# EXAMPLE: ABSENCE MANAGEMENT POLICY
## Status and purpose
This fictional policy is issued by Westmere Cold Storage Limited on 18 August 2027. It explains the fair management of short- and long-term employee absence, is non-contractual unless incorporated, and is subject to individual statutory rights.
## 1. Scope and principles
This policy explains how Westmere records and supports short- and long-term absence; it is non-contractual and does not replace sickness, disability or family-leave rights.
The employer applies the policy consistently, avoids discrimination and consults affected employees before a material change.
## 2. Reporting and procedure
Employees must notify their manager before the shift where reasonably practicable, provide self-certification or a fit note when required, and keep contact details current.
Managers must keep a factual chronology, respond promptly and refer serious concerns to HR. No automatic outcome follows a numerical threshold.
## 3. Support and adjustments
Managers hold a supportive return-to-work meeting after each absence, look for work-related causes and obtain medical information only proportionately with consent and UK GDPR safeguards.
The employer considers disability-related reasonable adjustments, pregnancy and family circumstances, occupational health evidence and a safe return before capability action.
## 4. Privacy and records
The company considers phased returns, adjusted duties, equipment and other Equality Act 2010 reasonable adjustments before any capability process. No absence threshold automatically triggers dismissal.
Records are minimised, access-controlled and retained under the privacy notice. Medical information is confidential and processed under UK GDPR with a lawful basis.
## 5. Review, appeal and governance
Records are restricted, retained under the privacy notice and reviewed at a formal absence meeting. Employees may bring a companion and appeal a capability outcome.
An employee may raise a concern with HR, bring a companion to a formal meeting where applicable and appeal a decision. The policy owner reviews it annually and records amendments.
Approved by Harriet Cole, People Director, on 18 August 2027: ____________________