Attendance Support and Awareness Program

Employee Education

Updated: April 2016

Purpose

To ensure fairness and consistency in the management of absenteeism

To emphasize the responsibility of every employee to be at work except when s/he is unable to perform job duties due to illness or injury;

To ensure employees are aware of internal and external resources available to assist them to attend work regularly;

Rights, Responsibilities and Obligations

The hospital has a right to expect employees

to attend work on a regular basis

Employees have a responsibility to maintain

their health and manage commitments

outside of work to ensure regular attendance

The hospital has an obligation to

accommodate employees where required

under the Human Rights Code

Application

Applies to all staff (FT, RPT, Casual, Temporary)

Focused on absences due to personal illness

WSIB leaves and leaves available through Collective

Agreements and/or the Employment Standards Act

are not part of this program (i.e. Maternity Leave,

Jury Duty, Bereavement Leave, Caregiver Leave

etc.)

Reporting Your Absence

Sick time is for your own personal illness or injury.

Sick time is not to be used for any other reason

(i.e. ill child, caring for someone else)

Medical appointments are not typically considered

sick time. If you feel that your appointment should

be considered as sick, please contact Employee

Health.

Reporting Your Absence

Follow your department procedure for reporting your absence prior to your regularly scheduled hours of work, for each day that you will be away including your expected return to work date;

Contact Employee Health if your absence:

– will be (5) shifts or greater; or

– due to a work related illness or injury; or

– due to a possible communicable illness; or

– requires a return to work with medical capabilities and restrictions

Sick Benefits

Full time – Short-term disability (HOODIP) and Long-term disability (LTD)

Part time – % in lieu of benefits

Employment Insurance

This program does not prevent an employee from accessing benefits they are entitled to through Short or Long-term disability plans, or Employment Insurance.

Non-Medical Issues

Employees are accountable for discussing

options for dealing with non-medical issues

with their manager (e.g.: schedule changes,

leave of absence, etc.).

Manager accountable to ask the question –

what is happening and how can we help?

Hospital Criteria for Absenteeism

In the previous six (6) months the employee has

been absent due to illness:

Three (3) incidents; and

Five (5) shifts (of any duration)

Absenteeism that meets or exceeds this criteria will result in one of the following paths:

a) An Attendance Letter and entry into the program: or

b) Special Circumstances approval: or

c) Remain out of the program and have attendance reassessed at the next six month report (in cases of previously good attendance history).

3 Parts of One Program

Awareness

Entry in Levels

Special Consideration

Meeting With Your Manager

Managers will:

Discuss employee’s rate of absenteeism

Discuss any non-medical contributing factors

Provide support and assistance

Ensuring expectations are clear

Personal health information is confidential and not to be discussed at these meetings. Employee Health is available for these discussions and to provide support.

Meeting With Your Manager

The intention is for the meeting to be a supportive conversation. However we acknowledge that this may be uncomfortable for both the staff member and the manager

The legitimacy of your absences are not in question

Managers will have a checklist to help them navigate the conversation including reminding you not to disclose personal health information and providing support information

Employees are accountable to follow up with Employee Health and/or any resources available to improve their ability to attend work on a good and regular basis

Union Representation

Unionized employees may elect to have a union representative (non-union employees may have a support person) present at any discussions of his/her attendance.

The Union will be notified in advance of all meetings with staff members and will receive copies of any letters confirming the content of these meetings.

The Union will be requested to attend all meetings at

Level 2 and beyond.

Special Consideration

Employees may request Special Consideration at any time if their absences are

due to:

Chronic Medical Condition: employee has a chronic medical condition and is in an active treatment plan, which is supported by a treating Health Care Provider’s documentation.

Serious Time-limited or potentially life threatening Medical Condition: expected to improve within a specific period (e.g. cancer, heart attack, stroke)

Admission to Hospital as an inpatient

Surgery: which is medically required (e.g.: hysterectomy, knee replacement). Surgery that would not be covered under Special Consideration would be elective cosmetic or experimental surgery unless the surgery is for accidental injuries or unless the surgery is medically necessary as determined by the provincial health care plan.

Special Consideration

Employees approved for Special Consideration will

not progress to higher phases in the program for

absences related to their special consideration.

Instead they will be supported through Employee

Health Services directly until such time as:

– their condition improves; or

– they are successfully accommodated; or

– they are not able or will not provide medical

documentation to support their absences.

Special Consideration

Follow up documentation may be required at regular intervals. Failure to follow-up with Employee Health within stipulated times and/or providing requested information may result in the employee progressing to the next phase in the ASAP.

Absences unrelated to special consideration will continue to be assessed under the ASAP.

Employees with Special Consideration will be part of an ongoing review of acceptable and reasonable attendance.

Accommodations

Appropriate and satisfactory medical documentation required

Many cases require an IME to assist in determining accommodation

Modified/Alternate work – short-term

Absenteeism not related to the accommodation will be considered under the ASAP

When employee has been appropriately accommodated or no longer any supportable underlying medical condition/illness preventing him/her from maintaining regular attendance, the employee will be subject to the hospital standards.

Employee Roles and Responsibilities

Responsible for own health and wellbeing as well as managing work and home life

Take steps to promote/ensure regular attendance at work

Communicate any non-medical issues proactively that may require support or accommodation

Work safely

Report absences as instructed as early as possible prior to beginning of shift on first day of absence

Employee Roles and Responsibilities

Schedule personal and medical appointments

(where possible) outside of regular hours.

Provide the Medical Absence Form to Employee

Health if absence has an expected duration of at

least five (5) shifts or any time it is requested.

Report all workplace accidents/incidents and/or

illnesses promptly to immediate manager or

Employee Health

Excessive Absenteeism

Excessive absences that have such a negative impact on the operations of the department that, as a result the employee is deemed to be not fulfilling the requirements of the employment contract.

Continued excessive innocent absenteeism (even in cases where “Special Considerations” is applicable) could result in a frustration of the employment relationship and ultimately, termination.

A termination of the employee’s employment is rare, and may be justified if the Hospital establishes that:

– a lengthy past record of excessive absenteeism exists;

– it has satisfied its duty to accommodate; and,

– the employee is not likely to attend work regularly in the foreseeable future and not eligible for long term disability leave of absence (benefits)

Opportunities

Promote a safe, healthy and respectful

workplace

Staff satisfaction

Review benefit utilization and match

programs to high usage areas

Mental Health Strategies

Attendance Supports

Employee Health

Your Manager

Unifor Woman’s Advocate (GMCH)

Employee and Family Assistance Program (EFAP) – Homewood Health

Family Physician – FHT

Mental Health Help Line - 1-866-531-2600 – General Mental Health Services Information

Here 24/7 - 1-844-437-3247 – Addictions, Mental Health and Crisis Services (Waterloo -

Wellington-Dufferin)

Care Dove – online tool for locating health services

ASAP Algorithm

Absence

Reporting

Decision Tree

Special

Consideration

Algorithm