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Making Sense of Attendance Management Programs. Statement of Respect OPSEU Statement of Respect Harassment or discrimination of any kind will not be tolerated.

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Presentation on theme: "Making Sense of Attendance Management Programs. Statement of Respect OPSEU Statement of Respect Harassment or discrimination of any kind will not be tolerated."— Presentation transcript:

1 Making Sense of Attendance Management Programs

2 Statement of Respect OPSEU Statement of Respect Harassment or discrimination of any kind will not be tolerated at OPSEU functions. Whenever OPSEU members gather, we welcome all peoples of the world. We will not accept any unwelcoming words, actions or behaviours against our sisters and brothers. We accord respect to all persons, regardless of political affiliation, including people of colour, women, men, First Nations men and women, Metis or other Aboriginal peoples, members of ethno-racial groups, people with disabilities, gays, lesbians, bisexual and transgendered/ transsexual peoples, francophones and all persons whose first language is not English. In our diversity we will build solidarity as union sisters and brothers. If you believe that you are being harassed or discriminated against, let one of us know and we will deal with it on the spot. If an instructor is the problem contact_____________________________here at the conference and you can contact the person for immediate assistance.

3 Introductions Write Your name Where you are from One or two words about your workplace attendance management program

4 Making Sense of Attendance Management Programs Goal To provide participants with the knowledge and tools to help defend their members from unfair attendance management program practices Objectives: Know What case law says Attendance Management Programs (AMP) are supposed to be What medical documentation the employer is entitled to When non-disciplinary dismissal and independent medical examinations are deemed appropriate by arbitrators What strategies have been used successfully in other workplaces Feel More confidence to be able to defend members against unfair AMP practices Do Recognize employer strategies and hidden agendas Contrast your employers AMP with what arbitrators have said AMP’s should be Explain to members, the value of union representation for AMP programs

5 Course at a Glance Session 1Session 3 60 minutes AMP’s what they are/ what they are supposed to be  Intros to participants, the issues, the course  Identify common issues  Contrast common issues with what AMP is supposed to be  Review case law for attendance management programs 60 minutes Strategies to inform the membership and build the local  Get the memberships cooperation/support  Rate your locals readiness and next steps 15 Minute Break 60 minutes What Employers Are Entitled To  What do the members need to know  Employer terms and strategies: independent medical exams, Non- disciplinary dismissal, and last chance agreements  Documentation: what we need to document and why

6 Task Sheet 1 As a table group, in the spaces below please write word or two, describing your workplaces attendance management program or your feelings towards the program, which starts with the corresponding letter next to it. (I.e. A = appropriate, D = disciplinary) AN BO CP DQ ER FS GT HU IV JW KX LY MZ

7 LEVEL ONE Absences exceed __ occurrences or _ days within __ months of triggering (usually same days or occurrences’ to trigger) Proceed to Level Two LEVEL TWO Absences exceed __ occurrences or __ days within __ months of triggering Proceed to Level Three Absences exceed __ occurrences or __ days within __ months (usually 6 or 12 months) Proceed to Level One Removed from all levels of the AMP In the __ months following the drop in Level If the employee remains within __ occurrences or __ days, the employee will be removed from all levels of AMP If the non-culpable absenteeism remains within __ occurrences or __ days for __ months from the date the level was triggered Typical AMP – FLOW CHART LEVEL FOUR Meeting with employee, union rep & employer representatives/senior management Employees who have been unwilling or unable to meet attendance standards may be subject to termination Where the employer is satisfied based on available medical information, that there is the likelihood that the employee will be capable of satisfactory attendance in the foreseeable future, a decision to terminate may be deferred for a limit period of time If the non-culpable absenteeism remains within __ occurrences or __ days for __ months from the date the level was triggered the employee will drop one level to Level 1

8 What Case Law Says About Attendance Management Programs Workplace Policy/Procedure Implementation Must provide a notice or warning that the present level of absenteeism is unacceptable Must provide an opportunity for the employee to effect improvement If using thresholds, WSIB and culpable absences cannot be factored into dismissal decisions Thresholds must be a reasonable indicator of a problem existing (i.e. workplace averages or sector norms Must take into account the employers duty to accommodate The program cannot be applied mechanically Counseling letters are allowable but the tone must not appear punitive or disciplinary They cannot violate the collective agreement Program must be communicated to the employees.

9 Task Sheet 3 Contrast Your Workplace AMP Use your answers on Task Sheet 2 and the questions below to have a conversation with your partner. Be prepared to share the answers from your conversation with the larger group. Which of the case law principles does the employer do a poor job of adhering to? Does the employer’s AMP policy incorporate the case law principles outlined on Task Sheet 2? Is there a difference between the AMP policy and how the employer implements the AMP program? If the employer is not following the case law principles, why do you think that is?

10 AMP T/F Quiz Attendance management programs are just meant to harass me. My medical information is none of the employers business. The employer cannot fire me if I am legitimately sick. Last chance agreements are not worth the paper they are written on. The employer cannot tell me which doctor to see. My doctor’s note cannot be challenged by the employer. A doctor’s note needs to only say that I was sick and if I can come back to work. Attendance letters are meant to discipline me. If I sign a last chance agreement I forfeit my right to grieve dismissal. If I sign a “Waver of Representation” I’m not entitled to union representation If I am only off for a few days here and there I am safer then if I am off for long chunks of time The employer does not have to accommodate an employee if they do not know the employee has a disability

11 Task Sheet 4 Critiquing Dr Notes Using the Dr note and scenario assigned indicate: What you liked about the note? What you would add (if anything)? What you might remove (if anything)? Your groups reasons for your decisions

12 Scenario 1 Dr J Erving, MD. June 7, 2011 To Whom It May Concern: Joan is a patient under my care. She was off work due to illness May At present Joan can return to full duties. Dr Erving

13 Scenario 2 Doctors Note: Dr J. Rochette, MD.June 7, 2011 To Whom It May Concern: Renaldo is a patient under my care. He was off work due to illness May At present Renaldo can return to full duties. Dr Rochette

14 Scenario 3 Doctors Note: Dr D. Igali, MD.June 7, 2011 To Whom It May Concern: Perdita is a patient under my care. She was off work due to a cardio respiratory illness since May 24th. At present Perdita can return to full duties with the following restrictions: Frequent rest breaks (10 minutes every hour) No heavy lifting (weights over 10kg) I plan to reassess Perdita in two weeks time (June 21st ) to determine any change in restrictions. Dr D. Igali

15 Scenario 4 Dr C. Petitclerc, MD.June 7, 2011 To Whom It May Concern: Daniel is a patient under my care. He has been off work due to complications from his diabetes. He is currently undergoing insulin treatments and should be able to gradually return to work June 13th. Currently he has limited mobility and cardiovascular reserve. I expect that this will improve as his condition improves. I have included a return to work plan below. Return to work plan: Week 1: 4 hour shifts Week 2: 6 hour shifts Week 3: Full days General restrictions: Limited walking No heavy lifting Frequent breaks Dr Petitclerc

16 Task Sheet 5 Defining IME, Non-Disciplinary Dismissal, Last Chance Agreements Answer the following questions using your past experiences, knowledge of your collective agreement, or workplace policies. If you are unsure the term assigned to your group, answer the questions from the perspective of what seems reasonable. Insert the term you have been assigned into the blanks below. What is __________? When is _______ deemed appropriate? What are the limitations on the employer when pursuing________? What are the employee’s responsibilities when facing _________? Be prepared to share your answers with the rest of the group.

17 Documentation “Documentation is important in the areas of duty to accommodate, WSIB, and attendance management”

18 Documentation Work Sheet Before the Meeting DuringAfter

19 Task Sheet 6 Strategies for Member Cooperation In your group create a strategy to build membership support and cooperation using the heading that your group has chosen. Your strategy could include: Who you are going to target your message to How you are going to achieve your goals What your message will be What you will need for success Be prepared to share your answers with the class

20 OPSEU Successes ContextStrategy UsedResults Challenged an attendance management program Policy grievance over Correction’s ASMP Keller decision. Employer must:  Treat members on a case by case basis  Remove absences that arise from disability  Preclude WSIB absences from Level 4 determinations Successfully challenged a non-disciplinary dismissal termination Filed an individual grievance that was “fast tracked” to arbitration. Won the arbitration due to the employers refusal to consider supplemental medical information Successfully challenged an arbitrary threshold Policy grievance currently in the works against the Corrections ASMP Awaiting decision Got an accommodation through the AMP process One OPSEU worksite had 22 members in the AMP. OPSEU used a training program to equip stewards to challenge the program Fifty percent of the members in the program have been moved to a lower level of the program or removed entirely

21 Task Sheet 7 Taking it back to the Local When I first get back to the local I would like to _______________________________________________________________ _______________________________________________________________ Within one month I would like to _______________________________________________________________ _______________________________________________________________ In six months I would like to _______________________________________________________________ _______________________________________________________________ Possible actions to take over these time frames include: Develop AMP specialists in the local Host lunch and learn GMM agenda item LMM/ERC agenda item Review workplace policy and procedure


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