November 14: Update to Membership
As a follow-up to last week’s message, I’d like to talk about what happens when an employee needs to take an extended sick leave. In this message, I’ll provide more information about General Sick Leave, Long Term Disability, and the return to work process. The key to much of this is getting SAFA involved early so that we can make sure members get all the supports they need. Effective communication at the early stages of the return-to-work plan will help make it a success, so please alert SAFA if you are going on General Sick Leave, Long Term Disability, or returning to SAIT on a return-to-work plan.
General Sick Leave
On the fourth day of an absence, you transition from Casual Illness to General Illness, otherwise known as General Sick Leave (GSL). At that time, you are required to submit a general sick leave form (DM13) to [email protected]. Questions about GSL can be directed to [email protected] After the referral is submitted by SAIT, a Lifeworks case manager will contact you within 1-2 days to gather more information and request further medical details from your physician. Once they have reviewed all the medical information, Lifeworks will provide their recommendations for an accommodation to the employee, to SAIT, and to SAFA.
Once on GSL, you can receive income replacement for up to 120 days (including any statutory holidays). Depending on your years of service, you can receive up to 60 days at 100 per cent, with the remainder at 70 per cent pay. The GSL days reset on your anniversary date (the date you began employment at SAIT). Please refer to the latest Letter of Understanding and Section 23 of the Collective Agreement for more information.
If your illness or injury requires that you are off for more than 10 consecutive work days, you will be asked to provide a medical certificate completed by your physician on the 11th day of absence. The information required includes the date you become disabled or sick, what the prognosis is for your return, the basis for medical conclusions, and any restriction or limitations caused by disability. SAIT uses Lifeworks, a third-party intermediary for leave management, to gather this private medical information so that it is not shared with SAIT. Do not give your detailed medical information to anyone except Lifeworks.
During the initial 120 work days of General Sick Leave, SAIT’s Return to Work Coordinator will contact you concerning your benefits. If you are off for more than 30 or 40 days, even if it is anticipated that you will be able to return to work prior to the end of the 120 day GSL period, you will receive the application forms and instructions for transitioning to Long Term Disability (LTD). It’s important that you submit these LTD forms because there is always a delay between submitting the forms and being approved for LTD. That way, in the event you do not return to work before your GSL expires, you will be able to transition to LTD benefits seamlessly.
Return to Work Process
Typically, the return-to-work process begins when the Instructor expresses an interest in returning to work. You should be prepared to provide medical documentation – from your doctor – indicating that you’re able to return to work and detailing any limitations or accommodations that may apply.
Your Rights and Responsibilities When Returning to Work
As previously noted, employees have a right to privacy for their medical information. SAIT uses Lifeworks as their return-to-work coordinator that effectively “blinds” them to any medical information not required for formulating a return-to-work plan. The information they are entitled to does include how your restrictions – and any accommodations required – are connected to your illness. Additional information about this process is available on SAITNow. Lifeworks can’t contact or ask for information directly from your doctor without your “informed” consent. That means that you understand the reasons for and the limitations of the request. Whatever information they are requesting must be focused on what is reasonably required to accommodate your disability.
When SAIT becomes aware that you intend to return to work, they will make enquiries of your department about the types of suitable work that is available. You have a responsibility to provide required information and work with LifeWorks and SAIT to create a Return to Work plan. SAFA will support you in this process. You have the right to have a SAFA representative with you during any Return to Work meeting. If you have any questions regarding these meetings, contact the SAFA office.
The longer the absence, the more time it may take for you to return to work. This can be complicated if there are delays in getting medical information from your doctor or if assessments are required – such as ergonomic assessments and reports. However, once SAIT is made aware of your desire to return to work, they need to take steps to commence the process. At the early stages, SAIT may simply make inquiries and seek information. If you can demonstrate – via the requested doctor’s opinion, etc. – that you are ready and able to return to work, SAIT must continue with the return to work process.
After Your Return to Work
Once you have returned to work, the responsibilities of both the employee and employer continue. SAIT must monitor you to ensure there are no issues with the return to work – it may be necessary to re-evaluate the work as you progress with the return to work plan. You will be expected to communicate any issues with the work so that SAIT has an opportunity to adjust the plan. SAFA is still available in the event you require representation.
A return-to-work plan after a lengthy absence may require time for SAIT to prepare. In addition to understanding your capabilities and restrictions, SAIT has to ensure there is productive and suitable work. This can cause tension – SAIT will be going through their due diligence process to prepare for the return to work – while you will want to get back to work as soon as possible, especially after a long absence.
A return to work can be stressful. You may have feelings of anxiety as you are re-integrated into the workplace. SAIT may suggest a graduated return-to-work plan with reduced hours in the beginning building toward a full work load. In some cases, it may be beneficial for you to visit the workplace to be re-oriented with practices, procedures or the general environment.
As a result of the normal stress associated with returning to work, you may make mistakes, take longer to complete assigned work or be less productive in the early stages of the return-to-work plan. You may even initially feel unwanted and consider quitting because of the stress and anxiety associated with returning to work. Your Leadership (Manager, Academic Chair and/or Dean) need to have patience as you progress toward a full integration back into the workplace. They should focus their efforts on ensuring you have a supportive environment that is conducive to a successful return to work.
In Solidarity,
Al Brown
Labour Relations Officer