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Monitoring | Disciplinary Measures | Absent Staff | Leavers
13 Absent Staff
13.1 E-mail sent to Absent Staff
Staff may be absent from work for a variety of reasons, including annual leave, sickness, family emergency and many others. It is important that e-mails addressed to those absent individuals are dealt with, in just the same way as any important letters would be dealt with in their absence, i.e. by someone else reading them and acting on them if necessary.
Therefore, UWL reserves the right to open the e-mails of any employee absent for any reason, after a suitable period of time has elapsed and after attempting to obtain the direct consent of the member of staff concerned.
Where such consent could not be obtained, and after a suitable period, the line manager of the absent employee may request that the Pro Vice-Chancellor authorise the opening of the e-mails of the absent employee.
With either the direct consent of the absent employee, or with the permission of the Pro Vice-Chancellor, UCS can then be asked to facilitate the reading of e-mails of the absent member of staff, including overriding any passwords that may have been set.
The absent member of staff shall be informed of the decision to open their e-mails in their absence upon their return, by their line manager.
It follows that if staff are aware of an impending absence from work, they should try and arrange it so that a colleague in their department or section will deal with their e-mails for them and they have therefore given the required consent before they leave. UCS can assist with setting up the appropriate permissions and procedures, if given enough notice.
13.2 Files of Absent Staff
Staff may be absent from work for a variety of reasons, including annual leave, sickness, family emergency and many others. Electronic files in the absent member of staff’s U: drive, on the hard drive of their UWL-issued computer or on any other storage media (their File Store), including at their home or other off-campus locations, may need to be accessed in their absence for business purposes.
Therefore, UWL reserves the right to open any File Store of an absent employee for any reason, after a suitable period of time has elapsed and after attempting to obtain the direct consent of the member of staff concerned.
Where such consent could not be obtained, and after a suitable period, the line manager of the absent employee may request that the Pro Vice-Chancellor authorise the opening of the File Store of the absent employee.
With either the direct consent of the absent employee, or with the permission of the Pro Vice-Chancellor, UCS can then be asked to facilitate the opening of the File Store of the absent member of staff, including overriding any passwords that may have been set.
The absent member of staff shall be informed of the decision to open their File Store in their absence upon their return, by their line manager.
It follows that if staff are aware of an impending absence from work, they should try and arrange it so that a colleague in their department or section can have access to any files that may be needed before they leave. UCS can assist with setting up the appropriate permissions and procedures, if given enough notice.
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