Cambridgeshire Constabulary
Ethics Playing Cards
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HR procedure requires you to send a specifically worded letter to a colleague who is long term sick. You believe that this will upset them and could make their situation worse. What do you do?
Case Studies
- Are you aware of different procedures being followed in different departments? What problems can this cause?
- Are you aware of inconsistent approaches to similar situations within the same department? What problems does this cause?
- Is there a difference between a long-standing colleague and a new member of staff?
Discussion
There are often very good legal reasons why an organisation must follow certain processes when it comes to employment law. Only by doing this can the individual be made aware of their rights and responsibilities, and the organisation protect itself from those who might try and take advantage of the system.
- Is it possible to include additional information in the pro forma letter that can make it sound less formal or “cold”? Could you add a personal cover letter to the legally required letter? Or even deliver the message in person?
- This could be an opportunity for the organisation to step away from routine procedure and demonstrate that it prioritises its people over administrative process. This can contribute to the feeling that individuals are valued by the organisation and can have knock on effects for wider morale and retention.
- Variation from standard procedure can all too easily look like favouritism or exceptionalism so it must be done carefully. However, some issues are not shared across an organisation because they are sensitive, personal or related to medical conditions. That can inadvertently lead to some people misunderstanding why a person is being treated in a particular way. Where management is trusted and have the confidence of their team, people will be more likely to assume that their actions are appropriate and justified, even where the details are not known.
- Should everyone be treated the same to ensure fairness? Or does this approach risk missing vital context that matters.
- Does the context of the sickness matter (e.g. if it is a result of bullying / harassment / PTSD etc.) and does that/should that get handled differently?
It would always be prudent to take HR Advice before considering any variations are made to standing procedures, via the HR Self Service or by calling 7777.