Due to additional reporting requirements for COVID related absences, there has been a need to further develop the relevant codes within E-roster/ESR.
The updated codes below should now be used when entering an absence on to ESR or E-roster that falls into any of the COVID related categories.
| Category | Definition | ESR Coding | Roster Coding |
| Redeployed for service requirements | Staff redeployed in to areas that have requested staff to support delivery of their service | Not to be coded in ESR | Not to be coded in Roster |
| Redeployed due to risk assessment requirement | Staff who due to the outcome of their risk assessment, there is a change to their working pattern or location or ward or dept. | Not to be coded in ESR | Not to be coded in Roster |
| Pregnancy WFH | Risk assessment identifies requirement to WFH (post 28 weeks must WFH) | Not to be coded in ESR | Not to be coded in Roster |
| Pregnancy not WFH | Risk assessment identifies requirement to WFH, organisation is unable to give them work to do from home (post 28 weeks must WFH) | Medical Suspension with Pay > Infection > Coronavirus (COVID-19) | Unavailability > Other Leave > Medical Suspension – Other |
| Sickness | Off sick due to COVID-19 symptoms and awaiting test results or confirmed positive test | Sickness / S15 Chest & Respiratory / Related reason – Coronavirus (COVID-19) | Sickness – COVID-19 |
| Symptomatic WFH | Fit and able to work but due to being symptomatic, are WFH | Not to be coded in ESR | Not to be coded in Roster |
| Symptomatic not WFH | Fit and able to work but due to being symptomatic, cannot come in to work and organisation is unable to give them work to do from home | Special Increasing Bal > Infection Precaution > Coronavirus (COVID 19) | Unavailability > Other Leave > COVID 19 |
| Household symptomatic WFH | Fit and able to work but due to household being symptomatic, are WFH | Not to be coded in ESR | Not to be coded in Roster |
| Household symptomatic not WFH | Fit and able to work but due to household being symptomatic, cannot come in to work and organisation is unable to give them work to do from home | Special Increasing Balance> Infection Precaution > Coronavirus (COVID-19) – Household Member Symptoms | Unavailability > Other Leave > HS Household Symptoms |
| Test and trace WFH | Have been contacted via national test and trace system or Trust internal test and trace system, are required to isolate and can WFH | Not to be coded in ESR | Not to be coded in Roster |
| Test and trace not WFH | Have been contacted via national test and trace system or Trust internal test and trace system, are required to isolate and organisation is unable to give them work to do from home | Special Increasing Balance > Infection Precaution > Coronavirus (COVID-19) – Test and Trace Contact | Unavailability > Other Leave > T&T Test & trace Contact |
| Childcare WFH | Due to childcare closure setting due to COVID, employee WFH | Not to be coded in ESR | Not to be coded in Roster |
| Childcare – annual leave | Employee taking A/L to provide childcare due to school closure / person who provides childcare now shielding | Not to be coded in ESR specifically for childcare, usual A/L recording | Not to be coded in Roster specifically for childcare, usual A/L recording |
| Childcare – unpaid leave | Employee taking unpaid leave to provide childcare due to school closure / person who provides childcare now shielding | Not to be coded in ESR specifically for childcare, usual U/L recording | Not to be coded in Roster specifically for childcare, usual U/L recording |
| Childcare – special leave | Employee taking special leave to provide childcare due to school closure / person who provides childcare now shielding | Not to be coded in ESR specifically for childcare, usual S/L recording | Not to be coded in Roster specifically for childcare, usual S/L recording |
| Stuck abroad due to lockdown | Employee is unable to return as planned due to lockdown in the UK or country travelled to, introduced whilst in that country | Medical Suspension with Pay > Other > Coronavirus (COVID-19) | Unavailability > Other Leave > SA – Stranded Abroad |
| Post travel quarantine WFH | Employee has to quarantine following travel, is WFH | Not to be coded in ESR | Not to be coded in Roster |
| Post travel quarantine not WFH | Employee has to quarantine following travel, organisation is unable to give them work to do from home and they are unable to make up hours in the future | Special Increasing Balance > Infection Precaution > Coronavirus (COVID-19) – Post Travel Quarantine | Unavailability > Other Leave > PQ Post Quarantine Travel |
| Pre-op quarantine WFH | Employee has to quarantine due to operation, is WFH | Not to be coded in ESR | Not to be coded in Roster |
| Pre-op quarantine not WFH | Employee has to quarantine due to operation, organisation is unable to give them work to do from home | Medical Suspension with Pay > Medical Suspension > Coronavirus (COVID-19) | Unavailability > Other Leave > POQ/Pre Op Quarantine |
| Pre-op quarantine household WFH | Employee has to quarantine due to household member operation, is WFH | Not to be coded in ESR | Not to be coded in Roster |
| Pre-op quarantine household not WFH | Employee has to quarantine due to household member operation, organisation is unable to give them work to do from home | Special Decreasing Balance > Other > Coronavirus (COVID-19) – Household Member Symptoms | Unavailability > Other Leave > PQ/H- Pre-op Quarantine Household Member |
| Shielding WFH | Received letter to advise to shield is WFH Letter must be viewed and confirmed by Manager and HR | Special Decreasing Balance > Other > Coronavirus (COVID-19) | Other Leave > Shielding WFH |
| Shielding not WFH | Received letter to advise to shield unable to work from home Letter must be viewed and confirmed by Manager and HR | Special Decreasing Balance > Infection Precaution > Coronavirus (COVID-19) | Other Leave > Shielding not WFH |