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MyView recording sickness absence

If you are absent due to sickness:

1. You are still required to notify your line manager in the first instance, please discuss with them how they wish you to notify them.
   
   
2. Your sickness absence should show as a continuous absence in your calendar.  If you continue to be off sick after your first reported absence, you must amend the end date of your original absence until you return to work:

• • log on to MyView and record your absence following the instructions below
    
    
  • if you are unable to do this, your manager can record this for you or they may advise you to record the dates when you return to work if the sickness is short term.
    
    
  • if you are aware that you will be absent for a longer period you can of course put in the exact dates.
    
    
  • Extending sickness absence: go to your Team Leave Calendar and click on the original sickness date and View Details, then amend the 'To' date accordingly, even if this goes over a weekend.  Do not start a new record.  The only exception to this is if there is a bank holiday or minimum service day during your absence, do not delete these days, you must end the sickness and re-start either side of these dates.

The University recognises that it has a duty of care to all employees, in order to enable this duty to be exercised the University requests that you declare your reason for absence using one of the options in the drop down list.  However, you should be aware that there is no obligation for you to declare this when using the absence module, where this is the case please choose 'unspecified (not given)'.

Recording your own sickness absence

From your dashboard click on the 'Request' dropdown on the Leave Management widget and choose 'Notify Sickness'.  

You will then be taken to this screen where you can select the To and From dates of your absence and also declare the reason and certification type for this absence.  All absence is in days regardless of your working pattern. Copies of doctor's certificates should be attached to the record using the paper clip icon.  You can upload more than one certificate if necessary.

Now click submit and a notification will also be sent to your manager.

Extending sickness absence:  If you continue to be unwell for more than one day, you should go to your Team Leave Calendar and click on the sickness absence, view details and click EDIT, you can then amend the end date and continue to do this until you return to work, regardless of whether there has been a weekend in between.  The only exception to this is if there is a bank holiday or minimum service day you will need to end your sickness absence and re-open after the bank holiday, do not delete these days. 

Please note that sickness absence is recorded in calendar days and not working pattern, for example:

If you only work on a Monday and you record yourself as being unwell on this day, if you are still unwell on the next Monday you should EDIT the 'To' date (as above) and change it to the date of the second Monday and so on until you return.  This will record your whole period of sickness.

Alternatively, if you have a doctors certificate you can insert the 'To' date as stated on the certificate.

If MyView will not allow you to submit sickness absence because you have booked a bank holiday or minimum service day, you will need to record your sickness on either side of the bank holiday (do not delete them).  This is the same advice if you are taking holiday in the middle of a period of sickness absence.

Managers recording/deleting absence for their staff member

Please go to My Leave and Team Calendar on the left hand side of MyView, click on Team Leave Calendar at the top of the page and then find the staff member under your direct reports.  Find the first date of the staff member's sickness absence, click on Notify New Sickness and complete the form and click SUBMIT.

If you have a GP certificate to add to the record, please click on the paper clip icon next to the 'To' date.  Please remember to check the number of sick days you are submitting, if it is only one day, the from and to date should be the same.

If there is a bank holiday or minimum service day in the middle of their sickness dates, you will need to record the sickness around these dates, do not delete them.

If the staff member has annual leave booked during the sickness absence dates, please discuss with them if they still wish to take this holiday or if they wish to delete and take another time.

Submitting a doctor's certicate

When submitting your dates via MyView, please attach your doctor's certificate using the paper clip icon next to the 'To' date.

Absences of 8 calendar days or more (including weekends) require a Statement of Fitness for Work from a registered health professional.

Self-certification is no longer required for periods of sickness of 7 calendar days or fewer. 

Please note that when submitting the absence, MyView calculates the numbers of sickness days as the days you would normally be working (which is the same when taking holiday). Therefore, any usual non-working days, such as weekends, are not included in the absence calculation.

Recording phased return on MyView

If you have agreed a phased return, manager's or the staff member should contact their Payroll Coordinator to advise them of the planned work time, the working pattern and if any holiday will be booked during this time.

 Sickness Absence FAQs