Sickness and absence
Ensuring Health, Accountability & Support
1. Reporting Sickness
Monochrome has a clear sickness absence procedure designed to set expectations, support genuine illness, and minimize disruption. This policy outlines how employees should report their sickness and the rules for sick leave. Core elements include prompt notification of illness, providing medical proof for paid sick days, a limit on sick days per year, and a follow-up process if that limit is exceeded. The intent is to ensure fairness and productivity while supporting staff health.
Staff must call in before 8:00 AM on the day of sickness to inform their line manager or supervisor.
Calls should include an estimated return-to-work date if known.
2. Sick Leave Documentation
Employees must report their sickness by phone before 8:00 AM on the day of absence. In practice, this means calling their manager or designated contact as early as possible on the first day out sick. Many organizations set a specific deadline for call-ins (for example, some require notification by 9:00 AM), and Monochrome’s policy is an 8:00 AM cutoff. The purpose of this early call requirement is to give the company enough notice to arrange cover for the day and adjust workloads, which helps maintain smooth operations despite the unplanned absence. Timely notification shows professionalism and allows colleagues to plan around the absence.
For sick leave to be eligible for paid sick leave, employees must follow the sickness procedure and provide official proof of illness, such as:
A doctor’s sick note saying you were too sick to work
A letter or report from a certified healthcare provider
Admittance and/or discharge from the hospital documents
3. Sickness Allowance Threshold
For any sick leave to be paid, Monochrome requires proof of illness, such as a doctor’s note or medical certificate. In other words, if an employee wants to take a sick day and receive sick pay for that time, they must provide official evidence of their illness. This could be a sick note from a doctor or a letter confirming the medical condition and officially being signed off sick. The requirement for documentation ensures that paid sick leave is used only for legitimate health reasons and helps prevent abuse of the system. The intent behind this rule is to verify that an absence is due to genuine illness, which keeps the policy fair and maintains trust. It also encourages employees to seek medical advice when ill, promoting their well-being.
Monochrome permits a maximum of 5 sick days per calendar year, equivalent to a 1.92% sickness rate.
This is considered a natural and acceptable level of absence due to illness.
4. Exceeding Allowance
Monochrome’s policy allows a maximum of 5 sick days per year for each employee. This equates to roughly a 1.92% absence rate (5 days out of a standard 260 work-day year). In simple terms, up to five days of illness absences in a calendar year are considered acceptable and will be paid (provided the above proof is given). This 5-day allowance sets a clear threshold for what the company views as a normal amount of sick leave. To put it in perspective, the average UK employee takes about 5.8 sick days per year. Monochrome’s limit is slightly below that average, reflecting the company’s expectation of excellent attendance and commitment to minimizing unplanned time off. The intent is not to penalize anyone for being sick, but to encourage good health and consistent attendance. By defining this limit, Monochrome can monitor attendance and identify when an employee’s absences are higher than usual.
If an employee exceeds 5 sick days in a year:
A counselling session will be arranged with management to discuss the frequency and cause of absence.
The aim is to determine if the level of sickness is within a natural range or if further support or action is required.
5. Support & Responsibility
If an employee exceeds five sick days in a year (i.e. goes beyond the 1.92% absence rate), it will trigger a management-led counseling process. In practice, this means the employee will have a meeting or discussion with their manager (and/or HR) to talk about their attendance. The purpose of this counseling meeting is to review the situation in a supportive way, rather than to punish. Management will discuss the reasons for the frequent absences, check on the employee’s well-being, and see if any work-related adjustments or support are needed. The conversation also serves to remind the employee of the attendance expectations and to determine whether they can meet the job’s requirements if the pattern of absences continues. It’s essentially an absence review aimed at problem-solving. Importantly, reaching this 5-day trigger point does not mean immediate disciplinary action. Instead, the counseling process is there to understand the circumstances (for example, recurring health issues or other challenges) and to help the employee improve their attendance going forward. By addressing the issue through a formal but supportive discussion, Monochrome ensures that chronic or excessive sickness absence is managed fairly – balancing compassion for the employee with the business’s need for reliable attendance.
In summary,
Monochrome’s sickness procedure expects employees to communicate promptly when sick, requires medical proof for paid sick days, limits paid sick leave to five days per year, and involves management if absences exceed that limit. The overall intent is to maintain a healthy, productive workplace: employees are cared for and given time to recover when genuinely ill, but clear rules and follow-ups exist to prevent misuse of sick leave and to keep everyone accountable. This approach helps Monochrome support its staff’s health while also keeping absenteeism under control, ensuring fairness and continuity of work.
Monochrome is committed to employee wellbeing and will:
Offer support where ongoing health issues are identified.
Promote fairness while maintaining operational effectiveness.
Employees are expected to take personal responsibility for managing their health and notifying management promptly.
