At Handcrafted, we are dedicated to supporting our staff in line with our Christian ethos and values. We understand that life can present challenges, whether through illness or unforeseen circumstances. We aim to provide a supportive environment that also ensures the smooth operation of our charity.

This policy outlines how we manage absences, with a focus on promoting the health and well-being of our team while keeping the charity functioning effectively. We aim to balance compassion for our staff with our responsibilities to colleagues, beneficiaries, and the commitments we've made.

This policy will be reviewed as required and at least annually by the group or individual responsible for review and authorised by the Trustees as below:

Group or individual responsible for review	The Human Resources and Wellbeing Steering Group
Last review and approval	03/08/2024

Reasons for Absence from Work

We recognise that there are times when you may not be able to attend work for a variety of reasons, including

Health-Related Absences
- Personal illness or injury
- Doctor’s or specialist appointments
- Hospitalisation or surgery
- Chronic or long-term health conditions
- Mental health concerns
Family and Care Responsibilities
- Serious illness of a close relative
- Bereavement
- Unavoidable childcare emergencies
- Carer's leave
- Maternity/paternity leave
- Neonatal care leave
Compassionate and Emergency Leave
- Domestic emergencies
- Other compassionate reasons
Legal and Civic Duties
- Court appearances
- Public duties
Religious and Cultural Observances
- Religious observances
Unforeseen Circumstances
- Travel disruptions

Statutory Entitlements

Handcrafted has a legal obligation to provide Statutory Sick Pay (SSP) to employees who are too unwell to work, ensuring they receive financial support during their absence. Details of sick leave and sick pay entitlements are included in your employment contract, and this policy explains the steps to follow when reporting sickness and the documentation required. In addition, we comply with statutory provisions such as Carer’s Leave and Neonatal Care Leave, which allow for unpaid and paid leave, respectively, in specific circumstances. We're also required by law to consider flexible working requests from day one of your employment, and we'll respond within two months, with any refusals needing a valid legal reason. These legal requirements are part of our commitment to following the rules and looking out for our team.

Discretionary Aspects

Beyond what's required by law, Handcrafted offers extra support that reflects our values and helps us work smoothly together. For example, while SSP is required by law, we may choose to provide full or partial pay during illness, especially after your probation period. We also take a flexible approach to absence reviews, adjusting for individual needs such as those related to disability or pregnancy, to ensure fairness and avoid discrimination. Our discretionary leave policies for compassionate or emergency situations allow us to support you during personal crises, staying true to our commitment to balance care with operational needs. We believe these additional benefits not only help our team feel supported but also strengthen our community.

Responsibilities of Staff

We ask that all staff members familiarise themselves with this policy and you must always attend work unless there is a valid reason that you can’t attend. If you can’t make it to work due to illness or another unexpected reason, let your line manager know at least an hour before your scheduled start time. You must contact your manager directly if you are able. Messages through others, by text social media, email or answerphone messages are not acceptable.

Absence Notification Requirements

When you notify your manager about your absence, please share:

The reason for your absence
When you expect to return, and keep us updated if it’s uncertain (unless your manager advises otherwise)
Whether you plan to see a GP, if relevant

Absence Documentation

Short-Term Absences (1-7 days): When you return to work, please complete a self-certification form if your absence was up to seven days.
Long-Term Absences (8 days or more): If you're absent for more than seven days, a doctor’s certificate (Fit Note) is required. We may ask for additional certificates for ongoing absences.

Absence Reviews

We want to ensure that any absence is managed with care and attention. Absence reviews help us check in with you and offer support if needed, while also considering how your absence might impact our charity’s ability to provide services and support your colleagues.

We typically begin an absence review when one of the following occurs:

Number of Absences: If you’ve had more than 3 (or 4) separate absences in a 12-month period.
Duration of Absence: If you’ve been absent for more than 10 working days in a rolling 12-month period.

Absence Review Meetings

When a review is triggered, we’ll meet with you to:

Check on your wellbeing
Discuss the reasons for your absence
See if there are any patterns in your absence
Explore how we can support you in improving your attendance

During this discussion, we’ll consider:

Whether your absence is related to a disability, mental health, or ongoing health issue
If work-related factors might have contributed
What adjustments can be made to your role to help you return to work or improve attendance
Whether flexible working arrangements could help you balance work and personal life

We’re committed to being flexible and understanding of individual circumstances, and the formal review process can be adapted as needed to avoid discrimination and support you. We encourage you to reach out to your manager at any time for help or to discuss your needs informally. Our goal is to foster a culture where managers are approachable and equipped to find the best solutions for both you and the charity.

Please note that sustained or repeated absences that impact your ability to do your job may need to be addressed through a capability review as per the Handcrafted Capability Policy.

Sick Pay Provisions

During Probation: Only Statutory Sick Pay (SSP) is provided. However, your manager may use discretion in special cases. For more details on SSP, please go to the gov.uk website
After Probation: Once your probation is over, you are eligible for normal pay for up to 4 weeks of absence per year, as long as you provide a Fit Note for absences longer than seven days.
Extended Absence: If your absence goes beyond 4 weeks, your pay will be reduced to 50% for up to 8 more weeks. After this period, only SSP will be available, as long as you continue to provide medical certification.

In keeping with our commitment to being flexible and understanding of individual circumstances, your manager may make allowances regarding sick pay and the frequency with which you need to formally update them; for example, in cases of long-term illness or serious health conditions.

External Work During Sick Leave

If you are on sick leave and want to engage in outside work, including volunteering, please obtain permission from your line manager. Doing so without permission could affect your sick pay.

Compassionate and Emergency Leave

We understand that life can be unpredictable, and sometimes you need time off for personal reasons. Handcrafted may provide leave for the following situations:

Bereavement: Up to 5 days of paid leave for the death of a close relative.
Domestic Emergencies: Time off to handle emergencies at home, with details decided case by case.
Unavoidable Childcare Emergencies: Up to 2 days of paid leave, with any additional time treated as unpaid or taken from annual leave.

These provisions are designed to offer support during difficult times, while also ensuring fairness and consistency.

Manager’s Responsibilities

Our managers play a key role in supporting staff and ensuring the smooth running of our charity. Their responsibilities include:

Monitoring Absences: Keeping accurate records and identifying any concerning patterns.
Conducting Return-to-Work Interviews: When you return, your manager will meet with you to discuss your health, reasons for absence, and any required paperwork.
Supporting Staff: Offering adjustments and support to help you get back to work comfortably.

Guidance and Compliance

This policy follows current UK employment law and statutory requirements, including Statutory Sick Pay (SSP) guidelines. If any discrepancies arise, government SSP guidance will take priority.