Every organisation deals with employee absence differently. An important guideline within absence management is the absence protocol. This document outlines the rules that apply when an employee reports sick. Is your absence protocol clear and well known within your organisation? In practice, we often see that this is not (yet) the case. That’s why we’ve listed what should not be missing from your absence protocol.
What is the purpose of an absence protocol?
In an absence protocol, you define the responsibilities, rights and obligations of both the employer and the employee. It reflects how you, as an employer, manage sickness absence within your organisation. A well-designed absence protocol provides clarity in processes and helps prevent misunderstandings and frustration.
Tip from invita: Make sure the absence protocol is known to every employee. This prevents departments or individual employees from creating their own interpretations of the absence policy.
What information should be included in an absence protocol?
Occupational health service
Occupational health services such as invita arbo advise on implementing a structured and effective policy for working conditions and absence management. In your absence protocol, you should state which occupational health service you work with. You should also incorporate their guidelines into the protocol. Make it clear how employees can access the company doctor.
Reporting sick
In the absence protocol, you describe how an employee should report sick. Clearly specify:
- Who the employee should report to (usually their direct manager)
- How the report should be made (by phone, or is a message sufficient?)
- By what time (for example, at the start of the working day)
Contact and availability
Clearly outline the contact moments in the absence protocol, such as calls from the occupational health service or company doctor. Indicate what kind of questions may be asked and when the employee can expect this contact.
Also explain the communication between you as the employer and the employee. Describe when and how contact will take place, and what topics will be discussed. This helps employees feel less monitored when they are off sick.
Step-by-step plan under the Gatekeeper Improvement Act
The Gatekeeper Improvement Act (Wet verbetering poortwachter) sets out mandatory obligations in cases of (potential) long-term absence. Include these steps in your absence protocol so that it is clear to all parties what needs to be done and when. Emphasise that this is a shared responsibility.
Holidays during sick leave and sickness during holidays
Employees who are (long-term) ill are still entitled to leave and holidays. Of course, this should not hinder the reintegration process. The absence protocol can state that advice from the company doctor must be obtained in advance. In any case, the protocol should describe what an employee must do if they wish to go on holiday while sick, as well as what they should do if they fall ill during a holiday.
