Coronavirus (COVID-19) Information – Reporting Absence

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Guidance for Colleagues and Managers

Reporting your absence

If are ill and unable to work you should report your absence as normal and in accordance with the Sickness Absence procedure.  (Some NCG colleges require you to report your absence via the Sickness Absence phone line):

Please click on this link to read the policy and procedure:  https://people.ncgrp.co.uk/media/soohfagk/2019-06-sickness-absence-policy.pdf

Sickness should be reported no later than an hour before your normal work start time. You should ring in person to inform your manager of the reason for your absence, whether or not you have sought medical advice and your likely return to work date. Only in exceptional circumstances can someone else call on your behalf (e.g. if you have been unexpectedly taken into hospital).

If you are absent due to coronavirus, your manager will gather further information from you such as whether you have tested positive, whether you are self-isolating, who you have been in contact with (this list is not exhaustive and will depend on the area of the country that you live/work in).

If you are self-isolating (with coronavirus symptoms), you should not attend work.

We are required by Government/Public Health England (PHE) to report on coronavirus related absences so it is essential that this information is gathered.

 

Sickness Certificates/GP Fit Notes

A Fit Note from your GP will still be required for any period of sickness absence over seven days. You should obtain a GP Statement of Fitness for Work (Fit Note and forward this to your manager as soon as possible.  Failure to do so may result in you not receiving occupational sick pay (OSP).

 

Self-isolation
You must self-isolate immediately if:

Period of self-isolation:

You have any symptoms of coronavirus

 

At least 10 days

 

You have tested positive for coronavirus

 

At least 10 days

 

You live with someone who has symptoms or who has tested positive

 

14 days

 

Someone in your support bubble has symptoms or has tested positive

 

14 days

 

You are told to self-isolate by NHS Test and Trace

 

14 days

 

You arrive in the UK from a country with a high coronavirus risk

 

14 days

 

 

If you have coronavirus symptoms, you can arrange a test via the Government website:  https://www.gov.uk/get-coronavirus-test

If you are able to work from home during self-isolation (no COVID symptoms)

If you feel well and are able to work at home during self-isolation, then please continue to do so (your manager will discuss with you what work you are expected to undertake from home and will stay in touch with you).

You should obtain a self-isolation note from the NHS website in these circumstances:  https://111.nhs.uk/isolation-note

 

If you are unable to work from home during self-isolation (no COVID symptoms)

If you feel well but are unable to work at home during self-isolation, (due to the nature of your role) your pay will continue as normal.  You are expected to stay in touch with your manager during your absence, and carry out any work that is requested of you.

You should obtain a self-isolation note from the NHS website in these circumstances:  https://111.nhs.uk/isolation-note

Managers – Recording Absence on iTrent

If a member of your team is absent, please record their absence in the usual way on iTrent.

Please record all absences, including those related to COVID-19 and self-isolation. Please select the relevant reason for absence using the drop down menu in iTrent:

 

COVID-19 Absence Reason

Description

Coronavirus – Confirmed diagnosis

 

Colleague has tested positive for COVID-19

Coronavirus – Dependant

 

Colleague’s dependent has tested positive or is awaiting test results

Coronavirus – Self Isolation

 

Colleague has been in contact with someone (not a dependent) who has tested positive / is awaiting test results.

Colleague has advised their manager that they cannot work from home.  Colleague has submitted a self-isolation note from the NHS

Coronavirus – Self Isolation (Home working)

Colleague has been in contact with someone who has tested positive / is awaiting test results.

Colleague has agreed with their manager that they can work from home.

Colleague has submitted a self-isolation note from the NHS

 

Coronavirus – Self Isolation (Shielding)

Colleague has been advised by a medical practitioner that they have to self-isolate

Colleague has advised advised their manager that they cannot work from home.  They have submitted a self-isolation note from the NHS