Illness or Injury for Faculty + Staff

Work-related Injury or Illness

If your employee experiences a work-related injury or illness, follow the directions in the related section below. 

Process for unwell or injured faculty + staff

If an employee feels unwell, advise them to stay home and/or take the necessary time away from work to fully rest and recover. By taking care of themselves today, they will be in better shape to accomplish their goals tomorrow. Advise your team and appropriate colleagues about the absence discreetly to protect the individual’s privacy.

Non-Union Employees, Support Staff and Academic Staff may have casual illness days available, providing the flexibility needed to recover. Please see the Employee Types page and speak with your HR Partner with any questions.

 If a referral is required to Canada Life, your HR partner will submit it on your behalf. The manager’s role is to:

• acknowledge the absence;
• remind the individual of the university’s ability to accommodate;
• set a follow up date for connecting with the individual;
• notifies the HR Partner by email and includes any medical information and/or documentation received.

Illness Leave

Contact your HR Partner as early as possible:

• when a support staff member is away, or is expected to be away, for more than 10 consecutive work days; or
• an academic or non-union employee is away, or is expected to be away, for more than 20 consecutive work days.

These are the outside limits for notification, not the point at which support begins. Earlier contact means the claim can be set up sooner, income continuity is less likely to be interrupted, and return to work planning can begin while the individual’s connection to the workplace is strongest.

• Similarly, it is important to contact your HR Partner as early as possible when:
  
  • the absence is expected to be extended from the outset — scheduled surgery, a known recovery period, or a stated return date more than two weeks away;
  • absences are recurring or intermittent rather than continuous;
  • an individual is at work but appears to be struggling to perform their duties;
  • an individual raises a restriction, asks for a change to their duties, or tells you the workplace is a factor.

• Work with your HR Partner and share the information you have regarding the absence.
• The HR partner will submit the referral to Canada Life the university’s disability program provider using the Online Notification (OLN) form.

Canada Life provides information to Shared Services about the employee’s absence and duration. Shared Services will then enter the general illness hours for absences greater than 10 days for support staff in PeopleSoft HCM.

Supporting employees on medical leave and their return

• Collaborate with Canada Life and your HR Partner through your staff’s recovery and return to work plan.
• Participate in return to work planning meetings with Canada Life who will identify work modifications as needed.
• Follow up with staff during their modified work plan and recovery, asking for feedback and providing recommendations for success. Discuss issues with your HR Partner and/or Canada Life Case Manager.

Work-related injury + illness (WCB)

• Within 72 hours of the injury, complete a Workers’ Compensation Board (WCB) Employers Report:
  • Complete the WCB Employers Reportonline and send a copy to Human Resources, Health, Safety & Environment (HRHSE) at recovery@ualberta.ca.
  • The WCB account number for university employee is 1420199.
  • WCB injuries are not reported/managed by Canada Life.
  • If modified duties are required, you will work with U of A Benefits + Wellbeing.
• Review the staff member’s responsibilities and required documentation (WCB Worker Report) on the Work-Related Injury page with your staff member. Staff members may continue to be paid directly by the university if they require time away from work due to a work-related injury, depending on their collective agreement or terms and conditions of employment.
• Work with the employee to complete and submit a University of Alberta Incident Report.
• For academic and eligible non-union employees: Advise Shared Services if the absence is greater than 20 consecutive work days by contacting the Staff Service Centre.
• For support staff : Ensure that WCB time loss is entered into the PeopleSoft HCM System for days lost or time off to attend WCB-approved treatment. 
• Modified duties may be required depending on the severity of the injury. The Return to Work Consultant will contact WCB to confirm any restrictions. 
• Modified work: Offering modified work is our responsibility under WCB legislation. Modified work is a way of adjusting your staff member’s job so they can remain at work while recovering. Modified work can include:
  • changes in job tasks or functions (e.g., less lifting or bending).
  • changes in workload (e.g., hours per day, removal of a particular task).
  • alterations to the work area and environment (e.g., work in the office, shop or front counter) or the equipment used.
  • work normally performed by others (e.g., administrative work).
  • cross-training or job shadowing.
  • self-paced computer training, whether from home or worksite.
• Participate in return to work discussions with your staff member and Return to Work Consultant to identify work modifications.
• Follow up with your staff member while they perform modified duties to ensure the plan is on track. 
• Respect your staff member's privacy and comfort level in discussing their medical information while balancing the need to work around any treatment schedule.
• Discuss plan changes or concerns with your Return to Work Consultant.

Mental Health Support

The university's Employee and Family Assistance Program offers confidential counseling services for all faculty and staff. If you are supporting an individual struggling with mental health concerns, encourage them to contact our Employee and Family Assistance Program at 780-428-7587.

Additionally, reviewing the Assistance Guide - Health and Wellbeing Tipsheet and the mental health resources for staff can help prepare you for a supportive conversation.

Read about staff benefits in the collective agreement or terms and conditions of employment.