1. Sick Leave and Disability Management Program Human Resources | March 2012

2. Currently Human Resources administers the sick leave program for longer term or frequent absences. This includes:  Ensuring there is appropriate medical documentation to support an absence and return work.  Providing employees with support they need throughout their absence.  Providing support to managers and employees during the return to work process. Current Process

3. Benefits of Early Intervention Increasing complexity of sick leave claims A program with consistent processes for sick leave & accommodation Medical Information is reviewed and housed off-site which ensures confidentiality Access to health care professionals with expertise in disability management, ensuring that employees and managers have the support they require Why the change?

4. Sick Leave review process Implementation of a third party medical service provider, for any absence greater than 5 consecutive days Documentation required for a medical leave Increase in the reimbursement amount for completion of medical form from $35 to $50 What has changed?

5. Sick Leave benefits provided under your collective agreement or handbook Process for absences less than 5 consecutive days Process for absences related to the illness of a family member Accommodated Return to work process What has not changed?

6. Sick Leave Process Your Manager will notify the Health & Disability Advisor in HR of any absence that is greater than 5 consecutive days. The HDA will contact you to review the sick leave process and make a referral to Cowan. Cowan’s case manager will contact you within 48 hours of receiving the referral You will have the MCD completed by physician and sent to directly to Cowan Cowan reviews medical documentation and provides the HDA with their recommendations regarding the absence. For unknown RTW, Cowan receives regular updates from you and your physician until a RTW date is determined. Cowan notifies the HDA of return to work dates and any required accommodations HDA works with you and your manager to develop and implement your RTW plan. RTW progresses until full return has been made.

7. Who is Cowan? Cowan Insurance Group is a third party medical case management service provider. They have a multidisciplinary team that includes:  Two Case Managers dedicated to WLU  Access to RNs, Occupational Health Nurses, Kinesiologists, and RPNs  Access to four Medical Consultants (physicians)

8. What is Cowan’s role? Provide support to the employee and the University Apply fair and consistent practices Maintain confidentiality of all medical documentation Make a recommendation based on received objective medical information Provide information on return to work plans

9. Working with Cowan WLU’s dedicated Case Manager from Cowan typically will contact you within 48 hours of receiving referral Cowan Case Manager will provide an introduction and describe the process to you Initial and regular communication is part of the process Case Manager will discuss and gather more information as necessary, regarding your absence

10. ManagementEmployeeHRCowan Record Absences Communication Provide Medical documentation Review Medical Documentation Provide Support RTW plan development & Implementation Roles & Responsibilities

11. Key Contacts Resources Key information and documentation will be located in the employee and management toolboxes located on the Human Resources website http://www.wlu.ca/hr Nancy Carse Health and Disability Advisor Extension: 2452 Email: ncarse@wlu.cancarse@wlu.ca Melissa Jutzi Interim Manager, Benefits and Compensation Extension: 4487 Email: mjutzi@wlu.camjutzi@wlu.ca