orange iconOperational Response Level: Restricted ›

Resources

Roles and Responsibilities

Employee

Employees are expected to fully participate and take an active role by:

  • reporting any injury, illness or restrictive medical condition that affects their ability to perform work duties or impacts their ability to attend work to their immediate manager or supervisor as soon as possible so that they can receive the necessary support;
  • initiating and maintaining regular communication with their manager or supervisor to discuss any medically supported workplace accommodations;
  • providing relevant and timely medical information from their medical practitioner and/or healthcare provider(s) on recovery progress and prognosis, applicable functional restrictions and/or limitations and any medically supported employment accommodation needs;
  • participating in medically recommended treatment plans;
  • participating in the development of an individualized return to work / accommodation plan with their immediate manager or supervisor, making suggestions and adjustments to their plan as needed;
  • attempting any reasonable accommodation options made available;
  • adhering to their return to work / accommodation  plan and immediately reporting any difficulties, questions or concerns in performing assigned work duties to their immediate manager or supervisor;
  • wherever possible, scheduling any medical treatments or rehabilitation activities outside of work hours, to minimize the impact on operational requirements; and
  • seeking union representation, should they desire, at any time during the disability management process.

Management

Managers and supervisors are the primary workplace contact for injured or ill employees. Management is encouraged to consult with human resources for guidance and support during the supportive employment process, especially if the circumstances are complex and/or sensitive in nature.  

Management will demonstrate its commitment to supportive employment by:

  • communicating with and supporting employees experiencing injury or illness, which impacts their performance or their ability to remain engaged in the workplace;
  • promoting an open and co-operative process, so that both management and employees may actively participate in the return to work / accommodation process;
  • suggesting that an employee complete a Medical Inquiry Form if a concerning changes in employee behaviours, performance and/or attendance are observed
  • actively considering reasonable accommodation opportunities if required;
  • safeguarding the confidentiality of all medical information obtained and providing all medical information received to the Human Resource Services office for secure storage;
  • establishing a schedule of regular contact and follow up with the employee on a consistent basis;
  • documenting all supportive employment activities that they oversee (meetings, conversations, emails, accommodation arrangements, return to work plans, etc.);
  • communicating with staff, where appropriate, regarding any potential impacts to the workplace as a result of an accommodation arrangement;
  • completing all necessary documents or reports as required and contributing to the evaluation of the supportive employment process; and
  • actively participating in and supporting any education and awareness programs for employees regarding supportive employment

Human Resource Services

In addition to providing advice and guidance to management on policies, programs and related legislation, Human Resource Services provides consultation and assistance to management on supportive employment processes in partnership with the Supportive Employment Consultant (SEC).

Human Resource Consultants (HRC)

  • are the first point of contact for management when addressing employee disability and reasonable accommodation issues. This includes assisting management with identifying accommodation options and aides that may not have been previously considered; 
  • directly support the accommodation process by identifying temporary and permanent position opportunities when needed to facilitate a reasonable and timely accommodation; and seeking assistance from the SEC as required. 
  • may provide management and/or employees with supporting documentation such as position descriptions as requested;
  • provide assistance to management when work performance and other workplace issues arise, which may impede a return to work or accommodation plan.

Supportive Employment Consultant (SEC)

  • provides disability management consultation and support to management, employees, HRC’s and others stakeholders. 
  • functions as an advocate for maintaining a consistent approach to supportive employment best practices
  • provides case management services for complex disability matters
  • develops and implements return to work and/or accommodation plans
  • liaises with medical professionals pertaining to employee health, wellness and fitness to work
  • Arranges independent medical examinations according to Article 12 of the Collective Agreement
  • oversees or facilitates the reintegration of employees back into the workplace. 
  • provides education and training on supportive employment processes and best practices throughout the College. 
  • acts as the College’s Long Term Disability (LTD) Coordinator and plan administrator for the College’s LTD plan, 
  • provides guidance and administration in all matters relating to the LTD plan regulations, procedures and administration. This includes providing support and guidance regarding the qualification requirements and eligibility for LTD benefits and facilitating return to work planning for employees in receipt of LTD benefits.

Treating Physician

Attending physicians and various healthcare providers are key in providing the medical information required to:

  • verify an employees’ medical needs; 
  • determine fitness to work or the necessary duration of an employee’s absence; 
  • assess accommodation options if requested

Relevant information attending physicians or healthcare providers provide may include: 

  • a general statement about the nature of the employee’s illness or injury; 
  • prognosis or a date for return to work with or without restrictions; specific medical restrictions or limitations, which impact an employee’s functional abilities, including the related duration of the restriction  
  • confirmation of the employee’s participation in treatment; 
  • medical reassessment date(s).

Safety and Health Services

Safety and Health Services (SHS) works in conjunction with Human Resource Services, academic programs, the College’s Health Centre, Security Services and the various Joint Workplace Safety and Health Committees. SHS is responsible for general workplace safety and Health, environmental hygiene, hazardous waste management, ergonomics and safety and health training.

Musculoskeletal and Ergonomics Coordinator

  • acts as the College’s liaison to the Workers Compensation Board of Manitoba for workplace injuries and provides guidance in WCB administration to employees, 
  • is responsible for the development and implementation of the College’s Ergonomics program
  • Conducts ergonomic assessments

Safety and Health Officers

  • Provides Workplace Safety and Health direction and guidance to RRC Polytech Academic and Non-Academic areas to ensure that they are compliant with MB WSH Act and Regulation and any other regulatory bodies. 
  • develop and implement specific safety and health training
  • maintain safety records, 
  • conduct risk assessments, develop safe work procedures, 
  • lead workplace safety inspections and investigations

Nurses (Health Centre)

  • provide nursing services (primary, preventative and referrals) to students, staff, daycare, contractors and other visitors to the College, inclusive of access to emergency services and workplace injuries 
  • follows the nursing best practices related to health assessments, plans, interventions and examinations by assessing physical/psychological/psychosocial factors, planning, implementing and evaluating the effectiveness of the treatment or intervention (where possible)  
  • refers students and staff to appropriate on-site or off-site agencies (Educational Support Centre, Walk-In-Clinics, dentists, physicians, psychiatrists, etc.) in the event treatment is beyond the scope of the Health Centre and the nursing staff and 
  • initiates emergent and non-emergent transportation for the ill or injured staff or student in the event off-site management is required.