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River East Transcona School Division
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Return to Work Disability Management Program
​Return to Work Disability Managment Program
Step Instructions



​Procedures For Teachers
(Not covered by WCB)



​Procedures For Support Staff
(Covered by WCB)


​Step 1


Submit your completed Occupational Health Assessment Form to your Supervisor without undue delay prior to your next scheduled working shift.

Meaning:
  • You are expected to provide your completed OHAF and if you have not, your supervisor may insist you provide one.

Occupational Health Assessment Form Link

Submit your completed Occupational Health Assessment Form to your Supervisor without undue delay prior to your next scheduled working shift.

Meaning:
  • You are expected to provide your completed OHAF and if you have not, your supervisor may insist you provide one.

Occupational Health Assessment Form Link



​Step 2


​Meet with your management supervisor without delay and prior to your next scheduled work shift to discuss and plan modified duties.

Meaning:

  • Based on your physical restrictions identified in your OHAF, your supervisor will work with you to establish a modified work duties plan so you can return to work in a safe capacity performing work of value.

Duties / tasks can be modified it the following ways:

  • Duration and frequency of tasks
  • Physical demands vs. specified physical capabilities
  • Providing various supports to accomplish tasks
  • Work location adjustment (remote work options)
  • Existing sedentary occupations in the division
  • Other



​Meet with your management supervisor without delay and prior to your next scheduled work shift to discuss and plan modified duties.

Meaning:

  • Based on your physical restrictions identified in your OHAF, your supervisor will work with you to establish a modified work duties plan so you can return to work in a safe capacity performing work of value.

Duties / tasks can be modified it the following ways:

  • Duration and frequency of tasks
  • Physical demands vs. specified physical capabilities
  • Providing various supports to accomplish tasks
  • Work location adjustment (remote work options)
  • Existing sedentary occupations in the division
  • Other


​Step 3


Work the modified work plan.

Work the modified work plan.


​Step 4


Revisit you medical practitioner for re-assessment of your physical limitations as directed by your medical practitioner.

Meaning:

  • Back to step 1 and repeat as necessary



​Revisit you medical practitioner for re-assessment of your physical limitations as directed by your medical practitioner.

Meaning:

  • Back to step 1 and repeat as necessary

​Step 5


Return to full regular duties when cleared of physical restrictions by a medical practitioner.


​Return to full regular duties when cleared of physical restrictions by a medical practitioner.






 ‭(Hidden)‬ Document Control

A. System
RETSD Quality Management System
B. System ID
​QMS-000016
C. Sector
​Workplace Safety and Health Management System
D. Sector ID
​WSHMS-02A-SOP-004-06
E. Domain
​Public
F. Repository
​Divisional SharePoint Website
G. Audience
​All Staff
H. Status
​Current
I. Title:
Return to Work Program
J. Format
​HTML
K. Type
​Safe Operating Procedure
L. Tags

M. Origin
​2010-02-23
N. Reviewed

O. Revised
P. Owner
​Manager, Workplace Safety and Health and Administrative Services
Q. Owner Email
​safetyofficer@retsd.mb.ca
R. Primary Approval
​Divisional  Workplace Safety and Health Committee
S. Department Approval
​Director of Human Resources
T. Senior Administration  Approval
​Assistant Superintendent - Human Resources 
U. Board Approval
​GBG Workplace Safety and Health
V. Notes

W. Scheduled Review

X. File Address
Y. User Defined 1

Z. User Defined 2



 Safe Operating Procedure



 Abstract





 Safe Operating Procedure Controlled Document

​PURPOSE

 

To define the River East Transcona School Division (RETSD) process for return to work, worker's compensation case management, and reasonable accommodation as it relates to modified work.

 

To help speed the transition of employees from injury or illness lost time situations back to productive, meaningful work.

 

RETSD has a legal obligation, fiscal responsibility and employee relations need to "accommodate" ill or injured employees in the workplace. With these requirements in mind, and a knowledge that it is detrimental to a person's mental, physical, and social well-being not to be a contributing member in a workplace, RETSD has established a program of modified work.

 

The objectives of a modified work program are to:

 

  • Provide safe, meaningful work for both permanently and temporarily disabled employees, to a point of undue hardship to the division, thereby benefiting both the employee and the division.

  • Formulate modified work plans which will be approved by all participants, monitored for progress and address any barriers incurred.

  • Focus on the abilities of the affected employee, not the disability.

  • Have the disabled employee who has been ill or injured return to work as soon and as safely as possible.

  • Restore the health of the ill or injured employee to the pre-injury level of function as much as possible.

  • Control disability costs through the retention of skilled workers, maintenance of productivity levels, and reduction of lost time and related costs.

  • Comply with legal requirements and human rights legislation.

 

SCOPE

 

This safe operating procedure and associated documents establishes a procedure and program framework for all facilities and applicable stakeholder groups for return to work and worker's compensation case management at RETSD. The best practices apply to all RETSD worksites.

 

RESPONSIBILITY

 

Supervisors or Persons in Charge

 

  • Provide, as far as reasonably practicable, a modified duties program for all employees.

  • Develop a modified work procedure which includes full and proper documentation.

  • Provide modified work opportunities for all workers whenever practical.

  • Educate and train workers about the modified work concept, working procedure and support process.

  • Communicate care and concern, and offer support as required to ill and injured employees by maintaining regular contact with the worker.

  • Confirm an employee is under a doctor's care and establish a follow-up return to work plan which matches physical abilities of the worker with the physical demands of the job.

  • Monitor the modified work activities of the employee to ensure they are within the worker's reduced capability.

 

Workers

 

  • Participate and co-operate with supervisors or people in charge in return to work or modified duties programs.

  • Notify supervisor of their absence.

  • Provide medical restrictions and expected duration of restrictions.

  • Maintain contact with supervisors or people in charge.

  • Actively participate in the modified work procedure.

  • Understand and support the fact that co-workers participating in the modified work may have altered hours, more frequent breaks, require assistance for more difficult tasks, have physical changes to their work environment or be assigned to a different job.

 

Medical Care Providers

 

  • Complete occupational health assessment forms and provide the information in a timely manner.

  • Define precautions, limitations and estimated duration of disability.

  • Confirm suitability of modified work, if in question.

  • Support appropriate return to modified work initiatives.

 

MODIFIED WORK

 

Modified work is any job, task, function or combination of tasks or functions that an employee with restrictions may perform safely without the risk of injury to self or others. This work may incorporate but is not limited to regular work that has been changed or modified. Modifications may include reductions in time or volume or tasks specifically designed for an individual. The work must be productive and of value.

 

At RETSD, modified work duties will be provided in accordance with the governing conditions of the provincial legislation and policy provisions. Our program is intended to provide structure for communication and offers of modified employment to injured workers.

 

Injury management communication is predominantly between employee and medical provider. Restrictions are communicated to RETSD through the OHAF form on the date of accident or date when the worker first seeks medical attention.

 

It is known that in most cases of injury, modified duties are an acceptable alternative to time loss. It is desirable and advantageous to both the division and the worker. The assignment of modified or alternate work is known to promote the gradual recovery of the injured worker.

Modified activity may consist of:

  • Continuing with the worker's usual activities that have been changed, redesigned, or otherwise modified to allow the employee to continue working.

  • Providing a new position or activity level that is in keeping with the physician's working restrictions.

  • Modified employment which may include temporary cross-training opportunities when possible.

RETSD is committed to working with the injured worker to focus on abilities that contribute to the worker's well-being and the division's productivity. Each individual is an essential component to the operation of the division and those contributions are required even when a worker is ill or injured. 

The purpose of this program is to assist the injured worker to return to regular activities and graduated return to regular employment plans will be engaged, in conjunction with the offer of modified/alternate employment.

Injured workers will receive their pre-incident wage and hours consistent with those worked prior to injury or illness (when medically approved).


CASE MANAGEMENT


When modified work commences, it will be the human resources department, the responsible supervisor or person in charge, and the injured worker's responsibility to ensure the activities completed by the worker are within the confines of the activities outlined by the medical care provider. These tasks will be meaningful and a productive aspect of RETSD operation.  

The injured worker will be required to report to their supervisor or person in charge on a weekly basis. The worker will respond to inquiries from their supervisor or person in charge as requested and in a timely manner.  The supervisor or person in charge will document progress and any difficulties regarding the return to work plan.

Modified duties will not be offered that may jeopardize the safety or well-being of other individuals.  

Case Management Guidelines and Limitations

1.      All employees seeking medical attention will be required to take appropriate medical information documentation with them, specifically the Occupational Health Assessment Form (OHAF) to the treating physician or other health care provider.

 

2.      RETSD will outline the modified duties available to an injured or ill employee.

 

3.      Employees on modified duties may be monitored daily by the supervisor, person in charge or representatives of the human resources department (or alternate). 

 

4.      The supervisor or person in charge will document employee progress or concerns associated with the modified duties.

 

5.      Workers seeking follow up medical attention will have their physician complete the Occupational Health Assessment Form (OHAF) and forward to RETSD on the date of the appointment. 

 

6.      Any worker who blatantly disregards the limitations specified in the return to work plan may be subject to RETSD disciplinary process.

 

7.      For temporary disability: No employee will be offered modified duties for extended periods of time. Modified duties are a temporary measure and are not intended to lead to permanent job modifications. The purpose of this program is to provide temporary assistance only.

 

8.      For permanent disability:

 

9.      An injured employee will work under the direction of the supervisor or person in charge in the area to which they are assigned, as there may be temporary relocation to a different work area.

REASONABLE ACCOMODATION AND MODIFIED WORK


Reasonable accommodation often involves a simple and inexpensive change to how something is typically done, which takes into account a need a person or group has that is based on a Human Rights Code protected characteristic.

Reasonable accommodation results in greater equality of opportunity and participation in employment of persons with special needs based on protected characteristics.

The division's first step in responding to an accommodation request will be to meet with the person or group requiring accommodation and determine what the need is and how it can best be met. The employee may request representation at that meeting. Good communication, flexibility and co-operation between the person needing accommodation and the division will lead to reasonable accommodation. The facts of each situation and the specific needs of the individual or group who requires the accommodation must be considered.

As far as reasonable, the accommodation must also be provided in a manner that is most respectful of the dignity of the person or group requiring it. In this way, discriminatory barriers to full participation by that person or group can be eliminated—often to the benefit of many.

The Human Rights Code prohibits discrimination in employment unless the discrimination is based upon bona fide ("in good faith") and reasonable requirements or qualifications for the employment or occupation.

The Supreme Court of Canada has set out a three-step test to assess whether an employer has established that, on a balance of probabilities, a standard that discriminates on its face is a bona fide and reasonable occupational requirement. The employer must show that:

 

1)      It adopted the standard for a purpose rationally connected to the performance of the job.

 

2)      It adopted the particular standard in an honest and good faith belief that it was necessary to the fulfillment of that legitimate work-related purpose.

 

3)      The standard is reasonably necessary to the accomplishment of that legitimate work-related purpose.


SALARY CONTINUANCE AND INSURANCE


For Workers Covered by the Manitoba Worker's Compensation Insurance Program

River East Transcona School Division Limited will report to the Manitoba Workers' Compensation Board (WCB) in all circumstances when modified duties have been offered to a worker. In all cases, the suitability of a modified duty program will be reviewed by the WCB if the employment is modified beyond the day of accident. 

For Workers Not Covered by the Manitoba Worker's Compensation Insurance Program

Instructional staff is not covered under the Manitoba Worker's Compensation Insurance Program. In all cases, the suitability of a modified duty program will be reviewed by a representative of the human resources department if the employment is modified beyond the day of accident. 


INSURANCE REPORTING FOR STUDENTS AND VISITORS


Safety incidents and or injuries involving students and visitors must be reported in writing to the administrator or person in charge at a facility.

The administrator must ensure that an investigation is conducted. It is recommended that a Safety Concern or Incident Report form be used to document the incident, although other reporting tools may be sufficient.

In a serious incident situation, the incident must be reported on line to Western Financial Group and the appropriate assistant superintendent of schools by telephone.

 

COMMUNICATION

 

A combination of hard-copy postings, distributions and electronic posting will be used to communicate safety and health program information within RETSD.

 

TRAINING

 

All stakeholders shall be trained to their required level of involvement in the WSHMS to become familiar with its structure, organization, and how to look up and access information both electronically and in hard copy form through:

 

  • New employee orientation, employee manuals or employment information packages

 

  • Return to work or remedial programs, as required on an individual basis

 

  • Planned ongoing training through team meetings, individual coaching or other methods as developed or adopted

 

ENFORCEMENT

 

Ultimately, the superintendent shall be responsible for the sustainability of the WSHMS, and shall enforce compliance to standards at a divisional level.

 

Workplace safety and health management system compliance shall be managed through the application of performance management and progressive discipline policies and procedures.

 

Worker failure to comply with provisions of the RETSD safety program may lead to discipline, up to and including discharge from employment and / or other remedies available at law.


WSHMS-02A-SOP-004-06


Prepared:

Divisional Safety and Health Officer

Controlled:

Divisional Safety and Health Officer

Reviewed:

Divisional Workplace Safety and Health Committee

Issued:

Director of Human Resources

Approved:

Director of Human Resources

Origin:

February 23, 2010

Last Reviewed:

July 23, 2018

Last Revised:

July 23, 2018


REFERENCES


Manitoba Workplace Safety and Health Act or equivalent legislation as applicable

 

Manitoba Workplace Safety and Health Regulation or equivalent legislation as applicable

 

Manitoba Workplace Safety and Health Regulation Part 02 – General Duties

 

Manitoba Workplace Safety and Health Program Element 02 – Identifying and Controlling Hazards

 

RETSD Policy AC Human Rights

 

All other associated and applicable workplace safety and health management system documents