HR Glossary
Self Certification
What is Self Certification?
Self certification is a process whereby an individual declares that they are unfit for work due to illness or injury without the immediate need for a doctor's note. It is commonly used to report short-term absences from work, allowing employees to notify their employer quickly and simply that they are not well enough to attend. This method covers various health-related conditions, from common colds to mental health concerns or minor physical injuries.
The primary aims of self certification include:
Efficiency: Allowing a quick and hassle-free notification process for absences.
Empowerment: Enabling employees to take responsibility for their own health declarations.
Record-Keeping: Helping organisations maintain accurate records of absences without immediately burdening healthcare services.
This system is typically used for absences that last only a few days, ensuring that minor illnesses or injuries do not require unnecessary medical intervention.
Conditions Suitable for Self Certification
Self certification is usually applicable to a range of health issues, including:
Physical Illness: Common ailments such as colds, flu, and minor infections fall under this category. Employees can self certify when the condition is temporary and does not necessitate medical treatment.
Mental Health: Increasingly, employers recognise that mental health is as important as physical wellbeing. Conditions such as stress, anxiety, or transient depressive episodes may be self-certified, provided they do not require immediate psychiatric intervention.
Physical Injuries: Minor injuries that do not need hospital treatment—such as a sprained ankle or a minor cut—can also be self-certified. However, more serious injuries will typically require medical documentation.
It is important to note that while self certification covers these situations, prolonged or severe conditions generally require a formal medical certificate to ensure appropriate care and to comply with organisational policies.
When an employee is unwell, the first step is to notify their employer as soon as possible. This is generally done by telephone or email, ensuring that the organisation is informed of the absence promptly. Many employers require the completion of a self certification form, which serves as an official record of the absence. Such forms typically request personal details, the dates of absence, and a brief description of the nature of the condition. Employees are also expected to affirm that the information provided is accurate. Organisations may have specific guidelines regarding the method and timing for submitting these forms, so it is advisable to familiarise oneself with the internal policy.
How Long Can You Self Certify For?
Self certification usually covers absences for up to seven consecutive calendar days. This period includes weekends and public holidays, as it is based on consecutive days rather than working days. For instance, if an employee falls ill on a Friday and recovers by the following Thursday, the entire period is considered within the self certification limit. Should the absence extend beyond these seven days, a formal medical certificate from a healthcare professional is generally required. This ensures that prolonged or more serious health issues are properly evaluated and managed.
Organisational policies regarding self certification can vary, and employees should always refer to their specific guidelines. Some employers may have additional procedures or require supplementary documentation if the self certification is for mental health reasons or if absences occur frequently. Furthermore, while self certification is a useful tool for handling short-term and less severe conditions, it is not intended for long-term illness or injury. In such cases, the involvement of a medical professional is necessary to ensure appropriate care and to maintain the integrity of workplace health policies.