PEA FAQs

Sick Leave

Who do I contact if I am sick and unable to come to work?
Employees must make every reasonable effort to contact their supervisor (or manager) directly at the earliest opportunity, and must notify the supervisor that they are unable to work due to illness or injury, and provide an expected date of return.

How do I find out the balance of my sick leave?
You and your department are responsible for reporting and tracking sick time. Check with your supervisor, or designate, should you have questions regarding your sick leave balance.

What are my sick benefit entitlements?

Illness up to one month
A full time confirmed regular staff member ( ie, a regular staff member who has successfully completed the probationary period for his or her initial appointment) who is unable to work due to personal illness shall inform the supervisor or designate immediately and , upon approval, will be granted paid sick leave up to one month. Such approval will not be unreasonably denied

Illness up to three months
If a confirmed regular staff members inability to work due to personal illness extends beyond one month, such staff member shall inform the supervisor or designate immediately and subject to a medical report confirming the staff member’s inability to work due to personal illness, will , upon approval , be granted paid sick leave of up to two additional months. Such approval will not be unreasonably denied.

Illness beyond three months
If a confirmed regular staff members inability to work due to personal illness extends beyond three months, such staff member shall inform the supervisor or designate immediately and subject to a medical report confirming the staff member’s inability to work due to personal illness, will, upon approval, be granted paid sick leave of up to three additional months. Such approval will not be unreasonably denied.

Staff members in the probationary period of their initial appointment are entitled to one and one half days of paid sick leave per month for personal illness

What if my illness/injury is a result of a car accident (ICBC) or workplace injury (WorkSafe BC )?
Please advise your physician, supervisor and/or Work Life Consultant if your injury/illness is related to ICBC or WorkSafe BC incident.

When do I contact a Work Life Consultant?
Any time you have questions, concerns or comments regarding sick leave, return to work or medical accommodation you are encouraged to contact your supervisor, Work Life Consultant or union representative. 

If an employee is likely to be off work for 2 weeks or more, either you or your supervisor are asked to contact their Work Life Consultant as this early contact will greatly assist in providing employees and departments with the appropriate support.  

How do I contact my union representative?
Call the PEA office:  (250) 385-8791

When is medical documentation required for sick leave?
Medical documentation may be required by the University at any time in case of illness.

What information should a medical document contain?

• Confirmation of an absence due to illness or injury
• Functional impact of the illness or injury where applicable
• Identify if a return to work is possible with modifications to the workplace or work tasks
• Prognosis for return to work or next medical reassessment date

Where the illness or injury requires medical accommodation in the workplace, additional medical information will be requested.

Where do I obtain medical documentation?

Your Doctor can provide you with medical documentation via a Doctor's note or CLICK HERE for a form which can assist you and your Doctor with this process.

Who do I give my medical documentation to?
If you are comfortable, forward the medical documentation to your supervisor. Or you can forward your medical documentation to the Work Life Consultant assigned to your department.

Medical documentation received by your Work Life Consultant, is kept separate from your personnel file. After receiving medical documentation, the Work Life Consultant will update your supervisor with the prognosis for return to work and relevant functional limitations impacting you in the workplace.

Will I get reimbursed if my physician charges me for completion of a medical note?
When medical information is required or requested, your department will reimburse you after you have submitted a receipt.

Who do I call if I have a question about my extended health or dental benefits?
Fran McMurray   250-721-6522 in the Human Resources, Benefits Office.

Long Term Disability

What should I do if I’m likely to require more than 3 months to recover from injury or illness?
If at the end of three months, a medical opinion is provided to the University that your recovery from illness, injury or disability is unlikely within 6 months of the date of commencement of sick leave, you are advised to submit an application for long-term disability insurance benefits.  An application for long term disability benefits can be attained by contacting your Work Life Consultant or Suzanne Helston, Manager Benefits, 721.8089.

What is Long Term Disability?
Long Term Disability is sick leave insurance to cover a percentage of your wage loss, after you have been disabled from work for more than 6 months.  BC Life is our insurance carrier.

Am I eligible for Long Term Disability if I am over 65 years of age?

No, LTD is intended to provide income security for people during the period of their expected working life.  At age 65 it is the social expectation that pension arrangements provide that income security and replace LTD. At this time, Insurance carriers are not providing any (affordable) LTD plan coverage past normal retirement date.

Can I return to work after being on Long Term Disability?
Yes, your supervisor, Work Life Consultant, union representative and a BC Life representative will assist you in safely returning to work, once you are medically able, with or without a medical accommodation.

Return to Work

What is the return to work program?
The return to work program is a collaborative team process to promote recovery, provide early intervention and facilitate timely return to work.  The goal of the return to work program is to establish and maintain professional and accountable working relationships with employees, supervisors, union, and physicians to develop an individualized return to work plan which meets your medical needs and the department’s operational requirements. 

What is the purpose of the return to work program?
The purpose of this program is to identify and assist with the removal of any barriers that may inhibit the return to work process for employees with a temporary or permanent injury, illness or disability.

How does the return to work program benefit me?

• Maintains self esteem, family stability, social ties
• Maintains job skills
• Retains productive employment
• Resumes “routine” life activities sooner and with less uncertainty about the future

What’s important to tell my physician about the return to work program at UVIC?
Under the program, there are various options that can be explored on a case-by-case basis to ensure you have a safe and sustainable return to work as soon as you are medically able. 

Your Work Life Consultant has a medical form for your physician to complete in order to ensure a safe and sustainable accommodation is arranged.

Who do I contact regarding my return to work?
As soon as you and your physician are discussing your return to work date, please update your supervisor so they can meet their workplace’s operational requirements and start planning for your return. In some cases, additional medical documentation and /or a return to work meeting may be required to ensure your return is safe and sustainable and any medical limitations are understood.

What is a return to work plan?
If you are returning to work part time, or with medical limitations, your return to work should be documented in a return to work plan. An effective return to work plan:

• will be consistent with the individual injury and specific job
• will ensure your safety and the safety of others
• is based on medical information provided by your physician

What might a return to work plan include?

• Work site and job modification
• Change the way a task is done
• Change routine or schedule
• Acquisition of equipment and /or tools

Is there financial assistance for departments when specialized equipment is required to assist an employee?
Yes, the University has set aside a central accommodation fund to assist departments when accommodating employees. This is a cost-sharing fund that covers the purchase of equipment (e.g. chairs, software) and specialized services (e.g. hearing interpreter) that may be needed for a medical accommodation

Can I return to work part time?
Possibly, if your physician has outlined your medical limitations and recommended a graduated return to work, PEA members can return on a gradual basis when it is medically supported and when working with a Work Life Consultant. 
However, PEA sick benefits are counted in whole days therefore you would be using full sick days to cover your partial work days during your return to work.

Each situation is unique and should be discussed with your supervisor, Work Life Consultant and/or union representative.

Medical Accommodation

What is a medical accommodation?
A medical accommodation is a measure to assist an individual who has demonstrated a medical need resulting in a reduced ability to perform or fulfill the substantive duties of a job. Medical accommodations are developed when there is a request from an employee that is supported by appropriate medical documentation and allows for operational requirements to be met. Supervisors can also inquire with an individual if a medical accommodation is required.  A medical accommodation may be implemented in conjunction with a return to work plan or be requested while you are still working.

What does a medical accommodation look like?
A medical accommodation may include:

• Work site and job modification
• Work assessment
• Change the way a task is done
• Change routine or work schedule
• Acquisition of equipment and /or tools

What do I do if I need a medical accommodation?
As an employee it is your responsibility to:

• establish in writing your need for a medical accommodation
• discuss the request with your supervisor and physician
• provide medical documentation regarding the functional impacts of the disability, injury or illness
• cooperate with the University while they develop a medical accommodation

 
Any medical accommodation will be based on medical documentation provided by your physician. Your Work Life Consultant has a medical form for your physician to complete.  The completed form will assist in the development of your safe and sustainable medical accommodation.