrsystems@rhul.ac.uk.

I have made my leave request on MyView, what happens next?

Your line manager or their delegate will receive an e-mail and they will be asked to go into MyView and action the request. You will receive an e-mail confirming your request has been actioned  You can also check on MyView to see the status of a request.   (Approved requests shown in orange on the calendar and unapproved requests are show in green).

What happens to my annual leave request if my line manager is on leave?

Managers can nominate someone else to authorise leave in their absence via the Managers delegation option in MyView. If your manager has not set up a delegation request and your request has not been authorised within 10 calendar days, it will escalate to their line manager. If they do not approve/reject within a further 10 calendar days, your request will automatically be rejected, and you will have to re-submit your request.

 

Can I change or cancel an absence request?

Yes, select the Open History section next to the leave type and select Change or Delete. This will require authorisation in the same way as the original request.

 

What happens to my annual leave balance if I change my post/hours/work pattern during the leave year?

Your leave entitlement is automatically updated based on the start/end dates of the change.

What happens if I book, amend or cancel holiday before leaving the College that is after payroll cut off?

You should liaise with your manager to ensure that you take all your annual leave prior to payroll cut-off. 

 

 

Part time colleagues

If I work Part time or Compressed hours how will I request annual leave?

If you work part time you need to book all the days off that you need, including public holidays and College closure days if you would normally have worked on one of those days.  If you work a regular pattern of work compressed hours, then your work pattern held in the system should match the hours that you work.  If your work pattern needs updating contact hrsystems@rhul.ac.uk.

I have two part time posts. Do I have to book leave in both posts?

Yes, annual leave entitlement will be calculated in both posts. You will need to select the post you want to take leave in.  For example, if you have two 0.5 Full-time equivalent roles and would like to book 5 days off, you would need to book the 5 days off for each post. The system will only deduct the hours in you work pattern for each post, it will not take 10 days.

I am a part time member of staff, how is my annual leave calculated?

The annual leave entitlement for part time members of staff will be calculated and available for you to see in MyView.  

How does the system apply to Term Time Only Staff who don’t take holiday during term?

Term time only colleagues will not need to book annual leave using MyView. If you need to take annual leave during term time talk to your manager.

 

 

I work in term time only, how is my annual leave calculated?

For staff working term-time only, their annual salary includes their pro-rata paid leave entitlement, to be taken on unspecified days during the vacation periods. Leave may not normally be taken during term-time, unless specifically agreed with your line manager.

 

 

 

Manager

How do I record an absence if a colleague does not know when they will return to work?

If no return to work date is known, ‘Open Ended’ should be selected when recording the absence. This will default the end date to the last day of the calendar month for the purpose of recording and paying sickness absence. When a return date is known, the manager must update the sickness record in MyView and input the correct end date. 

As a manager can I record a phased return to work for a member of staff?

Yes, MyView can be used to record a phased return to work by a manager. If you require further guidance on this contact HR.

How will sickness be captured for employees who hold a salaried and a casual post?

Sickness is recorded against the salaried (Main) post by the relevant line manager.

As a manager, do I need to approval or reject all annual leave requests?

Yes, managers or their delegate must review and then approve or reject all annual leave requests.  Managers will receive an email notification when there is a request needing your approval.

Do managers get a reminder email for any holiday requests not authorised?

Yes. A reminder will be sent to the manager after six calendar days.

How do I set up a delegation?

Delegations are used to give someone else within your team permission to authorise requests or perform tasks on your behalf when you are absent. We recommend setting up a delegation as soon as you have manager access to MyView.  See the guidance on Setting up a delegation

Questions

Book MyView Absence Management training

View MyView Absence Management User Guides

If you have any questions relating to the using MyView for absence management contact HRSystems@rhul.ac.uk.  

Absence management training

A series of virtual training sessions will be delivered from Tuesday 4 August for colleagues and managers.

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Absence Management User Guides