Different Types of Absences
Quarantine Orders: An employee who has been diagnosed with pandemic influenza may be put under a quarantine order, and not be allowed to leave a certain location (home, hospital, etc.). This means that they will not be able to attend work for the duration of the order.
Exhibiting Flu Symptoms: If an employee is exhibiting flu symptoms during an influenza pandemic, he/she is expected to stay at home and not return to work until the symptoms have passed. The individual will notify the manager of his/her department, who will then follow absence tracking procedures as outlined by Human Resources.
Caring for ill family members: In recognition that the respective collective agreement and/or Terms & Conditions of Employment for Administrative Staff may contain provisions for absences due to the necessity of caring for ill family members, it is essential that supervisors notify Human Resources Services.
Caring for dependants if schools/daycares closed: During a pandemic, due to social distancing, schools and/or daycares may close. This means that employees may need to stay at home in order to care for underage dependants.
Told to Stay Home: Some employees may be told by the College to stay at home because a business service will not be delivered during the pandemic.
Public Transit Disruptions: In the event the public transit is disrupted during a pandemic, some employees may not be able to arrive at work at their regularly scheduled time or may not be in a position to make alternative arrangements. Employees who regularly carpool to the College may also experience transit difficulties. In recognition that the respective collective agreement and/or Terms & Conditions of Employment for Administrative Staff may contain provisions for such lateness or absences due to transit disruptions, it is essential that supervisors notify Human Resources Services.
Approved Volunteering in Community: Some employees may be given approval to volunteer in the community during a pandemic, as they have specific skills that may be of use to a particular organization, or because the functions of their department have been suspended during the pandemic.
Work Refusals: Under the Occupational Health and Safety Act, most employees have the right to refuse work if a condition of the workplace “is likely to endanger” their health or safety. Employees encountering the H1N1 virus in the workplace (or who fear that they may encounter it) may seek to exercise their right to refuse work in this regard. When faced with a work refusal, the manager should immediately contact Human Resources Services who will investigate, consider the right, and, failing resolution with the employee, notify a Ministry of Labour Inspector. Failure to comply with the Act may result in fines.
Reporting Illness
45% of those who become ill with influenza will not require medical attention by a physician. As such, it will unlikely that medical documentation to support an absence will be available. In recognition of this fact, the requirement of current College policy to provide objective medical evidence to support absences of more than five days will be suspended upon declaration of a pandemic.
Human Resources Services and the Health & Safety Coordinator will monitor this issue and amend procedures, if warranted. Any changes to procedures will be based on recommendations from Hastings and Prince Edward County Public Health.
Reporting Employee Absence
Managers/supervisors will ensure they adhere to any directive from Human Resources regarding the reporting of absences.
Continuity of Services – Human Resources
Human Resources will ensure staff are appropriately cross-trained in the various HR disciplines to ensure continuity of services. The priority for the department will be placed on employee issues relating from a pandemic.
College/Union Relations
Due to increased absenteeism during a pandemic, it is essential that dialogue between the College and union occur to address such issues as the requirement of backfilling positions, etc. Ideally, an understanding should be reached prior to the declaration of a pandemic. This aspect of the plan is the responsibility of the Human Resources Department.
Benefits/Death of an Employee
Human Resources will ensure employees are cross-trained in order that the necessary documentation preparation for benefits can occur in a timely manner. Supervisors should ensure timely communications with Human Resources in the event an employee dies in order to ensure timely follow-up regarding benefits. In the event the strain of influenza causes severe illness, it should be anticipated that the death of employee(s) will occur. In the event of the death of an employee, the procedure for communicating an employee death will be determined by Human Resources Services.
Employee Assistance Program
Should the health impact of the pandemic be significant, employees will be reminded of the Employee Assistance Program in order to assist them with the stress, grief counselling, etc.
Employees Bringing Children to Work
In the event of a pandemic, increased infection control methods are imperative. There is a possibility that public schools/daycares may close. In order to limit exposure and maximize infection control, employees will not be permitted to bring their child to work during this period. Further, employees are encouraged to plan for this continuity within their family unit.
Employees Working Out-of-Country
Pre-pandemic, employees who conduct College business out-of-country should visit their travel physician and request information regarding a pandemic influenza kit. In addition, a supply of surgical masks would be beneficial (surgical masks are currently the mask recommended for use during a pandemic influenza outbreak). In addition, the manager/supervisor of the department should discuss with employees working out-of-country the possibility of returning to Canada in the event of a pandemic. If an employee working out-of-country cannot travel back to Canada for some reason, every effort will be made to arrange for or supply the employee with protective equipment. In addition, employees working out-of-country should follow the health directives from the Public Health Agency of Canada regarding recommendations for the travelling public.
Emergency Scheduling
During a pandemic, work schedules may change. In planning for these changes Loyalist College needs to consider the following:
- Shift changes
- Changes in hours of work
- Compensation
- Redeployment of staff
- Provision of food to students, faculty and staff
- Contracts and Collective Agreements