2.20 Swine Flu

Contents

1. Guidance for Managers
2. Guidance for Employees

1. Guidance for Managers

1.1 What should I do if one of my team has been in contact with a known or suspected case of swine flu?

If they are at home:

• Advise the employee to contact their GP or NHS Service and let you know what medical advice they have been given. 
• If the employee goes on to develop flu symptoms, follow the flowchart.
• Update HR when the employee returns to work.

If they are at work:

• Ask the employee to contact their GP or NHS Service and let you know what medical advice they have been given.
• Send the employee home if this is the advice they have received from their GP / NHS Service.
• If the employee goes on to develop flu symptoms, follow the flowchart.
• Update HR when the employee returns to work.

Note: you should record this absence as sick leave.

1.2 What should I do if one of my employees is unwell and suffering from flu symptoms?

If the employee is at home:

• Tell the employee to stay at home and ask them to:
  • contact their GP or NHS Service for advice
  • let you know what medical advice they have been given, including how long they have been advised to stay at home
  • keep in touch and let you know how they are doing.
• If you are advised to brief your team, make sure you take a measured approach and are not alarmist.  For example:
  • if colleagues are concerned they may catch swine flu, reassure them that they are only at risk if they have been in close contact (within one metre for more than an hour) with a known case of swine flu while that person was displaying symptoms
  • if they are still concerned, advise them to contact their GP / NHS Service
  • encourage everyone to keep paying close attention to personal hygiene.
• If the symptomatic employee later tells you they have been diagnosed with swine flu, update guide.
• Update HR when the employee returns to work.

If they are at work:

• Send the employee home and ask them to:
  • contact  their GP or NHS Service for advice
  • let you know what medical advice they have been given, including how long they have been advised to stay at home
  • keep in touch and let you know how they are doing .
• If you are advised to brief your team, make sure you take a measured approach and are not alarmist.  For example:
  • if colleagues are concerned they may catch swine flu, reassure them that they are only at risk if they have been in close contact (within one metre for more than an hour) with a known case of swine flu while that person was displaying symptoms
  • if they are still concerned, advise them to contact their GP / NHS Service
  • encourage everyone to keep paying close attention to personal hygiene.
• If the symptomatic employee later tells you they have been diagnosed with swine flu, update guide.
• Update HR when the employee returns to work.

Note: you should record this absence as Sickness absence

1.3 What should I do if one of my employees has been diagnosed with swine flu?

If the employee is at home:

• Tell the employee to stay at home and ask them to:
  • let you know what medical advice they have been given, including how long they have been advised to stay at home
  • keep you informed and let you know when they plan to return to work.
• Update HR when the employee returns to work.

In the unlikely event that the employee is at work:

• Send the employee home and ask them to:
  • let you know what medical advice they have been given, including how long they have been advised to stay at home
  • keep you informed and let you know when they plan to return to work.
• Brief your team based on the advice given 
• Update HR when the employee returns to work.

Note: you should record this absence as sick leave.

1.4 What should I do if one of my team has to stay home from work due to caring responsibilities for someone dependent on them related to swine flu?

• If they are not already at home, confirm to the employee that they can go home.
• Remind the employee that they may have up to a weeks unpaid leave of absence to care for a sick dependant or relative, or to care for children or dependants if schools, nurseries or day centres are closed.  The employee may wish to use annual leave or lieu time if available.
• Consider if the employee can undertake any home-working arrangements if appropriate to their role and agreed by the employee.
• Ask the employee to keep you informed and let you know when they plan to return to work.
• Advise the employee to inform you if they contract the virus.
• Update HR when the employee returns to work.

Note: you should record this absence accordingly and note it to be pandemic-related.

1.5 Will repeated absences due to personal swine flu illness be managed in line with our current Sickness Absence Policy?

Yes. You should continue to proactively manage and record absence in line with the current Sickness Absence policy.  Where an employee's sickness absence is causing concern, please seek HR advice before issuing any absence caution.

1.6 I am concerned about the number of times a member of my team has requested time off due to swine flu. These occasions have not been due to personal illness.  What should I do?

To minimise the risk of infection and business disruption, we need to take precautionary measures and trust that an employee's request for leave in line with these measures is genuine. If you think an employee has made a false claim, please seek HR advice.

1.7 What do I do when an employee returns to work after having swine flu?

You should conduct a return-to-work interview with the employee in line with the current Sickness Absence Policy and inform HR.

2. Guidance for Employees

2.1 I have been in contact with someone who is known or suspected to have swine flu.  What should I do? 

• Tell your manager. They will advise you to phone your GP or NHS Service for advice. (See 'Swine Flu - General Information' for NHS contact details.)
• Let your manager know what advice you have been given.
• Your manager will confirm what you should do next, based on the advice you have been given and the company's approach to minimising the risk of infection.
• Keep in touch with your manager and tell them if you become unwell.

2.2 If I have been sent home or told by my GP / NHS Service to stay at home, how long should I stay away from work?

You should follow the advice given by your GP or NHS Service and return to work as soon as you are cleared to do so. 

2.3 How will my absence be treated?  Will I be paid?

As this is a precautionary measure, we will record this absence as authorised unpaid leave under the category of 'pandemic-related absence'.  Any unauthorised absence of more than a week will be treated as unauthorised and will be unpaid.  If you develop flu symptoms, your absence will be recorded as sickness absence for the relevant period and normal sick pay arrangements will apply.  

2.4 What documentation do I need to cover this type of absence?

You will only need a medical certificate if your combined absence from work due to being sent home and subsequently developing flu symptoms extends beyond one working week (seven calendar days).    

2.5 What effect will this absence have on my sickness record?

The time spent at home as a precautionary measure will not count as sickness absence.  If you do become unwell, your absence will be recorded as sickness absence.  Please see the current Sickness Absence Policy for more information.

2.6 My manager has advised me that a work colleague has been in contact with a known or suspected case of swine flu.  What should I do?

Your manager will tell you what to do based on advice they are given by HR.  

Please remember that you are only at risk of contracting the virus if:

• your colleague had / develops symptoms and these are confirmed as swine flu
  
  and
• you were in close contact (within one metre for more than an hour) with that person while they were displaying symptoms.

If you are at all concerned, you should contact your GP or NHS Service and let your manager know what advice you are given.  You should also let your manager know if you go on to develop flu symptoms.

2.7 My manager has told me that a work colleague is suspected or known to have swine flu.  What should I do?

Your manager will tell you what to do based on advice they are given by HR.   

Please remember that you are only at risk of contracting the virus if:

• your colleague had symptoms when they were at work
  
  and
• you were in close contact (within one metre for more than an hour) with that person while they were displaying symptoms.

If you are at all concerned, you should contact your GP or NHS Service and let your manager know what advice you are given.  You should also let your manager know if you go on to develop flu symptoms.

2.8 I am unwell and suffering from flu symptoms.  What should I do?

• If you become unwell at home, stay at home. If you become unwell at work, tell your manager and they will send you home.
• If you have not already done so, contact your GP or NHS Service for advice.
• Contact your manager to let them know what medical advice you have been given.
• Keep your manager informed of your progress and let them know when you plan to return to work.
• If you are later diagnosed with swine flu, tell your manager and let them know what medical advice you have been given, including how long you've been told to stay at home.

2.9 How will my absence be treated? Will I be paid?

Your absence will be recorded as sickness absence and normal sick pay arrangements will apply in line with the current Sickness Absence Policy. 

2.10 What if I become unwell after my manager has told me to stay at home? How will my absence be treated and will I be paid?

The days spent at home as a precaution will be treated as unpaid leave, up to a maximum of one week (seven calendar days).  As soon as you become unwell, your absence will be treated as sickness absence and normal sick pay arrangements will apply in line with the current Sickness Absence Policy .

2.11 What documentation do I need to cover this sickness absence?

You will need to self-certify the first seven days of your sickness absence and to provide a medical certificate from the eighth day as normal.  If you were sent home as a precaution before you became unwell, you will need to provide a medical certificate if your combined absence from work due to being sent home and subsequently developing flu symptoms extends beyond one working week (seven calendar days).  

2.12 What effect will this absence have on my sickness record?

Any time spent at home as a precautionary measure before you became unwell will not count as sickness.

2.13 I have been diagnosed with swine flu.  What should I do?

• Stay at home.
• Phone your manager and let them know what medical advice you have been given, including how long you have been advised to stay at home.
• Keep your manager informed of your progress and let them know when you plan to return to work.

2.14 How will my absence be treated? Will I be paid?

Your absence will be recorded as sickness absence and normal sick pay arrangements will apply in line with the current Sickness Absence Policy.

2.15 What documentation do I need to cover this type of absence?

You will need to self-certify the first seven days of your sickness absence and to provide a medical certificate from the eighth day as normal.  If you were sent home as a precaution before you became unwell, you'll need to provide a medical certificate if your combined absence from work due to being sent home and subsequently developing flu symptoms extends beyond one working week (seven calendar days).  

2.16 I'm a primary carer and have to stay at home to care for a child, parent, partner or relative because they have flu symptoms, or because their nursery, school or day centre has been forced to close due to swine flu.  What should I do? What leave is available to me?

• You should try to make alternative care arrangements so that you can come to work as normal.
• If you can work at home and it is feasible for you to do so while caring for others, you should discuss this with your manager.
• If you cannot make alternative arrangements, the company will provide you with up to a weeks unpaid leave of absence to care for others affected by the flu pandemic or you may use annual leave, lieu time (if available) or discuss home working arrangements with your manager.

2.17 What documentation do I need to cover this type of absence?

If you are absent because you are caring for someone due to swine flu-related nursery, school or day centre closures, you may be asked to provide documentation that confirms the organisation is closed.

If you are absent because you are caring for someone with swine flu, you may be asked to provide documentation that confirms their diagnosis.

2.18 I am afraid I will catch the virus if I travel on public transport or come into the office.  Can I stay at home?

No. While we appreciate that you may be concerned and anxious about the risks to your health, you should come to work as normal. It's essential to the success of Clifford House, its business areas and all our livelihoods that the company keeps operating during the swine flu pandemic.

You should remember that you are only at risk of contracting the virus if you have been in close contact (within one metre for more than an hour) with someone diagnosed as having swine flu while that person was displaying symptoms.

If you have a long journey to work by public transport you should explore alternative travel arrangements that may be available to you.

We have already introduced a range of strategies to protect employees from infection while at work, for example emphasising the need for and encouraging good basic personal hygiene.

We will be reviewing the situation daily and putting strategies in place to minimise risk to employees and disruption to the company's ability to operate as normal.

If you are concerned about your health you should contact your GP or NHS Service for advice.

2.19 Can I be disciplined for absence related to swine flu?

You are expected to make all reasonable efforts to come to work during a pandemic flu situation and we trust that any swine flu-related absence you have will be genuine.

If your manager is concerned that you've made false claims about contact with possible or confirmed cases, your own illness, caring responsibilities or your ability to attend work, this will be investigated in line with the current Disciplinary Policy for your business area.   

2.20 How will information about swine flu be communicated to employees?

Your manager will keep you informed of any issues directly affecting you and your immediate work colleagues.

2.21 What should individuals do to protect themselves and others from pandemic flu?

It is important that the following practices are adhered to:

• Individuals should use a tissue to cover their nose and mouth when coughing and / or sneezing, dispose of the tissue promptly and then wash their hands.
• Tissues should be disposed of in domestic waste - they do not require any special treatment.
• Individuals should not use cloth handkerchiefs or reuse tissues. This practice carries a risk of contaminating pockets or handbags, which may then re-contaminate hands every time they go into those pockets or handbags.
• Individuals should clean their hands frequently, especially after coughing, sneezing and using tissues. Soap and water is a perfectly effective means of cleaning hands, however, hand rubs (microbicidal hand rubs, particularly alcohol-based) can be used as an alternative.
• Individuals should minimise touching of the mouth, eyes and / or nose, unless they have recently cleaned their hands.
• Normal household detergent and water should be used to clean surfaces frequently touched by hands.
• Individuals should clean their hands as soon as they get to work and when they arrive home.

End