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Dormant Colleagues Policy

Becka Lee
Updated

Version: January 2026

Policy Overview

The aim of this policy is to ensure colleagues and line managers understand the process for managing colleagues who have not worked any shifts for Stonegate for more than 4 weeks and are classified as dormant.

  • Dormant Colleague Definition
  • Roles & Responsibilities
  • System Accuracy
  • Dormant Colleague Process
  • Leaving Stonegate

Roles & Responsibilities

  • Colleague: If you intend to be absent for more than 4 weeks (not covered by Absence or Family Friendly Policy), you should resign. You may be re-employed later.
  • Line Manager: Follow the process when colleagues are classed as dormant on Fourth.
  • ER Support / HRBP: Available to provide advice.

Definition

Dormant Colleague: A colleague who has not worked for Stonegate for 4 weeks or more without a recognised authorised absence being recorded.

Dormant Colleagues

You are considered dormant when you have not worked for 4 weeks or more and have no authorised absence reason recorded. You remain employed and continue to accrue length of service and annual leave.

Examples

  • Example 1: Student away for 10 weeks – should resign and may be re-employed later.
  • Example 2: GM added son to Fourth for cover; son hasn’t worked for 3 months – should resign or be removed.
  • Example 3: Travelling for 6 months – must resign and may return later.

System Accuracy

Your status on Fourth should reflect your employment accurately:

  • Transfer to another site for extended periods.
  • Multiple employment if working at two or more sites.

Leaving Stonegate

If planning to leave or not work for over 4 weeks, resign with notice. Returning within 12 months means no new starter eLearning, but refresher training may be required.

Dormant Colleague Process

Every 4 weeks, a report identifies colleagues with no hours worked. Steps:

  1. GM contacts colleague to confirm intentions.
  2. If no response, GM sends letter requesting reply within 3 days.
  3. If still no response, invite to disciplinary hearing.
  4. Failure to attend may result in termination.

Other Absence

You will not be classed as dormant if absent for authorised reasons such as:

  • Maternity Leave
  • Adoption Leave
  • Jury Service
  • Long-term sickness
  • Neonatal Care Leave
  • Bereavement Leave

Failure to comply may result in disciplinary action.

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