When faculty or staff members are sick or injured

Work-related Injury or Illness

If your employee experiences a work-related injury or illness, see the section below about work-related injury or illness.

Mental Health Support

Review our manager resources, review mental health resources for staff with your employee, and encourage your employee to contact our Employee and Family Assistance Program at 780-428-7587.

Process for sick or injured faculty or staff member

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’ll be in better shape to accomplish their goals tomorrow. Management and Professional Staff, Support Staff and Academic Staff all have casual illness days available, providing the flexibility needed to recover. Review the staff member’s responsibilities and required documentation on our Injury and Illness page with them. 

  • Advise your team and relevant colleagues about the absence discreetly and appropriately. You must protect the individual’s privacy.
  • Ensure accurate and timely entry of hours in PeopleSoft HCM for support staff.
  • Maintain supportive communication with your staff member throughout their absence.
  • Consider temporary work modifications (modified hours or duties) to help them recover.
  • Proceed through the remainder of this checklist if:
    • a support staff member is away for more than 10 consecutive work days
    • an academic, management or professional staff member is away for more than 20 work days
  • Request medical documentation (see details below).
  • Notify Homewood Health Inc. using the Online Notification (OLN) form. If you do not have access to this form, contact recovery@ualberta.ca to request access. 
  • For academic, management and professional employees: advise Shared Services of the absence by contacting the Staff Service Centre.
  • For support staff: ensure that time loss is entered into the PeopleSoft HCM System.
  • Collaborate with Homewood Health through your staff’s recovery and return to work.
  • Participate in return-to-work planning meetings with your staff member and the University's return to work consultant to identify temporary work modifications (modified duties or hours, alternate work, temporary projects, etc.) to support a safe and healthy return to work. 
  • Follow up with your staff member through temporary work modifications and their recovery, requesting feedback and making recommendations to ensure they have every opportunity for success. Discuss options with the staff member’s assigned return-to-work consultant.
  • If a faculty or staff member becomes disabled due to illness or injury and the disability is expected to last more than 26 weeks, they may be eligible for the University of Alberta long-term disability plan and the Canadian Pension Plan Disability Pension. Contact a return to work consultant at recovery@ualberta.ca to learn more. 

Work-related injury or illness

  • Within 72 hours of the injury, complete a Workers’ Compensation Board (WCB) Employers Report:
  • Review the staff member’s responsibilities and required documentation (Worker Report) on our Work-Related Injury page with them. 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, management and professional employees: Advise Shared Services of the absence by contacting the Staff Service Centre.
  • For support staff: Ensure that WCB time loss is entered into the PeopleSoft HCM System.
  • Depending on the nature/severity of the injury, your staff member may remain at work or return to work immediately after the injury. If the injury requires medical attention, your staff member’s doctor or medical treatment professional will provide restrictions and limitations so that modified duties can be arranged as soon as possible.
  • Modified work: Under WCB legislation, offering your staff member modified work is not an option, it’s your responsibility. 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 worked per day or the work schedule)
    • 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
    • work that needs to be done but you currently do not have an employee assigned to complete the work
  • Modified work should be achievable, safe, productive and constructive.
  • Participate in return-to-work meetings/discussions with your staff member to identify temporary work modifications to support a safe and healthy return to work.
  • Follow up with your staff member through temporary work modifications and their recovery, requesting feedback and making recommendations to ensure they have every opportunity for success. Avoid discussions about the staff member’s medical condition or treatment. Discuss options with the assigned return-to-work consultant or contact recovery@ualberta.ca if you have questions or concerns.
Return to Work Consultants
Human Resource Services return to work consultants help staff and supervisors/managers develop a plan for return to work after an illness or injury.
Homewood Health

The University of Alberta partners with Homewood Health to help ill or injured staff recover and continue to work, by providing access to resources, rehabilitation or other services. Homewood Health Support Consultants will support you throughout your staff members’ illness leave and in the return-to-work process.

Consultants can coordinate and often expedite access to rehabilitative and assessment services sooner than a physician referral. When working with the consultant, many of these costs may be covered by the University. 

University of Alberta faculty staff members can access assistance from a Homewood Health Support Consultant. Your staff can contact a consultant anytime at rtwsreferral@homewoodhealth.com and request assistance. They should include their name, phone number and department. We do not recommend they provide medical information via email. 

Homewood Health holds medical information on a secure site and server separate from the University of Alberta. Homewood Health meets all provincial and federal privacy legislation for the protection of personal health information.

Support for managers

You may contact Human Resource Services return to work consultants (recovery@ualberta.ca) or your HR partner anytime.

Medical documentation

A simple doctor’s note is required if:

  • a support staff member is away for more than three consecutive work days
  • a support staff member has used more than 10 causal illness days in the calendar year

Detailed medical documentation is required if: 

  • a support staff member is away or expected to be away for more than 10 consecutive work days
  • an academic, management or professional staff member is away or expected to be away for more than 20 consecutive work days

Homewood Health will collect this information from the faculty or staff member.

You may request medical documentation if:

  • you notice a pattern of absences 
  • a staff member wishes to change vacation days to illness leave because they were hospitalized
  • a staff member is sick the work day(s) before or after a vacation or holiday

Please consult your HR partner for support.