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Absence Category Matrix for COVID related absences on iTrent

Sickness Absence Categories:

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ReasonReason DetailmyTeam AreaAbsence TypeAbsence ReasonOther Information
Coronavirus related StressEmployee reports absence as the result of Coronavirus related StressAbsence>SicknessSicknessStress (Covid Related)Employee will receive full pay based on their entitlement. Long-term absences will be managed as normal through the relevant attendance policies.
Coronavirus related AnxietyEmployee reports absence as the result of Coronavirus related AnxietyAbsence>SicknessSicknessAnxiety (Covid Related)Employee will receive full pay based on their entitlement. Long-term absences will be managed as normal through the relevant attendance policies.
Reaction to COVID19 vaccineEmployee reports absence as the result of a reaction to a COVID19 vaccineAbsence>SicknessSicknessCOVID19 Vaccine ReactionEmployee will receive full sick pay for the duration of absence. Long-term absences will be managed as normal through the relevant attendance policies.

Absences of this nature should not last any more than 1 or 2 days.

Special Leave Categories:

ReasonReason DetailmyTeam AreaAbsence TypeAbsence ReasonOther Information
Suspected Coronavirus Employee is unfit for work due to Suspected Coronavirus (non- work related)Absence->Other Absence Details Other Absence – Suspected COVIDn/aEmployee will receive full pay
An absence for this reason must be ended no later than 1 week from the start date.
If employee has confirmed COVID a new special leave absence must be created with Confirmed COVID as the reason.
Confirmed CoronavirusEmployee is unfit for work due to confirmed Coronavirus (non-work related).Absence->Other Absence DetailsOther Absence – Confirmed COVIDN/AEmployee will receive full pay
An absence for this reason must be ended no later than 3 weeks from the start date.
At the end of the 3 weeks if employee remains absent a new special leave absence for confirmed covid must be created.
Long or Post-viral COVID related sickness absenceEmployee whose reason for absence is Long COVID or post-viral COVID as defined by a fit noteAbsence->Other Absence Details Other Absence – Long COVIDN/AEmployee will receive full pay for a maximum period of 9 weeks however fit notes must be provided for the duration of this absence.

At the end of the 9 weeks if employee remains absent the special leave must be ended and a sickness absence record created. At which point the absence must be managed through the appropriate attendance policy.
Household – Self Isolation
(unable to work from home)
Employee is required to self-isolate due to a member of their household exhibiting symptoms or having a positive COVID-19 test.Absence->Other Absence DetailsOther absence – Self isolation (Household)N/AEmployees must book a PCR test. If test is negative and they are fully vaccinated they can return to work.
Employees must provide evidence of positive test result to line manager (email or text)
Close Contact -Self-Isolation (non work related)Employee has been asked to self-isolate for 10 days having been identified as a non-work related close contact through test and protect.Absence->Other Absence DetailsOther Absence – Self Isolating (Test and Protect Request)N/AEmployees must provide evidence of request to self-isolate from test & protect to line manager (email or text)
Self-Isolation Workplace Outbreak
(Unable to Work from Home)
Employee is required to self-isolate due to a Workplace outbreak and the employee is unable to work from home 

This category is for employees who are required to self isolate due to a workplace outbreak but have not had a positive COVID test or any symptoms
 
Absence->Other Absence DetailsOther Absence – Self Isolating (Workplace Outbreak)N/A
Pregnant and unable to attend the workplace safely due to COVID-19 risksFor those employees who are pregnant and where the individual risk assessment has identified that it would not be safe for them to continue attending the workplace, special leave should be given unless the employee can work from home or be redeployed to an alternative location that would allow them to work safely.Absence>Other Absence DetailsOther Absence – Pregnant COVIDN/AEmployee will receive normal salary. No impact to employee’s sickness entitlement.
Pre-surgery Self IsolationEmployee is required to self-isolate for 14 days prior to having surgery.Absence>Other Absence DetailsOther Absence – Self IsolationN/AEmployee will receive normal salary. No impact to employee’s sickness entitlement.
Travel Quarantine Employee who returns from abroad and is required to quarantine for 10 days. This should be used if the employee is Term-Time or has insufficient annual leave to cover the period of quarantine.Absence>Other Absence Details Other absence – Quarantine – (10 Days Unpaid) N/AThis leave is unpaid. A deduction will be made from the employee’s next available salary for the number of days taken.

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Updated on 1st December 2021

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