How to Manage Staff and Teacher Absence

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by Rebecca Lister | 30th Jun 2025

Supportive Strategies for Sickness Absence in Schools

Article Summary

Staff and teacher absence due to sickness can disrupt school operations and student learning, but with the right HR strategies, schools can manage it effectively.

This article outlines practical steps including having clear absence policies, fostering a supportive work environment, tracking absenteeism to identify patterns, conducting return-to-work interviews, and providing support for long-term illness or disabilities.

Learn how Eclipse HR offers tailored consultancy for schools and trusts, helping develop robust policies and offering strategic support to manage sickness absence with confidence and care.

Why Sickness Absence Management Matters in Schools

Managing sickness absence can be a tricky process in any organisation but can be particularly so in schools, as lengthy periods of time off can be a significant challenge for both staff and students.

When a teacher or staff member falls ill, this can have disruptive effects on the learning environment, impact students and have a negative effect on the running of the school.

Schools need to manage sickness absence effectively to minimise the impact by putting the right policies, support systems, and communication provisions in place from the outset. Knowing how to manage sick leave arrangements can be tricky, but we here at Eclipse HR are experts at providing HR Services for Schools.

Whether you are a multi-academy trust or a standalone school, read on to find out how we can help you build robust policies and provide strategic support to manage sickness absence effectively and with reassurance.

Clear Policies

Having a clear Sickness Absence Policy in place can often be the first step in effectively managing sickness leave. Within this policy, key management procedures should be clearly communicated for:

• reporting sickness,
• expectations of when medical certification is required and,
• support available.

Handbooks and Policies should also include any notification requirements, sick leave entitlement, return to work procedures and details of how the school will look to support staff with both short term and long term illness, including details of reasonable adjustments that are available.

Having a clear and easily accessible policy, along with clear contracts of employment, ensures that all staff know what is expected of them, and the processes for managing sickness absence.

Promote a Supportive Work Environment

Building on from clear policies, schools should look to foster a supportive atmosphere where staff feel comfortable reporting illness without fear of repercussions.

A culture of understanding and support can prevent sickness absences from escalating. Regular check-ins with employees, especially those with ongoing health issues, show that the school cares about their well-being and can help to reduce stress, which is a major contributor to absenteeism.

Offering mental health support and access to counselling services is also critical, as stress and mental health conditions can significantly contribute to increased sickness absence. Promoting a healthy work-life balance, encouraging self-care, and reducing excessive workloads can all help to prevent burnout and related illnesses.

Track Absenteeism and Identify Patterns

Keeping track of sickness absence is essential for identifying trends, patterns, or potential issues. Schools should maintain accurate records of both the frequency and duration of staff absences.

If a teacher or support staff member is frequently absent, it might be an indicator of underlying health concerns that need to be addressed. One-to-one meetings or an occupational health assessment could help to understand if adjustments or support are required.

By keeping track of absenteeism, this data can help highlight recurring issues, such as frequent short-term sickness absences or a pattern of specific illnesses. Thereby enabling the school to take proactive measures to address them and provide any support that may be needed.

Implement Return-to-Work Interviews

Holding return-to-work interviews for staff members returning from any periods of absence due to sickness can be another way to ensure you are supporting your staff.

These meetings help schools understand the nature of the illness and whether there are any further needs or accommodations required. It also provides an opportunity to discuss how the staff and/ or teacher absence was managed and if there is anything the school can do to support the staff member in the future.

In the case of frequent or long-term staff and/ or teacher absence, the discussions can be a key step in identifying potential issues and finding solutions. Offering modified duties or flexible hours can also form part of the discussion, to ensure a smooth return to work.

Support for Long-Term Illness and Disabilities

For staff who are facing long-term illness or are working with disabilities, it’s essential for schools to offer the necessary support, including reasonable adjustments, which might involve changing job duties or altering work hours.

The school should work closely with the individual to ensure that they are able to perform their duties to the best of their ability without compromising their health.

When managing long-term sickness, schools must also be aware of their obligations under the Equality Act 2010 or other relevant legislation in their jurisdiction, which provides protection for individuals with disabilities.

For schools, managing staff and/or teacher absence can be a challenge and is one that requires proactive planning, clear communication and creating a supportive environment.

Having robust and comprehensive policies in place that look to support employee’s health, track patterns of staff and/ or teacher absence and intervene, when necessary, means schools can ensure that they continue to run smoothly and staff and students alike are supported.

Finding the right balance between flexibility and responsibility can be tricky but by taking a forward thinking approach, schools can ensure that staff have the support they need to recover from illness and return to work.

Flexible Working in Education

Schools are increasingly expected to accommodate flexible working arrangements to support staff wellbeing and improve retention. Whether due to childcare responsibilities, health conditions, or other needs, staff may request flexibility in hours or location.

If an employee is absent from work for an extended period—due to illness or other personal circumstances—considering flexible working options upon return can support a smoother transition.

Employees have the right to request flexible working from day one of employment and employers are under a duty to consider requests fairly and document decisions properly, as poorly handled requests may raise concerns around discrimination or even lead to claims of unfair dismissal. Employers have two months to decide on a flexible working request.

Flexible working practices include:

• Part-time working
• Term-time working
• Job sharing
• Flexitime
• Compressed hours
• Annual hours
• Working remotely on a regular basis
• Hybrid working
• Career breaks
• Commissioned outcomes
• Zero-hours contract

Flexible working has been shown to reduce absence rates and allow employees to manage disability and long-term health conditions, as well as supporting their mental health and stress.

How Eclipse HR can help with Managing Sickness Absence in Schools

Here at Eclipse HR, our HR experts have decades of experience working with schools, including independent schools and multi academy trusts so are best placed to support you, whatever your needs may be.

When it comes to managing staff and/or teacher absence in schools and HR consultancy support for educational institutions, Eclipse HR can provide tailored support to your school’s needs.

Whether this be by updating your current sickness absence policies, providing you with a completely new one or providing strategic guidance and advice, our team are always willing to help.

To find out more about managing staff and/or teacher absence, contact us today. Or explore our website and discover all about The Role of HR in Schools we provide.

Author: Rebecca Lister
Rebecca supports the Eclipse HR team and our clients across a range of tasks. Alongside her role, she is studying for an Integrated Masters in Advanced Legal Practice (MLaw) at the University of Kent. Her academic focus, particularly in employment law, complements her practical experience and deepens her understanding of HR in action.