This template report is for guidance purposes only, and may be changed to reflect the individual circumstances/needs of a case.It can be used for absence cases where applicable and/or appropriate. Please also refer to the relevant policy and how to guides when using this report.

All text in blue will need to be deleted on competition of the report

This report will be sent with the letter inviting the individual to attend a Formal Stage Meeting/ Hearing.

CONFIDENTIAL REPORT
Name/ Rank/ Job Title of the Individual / Name, Rank/ job title>
Name of the line manager<delete where appropriate> / <Name 1, Job title, Station/ Department>
HR caseworker (if appropriate) / <Name, Job title>
Date / <date report completed

ContentsPage

  1. Introduction
  2. Background
  3. Chronology of events
  4. Medical advice (OHU, Access to Work, Reasonable Adjustments)
  5. Individual views
  6. Operational considerations
  7. Costs of absence on the department/area
  8. Management concerns
  9. Conclusion
  10. Recommendations
  11. Appendices
  1. Introduction

This report details the reasons for theabsence of <insert name of individual> in accordance with the Hampshire Fire and Rescue Managing Sickness Absence policy and associated how to guide.

  1. Background
  • Provide brief details of the individual their service dates, current role and how long held
  • Provide brief outline of how the concerns arose concerning their absence
  • Include any mitigating factors (is the individual subject to performance or misconduct procedures)
  • Include anything else to ‘set the scene’ for the reader - aim to keep this section approximately half a page in length or a full page for more complex cases.
  1. Chronology of events
  • Provide a brief summary of absence (number of days/occasions) to date and whether the individual has a current live warning
  • Provide a reference to the policy and explain how the policy has been followed (the appropriate steps/meetings)
  • Provide dates of their OHU referral
  1. Medical advice
  • Provide brief detail on the prognosis from OHU regarding likelihood of successful recovery and return to work involving adjustments as necessary
  • List what adjustments have been proposed and agreed by OHU, individual. This can be listed in a clear table format, listing (where applicable) or it can be listed as an appendix. This is critical to the Equality Act 2010 to demonstrate how HFRS has met its obligations.
  • List what adjustments had been recommended and not implemented with reasons why this has occurred if applicable
  • Provide an assessment if applicable of any Access to Work conversation
  • Discuss whether ill health retirement is a possible outcome and reasons why
  • Include any mitigation or reasons from the individual if applicable
  1. Individual views
  • Provide the reasons the individual has provided for their sickness absence (both long term or short term) obtained during informal discussions and/or formal meetings
  • Provide individual responses on return to work/ OHU advice
  • Provide individual responses/comments on reasonable adjustments proposals or adjustments that have been implemented
  • Provide/include any mitigation or reasons from the individual if applicable
  1. Operational requirements
  • State the nature of the position the individual works within (is this a critical rank/ role to the organisation?)
  • State about the loss of knowledge and skill should an experienced individual not return to work
  • Provide reasons and evidence on the detrimental impact on workloads placed upon other individuals covering for the absent individual
  • State whether any additional responsibilities placed upon other individuals in the command/ team due to absence
  • State whether any additional time and commitment is required to mentor and support other individuals (including temporary) to cover for the absence
  • State whether there is any adverse effect of absence on department/individuals’ morale
  • Provide whether there is a lack of continuity/support for any individual reporting to the absent individual (more junior staff/peers etc-specify who)
  1. Costs of absence on the department/area
  • Define costs of absence already incurred by the department/HFRS. Include temporary cover and associated costs including any additional training, secondments, acting up arrangements
  • Anticipated costs to the department should the absence continue.
  • Time already incurred in managing absence
  • Anticipated time commitment should the absence continue
  • Cost of inducting a new individual should a permanent appointment be made
  • Time required to appoint an individualto the permanent post
  • Cost of recruiting and appointing a permanent replacement for the post
  1. Management concerns
  • Raise the concern that the post requires a certain level of fitness and mobility in line rank/ job description/role profile
  • Where a previous warning has been issued confirm whether an action plan has been in place and if the individual has been able to meet the action points/targets
  • If on long term sick has the individual maintained contact and provided Statements of Fitness for Work notes in a timely manner

9Conclusion

  • The conclusions need to be clear and concise without repeating the text in the main body of the report (where possible).
  • You need to draw out key fact facts which demonstrate/highlight the impact of the absence on HFRS and the individual, these include the OHU advice, reasonable adjustments
  • You need to refer to the policy and confirm HFRS have followed all the relevant steps/stages where applicable and or appropriate
  • You need to refer to any mitigating factors to ensure that they are clear within the conclusions.

10Recommendations

  • You need to set out a recommended course(s) of action in line with the relevant policy and how to guide

11Appendices

You need to insert all the documents and evidence you reviewed as part of the absence. Expand the table where necessary/appropriate.

Appendix 1 / <insert relevant policy i.e. Managing Sickness Absence
Appendix 2 / <insert any other policies/ procedure/ standards related to the case>
Appendix 3 / <insert OHU reports>
Appendix 4 / letters to the individual
Appendix 5 / <outcome letters to the individual following meetings if applicable>
Appendix 6 / <table of adjustments>
Appendix 7
Appendix 8
Appendix 9
Appendix 10