Procedure 1.2.24 HEALTH AND WELLNESS/EMPLOYEE SUPPORT

Approved: October 6, 2009

Revised: April 8, 2026

1.0 ABSENCE REPORTING

Intended Purpose: Timely and accurate employee absence reporting is essential to secure occasional/supply replacements for a continuity of services, accurate payroll and pension processing and record of employee absence balances. Employees are responsible for reporting absences in an accurate

and timely manner, following all administrative procedures and applicable processes.

1.1 Operating Procedures

1.1.1 Employees are required to advise their immediate supervisor or designate immediately upon any unexpected absence that prevents them from attending work. Notification must occur prior to the commencement of the work day. Employees must indicate the nature of their absence and the anticipated length of the absence. If the length of the absence is unknown, employees must contact their immediate supervisor or designate on a daily basis. If the employee is unable to reach their immediate supervisor or designate by telephone, contact can initially be done by text. Custodial employees responsible for the opening of schools in the morning will make arrangements with the school Principal and Building Supervisor regarding the call-in protocol.
1.1.2 The Board reserves the right to request medical documentation from an employee for absences due to illness, medical appointment or disability.
1.1.3 Employees are required to provide medical documentation for absences due to illness/injury of more than three - five consecutive working days.
1.1.4 Employees are required to provide attestation of medical appointment for all full day medical absences. (Appendix A).
1.1.5 When an employee is going to be absent for five or more consecutive working days due to illness/injury, the employee may enter the Disability Management Program whereby medical documentation may be requested to facilitate early intervention, accommodation and return to work efforts.
1.1.6 The immediate supervisor or designate shall indicate to the employee that the Human Resources Officer, or designate, will be notified of the employee’s absence to enable early intervention and to facilitate a safe and timely return to work.
1.1.7 The immediate supervisor or designate will notify the Human Resources Officer, or designate, by email or telephone.
1.1.8 The Human Resources Officer, or designate, may require the employee to provide documentation completed on the Standard Medical Certificate or Abilities Form (Appendix B) by the appropriate treating medical practitioner that may include the following information:
1. The medically supported restrictions or limitations.
2. Confirmation of a diagnosable medical illness.
3. Confirmation that the employee is participating in the appropriate treatment to expedite the employee’s safe and timely return to work.
4. Confirmation of the employees’ prognosis for recovery.
5. Any other information required to safely return the employee to work in a timely manner.
6. Treating medical practitioner’s name, address, phone number and fax number;
7. Treating medical practitioner’s signature.
1.1.9 Unless otherwise arranged, this documentation must be submitted by the employee or appropriate treating medical practitioner to the Human Resources Officer within ten working days of the date of the request.

1.2 Sick Leave Benefit Plan:

1.2.1 An employee may access or may be eligible for sick leave if they are disabled, which is defined as a state of incapacity which is due to bodily injury or sickness, preventing the employee from working for the Board for remuneration.
1.2.2 Sick leave benefits are not payable

1. In cases which are compensable by Workplace Safety & Insurance Board.
2. For 12-month employees during scheduled vacation unless the illness requires hospitalization.
3. When an employee is on an authorized unpaid leave of absence.
4. When an employee has exhausted all eligible days under the sick leave benefit plan.
5. While in receipt of full Long Term Disability Benefits.
6. When appropriate medical documentation has not been received.

1.2.3 To be eligible for sick leave benefits, the employee must follow the Board’s procedures for reporting absences related to illness or injury and for returning to work, in accordance with 3.0 of this procedure.
1.2.4 The Board will endeavour to accommodate the return to work and placement of temporary and/or permanently and/or partially disabled employees in accordance with the Disability Management – Early Intervention, Accommodations and Return to Work Procedure.
1.2.5 Access to sick leave benefits may be denied for failure to provide all appropriate medical documentation requested. Appropriate medical documentation refers to, but is not limited to, medically supported restrictions and/or limitations as they relate to the employee’s ability to meet the essential duties of their position. It is the employee’s responsibility to submit appropriate documentation to the Human Resources Officer, or designate, as applicable.
1.2.6 In order to maintain access to sick leave benefits, the Human Resources Officer, or designate, may request the employee to attend an Independent Medical Assessment (IME) and/or have completed a Functional Abilities Evaluation to determine the employee’s restrictions and/or limitations related to the employee’s position. This will assist in providing return to work and/or accommodation options. In requesting the IME, the following protocol will apply:

1. If the Human Resources Officer, or designate, reasonably requires medical information to determine whether an employee is able to return to work or should properly remain off of work and in receipt of sick leave benefits, the Human Resources Officer, or designate, shall advise the employee and request that such information be provided.
2. The employee is required to provide the requested medical documentation to the Human Resources Officer, or designate, in response to the request.
3. The Human Resources Officer, or designate, will review the documentation provided by the employee. If the Human Resources Officer, or designate, is not satisfied with the adequacy of the medical information provided, the Human Resources Officer, or designate, will clearly identify to the employee why the information is not adequate.
4. The employee will be given an opportunity to provide the Human Resources Officer, or designate, with further medical information.
5. The Human Resources Officer, or designate, will review any further documentation provided by the employee. If the entirety of the medical documentation provided does not reasonably permit the Human Resources Officer, or designate, to determine whether the employee should return to work or remain off of work, the employee may be requested to submit to an IME;
6. If the employee fails to attend the IME or does not, prior to the IME, provide the Human Resources Officer, or designate, with further medical information to reasonably permit Human Resources to determine whether the employee should return to work or remain off of work, the employee’s wages and/or benefits may be discontinued.

1.3 Responsibilities of the Employee:

1.3.1 Personally report an absence, unless the employee is incapacitated and unable to do so. Failure to report absences at the first opportunity in accordance with these procedures may result in denial of pay and/or benefits.
1.3.2 Indicate, in general terms, the reason for the absence, i.e. due to accident, illness, contractual, etc.
1.3.3 To call in directly to their immediate supervisor or designate and if not immediately available, the immediate supervisor or designate will return the call. Unless otherwise arranged with the immediate supervisor or designate, the employee is to call in on each day of absence.
1.3.4 Assume responsibility for the costs associated with the initial documentation from the appropriate treating medical practitioner in relation to the absence. Costs associated with subsequent request(s) for medical documentation by the Human Resources Officer, or designate, will be borne by the Board.
1.3.5 To be eligible for sick leave benefits, employees may be required to provide satisfactory medical documentation in the form of a Standardized Medical Certificate or Abilities Form (Appendix B) by the appropriate treating medical practitioner, in accordance with this Procedure.
1.3.6 Maintain regular contact with their immediate supervisor or designate and the HumanResources Officer, or designate, during their absence when they are unable to perform the essential duties of their position due to disability.
1.3.7 Participate in appropriate treatment, as determined by the treating medical practitioner(s), to ensure a safe and timely return to work.
1.3.8 Participate in the development of their Return to Work Plan, including taking the proposed Return to Work Plan (including accommodations and/or modifications) to the appropriate treating medical practitioner(s) for approval, if necessary.

1.4 Responsibilities of the Immediate Supervisor or Designate:

1.4.1 Communicate the Attendance Support Program Procedures and Guidelines to the employee.
1.4.2 Ensure the daily maintenance of accurate, up-to-date records regarding employees’ absences as designated by Human Resources.
1.4.3 Monitor individual employee absenteeism records as designated by Human Resources.
1.4.4 Receive call-ins or return employees’ calls should a message be received from employees, and determine the reason for absence.
1.4.5 Ensure employee confidentiality in relation to absences and medical information.
1.4.6 Contact the Human Resources Officer, or designate, for assistance when restrictions and/or limitations have been identified.
1.4.7 Forward all medical documentation (if received) directly to the Human Resources Officer, or designate, in a secure and confidential manner.
1.4.8 Advise employees of their obligation to provide satisfactory written proof of disability, as required, confirming disability and ensuring continued payment of sick leave benefits. Immediate supervisors or designates shall not require an employee to sign a release to authorize collection of medical information.
1.4.9 Participate in the development of the employee’s Return to Work Plan, including providing accommodations and/or modifications to the employee’s duties and/or hours, based on recommendations from the Human Resources Officer, or designate.

1.5 Responsibilities of the Human Resources Officer, or Designate:

1.5.1 Request proof of continuing disability from the employee in the case of absences more than 5 consecutive working days, at appropriate intervals, in order to maintain the sick leave benefit or determine if participation in a Return to Work Program is appropriate.
1.5.2 Receive all medical documentation required and provide support to the employee during their time of disability.
1.5.3 Assist the immediate supervisor or designate by maintaining contact with employees disabled for more than 5 consecutive working days, verifying that the employee is under the active care of the appropriate medical practitioner and following an appropriate treatment plan, and advise the immediate supervisor or designate of the expected return to work date, when known.
1.5.4 Develop an appropriate Return to Work Plan (including appropriate accommodation and/or modification recommendations) based on the employee’s restrictions and/or limitations.

1.6 Responsibilities of Superintendent(s):

1.6.1 It is the responsibility of the appropriate Superintendent to administer this Procedure and Program Guidelines.
1.6.2 The appropriate Superintendent shall review this Procedure and Program Guidelines on a regular basis or as required by legislative change.

1.7 For further direction beyond this Procedure, refer to Disability Management – Early Intervention, Accommodations and Return to Work Procedure.

2.0 ATTENDANCE SUPPORT

Intended Purpose: The Attendance Support Procedure (“ASP”) has been developed in alignment with the Ministry of Education’s PPM 171: Attendance Support Programs. The purpose of the procedureis to enhance employee well-being and attendance through a supportive, non-disciplinary approach.

The ASP adheres to the following principles:

- All board employees play an important role in contributing to a supportive, positive and healthy school/school board community.
- Attendance support is part of the regular board operations.
- The ASP is implemented in alignment with applicable laws including the Human Rights Code and the Accessibility for Ontarians with Disabilities Act and is not inconsistent with relevant board collective agreements and working agreements.
- To ensure fair and consistent application of the ASP procedure for all employees.
- To reduce absenteeism and related direct and indirect costs.• To increase attendance awareness by communicating the importance of regular attendance to all employees and the impact that irregular attendance has on the continuity of board services, coworkers, and student achievement.
- To promote cooperation between leaders and employees to achieve and maintain regular attendance at work.
- To ensure all employees and are aware of their responsibilities in maintaining acceptable attendance.
- To assist employees who may require assistance in resolving health or other personal difficulties which may be affecting their ability to maintain acceptable attendance levels.
- To recognize employees who have demonstrated improved attendance.

Monitoring of attendance through the ASP may assist with the identification of employees who require a referral to disability management, other support programs, accommodation, or other employee assistance.

Should a medically supported disability be identified that requires support or accommodation at any time during the process, the school board will review and, where required, support the employee’s transition into the disability management program. Sporadic absences may continue to be considered within theASP.

2.1 Absence Threshold:

The Absence Threshold is used as a mechanism to initiate non-disciplinary and supportive intervention. It is the established number of absences used to initiate possible entry into the ASP. When an employee’s absences exceed the threshold within a rolling 12-working month period, the Human Resources Officer and/or the immediate supervisor or designate may meet with the employee to review their level of absenteeism, having regard for the personal circumstances of the employee.

2.1.1 The threshold should be reviewed biennially by the Board.
2.1.2 Employees will be notified of threshold changes.
2.1.3 Employees will be reminded on a yearly basis of the established threshold.
2.1.4 Entry into any phase of the multi-phase process is applied consistently to all employees using discretion. The goals that are set within any phase are specific and unique to each employee’s circumstances.
2.1.5 The employee may include their union/association representative in the AttendanceSupport process. At the employee’s request, the union/association representative may attend any meetings that occur to discuss or review the employee’s attendance.
2.1.6 Employees will be notified via board email of program/coaching phase entry.
2.1.7 The Attendance Support Process includes 4 distinct components: Preliminary Phase;Coaching Phase 1; Coaching Phase 2; and Coaching Phase 3.
1. The Preliminary Phase: When an employee reaches the established threshold, they will enter the preliminary phase of the ASP. An email will be sent to the employee from the Human ResourcesOfficer, or designate, to notify the employee of entry into the ASP. The intent of the email is to provide the employee with an opportunity to review their absence record to ensure accuracy, bring awareness to the importance of attending work in a regular and consistent manner, offer guidance and supports available to promote attendance improvements, and allow for the employee to respond with the issue(s) that may be preventing them from attending work. If no extenuating circumstances have been identified for which discretion may be applied, attendance goals will be set with the employee that will apply for the next 90working days/5 working months (“review period”).The employee will be notified that their absences will be regularly reviewed and should they exceed the established goal, they will advance to Coaching Phase 1 of the ASP.
2. Coaching Phase 1: Consists of a meeting that includes the employee, the employee’s union/association if requested, their immediate supervisor or designate, and/or Human Resources Officer.The employee may enter Phase 1 if they have been unable to meet the attendance goals established for the Preliminary Phase review period. During the meeting the employee will be provided an opportunity to review their absence record to ensure accuracy, the reasons for the employee’s absenteeism will be discussed as well as strategies for decreasing absenteeism in the future.If no extenuating circumstances have been provided for which discretion may be applied, attendance goals will be set with the employee that will apply for the next 90working days/5 working months.The relevant meeting details will be forwarded to the employee via email and a copy will be kept in the employee’s file.
3. Coaching Phase 2: Consists of a meeting that may include the employee, the employee’s union/association, their immediate supervisor or designate, and/or Human Resources Officer and Human Resources Manager. The employee may enter Phase 2 if they have been unable to meet the attendance goals established for the Phase 1 review period.If no extenuating circumstances have been identified for which discretion may be applied, attendance goals will be set with the employee that will apply for the next 90working days/5 working months.The employee will be advised that if they are unable to meet the established attendance goal during the Phase 2 review period, they will progress to Coaching Phase 3, whereby their employment status will be reviewed which may include termination on a non-disciplinary basis.The relevant meeting details will be forwarded to the employee via email and a copy will be kept in the employee’s file.
4. Coaching Phase 3: Consists of a meeting that may include the employee, the employee’s union/association, Human Resources Officer and/or Human Resources Manager andSuperintendent of Human Resources or designate. The employee may enter Phase 3if they have been unable to meet the attendance goals established for the Phase 2review period. Where the employee progresses to Phase 3 and the board determines that:
  1. It has fulfilled its obligations under the applicable collective agreement and/or policies and procedures, the Workplace Safety and Insurance Act, Ontario HumanRights Code, and/or any other applicable legislation; and,
  2. The employee’s absenteeism is excessive and there is no reasonable likelihood that the employee will be able to attend work regularly in the foreseeable future.
  3. (iii) The employee’s employment status will be reviewed, up to and including termination on a non-disciplinary basis.

2.1.8 When attendance goals have been met within the Preliminary or Coaching Phase review periods, the employee will enter the 12-working-month monitoring period where their absences are monitored by the Human Resources Officer.
1. Employees who exceed the threshold in the 12-working-month monitoring period will remain in the Attendance Support Program. The employee may be invited to attend a meeting at the next Phase of the program.
2. Employees who do not exceed the threshold in the 12-working-month monitoring period will exit the Attendance Support Program.
3. If the employee’s absences exceed the boards established threshold after exiting theASP, the employee will enter the program at the Preliminary Phase.

2.2 Employee Responsibilities Include:

2.2.1 Maintain regular attendance.
2.2.2 Enter all absences in a timely manner following the board’s established absence reporting process.
2.2.3 Participate actively in all phases of the Attendance Support process.
2.2.4 Cooperate in setting personal attendance goals.
2.2.5 Contact their union/association representative if the employee wishes they be involved.
2.2.6 Provide appropriate documentation during any phase of the process as required.
2.2.7 Any employee who does not maintain regular attendance at work is responsible for taking the necessary steps to ensure that they can attend work regularly.

2.3 Immediate Supervisor or Designate Responsibilities May Include:

2.3.1 Communicate attendance expectations to all employees through a regular review of theAttendance Support Program.
2.3.2 Review and validate absence reports for staff.
2.3.3 Identify absenteeism trends or patterns, and notify the Human Resources Officer or designate.
2.3.4 Address all absenteeism issues using discretion and seek support from Human Resources as needed.
2.3.5 Support employees and act as a resource.
2.3.6 Provide employees with reasonable, meaningful, and timely assistance and support for their well-being. (i.e., EFAP)
2.3.7 Facilitate meetings as outlined in the Attendance Support Procedure by excusing the employee from their duties during working hours to participate in meetings as outlined in the Attendance Support Procedure and provide input into the development of individualized attendance goals for each employee involved in the process.
2.3.8 Support and assist the Human Resources Officer or designate, at any phase in theAttendance Support process.
2.3.9 Provide positive reinforcement to employees who reach their attendance goals.

2.4 Human Resources Responsibilities May Include:

2.4.1 Support immediate supervisors or designates in addressing absenteeism issues.
2.4.2 Serve as a resource to employees and immediate supervisors or designates.
2.4.3 Assist in identifying employees who exceed the threshold level of absences.
2.4.4 Advise employees of resources available to them.
2.4.5 Facilitate and participate in supportive meetings as required.
2.4.6 Provide assistance with the development of individualized goals, taking into account all circumstances identified during each meeting.
2.4.7 Provide a written outcome of each supportive meeting with copies to the employee, the immediate supervisor or designate, and employee representative, if applicable.

2.5 Superintendent(s) Responsibilities May Include:

2.5.1 Participate in the Coaching Phase 3 meeting, and other meetings, when required. In conjunction with Human Resources, and immediate supervisors or designates, review the employment status of employees who have not met attendance goals in Coaching Phase2.
2.5.2 Provide support and act as a resource to all aspects of the Attendance Support process.
2.5.3 Hold leaders/Human Resources accountable to facilitating timely meetings with employees in need of support.
2.5.4 Ensure a review/audit of the Attendance Support Program occurs at a minimum of every five years or as part of the board’s regular policy/procedure review cycle, whichever is the shorter period.

2.6 Union/Association Representative Responsibilities May Include:

2.6.1 Cooperate and help identify potential underlying issues affecting attendance and engage in problem-solving to explore reasonable accommodations or solutions where applicable.
2.6.2 Provide employees with clear and accurate information regarding the AS process.
2.6.3 Attend AS meetings when requested by employees.
2.6.4 Ensure that any discussions or meetings involving the employee’s attendance are conducted in a respectful and confidential manner.

2.7 Accessibility for Ontarians with Disabilities Act (AODA)

2.7.1 The Board is committed to ensuring that the ASP, complies with the Accessibility for Ontarians with Disabilities Act (AODA).
2.7.2 The Board recognizes its responsibility to provide accessible services, programs, and accommodations to all employees in accordance with the AODA, the Ontario HumanRights Code, and any other applicable legislation.
2.7.3 Employees requiring accommodation due to a disability will be supported in alignment with the principles of dignity, independence, integration, and equal opportunity.
2.7.4 The Board will ensure that all meetings, communication, and documentation related to theASP are available in accessible formats upon request and will provide any necessary accommodations to facilitate full participation in the process.
2.7.5 Supervisors, Principals, and Human Resources Officers involved in the AttendanceSupport Program will receive training to ensure compliance with the AODA and to enhance their understanding of providing accessible and inclusive support to employees.

3.0 DISABILITY MANAGEMENT – EARLY INTERVENTION, ACCOMMODATIONS AND RETURN TO WORK

3.1 Background

The Board’s Disability Management Program is an integrated partnership among employees, supervisors/administrators, unions, and health care providers that supports employees to attend work, which benefits students. This program fosters a widespread understanding that the way to reduce the incidence and duration of an employee’s absences is through early intervention and support.

The employee’s accommodation needs, and any subsequent accommodations provided are confidential.The Board will follow Procedure 1.2.25 - Confidentiality of Medical Records, and will only share information as deemed necessary and appropriate under the specific circumstances.

3.2 Purpose of the Program

3.2.1 The Disability Management Program provides employees with a safe and timely transition from illness/injury that allows them to remain at work or return to work.
3.2.2 When appropriate, the program assists employees by providing rehabilitation support, accommodations and/or modifications to remain at work, gradually return to work and/or modified work prior to commencement of regular full-time, part-time or occasional work.
3.2.3 When a permanent disability exists, the Board will endeavor to modify both the work and the workplace to accommodate the needs of the permanently disabled employee, based on medically-supported restrictions/limitations, provided that it does not cause unduehardship to the Board and the modified position is of productive value to the Board.

Temporary Disability 3.3

3.1.1 Restrictions and Limitations:
- When an employee becomes ill or is injured and it appears that an absence from work will result, that employee is responsible for providing medical restrictions/limitations identified by the appropriate treating medical practitioner or specialist for assessment to the HumanResources Officer or designate. The restrictions and limitations shall be shared with theimmediate supervisor or designate and, at the discretion of the employee, the unionrepresentative. Where an employee is not represented by a union/association, the employee may request a representative from the workplace.

3.4 Permanent Partial Disability

3.4.1 An employee who becomes permanently disabled from an illness or injury, such that they are unable to meet the demands of their former position, may be provided with appropriate accommodations or modifications and/or suitable work based on their physical, mental and vocational capabilities, to the point of undue hardship.
3.4.2 The conditions for providing such work may be:
- The employee provides current medical restrictions and limitations from the appropriate treating medical practitioner in a format acceptable to the Board.
- The Board will consider the retraining of injured employees as circumstances warrant.
- Employees who have a permanent partial disability may be given preference for suitable job postings, subject to mutual agreement by the employer and the relevant union(s) if applicable, and in accordance with the terms of the collective agreement and the Human Rights Code.
- Employees are accommodated based on availability of positions, ability to perform the essential duties of the job, and terms and conditions as outlined by the relevant collective agreement, individual contract and/or relevant legislation.

3.5 Responsibilities

3.5.1 Human Resources Officer, or Designate, may:
1. on initial contact, informs the employee that upon request, they may have a union/association representative attend any meetings. Where an employee is not represented by a union/association, the employee may request a representative from the workplace.
2. contact the employee directly in one of two ways:
  1. by phone, to discuss the Board’s Disability Management Program; and/or
  2. by letter/email to the employee, outlining the Board’s Disability Management Program
3. work with employees to assess restrictions and/or limitations.
4. request that the Board obtain an expert opinion to assist in determining appropriate accommodation by an outside medical or other expert, at the Board’s expense. When additional information is deemed necessary by the Board, the employee will be required to participate in the process.
5. co-ordinate the return to work of all disabled employees with the employee, the appropriate treating medical practitioner, immediate supervisor or designate, and the representative at the employee’s discretion.
6. notify the appropriate union(s) of an employee’s participation in the Disability SupportManagement Program,
7. assess the employee’s work capabilities in conjunction with medically-supported restrictions and/or limitations provided by the appropriate treating medical practitioner(s).
8. inform the employee’s immediate supervisor or designate of the work restrictions/limitations and initiate the development of the Remain at Work Plan or Return to Work Plan;
9. perform a workplace assessment with the immediate supervisor or designate to ensure compatibility of work restrictions and the duties to be performed within the work environment: co-ordinate the modification of the work or workplace, as needed, in conjunction with medically-supported restrictions/limitations; review proper body mechanics with the employee and provide instruction, as required; assess the need for change in location and/or assignment.
10. co-ordinate the development of a Remain at Work Plan or Return to Work Plan with the employee, their immediate supervisor or designate, the appropriate treating medical practitioner(s), the employee’s union representative, Workplace Safety andInsurance Board, LTD Insurance Carrier, Human Resources and OperationsSuperintendents, as appropriate.
11. in situations where a Remain at Work Plan or Return to Work Plan cannot be created, will facilitate a discussion between the employee and the Human Resource Officer or designate to explain the reasons. This also will be confirmed in writing.
12. distribute a copy of the Remain at Work Plan or Return to Work Plan to the above parties and the employee.
13. maintain regular contact with the employee and their immediate supervisor or designate for the duration of the Remain at Work Plan or Return to Work Plan.
14. maintain an ongoing assessment of the Remain at Work Plan or Return to Work Plan.
15. arrange regular follow-up during the Remain at Work Plan or Return to Work Plan to modify the Plan, as required.
3.5.2 The Immediate Supervisor or Designate may:
1. be designated by the Human Resources Officer to contact the employee and discuss the disability management program and, in the case of a minor workplace related injury be asked to develop the employee’s Remain at Work or Return to Work Plan.
2. participate in the development of the employee’s Remain at Work Plan or Return toWork Plan.
3. modify the work or workplace, as outlined in the Remain at Work Plan or Return toWork Plan.
4. assign work or duties according to the employee’s Remain at Work Plan or Return toWork Plan.
5. closely monitor the progress of the employee through the Remain at Work Plan orReturn to Work Plan and immediately report any problems or concerns to the HumanResources Officer or designate.
3.5.3 The Employee may, where applicable, be required to:
1. engage in medical rehabilitation and/or treatment that can be expected to facilitate a timely return to work.
2. participate in development of their Remain at Work Plan or Return to Work Plan and recovery goals.
3. maintain regular contact, as identified in the Disability Management Program, with theHuman Resources Officer or designate,, to provide updates on status, changes in condition, and review progress through their Remain at Work Plan or Return to Work Plan;
4. provide appropriate documentation as required by the Absence Reporting Procedure.
3.5.4 The Union is invited to:
1. participate in return-to-work planning meetings where required.
2. assist in resolving barriers and/or problems with a worker’s Return to Work Plan.

3.6 Development of Individualized Remain at Work Plan or Return to Work Plan

3.6.1 Identification of likely candidates for the Disability Management Program shall be made initially by the Human Resources Officer or designate, based on information received from the appropriate treating medical practitioner and, when appropriate, representatives of theWorkplace Safety and Insurance Board and/or Long Term Disability (LTD) Insurance.
3.6.2 Employees needs for workplace accommodations including the creation of A Remain atWork Plan or Return to Work Plan will be assessed on an individual basis. It will take intoaccount, the employee’s accommodation needs, supported by appropriate medicaldocumentation, availability of accommodations in the workplace and any other reasonablerelevant information.
3.6.3 A Remain at Work Plan or Return to Work Plan, in general, may include, but is not restricted to, some or all of the following:
- volunteer work
- reduced work hours
- modification of duties
- workplace modifications
- removal of physical barriers
- if it is determined that the employee cannot perform the essential duties of their current position with accommodation, then reassignment to another available position if the employee has the necessary skills and abilities to perform the essential duties of that position.

3.6.4 The employee may be provided with an outline of the Remain at Work Plan or Return to Work Plan to be given to the appropriate treating medical practitioner with an indication that accommodations and/or modified work are available. The outline may also include information regarding the employee’s job description and physical and/or cognitive demands analysis.
3.6.5 Modified work is provided within the employee’s own school or service area, wherever possible.
3.6.6 While participating in the Disability Management Program, the employee’s status will be monitored by the Human Resources Officer or designate, immediate supervisor or designate, in consultation with the appropriate treating medical practitioner(s).
3.6.7 Ongoing reviews of the employee’s Remain at Work Plan or Return to Work Plan will be conducted with any necessary adjustments made to support the employee’s success.Each Plan will establish the frequency of the reviews, taking into account the duration of the plan and any changes in the plan (i.e., increased hours or duties). The reviews willinclude the Human Resources Officer or designate, immediate supervisor or designate,the employee and their representative if desired and will be conducted either in person, byphone or virtually. The frequency of these reviews is established prior to the placement ofan employee in the Plan. Additional reviews may be conducted as required.
3.6.8 The Board will endeavor to modify both the work and the workplace to accommodate the needs of permanently disabled employees, provided that it does not cause undue hardship to the Board.
3.6.9 In situations where a Remain at Work or Return to Work Plan cannot be created, a discussion will occur between the employee and the Human Resource Officer, or designate, to explain the reasons. This also will be confirmed in writing.
3.6.10 The Human Resources Officer, or designate, and the employee will develop a Remain at Work Plan or Return to Work Plan based on the supported limitations or restrictions. Acopy of the Plan will be distributed to all parties, as well as the WSIB for WSIB claims. Theinitial meeting may include the employee’s immediate supervisor or designate and/or unionrepresentative. A written Remain at Work Plan or Return to Work Plan may also be shared with the employee’s appropriate treating medical practitioner and/or immediate supervisor and/or union representative.
3.6.11 Any necessary changes to the work environment will take place prior to the employee’s commencement on their Remain at Work Plan or Return to Work Plan.
3.6.12 Should the employee not be able to participate in a Return to Work Plan, the employee and the Human Resources Officer, or designate, will maintain regular contact. Ongoing, updated documentation will be obtained to determine when participation in the Return toWork Plan will be feasible.
3.6.13 The employee may be required to participate in a Functional Abilities Evaluation and/or Independent Medical Evaluation, conducted by a third party, to determine limitations and/or restrictions and to assist in the development of an individualized Remain at Work Plan or Return to Work Plan.
3.6.14 The Individualized Remain at Work Plan or Return to Work Plan may include the following information:
- essential job duties/tasks
- specific physical and cognitive requirements
- restrictions and limitations
- addition of the Workplace Emergency Response Plan (if required)
- work schedule
- follow-up work assessment date(s) by the appropriate Human Resources Officer, or designate
- a gradual resumption of duties assigned under the Disability Management Program
- a gradual increase in hours worked
- expected date of completion of plan
- signatures of employee, appropriate Human Resources Officer or designate, immediate supervisor or designate• next meeting date
- conditions for withdrawal of the individual from the Program
3.6.15 The Individualized Remain at Work or Return to Work Plan will be provided to the employee taking into account the employee’s accessibility and accommodation needs due to disability or injury.
3.6.16 Regular follow-up meetings may occur during the Remain at Work Plan or Return to Work Plan to ensure that the employee’s needs are being met and to make any necessary changes to the modifications or accommodations should there be a change in the employee’s restrictions or limitation.
3.6.17 The Remain at Work or Return to Work Plan can end in two circumstances:
1. The employee continues to participate in their Remain at Work Plan or Return to Work Plan until they have reached Maximum Medical Recovery and are working at fullcapacity within any restrictions or limitations, including those that may be permanent in nature; or
2. The plan may end in situations where an employee is no longer medically capable of continuing in the Remain at Work Plan or Return to Work Plan and no further modifications can be provided.

Appendices

References