Managers
Provisional guidelines Leave and H1N1 influenza
NOTE: These guidelines will only come into effect if and when the University declares these measures are needed, and following consultation with the Public Health authority of the City of Ottawa.
OBJECTIVES
1. The University strives to help employees protect themselves against infectious diseases to which they may be exposed at work and to grant appropriate leaves to employees who
(a) show H1N1 influenza symptoms;
(b) are required or recommended by health authorities to be quarantined; or
(c) require a leave to care for a dependant during an influenza pandemic.
2. The University will comply with instructions from federal, provincial and municipal public health agencies to minimize and slow the spread of the H1N1 virus in the University community. The epidemiological matrix may change, leading to further modifications in the guidelines.
SCOPE
3. This regulation applies to all University employees.
DEFINITIONS
4. Pandemic: An outbreak of a disease that affects a large proportion of the population and a large geographic area, as determined by the World Health Organization and the City of Ottawa.
5. Public health authority: World Health Organization, Public Health Agency of Canada, Ontario Ministry of Health and Long-Term Care, Ottawa Public Health and the Medical Officer of Health (Ottawa Public Health).
6. Quarantine: Isolation ordered by public health authorities for a sick or potentially infected person, to protect others. Its duration is set by the public health authorities and depends on the virulence of the pathogen causing the disease.
7. Total disability: Complete, continuous incapacitation resulting from an injury, an illness, complications of a pregnancy, or a mental disorder. Such an employee is unable to carry out the duties of his or her regular position during the maximum sick leave period. After that period, the terms and conditions set out by the insurer under the article on long-term disability come into effect if the employee is eligible.
8. Leave without pay: Authorized leave during which the employee is not paid a salary by the University.
FORMS AND RECORDS
9. Faculties, schools and services are responsible for recording staff absences and notifying the Human Resources Service as soon as possible of the names of all absent employees, as well as the start dates of their absences, by email to santetr@uOttawa.ca.
10. For support staff, the appropriate leave form must be sent to the Human Resources Service using the electronic leave-management system. The Human Resources Service is responsible for managing and recording all leaves of absence as part of the employee’s personal file.
EMPLOYEES' RESPONSIBILITIES
11. Employees must take precautions as recommended by public health authorities to protect themselves from the H1N1 influenza virus, in particular, washing their hands properly and often, using proper covering cough and sneezing etiquette and staying at home when sick.
12. The University strongly recommends taking part in the seasonal and H1N1 flu clinics that will be held to minimize the spread of the viruses in the University community.
MANAGERS' RESPONSIBILITIES
13. The manager (or his or her designate) must instruct employees suffering from flu symptoms to leave the workplace and to contact Telehealth Ontario or a health care provider. The manager must notify the Occupational Health, Disability and Leave Sector at the start of the employee’s absence from work.
14. The manager must implement guidelines, as well as any measures recommended by the Human Resources Service (Occupational Health, Disability and Leave Sector), to limit the spread of H1N1, unless otherwise notified and authorized by the Occupational Health, Disability and Leave Sector.
SICK LEAVE
15. An employee suffering from a suspected or confirmed case of H1N1 influenza must leave the workplace, remain at home and follow the instructions of his or her health care provider. Unless otherwise specified by public health agencies or the Chief Medical Officer, Ottawa Public Health, all absences from work need to be validated.
16. Compensation during a sick leave is granted to employees in accordance with their contract or collective agreement, or with University policies. Federal employment insurance benefits are available to those who are not paid by the University during a sick leave.
17. Contract employees who have used all of their sick days may, exceptionally under these guidelines, borrow up to five (5) sick days.
QUARANTINE PERIOD
18. An employee unable to work as a result of a quarantine ordered by the Chief Medical Officer of Health or a public health authority is considered to be on leave with pay for the duration of his or her absence. The manager is responsible for authorizing telecommuting (telework) if possible. Reasonable proof of the quarantine order must be provided to the Human Resources Service.
19. Any employee who does not obey a quarantine order by public health authorities may face disciplinary measures.
SPECIAL LEAVE WITH PAY
20. Deans and service directors may grant special leave with pay up to an annual maximum of three (3) working days for circumstances deemed exceptional to employees who are eligible for this type of leave under their contract or collective agreement, or under University policies.
21. Exceptional circumstances include family emergencies or obligations such as providing temporary care to a family member who is sick.
LEAVE FOR PERSONAL EMERGENCY
22. In addition to the special paid leave described above, staff members can be granted a special leave without pay as set out in the Employment Standards Act for any of the following reasons:
(a) a personal illness, injury or medical emergency;
(b) the death, sickness, injury or medical emergency of a close relative or a dependant; or
(c) an urgent matter concerning a close relative or a dependant.
23. A maximum of ten (10) working days a year can be granted in these circumstances. Each half day of such leave counts as a full working day. Reasonable proof of the circumstances for the leave must be provided to the supervisor.
24. If exceptional circumstances prevent the employee from notifying his or her manager before the start of the personal emergency leave, then the employee must give notification as soon as possible after the start of the leave.
FAMILY MEDICAL LEAVE
25. As specified in the Ontario Employment Standards Act, staff members are entitled to a family leave for medical reasons of up to eight (8) calendar weeks to provide care or support to a close family member if a qualified health practitioner issues a certificate stating that the individual has a serious medical condition with a significant risk of death occurring within 26 weeks or such shorter period as may be prescribed. This leave is not paid by the University, but employees can claim federal employment insurance, provided they qualify.
OCCUPATIONAL EXPOSURE
26. If exposure to an infectious disease is work-related, the Ontario Workplace Safety and Insurance Act could apply to the employee concerned. The employee or his or her manager must notify the Human Resource Service to file an application with the Workplace Safety and Insurance Board. The form Accident, Incident or Occupational Disease Report must be completed by the employee and the manager and sent to the Occupational Health, Disability and Leave Sector within 24 hours of the appearance of the occupational disease.
INTERPRETATION
27. The Human Resources Service is responsible for interpreting these guidelines and for modifying the terms and conditions after consultation with public health authorities. The application of these guidelines is the joint responsibility of deans and service directors and the Human Resources Service. Once the risk of H1N1 influenza has ended, the Human Resources Service, in consultation with public health authorities, will examine the need to maintain the terms and conditions set out in these guidelines.
(Human Resources Service)