ࡱ> ~}a  +bjbjjj 8Z?b?b" ZZZZZnnn8|"Dn-wff: vvvvvvv$x{vZvZZHv FZZv v $mps)U^joLvv0-w0p@S|NS|pspsS|Zs vv -wS| B :  QUEENS UNIVERSITY BELFAST __________________________ Incapacity on Health Grounds Regulation (For Staff Grades 6/Ac1 and above) __________________________ (Regulation Governing Incapacity on Health Grounds Pursuant to Statute XIII Part IV) Introduction 1.1 This Regulation provides a process for dealing with incapacity on health grounds. It is established pursuant to Statute XIII Part IV. 2. Application and Scope 2.1 This Regulation shall normally apply only in instances where a member of staff is unable to fulfil the duties of his or her appointment in the University as a result of prolonged or intermittent absence from work, for which the cause is an underlying clinical condition (or combination of conditions) in respect of which there is no remedy or no probable improvement likely to occur in the foreseeable future. Nothing in this Regulation, however, shall preclude the University, wherever possible and where in its absolute discretion it considers it appropriate to do so, from seeking to resolve instances of incapacity on health grounds by informal means, or by other formal processes outside the scope of Statute XIII, rather than through use of the procedures set out hereunder. 2.2 The Head of HR Business Partnering, or nominee, should be consulted by those persons applying the Regulations. They may also provide advice to the member of staff where this is appropriate. He or she may attend any meeting that is relevant to the case. 2.3 Whilst normally the member of staff will be represented by a colleague or a recognised trade union at any stage of the procedure, it is recognised that in some cases there may be a requirement to allow alternative representation including through a nominated representative acting on his or her behalf, if his or her clinical condition precludes, or makes unduly difficult, attendance at their meetings. 2.4 If at any point in this procedure the member of staff agrees that action needs to be taken in relation to their incapacity on health grounds, and the nature of that action can be agreed, then no further steps need to be taken under this procedure. The employee will normally be required to provide medical evidence to the University to enable it to make judgements on the final outcome. 3. Prolonged Sickness Absence 3.1 In cases of prolonged sickness absence the agreed sickness absence procedure of the University should be applied. 3.2 Where following the application of the sickness absence procedure the Absence Review Panel concludes there is no remedy or probable improvement likely to occur in the foreseeable future and the employee disagrees a panel shall be established in accordance with 4.1. 4. Panel 4.1 A panel will be established and serviced by the Head of HR Business Partnering (or nominee). The panel shall consist of three persons drawn from the following lists, none of whom shall previously have had any involvement with the case and each of whom has consented to act : (i) A member of staff nominated as Chair by the People and Culture Director. (ii) One person drawn from a list approved by the Senate. One person drawn from a list agreed by the Academic Council in the instance of a panel considering the case of a member of the academic or research staff, or a member of University Operating Board in the instance of a panel considering the case of any other member of staff falling within the scope of Statute XIII. 4.2 The panel will seek appropriate professional expertise when considering the case. It may also require the member of staff to undergo an additional medical examination, with the expense to be borne by the University. If a member of staff refuses to give the appropriate consent to obtain a clinical report, the panel shall make its decision as to the appropriate course of action on the basis of the information then available to it. 4.3 The member of staff shall be invited to attend the hearing and will normally be given ten working days notice of the hearing. Relevant documentation will be provided normally three working days prior to the hearing. They shall be entitled to be represented by a University colleague or representative of a recognised trade union (or alternative representation as outlined in Section 2.3) at the panel hearing. 4.4 The Head of HR Business Partnering (or nominee) shall provide the member of staff with the panels reasoned decision in writing normally within ten working days of the decision being reached. The member of staff shall have the right to appeal against the decision and will be notified of this. 5. Termination of Employment and Other Action 5.1 If the panel determines that the member of staff shall be required to seek retirement on medical grounds or be dismissed due to incapacity, the People and Culture Director shall implement the termination and take all reasonable steps to ensure that the member of staff is made aware of their entitlements under the Universities Superannuation Scheme or other appropriate scheme. 5.2 Where the panel determine that other actions short of dismissal or retirement shall be implemented it will instruct the People and Culture Director to initiate such actions. 5.3 Action may include, but will not be confined to: (a) Retention in post. (b) Reasonable adjustments to enable continuance in employment. (c) Redeployment to a different post. 6. Appeals 6.1 If the member of staff wishes to appeal against the decision of the panel, he or she, or his or her nominated representative acting on his or her behalf, may do so by writing to the People and Culture Director within ten working days of the date of notification of the panels decision, setting out in full the grounds for appeal. 6.2 The Head of HR Business Partnering (or nominee) will establish and convene an appropriately constituted appeal panel. The appeal panel shall consist of three persons none of whom shall previously have had any involvement with the case: (i) A member of staff nominated as Chair by the Registrar and Chief Operating Officer. One person drawn from a list approved by the Senate. (iii) One person drawn from a list agreed by the Academic Council in the instance of a panel considering the case of a member of the academic or research staff, or a member of the University Operating Board in the instance of a panel considering the case of any other member of staff falling within the scope of Statute XIII. 6.3 The panel will seek appropriate professional expertise when considering the case. It may also require the member of staff to undergo an additional medical examination, with the expense to be borne by the University. 6.4 The hearing of the appeal should normally take place within twenty working days of the receipt of the appeal by the People and Culture Director. In exceptional circumstances, or by mutual agreement, this period may be extended. The member of staff will be notified of the date of the hearing, normally with five working days notice given and of their right to be represented or assisted by a representative of a recognised trade union or University colleague (or alternative representation as outlined in Section 2.3). Relevant documentation will be provided normally three working days prior to the appeal hearing. 7. Appeal Hearing 7.1 The appeal hearing is not a re-hearing of the case put before the panel unless that is necessary to rectify previous defects. The appeal panel will be required to consider the grounds of appeal presented by the member of staff. 7.2 The procedure will be as follows: The member of staff or the representative will make submissions as to why they believe the original decision was not appropriate. (ii) The line manager will present the case and where appropriate a representative from the HR Business Partnering department and the Occupational Health Physician will be in attendance. (iii) The appeal panel may question the member of staff or their representative (if appropriate) and the line manager. (iv) The member of staff or their representative (if appropriate) and the line manager will have the opportunity to make final submissions. (v) The parties will be invited to withdraw before the appeal panel considers its decision. (vi) The appeal may be heard in the member of staffs absence if they are unable to attend or is absent without a reasonable explanation. 8. Appeal Decision 8.1 The appeal panel may confirm, set aside or vary the decision of the panel of first instance. The Appeal Panels reasoned decision will be issued by the Head of HR Business Partnering (or nominee) in writing and shall normally be provided to the appellant within ten working days of the decision being reached 8.2 The decision of the appeal panel shall be final.     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