Information about absence and reintegration not yet fully available in English.
- Absenteeism and reintegration guideline UT
The university is committed to sustainable employability of employees. However, it can happen that you drop out due to illness. Then it is important that you and your manager know what is expected of you. This guideline describes the most important topics related to absenteeism.
If you are ill and as a result are unable to perform your own work, you are entitled to continued payment of salary for a maximum of 104 weeks in accordance with the collective labor agreement NU (article 4 Sickness and Incapacity for Work Regulations for Dutch Universities). You only have this right if you comply with the regulations that apply in the situation in which you are unsuitable for your own position due to a medical cause. As an employer, the university also has obligations. These regulations and obligations arise from the 'Wet verbetering poortwachter', the Regulation on the Procedure for the First and Second Years of Illness, the Policy Rules for the Poortwachter Assessment Framework, the Working Conditions Act, the WIA Act, the privacy legislation and the NU collective labor agreement (ZANU).
Working conditions consultation hours
Even if there is no absenteeism due to illness, you may still have questions about (imminent) health problems in relation to work. Would you like to discuss this with a company doctor? Then make an appointment for the Working Conditions Consultation via 088 - 2726312 or firstname.lastname@example.org. The company doctor will only share information from this consultation with your manager if you agree.
1. Sick? Report this to your manager
On the first day of absence, you must report sick personally to your manager by telephone before the start of normal working hours, but no later than 9:00 a.m. If this person is not available, please contact the secretariat of the department/faculty/service. If necessary, leave a number where you can be reached so that your manager can contact you. Are you unable to call in sick personally (for example because of an accident or admission)? Then ask someone from your immediate environment to do this for you. If you become ill during working hours, you must report this personally to your manager or the secretariat of the department/faculty/service. When reporting sick, your manager may ask:
- how are you;
- when you think you can go back to work;
- where, when and how you can be reached;
- to current agreements and activities that need to be transferred;
- the possibility of recovering costs from a third party, for example because of an accident.
When reporting sick, a manager is not allowed to ask what exactly you have, why you are sick and what you are going to do about it. Of course you can tell this on your own initiative. If you do this, the manager is not allowed to record this information in the online absenteeism tracking system.
2. Be reachable
Make sure that you are easily accessible for your manager and the health and safety service during a period of absence. Check in the web application Change of address (employee portal) whether the address and telephone details registered by the UT are still correct and adjust them if necessary. If you are temporarily staying at a different (nursing) address, please notify your manager.
3. Stay in touch
It is important that you have regular contact with your manager during a period of absence and that you remain involved in the work and the organization as much as possible. Make agreements about this with your manager, even if reintegration is not yet on the agenda.
4. The health and safety service
A sick report is passed on within 24 hours to the health and safety service that provides the (medical) absenteeism guidance.
The occupational health and safety service will contact you within two weeks of reporting sick to assess whether you should be seen by the company doctor/employability coach. If your manager and/or HR deem this necessary, they can ask the occupational health and safety service to call you earlier.
If you receive an invitation for the consultation hour of the company doctor/employability coach, you must comply. If requested, provide them with the information necessary to establish that you are unable to perform your own work for medical reasons and are entitled to continued payment of salary. You are also obliged to cooperate in a relevant (medical) examination by or on behalf of the company doctor.
Are you unable to attend the consultation hour for a valid reason? Please notify us of this no later than 48 hours before the scheduled appointment via 088 - 2726312 or email@example.com. If you (repeatedly) fail to show up for an appointment without a notification or if you cancel it without a valid reason, the university can impose a sanction (see under 8).
The company doctor/employability coach examines your capacity to work and assesses whether your treatment is adequate and effective, advises you and your manager and, where possible, provides a prognosis for returning to work. If necessary, the company doctor will request medical information from a practitioner in consultation with you.
During the entire reintegration process you will have regular contact with the company doctor/employability coach. Sometimes a 3 interview (company doctor/employability coach, employee and manager) or a 4 interview (company doctor/employability coach, employee, manager and HR) is useful.
Second opinionIf you do not agree with a reintegration advice from the company doctor, you can request a second opinion from another company doctor. You request this through your own company doctor. The second opion company doctor works for another occupational health and safety service. The costs of the second opinion are borne by the university.
You can also request an expert opinion from UWV. You will find more information about the procedure and costs on the UWV website.
In connection with your privacy, the company doctor/employability coach may not share medical information with the university (supervisor, HR). Medical information includes information about diagnosis and treatment.
You reintegrate together with your manager. This requires a positive, active attitude and some flexibility from both sides. That is why we expect you to think along about options for returning to work. It is important that you actively work on recovery, do not carry out any activities that could hinder this and that you, together with your manager, give a practical interpretation to the advice of the company doctor/employability coach. The approach: use the possibilities that you do have.
The primary focus is on returning to your own position. In the first instance, all reintegration efforts are aimed at this. This is a continuous process in which you and your manager continue to investigate whether this is possible. It is possible that you will temporarily do other work (adapted own work or other suitable work) in the context of your reintegration. Even then, the goal remains to return to your own position.
The company doctor/employability coach advises on the pace and method of reintegration. He/she also advises on interventions that can contribute to a sustainable return to work. These recommendations are recorded in consultation hour reports. You will receive a copy of these reports. Your manager and HR can view the reports via the UT's online absenteeism tracking system.
Are you unable to perform your own work due to illness, but according to the company doctor/employability coach you can perform other work (adapted own work or other suitable work)? Then look at how you can organize this together with your manager. HR (decentralized and central) can support you with this.
During the reintegration it appears that you can no longer carry out your own work permanently - not even with adjustments - and is there no other suitable work available for you within the university? Then, together with your manager and HR, you will look for opportunities outside the university. In this so-called '2nd track', HR calls in external expertise. For example, a labor expert and/or a reintegration company.
The process during reintegration is supported by and transparent in a number of mandatory documents. These documents together form (the core of) the reintegration report (RIV). For more information, see the Appendix Documents 1st and 2nd year of illness.
Is your reintegration stuck and you can't figure it out with the university? Then you can ask UWV to provide an independent and expert opinion about the situation. The university can also ask UWV to assess the reintegration efforts. You will find more information about the Expert Assessment on the UWV website.
During a period of absence, you simply accrue leave hours. In the case of full-time employees, however, the accrual of flexible working hours stops after 6 months of (partial) absenteeism due to illness.
The intention is that you continue to take normal leave during a longer period of absence. During this leave you are exempt from reintegration obligations. You request leave digitally from your manager via the Employee Portal. When taking leave, the hours are written off in accordance with the work pattern that you would work if you were not ill.
Verlof mag geen belemmering vormen voor herstel of re-integratie in werk. Stem dit af met de bedrijfsarts/inzetbaarheidscoach.
If you do not take leave or take insufficient leave, there is a chance that leave hours will expire because you did not take them on time (see University of Twente Leave Regulations). An exception applies to employees who were unable to take (part of) their leave hours for medical reasons because there were no usable opportunities to reintegrate into work. They reserve the right to take these hours in a later period. In general, this is only the case if you have been admitted to a hospital or other healthcare institution and/or are bedridden. Or if you depend on others for activities in daily life and are not self-reliant. The company doctor advises in assessing this.
7. Recoverd? Pass this on to your manager
You resume your own work as soon as you are able to do so. Have you fully or partially recovered? In that case, immediately pass this on to your manager personally. Full recovery is when you can perform your own job with all associated tasks and responsibilities again without restrictions and sustainably. There is partial recovery if you can carry out your own work in terms of content and results again at full wage value, but are still limited in hours.
Are you carrying out adapted work or other suitable work in the context of the reintegration? Then you have not (yet) recovered for the hours involved. I
n consultation with your manager, you can always resume work on your own initiative, unless the company doctor expressly advises not to do so yet. This is therefore not determined by your GP or a practitioner. The company doctor will, however, contact a practitioner if necessary.
In the event of absenteeism due to illness, you are obliged to comply with the (statutory) regulations. If you don't, this could have consequences. As an employer, the university can impose a sanction. For example, if there is insufficient cooperation, the salary payment can be stopped. A persistent lack of cooperation can even be grounds for dismissal.
As an employer, the university must also adhere to the rules. According to the UWV, has the university not done enough for your reintegration and are you applying for WIA benefit after 104 weeks of absenteeism due to illness? Then UWV can oblige the university to continue to pay salary for a maximum of 1 year longer.
- Sick while on vacation
Getting sick while on vacation is annoying. Under certain conditions, leave hours already written off can be added back to your leave balance in consultation:
- Report sick to your manager before 9:00 a.m. on the first day of illness. Just like you would if you weren't on vacation.
- Pass on your holiday address (or the address where you are being nursed) and the telephone number where you can be reached to your manager. Also let us know if you are able to travel.
- Make sure you can be reached by phone at all times.
- Are you staying outside the Netherlands? Then visit a doctor on site and ask for an official doctor's statement (in Dutch or English) showing that you are unable to perform your own or other activities due to illness. The statement contains at least the name, address and telephone number of the treating physician; the onset date of illness; a clear description of the degree of incapacity for work and an estimate of the probable duration of the incapacity for work. Are you staying in the Netherlands? Then heed the call of the company doctor/employability coach.
- Better again? Immediately report this to your manager. Just like you would if you weren't on vacation.
- Holiday leave during illness
During a period of (partial) absenteeism, you simply accrue leave hours. However, for employees with full employment and a 40-hour working week, the accrual of flexible working hours stops after 6 months of (partial) absenteeism due to illness.
The intention is that you continue to take normal leave during a longer period of absence. During this leave you are exempt from reintegration obligations. You request leave digitally from your manager via the Employee Portal. When taking leave, the hours are written off in accordance with the work pattern that you would work if you were not ill. Please note: leave should not hinder recovery or reintegration into work. Coordinate this with the company doctor/employability coach.
If you do not take leave or do not take enough leave, you run the risk that leave hours will expire because you have not taken them on time (see University of Twente Leave Regulations). An exception applies to employees who were unable to take (part of) their leave hours for medical reasons because there were no usable opportunities to reintegrate into work. They reserve the right to take these hours in a later period. In general, this is only the case if you have been admitted to a hospital or other healthcare institution and/or are bedridden. Or if you depend on others for activities in daily life and are not self-reliant. The company doctor advises in assessing this.
- Arbo Unie team
Per January first 2018 University of Twente collaborates with Arbo Unie. The Arbo Unie team consist of psychologists, corporate psysicians and employability coaches. Below a short introduction of the staff members of the UT Arbo Unie team:Johan de JongCorporate physician
My name is Johan de Jong, 56 years, occupational health and radiation physician. Important aspects of my work, both in relation to employee / client and work together with employer, are professional expertise and independence, trust and transparency. Within these conditions, I would like to show my commitment, advise when it is needed and asked for and I would like to take a closer look at the different themes on work and health.Jeroen HesselinkEmployability coach
Disease, absenteeism, disability and sustainable employability. Just some of the terms you hear from time to time, but it is what I daily do. As an employability coach I advise organizations and employees in terms of disability and employability. I use my experience as a staff advisor and a nurse. Important aspects for me in a lasting relationship with customers are equivalence, honesty and clarity. From my consultancy role at Thales, I am familiar with the target group of highly trained technical staff. I keep fit by doing a lot of sports (running, cycling and skating) I look forward to a pleasant cooperation with you.Sarah van KeulenPsychologist
My name is Sarah van Keulen MSc., 31 years old. I work as a psychologist at Arbo Unie. As a psychologist I support people with different complaints, for instance anxiety- and mooddisorders, burnout, and neurodevelopmental disorders as (ASD) Autism Spectrum Disorder and ADHD (Attention Deficit Disorder). In some cases people can’t go to work as a result of their complaints, in other cases it’s a goal to prevent this from happening.
Because I’ve studied (Workpsychology and Clinical psychology) and worked as a teacher in the subject Communication Skills at the Vrije Universiteit in Amsterdam, I can relate to how it’s like to work in an university. During my work I think it’s important to look for the strength and possibilities of a person.Riejanne van WoerkomPsychologist
I am Riejanne van Woerkom and work as a psychologist at Arbo Unie. As a psychologist, I treat people who suffer from burn out, depression, anxiety or people who, for other reasons, feel that they can no longer handle their work (mentally). People who would like to prevent falling out can come to me as well. I guide people with different backgrounds and from various organizations. These include educational institutions such as Saxion college and various primary schools, as well as healthcare institutions, municipalities and companies in the commercial sector.
- Downloads 'customer-card', 'questions' & 'consulation contacts'
See the Service Portal page; Absenteeism & reintegration for managers.