Managing Attendance TNC 2008/2 Programme Fern Turner, Regional Officer, NAHT(NI) Dave Beresford, Assistant Secretary, NAHT Simon Thomas, Solicitor, NAHT

The Northern Ireland Audit Office Report ( September 2010)  The Management of Substitution Cover for Teachers the cost of substitutes covering for teacher absences has increased significantly – up in real terms by 40 per cent since , to over £66 million in An additional consequence of this increase in the incidence of substitution cover is the possibility of it having a negative impact on pupil learning and achievement. the cost of substitutes covering for teacher absences has increased significantly – up in real terms by 40 per cent since , to over £66 million in An additional consequence of this increase in the incidence of substitution cover is the possibility of it having a negative impact on pupil learning and achievement.

What is the problem?  Teacher absence in England average: 5 days per year 5 days per year  Teacher absences in Northern Ireland: average 10+ days per year (2001/02) average 7.8 days per year (2008/09)

What is the problem?  Teacher absence in England average: 5 days per year  Teacher absences in Northern Ireland: average 10+ days per year (2001/02) average 7.8 days per year (2008/09)  Controlled 7.1  Maintained 8.5  Special 9.7

The Conclusion  There are opportunities for reductions in sickness absence if further action is taken to improve management, oversight and expectations of teacher attendance.  Need to build up a profile of teacher absence across schools which will allow managers to identify patterns of absence and help them to understand and respond to the range of factors which influence and are influenced by teachers absence.

Managing Attendance  The most effective tools for the management of attendance include:- The use of return to work interviews The use of return to work interviews Trigger mechanisms for reviewing absence Trigger mechanisms for reviewing absence Sickness absence information for line managers Sickness absence information for line managers Occupational health Occupational health Risk Assessment Risk Assessment Phased returns Phased returns Flexible working Flexible working Disciplinary procedures. Disciplinary procedures.  (CIPD Survey)

Teacher Attendance Procedure TNC 2008/2  Aims To promote a supportive approach to teacher health and welfare. To promote a supportive approach to teacher health and welfare. To maximise a teachers attendance To maximise a teachers attendance To inform teachers and governors of the policy for managing teacher attendance. To inform teachers and governors of the policy for managing teacher attendance. To ensure confidentiality of information and facilitate a consistent approach to teacher attendance in schools. To ensure confidentiality of information and facilitate a consistent approach to teacher attendance in schools. To ensure teachers are treated fairly, consistently and sensitively when ill. To ensure teachers are treated fairly, consistently and sensitively when ill. To raise awareness of welfare support services To raise awareness of welfare support services

Concerns  Individual’s right to privacy (Personal / sensitive information) (Personal / sensitive information)  Embarrassment  Disability discrimination  Allegations of Bullying and Harassment  No support from the employers  Procedure with no teeth – no resolution

What Constitutes an Absence?  Absence refers to the non-attendance of employees for scheduled work when they are expected to attend.

Types of Absence  Authorised absences Request for paid/unpaid leave Request for paid/unpaid leave Maternity Maternity Paternity Paternity Adoption Adoption Suspension on medical/maternity grounds Suspension on medical/maternity grounds Disciplinary suspension Disciplinary suspension Time off for dependants Time off for dependants Time off for TU duties Time off for TU duties Time off for public duties Time off for public duties Education and training Education and training

Types of Absence  Absence due to illness Short term (Certified or uncertified) Short term (Certified or uncertified) long term long term Persistent Intermittent Persistent Intermittent  Unauthorised absence Non attendance (includes lateness) Non attendance (includes lateness)

The Causes of Absence  Health problems

The Causes of Absence  Poor relationships  Unresolved or festering grievances  Poor working conditions  Unreasonable job pressures  Low job satisfaction  Bullying  Work culture  Change  Capability

The Causes of Absence  Domestic Problems Bereavement Bereavement Relationships Relationships Caring (children/dependents) Caring (children/dependents) Transport Transport accommodation accommodation  Other Commitments Other work, sporting activities, hobbies Other work, sporting activities, hobbies  Lazy

Statement of Fitness to Work  Not fit for work  May be fit for work  If available, and with the Employers agreement, you may benefit from: A phased return A phased return Altered hours Altered hours Amended duties Amended duties Work place adaptations Work place adaptations

Roles and Responsibilities  Governors Adopt and promote the Teacher Attendance Procedure Adopt and promote the Teacher Attendance Procedure Ensure welfare and attendance issues are a regular agenda item for meetings Ensure welfare and attendance issues are a regular agenda item for meetings Monitor implementation through Principal reports to promote teacher well-being and manage teacher attendance Monitor implementation through Principal reports to promote teacher well-being and manage teacher attendance Ensure appropriate action is taken in medical referrals to Occupational Health where concern exists in relation to a teacher’s health and welfare Ensure appropriate action is taken in medical referrals to Occupational Health where concern exists in relation to a teacher’s health and welfare Ensure the principal is effectively managing attendance of all teachers in the school and where appropriate incorporate it as a performance target Ensure the principal is effectively managing attendance of all teachers in the school and where appropriate incorporate it as a performance target

Roles and Responsibilities  Governors Adopt and promote the Teacher Attendance Procedure Adopt and promote the Teacher Attendance Procedure Ensure welfare and attendance issues are a regular agenda item for meetings Ensure welfare and attendance issues are a regular agenda item for meetings Monitor implementation through Principal reports to promote teacher well-being and manage teacher attendance Monitor implementation through Principal reports to promote teacher well-being and manage teacher attendance Ensure appropriate action is taken in medical referrals to Occupational Health where concern exists in relation to a teacher’s health and welfare Ensure appropriate action is taken in medical referrals to Occupational Health where concern exists in relation to a teacher’s health and welfare Ensure the principal is effectively managing attendance of all teachers in the school and where appropriate incorporate it as a performance target Ensure the principal is effectively managing attendance of all teachers in the school and where appropriate incorporate it as a performance target  Support the Principal as he/she works through the procedure

Roles and Responsibilities  Principal Ensure teachers are informed of the procedure Ensure teachers are informed of the procedure Monitor and manage the sickness absence of teachers in a fair, consistent and confidential manner Monitor and manage the sickness absence of teachers in a fair, consistent and confidential manner Seek advice from the employing authority where medical evidence indicates a notifiable illness, work related ill health or disability which may require welfare support Seek advice from the employing authority where medical evidence indicates a notifiable illness, work related ill health or disability which may require welfare support

Message for the Teacher  Supportive process - managed sensitively and confidentially  The procedure Who to contact, when contact should be made and what information should be provided. Who to contact, when contact should be made and what information should be provided. Reason for absence, expected date of return, evidence required (self cert/medical cert)Reason for absence, expected date of return, evidence required (self cert/medical cert) Informal return to work meetings Informal return to work meetings Attendance meetings (is there an issue?) Attendance meetings (is there an issue?)  Referral to OH  Return to work

Message for the Teacher  What will be recorded? Eg. number and type of absences Eg. number and type of absences Meetings held (minute) Meetings held (minute) Agreed actions Agreed actions Outcomes Outcomes  How information will be stored  Who will have access?  When access will be permitted  The individuals right of access to information held

Message for the Teacher  The informal return to work meetings? Sensitive and Supportive Sensitive and Supportive Held irrespective of the period of absence/length of absence and as soon as possible after the individual returns to work. Held irrespective of the period of absence/length of absence and as soon as possible after the individual returns to work. Main object is to establish the reason for the absence and whether the reason is likely to reoccur and whether support is necessary. Main object is to establish the reason for the absence and whether the reason is likely to reoccur and whether support is necessary. Demonstrates that you care about the individual and attendance Demonstrates that you care about the individual and attendance

Message for the Teacher  The informal return to work interview Update the employee on any matters or developments which have occurred during the absence Update the employee on any matters or developments which have occurred during the absence Review sensitively the employees attendance record Review sensitively the employees attendance record Can be used to agree an action plan if adjustments / support is required Can be used to agree an action plan if adjustments / support is required Clarify if the individual has a disability Clarify if the individual has a disability

Message for the Teacher  Formal Attendance Meeting Stress related Stress related More than 6 casual days in 12 rolling months More than 6 casual days in 12 rolling months Continuous absences of 4 weeks or more Continuous absences of 4 weeks or more Pattern of absence is a concern Pattern of absence is a concern  This is not a disciplinary meeting. The purpose of the meeting is to determine the reason for the absence(s) and if they are likely to continue. However, may move into disciplinary or capability  Invitation to attend in writing

Message for the Teacher  Attendance Meetings Establish current health status and if there are underlying causes for the absence (s) Establish current health status and if there are underlying causes for the absence (s) Consider the need for reasonable adjustment Consider the need for reasonable adjustment Consider if medical referral is necessary Consider if medical referral is necessary Consult and agree actions arising from medical reports Consult and agree actions arising from medical reports Advise of the availability of the Staff Care Scheme Advise of the availability of the Staff Care Scheme Confirm accuracy of attendance record and provide teacher with copy Confirm accuracy of attendance record and provide teacher with copy Encourage approved attendance – establish level required, the review period and the consequences of a continuing unsatisfactory level of attendance. Encourage approved attendance – establish level required, the review period and the consequences of a continuing unsatisfactory level of attendance.

Message for the Teacher  Following the meeting A brief and factual report of the meeting should be prepared and forwarded to the teacher A brief and factual report of the meeting should be prepared and forwarded to the teacher  This should include Reasonable adjustments agreed Reasonable adjustments agreed Risk assessments Risk assessments Continuing monitoring Continuing monitoring Medical referral Medical referral Movement to disciplinary procedure if attendance does not improve. Movement to disciplinary procedure if attendance does not improve.

Roles and Responsibilities  Principal Ensure teachers are informed of the procedure Ensure teachers are informed of the procedure Monitor and manage the sickness absence of teachers in a fair, consistent and confidential manner Monitor and manage the sickness absence of teachers in a fair, consistent and confidential manner Seek advice from the employing authority where medical evidence indicates a notifiable illness, work related ill health or disability which may require welfare support Seek advice from the employing authority where medical evidence indicates a notifiable illness, work related ill health or disability which may require welfare support

What does this mean in Practice?  Monitor and record type and duration of absences and report to Board of Governors Attendance levels Attendance levels Authorised/unauthorised absences Authorised/unauthorised absences Sickness absence triggers Sickness absence triggers Stress absencesStress absences 6 casual days in a 12 month rolling period6 casual days in a 12 month rolling period Continuous absences of 4 weeks or moreContinuous absences of 4 weeks or more How absences are being covered How absences are being covered Health and well-being issues Health and well-being issues

Roles and Responsibilities  Principal Ensure teachers are informed of the procedure Ensure teachers are informed of the procedure Monitor and manage the sickness absence of teachers in a fair, consistent and confidential manner Monitor and manage the sickness absence of teachers in a fair, consistent and confidential manner Seek advice from the employing authority where medical evidence indicates a notifiable illness, work related ill health or disability which may require welfare support Seek advice from the employing authority where medical evidence indicates a notifiable illness, work related ill health or disability which may require welfare support

What does this mean in Practice?  Seek and act on advice as to the best means to support a teacher during a time of illness. a teacher during a time of illness. on return to school on return to school  Avoiding allegations of discrimination Reasonable adjustment Reasonable adjustment Phased return Phased return

What does this mean in Practice?  Monitor and record “sickness” absences and report on this to Governor meetings  Arrange attendance meetings where a teacher’s absence level or pattern presents a concern or where there has been no contact with the teacher during the absence period  Seek and act on advice as to the best means to support a teacher during a time of illness.

Expectations  The Teacher Report all sickness absence in accordance with the procedure Report all sickness absence in accordance with the procedure Maintain contact with the Principal during any period of absence Maintain contact with the Principal during any period of absence Comply with attendance arrangements at medical referrals Comply with attendance arrangements at medical referrals Follow professional advice aimed at ensuring a timely return to school Follow professional advice aimed at ensuring a timely return to school Maintain appropriate standards of conduct during sickness absence Maintain appropriate standards of conduct during sickness absence Advise the Principal of any appropriate matter impacting on their health and wellbeing at home or school that may impact on their welfare Advise the Principal of any appropriate matter impacting on their health and wellbeing at home or school that may impact on their welfare Inform the Principal where an absence is due to an accident outside school and a claim for damages from a third party is or will be involved. Inform the Principal where an absence is due to an accident outside school and a claim for damages from a third party is or will be involved.

Expectations  Principal Maintain appropriate, supportive contact with teachers on sickness absence Maintain appropriate, supportive contact with teachers on sickness absence Initiate requests where necessary (to Employing Authority) for referrals to OH and liaise with teachers as appropriate Initiate requests where necessary (to Employing Authority) for referrals to OH and liaise with teachers as appropriate

Referral to Occupational Health An important aspect of managing ill health and sickness absence is having specialist medical advice  Rehabilitate an employee on long term sickness absence  Assess impact of disability  Dismissal on capability grounds is being considered  Advice should be sought from the O.H. Physician  Appropriate form needs to be completed

Referral to Occupational Health 1.Job Description and duties 2.Teachers – standards 3.Workers with children Does the medical condition impact on: The safeguarding and prevention of harm to children? The safeguarding and prevention of harm to children? The requirement for teachers to have sound judgement and insight? The requirement for teachers to have sound judgement and insight? The requirement for teachers to be able to respond to pupils’ needs rapidly and effectively? (maintain continuous alertness) The requirement for teachers to be able to respond to pupils’ needs rapidly and effectively? (maintain continuous alertness)

Expectations  Principal Carry out, where appropriate, attendance meetings and keep records Carry out, where appropriate, attendance meetings and keep records Support as far as practical a rehabilitation programme recommended by OH Support as far as practical a rehabilitation programme recommended by OH Implement any reasonable adjustment required by a teacher’s disability Implement any reasonable adjustment required by a teacher’s disability

Expectations  Employing Authority Provide available information and advice to Principals Provide available information and advice to Principals Advise and support governors and Principals in managing teacher welfare and attendance Advise and support governors and Principals in managing teacher welfare and attendance Facilitate the medical referral process Facilitate the medical referral process Advise Principals on rehabilitation; risk assessments and reasonable adjustments Advise Principals on rehabilitation; risk assessments and reasonable adjustments Promote the implementation of the policy Promote the implementation of the policy Ensure governors and principals are trained on the procedure. Ensure governors and principals are trained on the procedure.