Students Staff
University of Essex

July 2, 2020

Recording COVID19 related absences

Filed under: Advice & Support — Tags: , — Mohammed Alam @ 12:54 pm

As you are aware, the University is preparing for a number of different scenarios in relation to the current COVID19 situation. This means that we are changing the way any absences related to COVID19 are recorded through iTrent sickness recording.  We are also reminding staff of the need to ensure that their preferred contact number and emergency contact details information is updated on HR Organiser.  Holding this information is a reasonable request and the data will only be visible to line managers and People and Culture (HR) members of staff.  We would be grateful if you could also encourage your team member(s) to do the same.

Preferred contact number and emergency contact details

HR Organiser has the provision for members of staff to record their preferred contact information as well as adding a named individual and contact information as an emergency contact.  This information is only visible to staff within People and Culture and the individual’s Line Manager.  The information is held securely on the University HR system, please can we take this opportunity to remind you to complete the form on HR Organiser and ensure your record is up to date.

To access the page please choose the personal tab at the top of the home page on HR Organiser.

Recording instances of COVID19 related absence

The University is clear in its policy of how staff will be paid when absent from work in a COVID19 related absence.  However, in addition to paying staff we do need to understand how many of our staff may be affected and what we can further do to support affected staff or areas. We have therefore created a separate absence reporting options within iTrent and via People Manager.  COVID19 related absences will be treated as sickness absence but will not impact an individual’s entitlement to sick pay, the entitlement will not be impacted by length of service or any other current term and conditions around entitlement to pay.  Further support for staff is now available on our webpages which we will be working on keeping updated as more news is available.

The categories for recording are:

  • Dependant in self-isolation or school closure
  • Self-isolation on medical advice – contact with confirmed case – no symptoms
  • Self-isolation- return from Category 1 Country
  • Self-isolation- return from Category 2 Country – with symptoms
  • Self-isolation on medical advice with symptoms
  • Covid-19 diagnosed

These can be accessed via People   and recording of ‘Other absence’, attached is a guide to help you when processing this information.

If you currently do not record your sickness through People Manager (UECS or WHH) or are unable to access People Manager please can you email with the details and we will record this on your behalf.

Should you need any further help on how this is done please contact

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