Sickness Absence Management Policy & Procedure

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S75 Equality And Good Relations Screening Form

General Information 
Service/
Function
☐		 Policy/ Procedure
☒		 Project
☐		 Strategy
☐		 Plan
☐		 Guidance
☐

Is this an existing, revised or a new function, service, policy, procedure, project, strategy, plan or guidance?

Existing   ☐         Revised   ☐       New   ☒
Operational Area OD / HR                                                       
Title Sickness Absence Management Policy & Procedure

Brief Summary 

The Council currently has 5 sickness absence policies in operation from the 4 legacy Council and NICS (for the Planning staff who transferred).  

The purpose of the Policy is to have one policy which allows managers to manage absence in a consistent manner across the Council. 

The Policy is designed to encourage all its employees to maximise their attendance at work whilst recognising that, from time to time, employees may be unable to come to work due to sickness.

What is it trying to achieve? (intended aims and outcomes)

The sickness absence policy and procedures aim to:
  • Provide an appropriate balance between the needs of the service and the needs of individuals when dealing with sickness absence.  
  • Provide clear and effective guidelines on the management and monitoring of absenteeism.   
  • Clarify roles and responsibilities in relation to the management of absence.
  • Assist in the management of the cost to, and the impact of, absence on the organisation. 
  • Support employees to return to work as soon as possible. 
  • Improve the health and well-being of all employees by facilitating and supporting appropriate initiatives and interventions. 

Who owns and who implements each element of the function, service, policy, procedure, project, strategy, plan or guidance?

The Policy is owned by the OD / HR Department however the Policy itself is a Corporate Policy to manage absence throughout the Council. 

Relevant managers are responsible for implementation.

Other policies etc. which have a bearing on this function, service, policy, procedure, project, strategy, plan or guidance?

Local Government Code of Conduct
Terms and Conditions of employment
Disciplinary Policy
Equal Opportunities Policy
Redeployment Policy 
CC&G Privacy Statement
OD/HR Privacy statement
Available Evidence
Evidence to help inform the screening process may take many forms.  Public authorities should ensure that their screening decision is informed by relevant data.
What evidence/information (both qualitative and quantitative have you gathered to inform this function, service, policy, procedure, project, strategy, plan or guidance?  Specify details for relevant Section 75 categories.
Organisation Employee Statistics  Number     
Number of Employees  684
Male 390
Female 294
Disability 13
Age <30 21
Age 30 – 50 334
Over 50 329

This Policy has been reviewed with Senior Leadership Team, Heads of Service and with Trade Unions at Action Group Meetings & JCNC. All parties have had an opportunity to provide feedback and some minor amendments have been made as a result.

 
Section 75 Category Details of Evidence/Information                            
Religious Beliefs  
Political Opinion  
Racial Group  
Age

Absence information including age profiles is collated by CCGBC on PAMS.

The legislation on the removal of the default retirement age was considered. 
Marital Status  
Sexual Orientation  
Men and Women Generally

Absence information including gender composition is collated by CCGBC on PAMS.

Maternity Related Absence is identified separately to other absences. The policy acknowledges the following:

‘Absence trigger points may be adapted when justified in individual circumstances.  For example, in the case of disabled or pregnant employees, or exploring the feasibility of reasonable adjustments’.
Dependants  
Disability

Information in relation to the disability status of an employee is recorded by the Monitoring Officer. 
Disability Related Absence is identified separately to other absences. The policy acknowledges the following:

‘Absence trigger points may be adapted when justified in individual circumstances.  For example, in the case of disabled or pregnant employees, or exploring the feasibility of reasonable adjustments’.
 

Screening Questions
1. What is the likely impact on equality of opportunity for those affected by this function, service, policy, procedure, project, strategy, plan or guidance?
 
Section 75
Category                       

Positive
impact

 Neutral Negative
impact 		 Reason                               
Gender Women   ☐                                ☐                                Major ☐
Minor ☒                              

CCGBC is aware of the issues relating to maternity related absences,affecting 
only women and have
special provision within the Policy. 

Worklife balance options
are available to all staff through the Employment Rights (Northern Ireland) Order 1996 and regulations
made under it, all 
employees have a
statutory right to ask their employer for a change to their contractual terms and
conditions of employment
to work flexibly. These include reduction in working hours,
term time, flexi time, job
sharing etc

CCGBC recognise that a
higher percentage of male
employees are employed
within manual roles. The
provisions for reasonable
adjustments are available
to all employee including
male employees in manual
role. All reasonable
adjustments will be
considered regardless of
gender. 
Men  ☐    ☐     Major ☐
Minor ☐
  Transgender
men/women		  ☐  ☐ Major ☐
Minor ☒  
  Other please
specify		 ☐ ☐ Major ☐
Minor ☒  

Race
(As per the
2011 census).		 Asian   ☐   ☒ Major ☐
Minor ☐		  
Black   ☐   ☒ Major ☐
Minor ☐
Chinese   ☐   ☒ Major ☐
Minor ☐
Mixed
race
White		   ☐   ☒ Major ☐
Minor ☐
Other please
specify		   ☐   ☒ Major ☐
Minor ☐
Disability Long term
health
impairment
 		   ☐   ☐ Major ☐
Minor ☒  		  
Sexual
orientation		 Hetero-
sexual,
lesbian,
gay men,
bisexual,
others		   ☐   ☒ Major ☐
Minor ☐		  
Age Older People   ☐   ☐ Major ☐
Minor ☒  		 CCGBC are aware
of the removal of default retirement age, the changes to pension regulations
and the probability of an increasingly older workforce. All reasonable adjustments
will be considered to
help employees maintain acceptable standards of
attendance.
Younger
people
and
children		   ☐   ☐ Major ☐
Minor ☒  
Political
Opinion		     ☐   ☒ Major ☐
Minor ☐		  
Religious
Belief		     ☐   ☒ Major ☐
Minor ☐		  
Martial
Status		     ☐   ☒ Major ☐
Minor ☐		  
Dependants     ☐   ☒ Major ☐
Minor ☐		  
 
Screening Questions
2. Are there opportunities to better promote equality of opportunity for people within any of the Section 75 categories?
 
Section 75 Category                   If Yes,
provide details                  		 If No, 
provide details       
Gender Women


The provisions of this Policy are applied consistently
regardless of gender. 
However, work life balance
options are available to all
staff through the
Employment Rights
(Northern Ireland)
Order 1996 and regulations
made under it, all
employees have a statutory
right to ask their employer
for a change to their
contractual terms and
conditions of employment to
work flexibly. These include
reduction in working hours,
term time, flexi time, job
sharing etc.

                                    
                     
Men
Transgender
men/women
Other
please specify

Race
(The categories 
used in the Race 
section are those 
used in the 2011 
census.  
Consideration 
should be given 
to the needs of 
specific 
communities 
within the 
broad categories.)		 Asian   Policy is applicable
to all staff regardless
of race.
Black
Chinese
Mixed race
White
Other
please specify
Disability Long term
health
impairment
could
include mental
health
problems,
asthma, heart
conditions, chronic
fatigue etc.

CCGBC is aware of
the issues relating to
disability related
absences and our
obligations to consider
and make adjustments
where necessary. 

Provisions have been
made for this within
the Policy as detailed above.

  
Sexual
orientation		 Hetero-
sexual,
lesbian,
gay men,
bisexual,
others		   Policy is applicable
to all staff regardless
of sexual orientation.
Age
Older People,
Younger people
and children
 		 CCGBC is aware of
the increasingly older
workforce. All
adjustments will be
considered to help
employees attain the
standards of attendance.		  
Political
Opinion		     Policy is applicable
to all staff regardless
of political opinion
 
Religious
Belief		     Policy is applicable
to all staff regardless
of religious belief.
Marital
Status		     Policy is applicable
to all staff regardless
of marital status.
Dependants  

Policy is applicable
to all staff regardless
of dependants.

However, work life 
balance options are
available to all staff
through the Employment
Rights (Northern Ireland)
Order 1996 and regulations
made under it, all
employees have a
statutory right to
ask their employer
for a change to
their contractual
terms and
conditions of
employment to
work flexibly.
These include
reduction in
working hours,
term time, flexi
time, job sharing
etc.

 

  
 

Screening Questions
3. To what extent is the policy likely to impact on good relations between people of different religious belief, political opinion or racial group?
 
Section 75 Category Details of policy impact Level of impact
major/minor/none
Religious Belief   The policy has no
impact on people of
different religious belief.
The policy is
implemented
consistently regardless
of religious belief. 
Political Opinion   The policy has no
impact on people of
different political
opinion. The policy
is implemented
consistently
regardless of
political opinion. 
Racial Group   The policy has no
impact on people of
different racial
groupings. The policy
is implemented
consistently
regardless of racial
groupings.
 

Screening Questions
4. Are there opportunities to better promote good relations between people of different religious belief, political opinion or racial group?
 
Section 75 Category If Yes,
provide details		 If No,
provide details
Religious Belief   The policy does not
provide the opportunity
to promote good relations.
Political Opinion   The policy does not
provide the opportunity
to promote good relations. 
Racial Group   The policy does not
provide the opportunity
to promote good relations.
 
Additional Considerations
Generally speaking people can fall into more than one Section 75 category.  Taking this into consideration, are there any potential impacts of the function, service, policy, procedure, project, strategy, plan or guidance on people with multiple identities?  (For example:  disabled minority ethnic people, disabled women, young Protestant men, young lesbians, gay and bisexual people.
There is no negative impact on people with multiple identities. 
 
Provide details of data on the impact of the function, service, policy, procedure, project, strategy, plan or guidance on people with multiple identities.  Specify the relevant Section 75 categories concerned.
N/A
 

Disability Considerations
Is there an opportunity to better promote positive attitudes towards disabled people by altering this function, service, policy, procedure, project, strategy, plan or guidance?
              ☐ Yes       ☒ No
 

If yes, please give further information and examples:

--
 

Is there an opportunity to encourage participation by disabled people in public life by altering this function, service, policy, procedure, project, strategy, plan or guidance?
              ☐ Yes        ☒ No
 
 

Please give further information and examples:

--
 

Screening Decision
Likely Impact
          ☐        Major                   ☐     Minor                     ☐     None

If the decision is to subject the policy to an equality impact assessment (i.e. likely impact – Major), please provide details of the reasons for this:
 
 

If the decision is not to conduct an equality impact assessment (i.e. likely impact = Minor) the Council should consider if the policy should be mitigated or an alternative policy be introduced: 

Screened out with mitigation. The Sickness Absence Management Policy is based on best practice and legislation. Steps have been taken within the Policy to address potential equality issues arising from disability, gender and age.
 

If the decision is not to conduct an equality impact assessment (i.e. likely impact = None), please provide details of the reasons for this:

--
 
 
Mitigation

When the Council concludes that the likely impact is ‘Minor’ and an equality impact assessment is not to be conducted, the Council may consider mitigation to lessen the severity of any equality impact, or the introduction of an alternative policy to better promote equality of opportunity or good relations.

Can the policy/decision be amended or changed or an alternative policy introduced to better promote equality of opportunity and/or good relations?

                                   ☐    Yes                           ☒ No
 

If YES, give the reasons to support your decision, together with the proposed changes/amendments or alternative policy:

--
 
Timetabling And Prioritising

If the policy/decision has been ‘screened in’ for equality impact assessment, then please answer the following questions to determine its priority for timetabling the equality impact assessment.

On a scale of 1 to 3, with 1 being the lowest priority and 3 the highest, assess the policy in terms of its priority for equality impact assessment.
 
Priority Criterion Rating (1 to 3)
Effect on equality of opportunity and good relations  
Social Need  
Effect on people’s daily lives  
Relevance to the Council’s functions  
 
Monitoring

Please outline proposals for future monitoring of the policy/decision:

The policy will be reviewed annually.
 
Approval And Authorisation
Screened By
Position/Job Title
 		 Date
HR Business Partner  13.01.2020

Approved By
Position/Job Title
Date
Head of OD / HR
 		 16.01.2020