Short-Term Disability Management Program (Absence Reporting) Procedure

1. Purpose

To provide consistent guidelines and outline responsibilities for short-term disability management and absence reporting at Loyalist College.

2. Application 

This policy applies to all employees of the College.

3. Roles and Responsibilities

• 3.1 Responsibilities of the Employee:
  • An employee must notify his/her manager immediately, if he/she experiences an occupational illness or injury.
  • For a non-occupational illness or injury, an employee who is unable to report to work on a regularly scheduled work day must call or leave a voicemail message for his/her immediate
  • manager, or designate, prior to the start of the work day. If the employee is unable to speak directly with his/her manager, or designate, the employee will leave a voicemail message with the reason for the absence (personal illness or injury), when they expect to return to work and a phone number where the manager, or designate, can contact the employee.
  • Initiate early contact with his/her manager and maintain regular contact throughout the absence.
  • Call and advise the manager, or designate, if there is a change to their return to work date.
  • Participate fully in the disability management process, in particular, by seeking appropriate treatment and care.
  • Provide consent for disclosure of appropriate medical documentation when requested.
  • Be actively involved in return to work plans (Refer to Policy HR 311 Return to Work Program).
  • An employee requiring time off to attend medical appointments must inform their manager as far in advance as possible to allow for coverage and the re-scheduling of work assignments. Wherever possible, an employee should arrange for medical appointments outside of normal working hours, particularly for frequent or recurring appointments. For medical appointments of short duration, an employee will discuss arrangements to make-up the time with his/her manager.
  • Costs of all medical documentation required for the program is the employee’s responsibility and some costs may be eligible for reimbursement by the College.
• 3.2 Responsibilities of the Manager (Supervisor):
  • For occupational illnesses or injuries, the manager must immediately advise the Health & Safety Coordinator via phone or e-mail and then investigate and document the incident on the “Supervisor’s Incident Investigation Report – OHS 006(A)” form. Subsequent to the injury, if an employee is not able to attend work after the occurrence of injury, the manager must notify the Occupational Health & Safety Coordinator immediately. The Health & Safety Coordinator, or designate, will complete the WSIB forms and Ministry of Labour notifications (if applicable).
  • For non-occupational illnesses or injuries, the manager will determine the reason for the absence (personal illness, injury, etc.), when the employee expects to return to work and employee contact information. The manager will advise the employee, as appropriate, of the College’s desire to facilitate their safe return to work. Managers must notify the Human Resources Representative if the absence will be, or is likely to be, five consecutive working days.
  • Initiate early contact with the absent employee and maintain regular contact throughout the absence.
  • Respect the employee’s right not to share medical information with his/her manager.
• 3.3 Responsibilities of Human Resources Services:
  • In the case of non-occupational medical absence in excess of five consecutive working days, initiate immediate contact with the absent employee to discuss and educate him/her on the requirements of the short-term Disability Management Program and the return to work program.
  • Receive attendance reports and medical documentation, where appropriate, and track short- term disability (STD) leaves.
  • Where applicable, ensure the employee is aware of short-term and long-term disability (LTD) benefits and provide LTD application forms if required.
  • Notify the Occupational Health & Safety Coordinator when return to work support is required.
  • Refer to HR Policy 312 Accommodation for Employees with Disabilities when required.
  • Request additional medical documentation or an independent medical opinion should circumstances warrant such documentation.

4. Confidentiality

• The College is committed to protecting the confidentiality of employee medical and personal information.
• All persons involved with the Disability Management or Return to Work Program will maintain all medical and personal information in a confidential manner, shared only on a need-to-know basis with those directly involved. For managers this would include return to work dates and restrictions.
• Personal medical related information will be kept in a confidential Human Resources Services file separate from the employee’s employment file. 

5. Related Documents

• HR 311 Return to Work Program
• HR 312 Accommodation for Employees with Disabilities

6. References

• Collective Agreements; Administrative Terms and Conditions of Employment
• Applicable benefit booklets which stipulate entitlements and payment for absences due to non- occupational illness or injury