FUTURA GROUP OF COMPANIES

FUTURA GROUP OF COMPANIES

“LEAVE AND ABSENT RULES”

“Leave and Absent Rules”

FUTURA GROUP OF COMPANIES

CONTENT
1. TITLE

2. COMMENCEMENT

3. APPLICABILITY

4. EMPLOYEE

5. LEAVE YEAR

6. TYPES OF LEAVE

7. CASUAL LEAVE

8. SICK LEAVE

9. PRIVILEGE LEAVE

10. DISCRETIONARY LEAVE

11. EXTRAODINARY LEAVE

12. PAID LEAVE

13. ABSENCE FROM DUTY WITHOUT LEAVE

14. LEAVE NOT TO BE CLAIM AS OF RIGHT

15. SUNDAYS & HOLIDAYS

16. LEAVE ENCASHMENT

17. SANCTIONING AUTHORITY

18. RESIDURY POWER OF GROUP CHAIRMAN AND / OR MANAGING

DIRECTOR

19. GENERAL RULES

A. PUBLIC HOLIDAYS
B. LEAVING / JOINING
20. ABSENCE NOTIFICATION PROCEDURE APPLICABLE TO ALL
EMPLOYEE

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1. TITLE
This rules shall be called “Futura Group Leave Rule”

2. COMMENCEMENT
They shall be deemed to have come into force with effect from January 01, 2005

3. APPLICABILITY
These rules shall be applicable to all the regular employees of the FUTURA
GROUP OF COMPANIES (herein after referred to as company).

4. EMPLOYEE
Employee means any person appointed in the regular scales of pay of the
company.

5. LEAVE YEAR

The Leave Year begins on 1st January to 31 December for all employees.

6. PUBLIC HOLIDAYS

All employees are entitled to the Public/Statutory holidays which fall within their normal
working periods.

7. LEAVING / JOINING

In the leave year in which employment begins or is terminated, leave will accrue on a
pro rata basis for each complete month of service.

If on the termination of employment an employee has exceeded their accrued holiday

entitlement, the employer will be entitled to deduct the excess from any sums due to the
employee, including payments of salary. If, on the other hand, the employee has any
unused holiday entitlement, the employer will require that it be taken during the notice

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period. Alternatively, if the Line Manager is unable to accommodate the leave

entitlement the College will pay the employee the appropriate sum. This sum will be
calculated based upon the appropriate legislation.

8. HOURLY – PAID EMPLOYEE

There is no annual leave entitlement in that the hourly rate of pay takes account of
annual leave entitlement.

9. TYPES OF LEAVE
Following types of leave shall be admissible to the employees.

5.1 Casual Leave

5.2 Sick Leave

5.3 Privilege Leave

5.4 Discretionary Leave

5.5 Extraordinary Leave

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5.1 CASUAL LEAVE

a) Casual leave up to a maximum of 8 days in a calendar year shall be
admissible to cover the casual absence of an employee for personal
reasons and shall be credited to his/her leave account in the beginning of
the respective calendar year.

b) Employee joining during any days of the calendar year other than 1 st
January shall be entitled to casual leave for the full months remaining in
the calendar year, excluding the month in which an employee has joined
on a proportionate basis (a fraction of a leave will be rounded off to
nearest half of the leave).

c) Casual leave can not be combined with any other kind of leave except
discretionary leave. However, In case of combination of leave, the period
of casual leave immediately preceding or following any other types of
leave shall be deemed to have been part of such later leave. In case
casual leave is followed by closed holidays/weekly offs. Which is then
followed by other type of leave, the same would also be termed as
combining casual leave with other type of leave and hence will attract the
same treatment as narrated above.

d) Casual leave cannot be encashed or accumulated. Unavailed portion of

casual leave gets lapsed at the end of the calendar year. In case of
separation of an employee from the company for whatsoever reason,
unavailed casual leave available at his/her balance shall also get lapsed.
In case of resignation by an employee, he/she shall not be entitled for
availing benefit of casual leave during notice period.

e) Closed holidays and / or any weekly off – day(s) falling before, after or
within the period of casual leave shall not be counted as part of casual
leave.

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5.2 SICK LEAVE AND SICK PAY SCHEME APPLICABLE TO

ALL EMPLOYEES
This rule sets out the rights, entitlements and obligations upon all members of
employee irrespective of length or service, hours worked or type of contract,
who are absent from work owing to sickness, accident, injury or other disability.

To qualify for sick pay, where due, it is important that Employee comply with their
obligations set out in this scheme and comply with the Procedure as set out in rule

a) Sick leave up to a maximum period of 8 days in calendar year shall be

admissible and shall be credited to his/her account in the beginning of the
calendar year.

b) Employee joining during any day of the calendar year other than 1 st
January shall be entitled to Sick leave for the full months remaining in the
calendar year, excluding the month in which an employee has joined on a
proportionate basis(a fraction of leave will be rounded off to nearest full
day).

c) Application for grant of sick leave must be supported by medical certificate

from a registered medical practitioner if the said leave is for two or more
than two days.

d) Sick leave can be accumulated up to 32 days.

e) Sick leave can not be encashed.

f) Sick leave for half day shall not be granted.

g) Sick leave can be combined with any other type of leave except casual
leave.

h) Closed holidays and/ or any weekly off –day(s) falling within the period of
sick leave shall be counted as part of sick leave.

i) In case of separation of an employee from the company on whatsoever

reason, unavailed sick leave available at his/her credit shall get lapsed. In

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case of resignation by any employee he/she shall not be entitle for availing
benefit of sick leave during notice period.

Certification of Sickness Absence

j) A member of employee who is unable to attend work because of sickness

accident, injury or other disability must notify the Employer of this fact as soon as
is reasonably possible, either personally or through a next-of-kin, friend or
nominee and must comply with the Absence Notification Procedure, irrespective
of whether or not sick pay is due.

k) To qualify for sick pay where due, absence will be required to be substantiated by
appropriate documentation. A member of employee who attends work but has to
leave due to sickness will have a half day's absence recorded unless half or more
of the normal contracted hours for that day have been worked. Members of
employee will be required to complete a self certification form giving reasons for
absence. A self certification form will not be required for absence of less than half
a day. [see para 5.2k].

l) Employee returning to work after a period of sickness absence of one day or more
but less than eight consecutive days sickness, which includes days not required to
work, not rostered to work, weekends, public and Company holidays will be
required to complete a self-certification form giving the reasons for absence.
Subsequent certificates must be submitted if the absence continues beyond the
period covered by the initial certificate. The length of absence covered by each
certificate will normally be determined by the medical practitioner. Exceptionally,
the Employer may require certificates at more frequent intervals [see para 4.8].

m) Where the first medical certificate covered a period of more than fourteen days, or
where more than one certificate has been necessary, a final certificate indicating
fitness to resume work on a specified date is to be obtained before returning to
work.

n) Employer may, at their discretion, accept certificates from qualified practitioners.

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o) Employee who is admitted to a hospital or other similar establishment is required

to submit a doctor's statement on admission and on discharge.

p) Where the Employer requires Employee to obtain a medical certificate solely for
the purpose of qualifying for sick pay under this scheme, the employer will
normally refund any reasonable charge, subject to production of a receipt, made
for such a statement.

q) Photocopies of medical certificates will not be acceptable.

r) In case of a prolonged or frequent absence the Employer may require a Employee

to submit at any time to an examination by an approved medical practitioner who
would normally be nominated by the Employer.

s) Employee have the right to request an alternative nominated medical practitioner.

The reason[s] for the request will be taken into account in identifying a suitable
alternative nominated medical practitioner. Members of employee may also
request that their own General Practitioner be present at such examinations. Any
costs incurred in connection with such an examination will be met by the
Employer.

Absence Due To Injuries Caused By Accidents

t) No allowance will be payable under this scheme in the case of accidents due to
active participation in sport as a profession, unless the Employer by resolution
decides otherwise..

Termination or Suspension of Allowances

u) The provisions of this scheme will cease to apply from the date on which a
Employee retires, whether by reason of permanent ill-health, infirmity of body or
mind, or by reason of age. Employee over the age of 60 years are not entitled to
any benefit form the employer.

v) If the Employer receives evidence that a member of employee has failed to

comply with any requirement under this scheme, or receives evidence that he/she
may be guilty of conduct which might prejudice recovery, the payment of Sick
Pay may be suspended. If the Employer decides on the basis of evidence that a

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member of employee has failed, without reasonable grounds, to fulfil the

requirements of the scheme, or that he/she has been guilty of conduct prejudicial
to recovery, then no further payments will be made in respect of that period of
absence. In such circumstances, the employer will advise the employee the
reasons for this suspension. However prior to reaching the decision to suspend the
payment the employer will present in writing the grounds for suspension with
supporting evidence. The employee will have the rights of reply which will
include supporting evidence.

w) Any dissatisfaction arising from suspension of payment should be raised in

accordance with the Grievance Procedure.

Sickness during Annual Leave and Extended Week Scheme

x) A Employee may request that his/her period of annual leave, in full or in part, be
regarded as sick leave in the following circumstances:

 he/she has complied with the Employer Absence Notification Procedure;

 he/she has produced a medical certificate which covers all days of sickness
which fall within a period of annual leave due under a "contract" of
employment.

y) Authorization of requests under this provision is the responsibility of the Manager

/Head of Department or where applicable, Chairman / Managing Director. Any
cost in producing a medical certificate for this purpose will be the responsibility
of the Employee.

z) The Employer may make enquiries of the employee regarding sickness which
occurs during annual leave and may determine on the merits of each individual
application whether or not sickness will over-ride a period of annual leave [see
para 6.1]. Where a request is authorized annual leave will therefore be taken at
some other time within the leave year in which leave accrues. If this is not
possible leave accruing will carry forward to the following leave year.

aa)Provisions in relation to annual leave, as set out above, will not apply to any other
forms of leave [paid or unpaid] unless expressly stated. .

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5.3 PRIVILEGE LEAVE

a) Privilege leave for 24 days shall be admissible to an employee in calendar
year if he/she has performed actual work of minimum 240 days in previous
calendar year and shall be credited to his/her account in the beginning of
the calendar year.

b) In case an employee performs actual work for less than 120 days in
previous calendar year, he/she shall be entitled for privilege leave at the
rate of 5 days for every 60 days of actual work performed in previous
calendar year and shall be credited to his/her account in the beginning of
the next calendar year.

c) For the purpose of calculating actual days of work performed to

determined the entitlement for privilege leave under above mentioned to
clauses, only actual days of work performed shall be taken in to
consideration.

d) Privilege leave can be accumulated up to 180 days.

e) Privilege leave can be availed only if the period of availment is for

minimum 5 days. Maximum 20 days of privilege leave on a single
occasion can be availed.

f) Maximum 3 spells of privilege leave can only be availed in calendar year.

g) For availing privilege leave, employee shall be required to apply at least

15 days in advance.

h) Encashment of privilege leave for minimum of 15 days shall be allowed

provided, minimum balance of 30 days privilege leave is maintained in an
employee’s account.

i) Closed holidays and / or any weekly off – day(s) falling within the period
of privilege leave shall be counted as part of privilege leave.

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j) In the event of separation of an employee from the company for any

reason, he/she shall be allowed to encash privilege leave available in
his/her account.

k) Privilege leave can be combined with any other type of leave except
casual leave.

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5.4 DISCRETIONARY LEAVE

This scheme applies to special leave of absence [with or without pay] for the purpose of
dealing with family emergencies, public duties, study leave and leave for other reasons
not covered by other leave of absence schemes. Provision within this scheme in respect
of leave of absence for the purpose of dealing with unforeseen or sudden "urgent family
emergencies" [as set out in para 1.11], is separate to provisions in relation to parental
leave. The parental leave scheme is covered separately in the Personnel Handbook.

a)

b) Discretionary leave shall be admissible to an employee under following

exceptional circumstances for the period mentioned against each of such
circumstances.

CIRCUMSTANCES PAID LEAVE

i. Self Marriage 5 days

ii. Death of Dependent 5 days including

attendance at funeral

iii. Family planning operation of self 3 days

iv. Family planning operation of spouse 3 days

v. Participating in sports at national or 7 days

international level in representative capacity

c) An employee desirous of availing discretionary leave shall be required to

make an application to the Managing Director of the company through
his/her department head. Managing Director of the company shall at
his/her discretion may sanction any such application. Powers to sanction
any and every single request of discretionary leave shall rest with
Managing Director of the company or an authority of the company
authorized by him to act on his behalf for this purpose.

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d) In exercise of this powers, Managing Director, can decide on any request

of sanction discretionary leave of any no. of days for circumstances other
than mentioned at clause 5.4a as deemed fit and may sanction or reject
any such request at his sole discretion.

e) Family Emergencies: For the purpose of this scheme leave for "urgent
family emergencies" is leave to cope with an unforeseen or sudden crisis
involving a dependant and to make any necessary longer term
arrangements. Leave under this provision is that which could not have
been foreseen. For notification in relation to unforeseen absence see para
1.13. Where employee know in advance that such leave is required they
may be required to take leave as unpaid or as annual leave/time off in lieu
for additional hours already worked, where due and yet to be taken.

f) In accordance with this scheme a dependant is defined as the member of

Employee’s wife, husband, partner, parent, child, someone who lives in
the same household or a person who reasonably relies on the member of
employee for assistance when ill, assaulted or injured and to make
arrangements for their care in the event of illness or injury

g) Closed holidays and / or any weekly off – day(s) falling within the period of
discretionary leave shall be counted as part of discretionary leave.

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5.5 EXTRAODINARY LEAVE

a) Extraordinary leave shall be admissible to an employee in special
circumstances when no other kind of leave is admissible under this rule.

b) The period of extraordinary leave granted on any one occasion shall not
normally exceed 30 days, except under the circumstances defined below:

c) If such leave is required n any ground other than medical ground, the
maximum period admissible shall be 45 days.

d) If such leave is required on medical grounds, the maximum period

admissible shall be 6 months, only when in the opinion of a recognized
specialist or the head of the hospital where the person is undergoing
treatment requires prolonged treatment for a period in excess of 30 days.

e) In exercise of his powers, Managing Director, can decided on any request

for sanctioning extraordinary leave as deemed fit and may sanction or
reject any such request at his/her sole discretion, even if such request
may be on medical grounds depending on marit of each case.

f) Closed holidays and / or any weekly off – day(s) falling within the period of
extraordinary leave shall be counted as part of extraordinary leave.

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6 PAID LEAVE
a) Except in case of extraordinary leave, sick leave, all leaves (i.e. casual
leave, privilege leave and discretionary leave) shall be paid leave and
shall be treated as duty for all purposes such as fixation of pay, grant of
increment, payment of salary, etc.

b) No leave salary or allowances or advanced or pay shall be admissible

during the period of extraordinary leave. The period of extraordinary leave
shall also not be counted for any other benefits like promotion, increments,
fixation of pay, etc.

7 ABSENCE FROM DUTY WITHOUT LEAVE

a) Absence from duty for consecutive three days without any type of
sanctioned leave shall render employee liable to disciplinary action, extent
up to and including dismissal of services.

b) In extraordinary situations including sickness, if an employee is required to

remain absent from duty for consecutive three or mare than 3 days,
employee will arrange to send intimation in writing giving detailed
justifications and circumstantial evidences for such absences either by
himself or by his/her family member or by fellow employee. Each case will
be examined depending on merit of the case and management shall have
full discretion to decide for appropriate action ad deemed fit.

8 LEAVE NOT TO BE CLAIM AS OF RIGHT

a) No leave can be claimed as a matter of right and discretion shall rest with
the competent authority to sanction or refuse to grant any type of leave
mentioned in clause 5.0 of these rules at any time or revoke sanctioned
leave at any time depending on exigencies of work within the company.

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b) The provision of this rule shall, however not be interpreted in such a way
as to abridge the leave entitlements of the employees and as far as
possible, employees should be encouraged to take leave regularly at
intervals.

9 SUNDAYS & HOLIDAYS

a) Sunday/weekly-off days and/or closed holidays will be allowed to be
prefixed or sufficed with any type of leave.

b) Intervening holidays falling between first and last day of any type of leave
except casual leave shall be counted as part of the respective leave.

10 LEAVE ENCASHMENT
a) All encashment of leave is to be paid on basic pay only. No other
allowances, perks and/or benefits shall be considered for this purpose.

b) For the purpose of calculating daily basic pay rate, monthly basic pay will
be divided by number of days of that month in which encashment is
sought.

11 SANCTIONING AUTHORITY
a) The heads of department will be competent to sanction or refuse to
sanction leave or revoke sanction leave provided in these leave rules
under their delegated powers except where otherwise expressly indicated.

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12 RESIDURY POWER OF GROUP CHAIRMAN AND / OR

MANAGING DIRECTOR
a) Powers for any addition, deletion, modification, alteration or change in
these leave rules including quantum of leave, type of leave, eligibility of
leave, etc. shall be vested with Group Chairman or Managing Director of
the company or an authority of the company authorized to act on his/her
behalf for this purpose.

b) Cases of doubts regarding the interpretation of these leave rules or issues

connected to leave but not covered under these leave rules shall be
referred to Managing Director or an authority authorized for this purpose to
act on his/her behalf for orders. He/She shall in his/her discretion, be
competent to relax any of the above mentioned rules, particularly where in
his/her opinion the circumstances justify.

13 GENERAL RULES

Leaving/Joining

In the leave year in which employment begins or is terminated, leave will accrue on a
pro rata basis for each complete month of service.

If on the termination of employment an employee has exceeded their accrued holiday

entitlement, the employer will be entitled to deduct the excess from any sums due to the
employee, including payments of salary. If, on the other hand, the employee has any
unused holiday entitlement, the Employer will require that it be taken during the notice
period. Alternatively, if the Line Manager is unable to accommodate the leave
entitlement the EMployer will pay the employee the appropriate sum. This sum will be
calculated based upon the appropriate legislation.

Hourly-Paid Employee

There is no annual leave entitlement in that the hourly rate of pay takes account of annual
leave entitlement.

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ABSENCE NOTIFICATION PROCEDURE APPLICABLE TO ALL EMPLOYEE

1.0. Introduction
This procedure applies to all employee of Futura Family, irrespective of length of
service, contract type or hours worked and entitlement to sick pay, who are
unable to work, i.e. perform contractual duties because of sickness, accident,
injury or other disability.

This procedure is to be followed, in the first instance, where absence is due to all
unforeseen or sudden "urgent family emergency". Absence for an "urgent family
emergency" may constitute special leave in accordance with the Discretionary
Leave.

1.3 In the event of avoidable failure to comply with this procedure, [see para 4]
absence may be regarded as unauthorised and may result in loss/withholding of
pay, where due. Falsifying the grounds upon which sick leave is taken may be
treated as a failure to attend work without good reason and/or abuse of provision
if there is any entitlement due. This may also result in the Disciplinary Procedure
being invoked.

1.4 A Employee may wish to discuss with his/her line manager, Head of
Department, or as appropriate Director or other appropriate senior manager
his/her absence from work due to illness and their well being. This may include
discussion on reasonable support which might be given by the Employer during
absence from work and support upon return to work including temporary
reduction in working hours, temporary reduction in workload etc.

1.5 Where the nature of illness is sensitive and a employee wishes to keep the
nature of their illness confidential between themselves and the Personnel and
Employee this will, where reasonably possible, be respected. Where this is the
case, a Employee will be required to inform their line/operational manager or
other nominated person that for good reason their illness is to be confidential and
will be required to write to the Head of Personnel the nature of the illness. This
will not affect the requirement to submit self-certification forms and medical
certificates where due [ see paras 1.7, 2 and 3].

It should be noted that there may be circumstances, having regard to the work
that the member of employee(Employee) is employed to do and having regard to
the Employer health and safety obligations, where confidentiality may not be able
to be maintained, as there may be circumstances where a duty of care for the
health, safety and welfare for that Employee and/or others may be placed at risk.
Should this be the case the member of employee will be informed, prior to the
information being disclosed, and the reasons for disclosure [see also para 1.9].

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1.6 A Employee who is absent from work irrespective of entitlement to sick pay
will be required to submit self-certification forms and medical certificates where
due [see paras 1.7, 2 and 3].

1.7 Where medical certificates are due photocopies, irrespective of entitlement to

sick pay, will not be acceptable.

1.8 In the event of failure to comply with this procedure [see para 4] the
Employer may make contact by letter, Email or telephone at the address
provided by the member of employee for the purpose of making enquiries
regarding their well being. This contact may lead to a personal visit by a
representative of the Employer. If the employee has not provided an address for
contact then the employee will make contact at the home address held on the
personal file of the Employee. The employer accepts that the member of
employee may have made provision for convalescence of care not at their home
address. It is the responsibility of the member of employee to provide up to date
information of any temporary relocation due to convalescence or care.

1.9 A Employee who is absent from work must not do anything that is
inconsistent with being absent due to sickness or which may delay a return to
work. Therefore work for another employer including work agreed in accordance
with Section 1.6 of the Personnel Handbook, or conduct/behaviour prejudicial to
recovery and return to work, while off sick will be subject to the prior agreement
of the Employee's line manager, Head of Department or where appropriate
Managing Director.

1.10 In the event of a Employee being of the opinion that absence from work may
be work-related the Employer will normally seek the opinion of a medical
practitioner at the earliest practical opportunity. "Work-related" is defined as
illness, ailment, injury or other disability contracted or sustained directly or
indirectly as a result of the discharge of the contractual duties of a Employee.
Where a Employee has been absent from work for a period of two months or
before entitlement to full occupational sick pay, where due, has reduced, the
Employer may seek the opinion of a medical practitioner.

2 -- Self Certification Forms

2.1 A Employee who is absent from work for a half day or more but for less than
eight consecutive days will be required to complete and submit on their return to
work a self certification form. A Employee who attends work but has to leave
due to sickness, a half days' absence will be recorded on the form, unless half
or more of the normal contracted hours for that day have been worked [see para
4.2]. Consecutive days include days not required or rostered to work for the
Employer, i.e., weekends, public and Employer holidays. This form is to be
submitted to the line manager on the first day of return to work or sooner if a
form is available or if requested to do so see paras 4.4 and 4.6].

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2.2 Where any period of absence within the first eight consecutive days is
covered by a medical certificate a self-certification form for those days covered
will not be required.
2.3 Where the nature of the illness is sensitive a self certification form is to be
completed as far as reasonably possible with a covering letter to the line
manager attached to the form, stating that the nature of the illness is confidential
and that this information will be communicated in writing to the Head of
Personnel and Employee Development [see paras 1.6 and 4.5].
2.4 The Employee will be contacted and asked to provide the information if a
letter has not been received within five working days.
2.5 Where a self-certification form has not been submitted the Employee will be
reminded that the form should be submitted.

3 -- Medical Certificates
3.1 A medical certificate completed by a qualified medical practitioner, or at the
Employer's discretion completed by a qualified Christian Science practitioner,
must be submitted to the line manager for absence which exceeds 7
consecutive days [see also paras 3.4 and 3.5]. Subsequent certificates must be
submitted if absence continues beyond the period covered by the initial
certificate. See paragraph 3.4 for details of special provision.
3.2 Where the initial certificate covers a period of more than fourteen days, or
where more than one certificate has been necessary, a final certificate indicating
fitness to resume work on a specified date is to be obtained before returning to
work. A Employee will not be permitted to resume work in the absence of a final
certificate.
3.3 Although a Employee is not required to provide a medical certificate for the
first seven days absence this should not prevent the Employee, if appropriate,
from consulting his/her General Practitioner regarding their illness.
3.4 Where the nature of illness is sensitive medical certificates are to be
submitted direct to the Head of Personnel and Employee Development with a
covering letter stating that the nature of illness is confidential to the Personnel
and Employee Development Department [see paras1.6 and 3.5].
3.5 The Employee will be contacted and asked to provide the information if a
letter has not been received within five working days.
3.6 Where a medical certificate has not been submitted the Employee will be
reminded that a certificate is due.

4 -- Absence Notification Procedure to be followed

4.1 The procedure to be followed is to be read in conjunction with paras 1.5, 1.6,
and 3.
4.2 A Employee must notify absence, normally in person. This should be as
soon as possible and normally within half an hour of normal contractual starting
time, in order to give the Employer time to make arrangements for cover and for
work to be undertaken during absence from work. It is accepted by the
Employer that in certain circumstances it may not be possible to notify absence
in person and therefore all information regarding absence from work may not be

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available to a next of kin or nominee. If it is the member employee who is

notifying the absence he/she may be asked to indicate aspects of their work
which may need to be addressed in their absence.

4.3 -- First day of absence

1. A Employee, their next of kin or nominee, must contact the line/operational
manager or other nominated person as soon as practically possible and
normally within half an hour of normal contractual starting time.
2. A Employee must inform the line/operational manager or other nominated
person of the following: - the reasons for absence i.e. illness, injury, accident or
some other reason e.g. "urgent family emergency". Where absence may be for
"urgent family emergency"; full details must be provided; a description of illness
or diagnosis if known. Simply to state "sick" or "ill" will not be acceptable[see 3.4
for special provision], the first day of illness; and where possible an indication of
the expected date of return to work. It is accepted by the Employer that in
certain circumstances it may not be possible to notify absence in person [see
4.4(i)].

4.4 -- If absence continues on the third day of absence from work

1. A Employee, their next of kin or nominee, must contact the line/operational
manager or other nominated person as soon as possible and normally within
half an hour of contractual starting time.
2. Except in certain circumstances a Employee should provide an update on
any information relating to their progress including, where possible, an indication
of expected date of return to work.
3. If medical advice has been sought the following information is to be
provided: description of illness or diagnosis if known; how long advised to
remain off work; where possible an indication of the expected date of return to
work; whether a medical certificate will be submitted. A medical certificate is not
required for the first seven days of absence. However a Employee should
submit a certificate to their line manager if one has been issued.

4.5 -- If absence continues on eighth day of absence

1. A Employee, their next of kin or nominee, must contact their
line/operational manager or other nominated person as soon as possible and
normally within half an hour of contractual starting time. If members of employee
are unsure as to the time by which absence is to have been notified they are
advised to speak to their line manager. It is accepted by the Employer that in
certain circumstances that this may not be possible [see para 1.4].
2. Except in certain circumstances a Employee should provide an update on
any information relating to their progress including where possible, an indication
of expected date of return to work.
3. A Employee must now consult their General Practitioner [if they have not
already done so].

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4. From the eighth day of absence [Saturday and Sunday included] any
further absence must be supported by a medical certificate. The medical
certificate is to be sent to the line manager.

4.6 -- Where absence continues usually once each week

1. A Employee, their next of kin or nominee should provide their
line/operational manager or other nominated person with an update in relation to
their progress including where possible, an indication of their expected date of
return to work. If employee do not contact their line manager the line manager
may make contact with the Employee for an update.

4.7 -- Absence of more than four weeks

1. A Employee, their next of kin or nominee, should continue to provide their
line/operational manager or other nominated person, usually once each week,
with an update in relation to any information relating to progress including,
where possible, an indication of expected date of return to work.
2. A Employee, their next of kin or nominee, may soon be contacted by their
line manager/operational manager or other nominated person to arrange
meetings to discuss whether there is any support that the Employer could
reasonably be expected to provide during absence from work and whether
support may be required on return to work. This includes support and
reasonable adjustments as required by the Disability Discrimination Act 1995
and as amended from time to time. A Employee is welcome to consider the
support required on return to work and discuss their requirements with their line
manager/operational manager or other nominated person.
3. The line manager/operational manager or other nominated person may
decide, having regard to reasons for absence and likely duration of absence, to
seek the opinions of the Employer's medical adviser regarding well being and
the support that the Employer could reasonably be expected to provide on
return to work. This includes support and reasonable adjustments as required
by the Disability Discrimination Act 1995 and as amended from time to time.
4. It will be usual to seek opinions at the most appropriate time in the
absence period and where absence continues before entitlement to full
occupational sick pay expires or for absence which exceeds two months [see
para 1.11].

4.8 -- Return to work

1. A Employee must complete a self-certification form and submit this to their
line manager on the first day of return to work.
2. If a medical certificate does not specify the date of fitness to return to
work, a final statement stating the date of fitness to return to work will be
required. Employee will not be permitted to resume work in the absence of a
final certificate.
3. A Employee who is fit to return to work on reduced hours, which has been
subject to prior discussion and arrangement with their line manager/operational
manager will be required to provide a medical certificate, stating fitness to return

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to work on reduced hours specifying the date of return and the number of hours
and/or work fit to undertake. When fit and well to resume normal working
arrangements a further medical certificate will be required specifying the date of
fitness to resume normal work.
4. On return to work the line manager or other nominee may meet with the
Employee to discuss absence and health and welfare together with any support
that the Employer could reasonably be expected to provide on return to work
and having regard to the Employee's health and welfare.

“Leave and Absent Rules”