Procedure 1.2.24 HEALTH AND WELLNESS/EMPLOYEE SUPPORT

Supervisor refers to Principal/Manager and/or designate.  

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 Supervisor or designate on a daily basis.  If the employee is unable to reach their Supervisor by telephone, contact can initially be done by email but should be followed up by a telephone call. 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.  

The Board reserves the right to request medical information from an employee for absences due to illness, medical appointment or disability. 

 

 

 

 

1.3 For any absence over 10 consecutive days, Human Resources will require the employee to provide documentation completed on the Abilities Form (Appendix B) by the appropriate treating medical practitioner that may include the following information: 

 

1.3.1 the medically supported restrictions or limitations the employee is experiencing in relation to the essential duties of their position;
1.3.2 confirmation that the employee is participating in the appropriate treatment to expedite the employee’s safe and timely return to work;
1.3.3 expected date employee could participate in the Return to Work Program with appropriate modifications/accommodations based on restrictions/limitations; 
1.3.4 expected return to work date at regular hours and duties;
1.3.5 any other information required to safely return the employee to work in a timely manner;
1.3.6 treating medical practitioner’s name, address, phone number and fax number; 
1.3.7 treating medical practitioner’s signature.

1.4 Unless otherwise arranged, this documentation must be submitted by the employee or appropriate treating medical practitioner to Human Resources within ten working days of the date of the request.

2.0 For modified work arrangements and absences which exceed or are expected to exceed 10 consecutive working days, the Board may require medical confirmation of illness or injury to substantiate ongoing access to sick leave or Short Term Leave Disability Plan.  This information may be obtained through internal or external resources, (e.g. Third Party Services) as deemed appropriate by the Board.  Reference in this procedure to “designate” may include internal and external resources. 

3.0 Sick Leave Benefit Plan:

3.1 As outlined below, an employee may access or is eligible for sick leave benefits if they become injured or ill and have an allocation of sick leave benefits.

3.2 An employee may access or is eligible for sick leave if he/she is 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. 

3.3 Sick leave benefits are not payable: 

3.3.1 in cases which are compensable by Workplace Safety & Insurance Board;
3.3.2 for 12-month employees during scheduled vacation unless the illness requires hospitalization;
3.3.3 when an employee is on an authorized unpaid leave of absence; 
3.3.4 when an employee has exhausted all eligible days under the sick leave benefit plan; 
3.3.5 while in receipt of full Long Term Disability Benefits;
3.3.6 when appropriate medical documentation has not been received. 

3.4 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 4.0 of this procedure.

3.5 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 Support – Early Intervention, Accommodations and Return to Work Procedure. 

3.6 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 Human Resources as applicable. 

3.7 In order to maintain access to sick leave benefits, Human Resources 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: 

3.7.1 If Human Resources 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, Human Resources shall so advise the employee and request that such information be provided;
3.7.2 The employee is required to provide the requested medical documentation to Human Resources in response to the request; 
3.7.3 Human Resources will review the documentation provided by the employee.  If Human Resources is not satisfied with the adequacy of the medical information provided, Human Resources will clearly identify to the employee why the information is not adequate;
3.7.4 The employee will be given an opportunity to provide Human Resources with further medical information;
3.7.5 Human Resources will review any further documentation provided by the employee.  If the entirety of the medical documentation provided does not reasonably permitHuman Resources to determine whether the employee should return to work or remain off of work, the employee may be requested to submit to an IME; 
3.7.6 If the employee fails to attend the IME or does not, prior to the IME, provide Human Resources 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.

4.0 Responsibilities of the Employee:

4.1 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. 

4.2 Indicate, in general terms, the reason for the absence, i.e. due to accident, illness, contractual, etc. 

4.3 To call in directly to their Principal or Supervisor and if not immediately available, the Principal or Supervisor will return the call.  Unless otherwise arranged with the Principal or Supervisor, the employee is to call in on each day of absence. 

4.4 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 Human Resources will be borne by the Board. 

4.5 To be eligible for sick leave benefits, employees may be required to provide satisfactory medical documentation by the appropriate treating medical practitioner, in accordance with this Procedure. 

4.6 Maintain regular contact with their Principal or Supervisor during his/her absence when he /she is unable to perform the essential duties of their position due to disability. 

4.7 Participate in appropriate treatment, as determined by the treating medical practitioner(s), to ensure a safe and timely return to work. 

4.8 Participate in the development of his/her 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. 

5.0 Responsibilities of the Principal/Vice-Principal or Immediate Supervisor: 

5.1 Communicate the Attendance Support Procedures and Guidelines to the employee. 

5.2 Ensure the daily maintenance of accurate, up-to-date records regarding employees’ absences as designated by Human Resources. 

5.3 Monitor individual employee absenteeism records as designated by Human Resources. 

5.4 Receive call-ins or return employees’ calls should a message be received from employees, and determine the reason for absence. Example:  When do you expect to return to work?  Have you seen a Doctor? Is there any way I can help to accommodate your return to work? 

5.5 Ensure employee confidentiality in relation to absences and medical information. 

5.6 Contact Human Resources for assistance when restrictions and/or limitations have been identified.   

5.7 Forward all medical documentation (if received) directly to Human Resources in a secure and confidential manner. Do not keep any copies of medical documentation at the school location. 

6.0 Advise employees of their obligation to provide satisfactory written proof of disability, as required, confirming disability and ensuring continued payment of sick leave benefits.  Principals and Supervisors shall not require an employee to sign a release to authorize collection of medical information. 

6.1 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 Human Resources.

7.0 Responsibilities of Human Resources:

7.1 Request proof of continuing disability from the employee in the case of absences exceeding 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. 

7.2 Receive all medical documentation required and provide support to the employee during their time of disability. 

7.3 Assist the Principal or Supervisor 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 Principal or Supervisor of the expected return to work date, when known. 

7.4 Develop an appropriate Return to Work Plan (including appropriate accommodation and/or modification recommendations) based on the employee’s restrictions and/or limitations. 

8.0 Responsibilities of Superintendent(s) 

8.1 It is the responsibility of the appropriate Superintendent to administer this Procedure and Program Guidelines. 

8.2 The appropriate Superintendent shall review this Procedure and Program Guidelines on a regular basis or as required by legislative change.