Managing Frequent Sick Leave in Early Childhood Services

If an employee is frequently calling in sick, balance empathy with accountability. Support them by exploring underlying causes, offering flexible arrangements, and connecting them to resources, while also protecting team morale by redistributing workload fairly and setting clear expectations.

In early childhood education, staff wellbeing is critical, but frequent sick leave can create real challenges. Absences affect ratios, compliance, and team morale, often leaving colleagues stretched thin. Leaders must balance compassion for the individual with fairness to the team.

Supporting the Educator

Start with empathy: Begin with a private, supportive conversation. Show genuine concern for their well-being. Frequent absences may stem from chronic illness, mental health challenges, or personal circumstances. Begin with a private, compassionate conversation to understand what’s happening.
Explore the cause: Ask if the absences are temporary or linked to ongoing health challenges.
Encourage transparency: Ask if they’re comfortable sharing whether this is a temporary issue (e.g., flu season) or ongoing (e.g., chronic condition). This helps you plan support.
Offer flexibility: Adjust hours, duties, or schedules where possible.
Connect to resources: Encourage use of Employee Assistance Programs, HR, or occupational health services.

Protecting the Team

Redistribute workload fairly: Rotate responsibilities to avoid burnout.
Communicate openly: Let staff know the issue is being addressed, without breaching privacy.
Recognize effort: Thank colleagues for stepping up and acknowledge the strain.
Set boundaries: Document attendance patterns and clarify expectations.

Practical Steps for Managers

Track absences: Keep a record of sick days to identify patterns.
Hold a supportive meeting: Frame it as “How can we help you succeed here?” rather than punitive.
Explore accommodations: If illness is genuine and ongoing, consider formal adjustments (reduced hours, role changes).
Escalate if necessary: If absenteeism continues without valid reason, involve HR to discuss formal warnings or restructuring.
Support morale: Recognize the extra effort of present employees—thank them, offer flexibility, or small perks to ease the strain.

Sample Script for Leaders

Setting: Private, supportive meeting with the educator.
Tone: Warm, professional, and empathetic, but clear about expectations.

Opening with care
"I wanted to check in with you because I’ve noticed you’ve had to take quite a few sick days recently. First, I want to make sure you’re okay—your wellbeing matters to us, and we want to support you."
Exploring the cause
"Can you share a little about what’s been going on? Is this something temporary, like a seasonal illness, or is it part of a longer-term health challenge?"
Offering support
"If you’re dealing with something ongoing, we can look at adjustments—like reduced hours, lighter duties, or even flexible scheduling. We also have access to [Employee Assistance Programs / HR / occupational health] if you’d like confidential support."
Acknowledging team impact
"At the same time, I need to be honest: when you’re away, it puts pressure on the rest of the team to maintain ratios and quality of care. I want to make sure we’re balancing your needs with the needs of the children and your colleagues."
Setting expectations
"Going forward, let’s agree on how we can manage this together. If you know you’ll need time off, please give as much notice as possible. And if this continues, we may need to explore a more formal plan to ensure both you and the team are supported."
Closing positively
"You’re a valued part of this service, and I want to help you succeed here. Let’s keep the communication open so we can find the best way forward."

Team Communication Note

Subject: Supporting Our Team Through Recent Absences

"I want to acknowledge the extra effort everyone has been putting in recently when one of our colleagues has been away. Your commitment and flexibility have not gone unnoticed. Please know that I am actively supporting our colleague and working with them to find solutions that balance their wellbeing with the needs of the service. While I can’t share personal details, I want to reassure you that the situation is being taken seriously. Thank you again for your professionalism, teamwork, and dedication."

Morale-Boosting Gestures

Small perks: Provide coffee vouchers, snacks, or a shared morning tea.
Roster flexibility: Offer early finishes or swap shifts to ease pressure.
Recognition: Publicly thank staff in meetings or newsletters.
Wellbeing check-ins: Encourage staff to share how they’re coping and offer reflective spaces.
Celebrate wins: Highlight positive outcomes despite challenges, reinforcing team resilience.

Why This Works In Early Childhood Settings

Empathy first: Recognizes the educator’s wellbeing.
Compliance-aware: Acknowledges ratio and safety requirements.
Fairness: Balances individual needs with team impact.
Constructive: Offers solutions rather than punishment.
Documentation: Provides a clear record if HR action is needed later.

Managing frequent sick leave requires empathy, transparency, and fairness. By supporting the individual while protecting the team, leaders can maintain compliance, safeguard morale, and ensure children continue to receive quality care.