Policy Number: HR 311 | Policy Title: Return to Work |
Supersedes Existing Policy? Y | Policy Owner: Vice President, People & Culture |
Associated Procedure: Y | Date Last Approved by the CET: December 5, 2013 |
Related Documents and Links |
1. Introduction and Purpose
To document the components of the Return to Work (RTW) program to ensure a caring and consistent approach for all employees returning to work after an illness or injury.
2. Application
The Return to Work program is applicable to both occupational and non-occupational illnesses and injuries for all College employees.
3. Policy Statement
- 3.1 The College will make every reasonable effort to accommodate employees who require assistance in returning to work after an illness or injury.
- 3.2 The RTW program is compliant with legislation under the Workplace Safety and Insurance Act, Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act.
- 3.3 The goal of the RTW process is to return the ill or injured employee to full duties of the pre- disability position.
- 3.4 All parties (the College, the Union and the employee) share in the responsibility to facilitate an employee’s return to safe and suitable work in a timely manner.
- 3.5 A RTW Team, comprised of the employee, manager, Human Resources Representative, Service Provider (if required), Union representative (if requested by employee), and the Occupational Health & Safety Coordinator will participate in, and contribute to, the return to work process.
- 3.6 All persons involved with the RTW program will maintain all medical and personal information in a confidential manner, shared only on a need-to-know basis with those directly involved in facilitating the RTW process. Personal medical information will be kept in a confidential Human Resources Services (HRS) file, separate from the employee’s employment file.
4. Roles and Responsibilities
- 4.1 The ill or injured Employee will:
- Inform their treating health professional that early and safe return-to-work opportunities are available at the College.
- Focus on recovery and obtain appropriate medical treatment.
- Maintain contact with Human Resources Representative or Service Provider, WSIB or the Occupational Health & Safety Coordinator as requested, and advise the respective party immediately if there are any difficulties with the RTW plan.
- Provide objective medical information that identifies any limitations or restrictions necessary for RTW planning.
- Participate in identifying appropriate return-to-work options.
- Cooperate in the RTW process, accepting reasonable accommodation within their abilities and limitations and, once the RTW process has begun, to work within those limitations and capabilities.
- 4.2 The Manager (Supervisor) will:
- Ensure that non-occupational absences are reported in a timely manner to Human Resources Services.
- Ensure that occupational absences are reported immediately to the Occupational Health & Safety Coordinator (refer to HR 225).
- Respect the employee’s right not to share medical information with his/her manager.
- Work with the RTW Team to identify RTW options within the work area based on the employee’s abilities and limitations.
- Promote a supportive RTW environment within their department.
- Actively participate in the return to work planning, assessment and implementation process.
- 4.3 The Union Representative will:
- Represent employee, when requested by the employee.
- Assist employee in understanding RTW procedures and his/her responsibilities regarding the RTW process.
- Participate in the RTW Team meetings, if required.
- Support accommodation measures.
- 4.4 The Occupational Health & Safety Coordinator will:
- Manage the return-to-work process for employees with occupational illnesses or injuries, including the following:
- Initiate and maintain regular contact with employee if required,
- Liaise with the employee, WSIB, manager and Human Resources Representative on abilities/restrictions, accommodation measures, essential duties of the position and physical job demands in order to support the development and implementation of the RTW plan,
- Ensure the employee and manager understand the procedures and responsibilities relating to the RTW procedure,
- As requested, assist with the coordination of any supporting assessments and programs,
- Convene RTW Team meetings as required,
- Document minutes of the RTW Team meetings and other communications with RTW parties.
- When requested by Human Resources Services, assist with and support RTW activities for non- occupational illnesses and injuries.
- Manage the return-to-work process for employees with occupational illnesses or injuries, including the following:
- 4.5 Human Resources Services will:
- Notify the Occupational Health & Safety Coordinator when RTW support is required for employees with non-occupational illnesses or injuries
- Initiate and maintain regular contact with employee.
- Liaise with the employee, and Service Provider, if applicable, on abilities/restrictions, accommodation measures, essential duties of the position and physical job demands in order to support the development and implementation of the RTW plan.
- Ensure the employee and manager understands the procedures and responsibilities relating to the RTW procedure.
- Convene RTW Team meetings as required.
- Document minutes of the RTW Team meetings and other communications with RTW parties.
- Review the RTW Program outcomes; identify trends or emerging issues that require action.
- 4.6 The Executive Director, Human Resources Services and Organizational Development will:
- Ensure appropriate general communications and/or training about the RTW Program to staff and managers.
- Ensure consistency of application with all employee groups.
- Ensure compliance with applicable privacy laws.
- Allocate resources for the RTW program as required.
- Assist and mediate in dispute resolution.
- Provide the College Executive Team with an annual review of program results and recommendations.
- 4.7 The Return to Work Team will:
- Identify options for job accommodation based on the abilities and limitations of the ill or injured employee and operational requirements of the College.
- Support, review and revise RTW Plans as required.
5. Related Documents or Links
- Return to Work Procedure
- Appendix A: Guidelines for Workers on Modified Work Programs
- Form A: Return to Work Plan Template
- Form B: Health Professional’s Assessment
- Form C: Dispute Resolution Options
- Form D: Training Acknowledgement
- WSIB Functional Abilities Form
- HR 225 Short-Term Disability Management (Absence Reporting)
- HR 312 Accommodations for Employees with Disabilities
- OHS 006 Workplace Incident Reporting
6. References
- Model College Return to Work Program – OPSEU – – Council of Regents, Return to Work Task Force 2002
- Workplace Safety and Insurance Act – Part V – Return to Work
- WSIB Operational Policy Manual – Work Reintegration
- A Guide for Managing the Return to Work – Canadian Human Rights Commission
- Ontario Human Rights Code
- Ontario Medical Association
- Accessibility for Ontarians with Disabilities Act