Keeping in Touch must be agreed not imposed

DWP guidance for Keeping in Touch is provided as a Desk Aid under Sick Leave Procedure paragraph 6.3. This PCS Briefing is provided to help address concerns where some managers have failed to understand that arrangements should be mutually agreed with the employee not unilaterally imposed.

Agreed Keeping in Touch arrangements are appropriate in all absences. On each occasion, the date and form of the next contact should be arranged. For self certified sickness absences contact could be daily if appropriate but all arrangements are subject to mutual agreement between manager and employee. A manager has no authority to simply impose daily contact.

Alternative manager for keeping in touch

The responsibility for initiating Keeping in Touch will rest with the manager. If there are reasons why the line manager shouldn't be the one Keeping in Touch, e.g. where the individual considers their conduct is contributing to the absence or in grievance or harassment cases, another manager should fulfil this role.

Contractual and mutually agreed

DWP guidance in the Desk Aid confirms that Keeping in Touch is a contractual obligation. Keeping in Touch arrangements should be mutually agreed. The location of Keeping in Touch visits, where appropriate, should also be agreed with the individual.

Keeping in touch should be flexible

Keeping in Touch can take many forms including, face to face contact, telephone calls, newsletters or E-mail. Managers should agree the officer's preferred method early in their absence. Where appropriate the employee should be encouraged to visit the office, this maintains a link with the workplace and reduces anxiety about returning to work. The Desk Aid lists seven reasons to explain the purpose of Keeping in Touch. These include:

• finding out the reasons why the employee is off sick and what can be done to enable them to attend work or undertake some of their duties (with temporary workplace adaptations if appropriate) to return to work sooner
• help reduce any feelings of isolation
• offer information on support or assistance e.g. Employee Assistance Provider, the Physio Advice Line, their Trade Union, or other support organisations.

Advice for members

Members have a right not to accept daily keeping in touch when unwelcome and should contact their local PCS Rep if a manager seeks to impose oppressive, unjustified, unacceptable arrangements. In most cases keeping in touch once or twice a week should be sufficient.