Managers and Supervisors Roles and Responsibilities

Manager and Supervisor Roles and Responsibilities for Absences Due to Illness/Injury

Heads of academic and administrative units, including Deans, Chairs, Directors, Assistant Chairs, Managers and Supervisors, play a key role in their staff member's medical absence, health recovery and return to work process.

Specifically, Managers/Supervisors/Senior Administrator responsibilities are to:

  • Ensure their staff are aware of the expectations and procedures for reporting absences due to illness/injury.
  • Follow the procedures for reporting a workplace injury on the WCB Reporting page if the Staff Member's absence is due to an injury while at work,.
  • Notify Homewood Health Inc. (HHI) using the Online Notification System (OLN)
    • Academic Staff: If your staff member has been on medical leave and absent from duties for twenty (20) days or if you expect that the medical leave will result in an absence of more than 20 days.
    • Support Staff: If your staff member's illness/injury is known initially to be for more than 10 working days or the illness continues for more than 10 working days.
    • If a Staff Member experiences a workplace injury that results in lost time, or no lost time with modified duties. (This does not take the place of WCB reporting; the purpose is for Homewood Health Inc. to support the Staff members rehabilitation.
  • Provide the Staff Member with:
  • Advise their departmental HR staff about their staff member's General Illness (GI) absences and ensuring timely and accurate entry of all GI absence hours in the PeopleSoft HCM.
  • Maintain supportive communication with the Staff Member throughout their absence to ensure they continue to feel connected to the workplace while ill or injured.
  • Ensure awareness of your Staff Member's status and estimated return to work date and prepare for the anticipated return to work through liaison with the HHI Health Support Consultant (HSC) and through direct communication with your Staff Member.
  • Participate in RTW planning meetings with your Staff Member and the ODEH Return to Work Consultant (RTWC) identifying alternatives/opportunities that will support a timely return to work.
  • Consider all reasonable return to work options including suitable modified duties/hours, alternate work, temporary projects, etc. to support the Staff Member's return to work.
  • Provide ongoing support to the Staff Member during the RTW program.
  • Follow up with the Staff Member while participating in a RTW program on a weekly basis, requesting feedback and making recommendations to ensure the Staff Member has every opportunity for success. If problems are identified, contact the ODEH RTWC to discuss options.
  • Monitor the performance of employees returning to regular duties to ensure they are capable of meeting their position requirements without risk/injury to themselves or risk/injury to co-workers.
  • Request education and orientation in disability management processes as appropriate and ensure accountability exists for contributing to positive outcomes.