• 2 separate instances of absence through sickness within any 13 week period or
• 5 or more days of absence through sickness within any 13 week period or
• 5 separate instances of absence through sickness within any 52 week period or
• 10 or more days of absence through sickness within any 52 week period.

The "prompt" report will list all individuals in a particular area who reach or exceed the criteria detailed above. The report should act as a prompt to managers that individuals should be interviewed concerning their absence.

                                        Irregular Attendees Procedure

Persistent, irregular attendees can be dismissed when the proper procedures are followed.
Good employment practise requires:

• a review of the attendance record of the employee and the reasons for sickness absence and assessment of the likelihood of improvement;
• giving an opportunity to the employee to make representations;
• giving appropriate warnings of dismissal if attendance does not improve.

  The basic intention of the procedure is not to dismiss irregular attendees, but to encourage a culture of good attendance. This will not only benefit our customers but will also reduce the associated costs and disruption to the business.
  
  The procedure should be followed and documented meticulously. Details, dates, etc., of each stage of the procedure should be kept and notes made of all formal discussions. These interview notes must be provided to the employee if requested, forwarded to HR and held on personnel files as necessary.
  
                                               Stage 1 - Initial Warning
  
   

• prompt / absence data sent by HR to appropriate manager. Manager invites employee for interview.
• Employee can be accompanied if he / she so wishes by a representative who shall either be a trade union official, Staff representative or fellow worker.
• Manager interviews employee & establishes reasons for absence. If possible, manager identifies any underlying causes and offers help if necessary
• Manager warns that attendance levels are unacceptable and advises that the attendance will be monitored. Employee must also be advised that further action will be taken if levels fail to improve. Notes will be taken of the interview (normally by the manager).
• South West Trains Attendance procedure is to be fully explained so that no confusion exists.
• The manager is to emphasise that levels of attendance will be monitored for any period of 13 / 52 weeks.

  
                                              Stage 2 - Second Warning

  
   
• The "prompt" report monitors attendance over any period of 13 / 52 weeks. If poor attendance continues then the line manager conducts a formal interview with the employee.
• Employee can be accompanied if he / she so wishes by a representative who shall either be a trade unioin official, Staff representative or fellow worker.
• If no acceptable reasons for absence then a second warning is given and the employee advised that further lapses in attendance could result in dismissal.
• The employee is to be informed that absence will be monitored for any period of 13 / 52 weeks and a failure to improve to satisfactory levels could lead to stage 3.
• Notes will be taken of the interview (normally by the manager).
• The employee will have the oportunity to have the decision reviewed if they consider they have been unfairly treated. Any such request must be submitted in writing within 7 days of the notification of the second warning stating clearly and precisely the grounds of unfair treatment.

  
                                          Review of Second Warning 
  
  The review, if requested in accordance with the circumstances set out above, will be undertaken at company council level* and the decision made at the review (which will be to either uphold the second warning, revert to an intitial warning or remove from the procedure) will be given in writing and will be final.
  
  *   The review at company council level will be conducted with the staff side representative of the employee's trade union. Depending on timing, the review will be undertaken at a meeting of company council or with the appropiate HR manager. Employees requesting a review who are not trade union members will have their  case reviewed by the appropiate HR Manager only.
  
  
              
                                            Stage 3 - Final Warning
  
   

• The "prompt" report continues to monitor attendance for any period of 13 / 52 weeks since the warning at stage 2. If there has been no satisfactory improvement in attendance, then a "prompt" report / absence data is sent to the appropiate manager.
• The line manager conducts formal interview with employee.
• Employee can be accompanied if he / she so wishes by a representative who shall either be a trade unioin official, Staff representative or fellow worker.
• The line manager may consider referring to OHD if circumstances have changed.
• If no acceptable reasons for absence, a final warning is given that unless attendance improves to satisfactory levels the employee will be dismissed.
• Notes will be taken of the interview (by a manager or representative from HR).

  NB Before any stage 4 dismissal hearing takes place the case will be reviewed by a senior HR manager and the full time trade union official for the purpose of ensuring the correct procedure has been followed. Employees who are not members of a trade union will have their case reviewed by the senior HR manager only.
  
                                                Stage 4 - Dismissal
  
   

• The "prompt" report continues to monitor attendance for any period of 13 / 52 weeks since the final warning at stage 3. If there has been no satisfactory improvement in attendance, then the "prompt" report / absence data is sent to the appropiate manager.
• Poor attendance continues within 13 / 52 weeks.
• Appropiate manager conducts formal interview with employee.
• Employee can be accompanied if he / she so wishes by a representative who shall either be a trade unioin official, Staff representative or fellow worker.
• If no acceptable reasons for absence then employee is dismissed and given the right to appeal.
• Notes will be taken of the interview (normally by a representative from HR).
• Should dismissal be the outcome at stage 4, contractual notice of dismissal will be given during which the employee will not be required to work. If dismissal is maintained on appeal, payment will be made in lieu of the balance of contractual notice plus any accrued untaken "Working Time" holiday.
   

                                                Stage 5 - Appeal Stage 

• Any appeal against dismissal is to be submitted in writing to the appropiate manager within 7 days of the decision to dismiss.
• Employee can be accompanied if he / she so wishes by a representative who shall either be a trade unioin official, Staff representative or fellow worker.
• Notes will be taken of the interview (normally by a representative from HR).

  
                                        Long Term Sickness Procedure (LTS)
  
  The long term sickness procedure applies to an employee who - because of a medical condition, devastating illness or injury - is likely to be away from work for a long time or who may never return.
  
  In dealing with employees suffering from a long term medical condition, managers are to be sympathetic and fair.
  
  An employee shall be considered to be suffering long term sickness if continual sickness absence has exceeded 4 weeks. The line manager, supported by HR and OHD, should follow the procedure described in outline below.

• "Prompt" report identifies LTS employee.
• Line Manager, HR and OHD discuss and arrange medical before 6 weeks.
• Employee either attends medical or disciplinary action begun.
• Doctor classifies employee F1, F2 or U1, U2.
• Line manager to visit employee every 4 weeks.
• HR to attend every welfare visit after the 4th.
• OHD medical review every 8 weeks or as doctor advises.
• Ill health procedure begun if return to work unlikely after review.
• Appeal against decision to apply ill health severance.

  
                                  Underlying Medical Condition Procedure
  
  A chronic recurring medical condition that an employee's GP and the OHD agree will cause higher levels of sickness absence than is acceptable should be dealt with under the following procedure.

• Employee will attend the OHD for a medical to establish the underlying cause for the high level of sickness absence.
• OHD will advise line manager if transfer to another post will improve the individuals level of sickness absence.
• Line manager will seek alternative employment for the employee through the redeployment process.
• If an alternative post cannot be identified then ill health severance / retirement should be considered in line with the policy.