AWOL Policy

Version: 1 | Date: December 2025

Policy Aim

The aim of the AWOL policy is to ensure fairness and equal treatment relating to colleagues who are absent without leave from the business. Please see the attached AWOL Policy, which was last updated in December 2025.

What's Covered

Absence
Line manager contact
Next of Kin
First Stage
Second Stage
Disciplinary Hearing
Examples

Roles and Responsibilities

Colleague: Attend work when scheduled and notify your line manager if unable to attend.
Line Manager: Manage absences and make reasonable efforts to contact you if absent without authorisation.
ER Support / HRBP (Ops): Provide guidance to you and your line manager.
HRBP (PST): Provide guidance to you and your line manager.

Definitions

AWOL: Absent without leave (absence without authorisation).
Disciplinary: Formal process to address misconduct, may result in termination.
Gross Misconduct: Serious misconduct which may result in dismissal.
Appeal: Request to review a disciplinary decision.
Next of Kin: Person nominated for emergency contact.

Absence

You must contact your line manager if unable to attend work and provide a self-certificate or GP fit note. Requests for absence should follow the Absence Policy. Unauthorised absence will be unpaid.

Line Manager Contact

Managers will take reasonable steps to contact you, including:

Telephone call
Text message
WhatsApp message
Facebook message
Email
Contacting colleagues or next of kin

Next of Kin

We will contact your next of kin only if:

All other steps to contact you have failed
Concerns about your welfare
Absence is unusual or concerning
Significant events raise concern

AWOL Process

First Stage

If you fail to report absence and cannot be contacted, you will be logged as AWOL and unpaid. A letter will be emailed asking you to contact your manager within 3 days.

Second Stage

If no contact within 3 days, you will be invited to a disciplinary hearing with at least 48 hours’ notice.

Disciplinary Hearing

You must attend the hearing to explain your absence. Failure to attend may result in dismissal for gross misconduct. You can appeal the decision.

Examples

Illness: Missed work due to sickness, contact manager ASAP and provide self-certificate.
Accident: Hospitalised after accident, manager contacts next of kin.
Unauthorised Holiday: Taking leave without approval is gross misconduct and may lead to dismissal.

Legal Compliance

This policy complies with:

ACAS Codes of Practice
Employment Rights Act 1996
Equality Act 2010
Trade Union and Labour Relations Act 1992

External Support

Licensed Trade Charity: 0808 801 0550
ACAS
Citizens Advice

Please see the attached AWOL Policy, which was last updated in December 2025.

For further support, please contact er.support@stonegategroup.co.uk (if Site based), or your HRBP (if PST based)

Absent No Show No contact Next of Kin Didn’t attend work No reason for absence AWOL process