[CFS PLAYBOOK] SICKNESS ABSENCE

[CFS POLICY] SICKNESS ABSENCE

1.0 POLICY STATEMENT

Compass Forest School supports Crew to rest and recover fully when they are unwell, placing health, trust and child safety ahead of presenteeism. To achieve this, Crew:

• Access enhanced Company Sick Pay, after probation, up to 6 months on full pay and 6 months on half pay per academic year. Providing complete financial security to recover without pressure to work through illness.

• Are treated with fairness, empathy and trust, with pregnancy- and disability-related absences strictly protected and genuine illness managed completely separately from conduct or performance processes.

• Return to work with confidence, supported by fast-track private healthcare through Vitality PMI, clear return-to-work check-ins, and robust site arrangements that protect child to adult ratios

1.1 DEFINITION OF TERMS

The below table sets out a number of terms and definitions used within this document and connected documents:

Grievance; A concern, problem or complaint a Crew member raises about their employment, treatment, or working conditions.

Victimisation; Treating a Crew member unfavourably because they have raised a grievance, or supported someone else in raising one, in good faith.

LADO; Local Authority Designated Officer who is the statutory contact for allegations against anyone who works with children.

Crew ;  All those working for or on behalf of the school, full or part time, temporary or permanent, in either a paid or voluntary capacity

1.2 LEGAL FRAMEWORK AND STATUTORY GUIDANCE

Compass Forest School Playbooks are informed by statutory guidance, legislation and government standards that ensure the safe and effective delivery of Alternative Provision. Each Playbook interprets and applies these documents in ways specific to its area of practice.

Employment Law

• ACAS Code of Practice on Disciplinary and Grievance Procedures – The core standard of fairness this Playbook is built around.

• Employment Rights Act 1996 – Including protection from constructive and unfair dismissal where a grievance goes unresolved.

• Employment Relations Act 1999 – The statutory right to be accompanied at a grievance hearing or appeal.

• Employment Rights Act 1996, Part IVA (as inserted by the Public Interest Disclosure Act 1998) – Protects Crew from detriment for making a protected disclosure, including where that disclosure is raised as a grievance.

• Equality Act 2010 – Ensures no grievance outcome is influenced, directly or indirectly, by a protected characteristic, and covers grievances that concern discrimination or harassment.

Safeguarding And Child Welfare

• Working Together to Safeguard Children (2026) – Governs how any grievance that touches a child's safety must be handled, and the role of the LADO.

Compliance And Governance

• UK GDPR and Data Protection Act 2018 – Governs how grievance records are kept, and for how long.

1.3 DATA PROTECTION

Compass Forest School processes personal data in compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and related legislation. Personal information is collected, stored, used and shared lawfully, securely and proportionately, in accordance with statutory guidance and Data Protection Playbook.

Crew are responsible for ensuring that personal data is handled accurately, confidentially and on a need-to-know basis. Safeguarding and public interest considerations may override confidentiality where this is lawful, necessary and proportionate.

1.4 DISCLOSURE OF INFORMATION

Any use or disclosure of information held by Compass Forest School must have a clear and lawful basis. Unauthorised or unlawful disclosure of personal data may constitute a criminal offence under the Data Protection Act 2018.

All Crew must understand their responsibilities in relation to confidentiality, lawful information sharing and subject access rights under UK GDPR. Information will be shared without consent where there is a lawful basis to do so.

The Data Protection Act 2018 and UK GDPR are not barriers to sharing information where there is a concern that a child may be at risk of significant harm. Where there is uncertainty about whether information should be shared, advice must be sought from a senior leader or Designated Safeguarding Lead before disclosure.

1.5 STATEMENT OF EQUALITY

Compass Forest School is committed to equality, diversity and inclusion in accordance with the Equality Act 2010. Discrimination, harassment and victimisation are not tolerated. Many children attending Compass Forest School experience additional vulnerabilities or barriers to participation, safety or wellbeing.

These may include special educational needs or disabilities, experiences of discrimination, family or environmental adversity, risk of exploitation or abuse, being looked after or previously looked after, or instability in education or care arrangements.

Crew proactively identify and reduce inequality by making reasonable adjustments, adapting practice and ensuring that decisions are fair, proportionate and responsive to individual need. All children and Crew are treated with dignity and respect and are supported to feel safe, valued and heard.

[CFS PROCESSES] SICKNESS ABSENCE

2.0 PROCESSES STATEMENT

Compass Forest School's approach to sickness absence starts from support, not suspicion. Operating an outdoor Alternative Provision requires Crew who are healthy, alert and fully supported. Presenteeism helps no one and the children need well, sturdy role models around them. Compass's role is to make sickness easy to report, straightforward to recover from and free of any pressure to return before a Crew member is ready.

Where a pattern of absence or a long-term condition needs a different kind of conversation, that conversation is always fair, transparent and supportive by default. Never a disciplinary one. Strategic oversight sits with the Crew Leader, working alongside the Designated Safeguarding Lead (DSL) whenever sickness absence affects safeguarding arrangements, staffing ratios, or safety-critical duties. .

Compass Forest School identifies twelve core Processes that support Crew in meeting policy aims and statutory responsibilities surrounding Sickness Absence. These are: Defined Roles And Responsibilities, Defined Roles and Responsibilities, Reporting Sickness Absence, Statutory and Company Sick Pay, Self-Certification and Fit Notes, Return to Work Conversations, Managing Frequent Short-Term Absence,  Managing Long-Term Sickness Absence,  Occupational Health and Medical Information, Private Medical Insurance (Vitality), Disability and Pregnancy-Related Absence, Safeguarding and Safety Continuity, Unauthorised Absence, Sickness During Formal Processes, Work-Related Illness and Injury, Confidentiality

Each process is underpinned by clear procedures that provide practical guidance and ensure a consistent, proportionate and effective approach to Sickness Absence. 

2.1 DEFINED ROLES AND RESPONSIBILITIES

Clear roles and responsibilities help Crew act quickly, confidently and consistently when everyone understands what they must do and who to pass concerns to. Issues are then identified earlier, decisions are made properly, actions are recorded accurately and effective oversight is maintained at every level of the company.

Defined responsibilities sit with the owner, relevant senior leaders, the Designated Safeguarding Lead (DSL) and all Crew. While some roles carry additional authority and accountability, responsibility is shared. No concern is ever “someone else’s job”. No child or adult should be left at risk because someone assumed another person would act.

Everyone has a duty to speak up, pass on concerns and challenge unsafe practice, poor judgement or wrongdoing in a professional and respectful way. This shared responsibility is critical to identifying risks early and preventing harm wherever reasonably practicable. Within an Alternative Provision context, Compass Forest School places strong emphasis on prevention.

Crew Leaders support Crew to develop the skills, confidence and understanding needed to stay safe and thrive. This is reinforced through clear Playbooks, training, consistent day-to-day practice and oversight by the Designated Safeguard Lead and Deputy. Arrangements are reviewed regularly and updated in line with statutory guidance to ensure practice remains current and effective.

2.2 REPORTING SICKNESS ABSENCE 

If a Crew member is too unwell to work, whether from physical illness, injury, or a mental health condition, they inform the Crew Leader in person, by phone call, text message, or email as soon as reasonably practicable. At least one hour before their usual start time on the first day of absence. Where a contagious illness is involved, Crew are actively encouraged to stay away rather than risk passing it on to colleagues or children.

Planned medical or dental appointments that cannot be arranged outside working hours are handled separately through standard leave arrangements. Where a Crew member is unwell with a mental health condition and eligible for Vitality, Compass will signpost them toward the included Employee Assistance Programme.

Where a Crew member is unwell, Compass’s default expectation is that they rest and recover on sick leave rather than working from home. Where an absence continues beyond a single day, the Crew member maintains regular, reasonable contact with Compass and provides an indication of their likely return date as soon as they are able.

2.3 STATUTORY AND COMPANY SICK PAY

Every eligible Crew member receives Statutory Sick Pay (SSP) as a legal minimum, payable from the first qualifying day of sickness absence for up to 28 weeks. Following completion of their 90-day probationary period, Crew receive Compass Company Sick Pay, which tops SSP up to 100% of normal contractual basic pay.

Company Sick Pay is an annual pool, not a per-illness entitlement. Within each academic year (1 September to 31 August), eligible Crew can draw up to 6 months on full pay, followed by up to 6 months on half pay. This allocation applies across the academic year, whether used as one continuous absence or multiple separate absences.

Once both full-pay and half-pay pools are exhausted within an academic year, further sickness absence is paid at SSP only (where statutory eligibility remains) or unpaid. Pools reset in full on 1 September. If a Crew member is off sick when pools reset on 1 September, that ongoing absence continues at its existing pay level until the Crew member returns to work.

The reset creates fresh entitlement for future absences rather than extending an ongoing claim. Sickness pay is completely separate from suspension pay. A Crew member suspended pending an investigation under the Disciplinary Playbook remains on full contractual pay throughout, regardless of illness.

Company Sick Pay may be withheld only if required notification or certification rules are breached without good reason. Any concern regarding whether an absence is genuine is investigated fairly and is never assumed simply because an absence is inconvenient.

2.4 SELF CERTIFICATION AND FIT NOTES 

For any sickness absence of seven consecutive calendar days or fewer, a Crew member completes a self-certification form confirming the reason for absence. No medical Fit Note is required for absences of this duration. Where an absence extends beyond seven consecutive days (including weekends and non-working days), it must be certified by a formal Fit Note from a GP or authorised clinician.

The Fit Note must be submitted to the Owner as soon as reasonably possible, normally within 3 days of issue, with supplementary Fit Notes provided to cover any continuous ongoing absence.

2.5 RETURN TO WORK CONVERSATIONS 

The Crew Leader conducts a brief Return to Work conversation following every sickness absence, regardless of length. This conversation is designed to welcome the Crew member back, confirm they are genuinely well enough to return and identify any immediate support needed. For short absences, this may be a brief informal check-in.

For longer absences, it is a structured discussion covering operational updates, completed certification and any temporary workplace adjustments.

2.6 MANAGING FREQUENT SHORT TERM ABSENCE

Compass tracks two metrics over each academic year to identify potential patterns of absence. The number of separate absence occasions and the total cumulative days missed. These metrics prompt supportive conversations rather than automatic sanctions:

Under 4 absence occasions AND under 8 days: Normal variation; no action required.

4–5 absence occasions OR 8–12 days: An informal, supportive check-in conversation (not recorded as a formal step).

6+ occasions OR 13+ days: A formal absence review meeting (with the right to be accompanied), which may result in a structured supportive outcome.

Persistent, unresolved patterns: Managed through the fair, supportive capability frameworks outlined in the Disciplinary Playbook.

Crew members may request their absence totals at any time.  The following are strictly excluded from short-term trigger counts:

• Disability-related absence (evaluated for reasonable adjustments under §2.10).

• Pregnancy-related sickness (strictly excluded under the Equality Act 2010).

• Single occasions of confirmed contagious illness (e.g., flu).

• Approved Family Leave, jury service, bereavement, and confirmed work-related injuries.

2.7 MANAGING LONG TERM SICKNESS ABSENCE

For absences lasting longer than four continuous weeks, Compass maintains regular contact at a pace agreed with the Crew member. Compass may conduct periodic, supportive absence review meetings to evaluate recovery progress, review medical guidance, and plan for a return to work. Crew members retain the right to be accompanied by a colleague or trade union representative at formal absence reviews.

Where a return to work is feasible, Compass explores phased returns, modified duties, altered working hours, or site adjustments. Termination of employment on capability grounds is considered strictly as a last resort, executed only after exhaustive medical consultation, review of reasonable adjustments and a fair, transparent process.

2.8 OCCUPATIONAL HEALTH AND MEDICAL INFORMATION

Compass may request that a Crew member attend an independent Occupational Health assessment, at Compass’s expense, to obtain professional advice on workplace adjustments, medical capabilities, and return-to-work timelines. Compass never accesses personal medical records or GP reports without explicit written consent, strictly adhering to the Access to Medical Reports Act 1988 (AMRA).

Crew members retain the right to inspect any medical report before it is released to Compass. Unreasonable refusal to engage with Occupational Health without good cause may require Compass to make operational decisions based solely on available information.

2.9 PRIVATE MEDICAL INSURANCE (VITALITY)

Crew who successfully complete their 90-day probationary period are enrolled in Compass’s Vitality Private Medical Insurance scheme. This benefit provides fast-track private diagnostic care, medical treatment, and an integrated Employee Assistance Programme (EAP) offering confidential mental health support.

Compass signposts Vitality to help Crew access prompt medical care during illness. Using Vitality is entirely voluntary. Clinical interactions remain strictly confidential between the Crew member and the insurer; Compass receives no medical disclosures, accessing only basic administrative enrollment data.

2.10 DISABILITY AND PREGNANCY RELATED ABSENCE

Absence linked to a Crew member's disability is recorded and evaluated separately from standard sickness absence. It is never automatically applied toward short-term trigger thresholds. Compass evaluates reasonable adjustments, which may include discounting disability-related days or adjusting trigger thresholds.

Pregnancy-related sickness is recorded separately and is strictly protected. It is never counted toward absence triggers, pattern reviews, capability procedures, or formal disciplinary processes, in full compliance with the Equality Act 2010 and Compass’s Family Leave Playbook.

2.11 SAFEGUARDING AND SAFETY CONTINUITY

Sickness absence at a Forest School directly impacts physical site safety, adult-to-child ratios, and specialist oversight. When an absence occurs, the Crew Leader immediately verifies that required staff-to-child ratios, outdoor safety cover, and certified paediatric first aid cover are maintained.

Where an absent Crew member holds a named safeguarding designation (such as DSL, Deputy DSL, or Incident Manager), the Owner formally confirms in writing who assumes those specific responsibilities for the duration of the absence, ensuring the covering individual holds active, appropriate qualifications.

2.12 UNATHORISED ABSENCE

Where a Crew member fails to report an absence in accordance without valid justification, the time away is treated as unauthorised absence rather than sickness absence. Unauthorised absence results in withholding of pay and may be escalated under the Disciplinary Playbook. Compass investigates the circumstances before drawing conclusions, ensuring the Crew member has a fair opportunity to explain the failure to report.

2.13 SICKNESS DURING FORMAL PROCESSES

Sickness absence during an ongoing formal disciplinary or grievance process does not automatically freeze the proceedings. Compass evaluates the nature of the illness, medical evidence, and potential reasonable adjustments to determine how the matter can proceed fairly.

Options may include adjusting timelines, accepting written submissions, or permitting a companion to present arguments on the Crew member's behalf. Where illness is directly linked to workplace stress surrounding the formal process, Compass seeks Occupational Health guidance to support a safe resolution.

2.14 WORK-RELATED ILLNESS AND INJURY

If an illness or injury arises from a workplace accident, outdoor incident, physical exposure, or work-related condition, it is managed through Compass’s Health & Safety Playbook alongside this Playbook. This includes formal accident log recording and statutory RIDDOR reporting where applicable. A Crew member is never penalised or disadvantaged for reporting a work-related injury or health condition.

2.15 CONFIDENTIALITY

Health data is classified as special category personal data. Information regarding a Crew member’s medical condition is restricted strictly to those managing the absence, arranging operational cover, or fulfilling statutory safeguarding duties. All health records and fit notes are stored securely in full compliance with UK GDPR and the Data Protection Act 2018. Crew are informed only of the need for operational cover, never the private medical details of the absent Crew member.

2.16 RECORD KEEPING

High-quality record keeping underpins safeguarding, accountability and continuous improvement across Compass Forest School. Crew maintain accurate, timely and secure records of concerns, incidents, accidents, decisions and actions to ensure risks are identified, managed and reviewed effectively.

Records are factual, clearly dated, and attributable, written in professional, objective language. They distinguish facts, professional judgement, and actions taken, avoiding assumptions, emotive language, or unsubstantiated conclusions. All relevant matters are recorded without delay on Compass Forest School’s secure 'Connecteam' system under Crew's private personnel file.

Records may support the identification of patterns, trends or emerging risks to inform learning, oversight and proactive planning. Crew are expected to seek guidance from the relevant Designated Lead if unsure whether to record an issue. Records are stored and managed in line with UK GDPR, the Data Protection Act 2018, and other applicable legislation.

Access is restricted to those with a legitimate professional role and information is shared strictly on a need-to-know basis. Records are retained in accordance to statutory requirements and recognised best practice. They are reviewed regularly to support transparency, learning, accountability and the continuous improvement. Crew are accountable for maintaining records that reflect the highest professional standards.

2.14 WHISTLEBLOWING

Compass Forest School creates a culture where concerns can be raised openly, honestly and in good faith, without fear of reprisal or victimisation. Crew have a professional duty to report concerns about the conduct, behaviour or practice of colleagues or the organisation where children, Crew or others may be at risk.

Safeguarding concerns must be reported immediately to the Designated Safeguarding Lead (DSL) or Deputy DSL. If the concern relates to the DSL, it must be raised via the independent whistleblowing service, SafeCall (0800 915 1571). Crew must never investigate concerns themselves or delay reporting. Failing to report, regardless of personal relationships or perceived seriousness, may be regarded as condoning unsafe practice.

Where appropriate, concerns should be documented factually before or during reporting. All reports are treated seriously, confidentially and investigated promptly. Whistleblowing is a vital safeguarding mechanism and forms part of Compass Forest School’s commitment to transparency, accountability, and child-centred practice.

2.15 MONITORING ARRANGEMENTS

This Playbook is reviewed at least annually by the Owner and Designated Safeguarding Lead to ensure it remains effective, compliant and aligned with best practice and statutory guidance. Reviews also consider feedback from Crew, families and Client schools. Playbooks are updated immediately in response to changes in legislation or guidance. Monitoring ensures the Playbook continues to support safe, personalised, and effective provision for all learners.

2.16 LINKS TO OTHER PLAYBOOKS OF RELEVANCE

Compass Forest Schools Learning Playbook links to the following Playbooks :

Crew Handbook

Crew Code Of Conduct 

Grievance

Health And Safety

Safeguarding 

Complaints

Address

Tandle Hill Country Park
Royton, OL2 5UX

Contacts

07890865745
discover@compassforestschool.co.uk

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