Longwood
University
Chief
Administration
and Finance Officer: Human Resources
201 High Street, Lancaster 335, Farmville, VA 23909
Phone: 434.395.2074
Fax: 434.395.2666
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Longwood
University |
Policy 5230
RETURN TO WORK
I. PURPOSE
The purpose of this policy is to facilitate an expedient return to work for employees who have suffered personal or work-related injuries/illnesses while observing the temporary physical restrictions identified by the treating physician. The institution considers this a productive way to utilize valued employees when they are rehabilitating from injuries without jeopardizing that recovery. This policy implements the Governor's Executive Order 94(05).
II. APPLICABILITY
This policy extends to classified, wage and other hourly positions at Longwood.
III. DEFINITIONS
A. Work-Related Injuries or Illnesses: These are conditions that occur within the course of employment as defined in Section 65.2 of the Code of Virginia.
B. Return-to-Work Coordinator: Designated Human Resources (HR) employee who acts as a primary contact for the Workers' Compensation Program and the Virginia Sickness and Disability Program communications and facilitates the Return-to-Work Program.
C. Maximum Medical Improvement (MMI): The point at which an employee has recovered and no further progress is anticipated.
D. Transitional Duty: A temporary situation where an employee returns from a work-related or non-work related injury or illness to medically restricted or modified duties. Duties assigned can be those identified by the employee's current Employee Work Profile (EWP) minus listed duties inconsistent with the restrictions; or they can be a separate assignment in the current department or another department.
E. Transitional Employment Plan (TEP): Documentation of duties the employee will perform during the transitional duty period.
F. Virginia Sickness and Disability Program (VSDP): Program administered by the Virginia Retirement System (VRS) which provides employees with income replacement during periods of short and long-term disabilities.
G. Workers' Compensation Program: This program provides wage-replacement, medical treatment and incidental expense insurance protection for employees. The program is administered by the Department of Human Resource Management (DHRM) for state employees in accordance with Section 65.2 Code of Virginia.
IV. POLICY
A. Notice of Work –Related Injury/Illness: HR will provide a copy of the employee’s EWP to the panel physician selected by the employee, and will complete and submit the Employer’s Accident Report to the Worker’s Compensation Program within ten (10) days of the incident.
B. Communication with Treating Physician: The Return-to-Work Coordinator will manage communications relating to Return-to-Work option with the treating physician. The Return-to-Work Coordinator will submit the EWP, physical demands, and the TEP if applicable, to the treating physician in order to facilitate a full understanding of the employee's normal duties and those in which he or she might be required to perform under the restricted duty assignment.
C. Transitional Employment Plan: If the employee is
released to work with restrictions, the Return-to-Work Coordinator, and the
employee’s supervisor will, within one business day, review the restrictions set
forth by the treating physician and will determine if transitional employment is
available for the employee. If so, the Return to work Coordinator, the
supervisor, and the employee will meet, discuss and develop a TEP. This plan
will outline the duties the employee will be expected to perform, and if
applicable, their duration. If the employee cannot return to work in the
pre-injury department, the Return-to-Work Coordinator will attempt to coordinate
a return-to work within another department. The Return-to-Work Coordinator will
review the TEP with the employee and the supervisor, obtain their signatures,
and then submit it to the treating physician for approval before it can be
implemented. Care should be exercised not to place the employee or
co-workers at risk by virtue of the transitional employment assignment. The plan
shall not include duties for which the employee is unqualified to perform or
those which violate physician's restrictions.
D. Monitoring Transitional Duty Assignments: The Return-to-Work
Coordinator and the supervisor shall evaluate progress with the employee monthly
and can, with the concurrence of the physician, modify or upgrade the duties
consistent with the employee’s progress toward recovery.
E. If The Employee Is Not Released or Transitional Employment Is Not Available: The Return-to-Work Coordinator will make verbal contact with the employee, the Worker’s Compensation Program, and the Virginia Sickness and Disability Program monthly and may communicate with the treating physician during this time if necessary to clarify issues or communicate pertinent information.
F. Long-Term Restrictions: Under normal circumstances,
transitional employment assignments may not exceed ninety (90) days. Approval
for an additional thirty (30) days of transitional employment may be granted by
the HR Director. If it is determined that the employee has long-term
restrictions that result in his or her inability to perform the
essential functions of the primary position, the provisions of the Americans
With Disabilities Act and other applicable laws will be applied to determine
suitability for employment.
G. Responsibilities: These responsibilities may be delegated to a manager
level HR employee if necessary. The Return-to-Work Coordinator is responsible
for implementation of the program and dissemination of information regarding the
program. Duties also include routine technical guidance to employees and
supervisors, and file maintenance. The HR Training and Development Specialist is
responsible for any training requirements associated with this policy.
V. PROCEDURES
A. Reporting a Work-Related Injury or Illness: In accordance with Longwood University’s Environmental Health and Safety Manual, employees will immediately report work-related medical conditions to their supervisor. The Longwood University Incident Report will be completed by the employee and the employee’s supervisor before the end of the employee’s scheduled work shift. The employee’s supervisor will submit the completed report to HR by the end of the employee’s scheduled work shift, or no later than twenty-four (24) hours after the incident. The employee should report to HR before the end of their scheduled work shift or within twenty-four (24) hours of the incident to select a physician from the Worker’s Compensation Panel of Physicians. However, if the injury or illness requires immediate medical attention, the employee should seek such care, and report to HR as soon as possible thereafter to select a physician from the panel for continued medical treatment.
B. Work-Related Injury or Illness of a VSDP Employee: An employee who is enrolled in the VSDP, and who will be removed from work for eight (8) days or more due to a work-related injury or illness, should immediately contact the Return- to- Work Coordinator.
C. Non-Work Related Injury or Illness: An employee who anticipates being disabled from work due to a non-work related medical condition should submit a request for the absence to their supervisor as far in advance as possible, along with the required physician’s certificate. The request, along with the medical certification, should be forwarded to the HR Office. If the employee is enrolled in the VSDP and will be removed from work for eight (8) days or more they should also immediately contact Unum Provident to file a short term disability claim.
D. Release to Return to Work: The employee is responsible for
informing the Return-to-Work Coordinator that he or she has been released to
full or restricted duty. This communication should occur without delay prior to
the date the employee is to return to work. The Return-to-Work Coordinator, in
consultation with the employee's supervisor will determine the starting date of
the return to work. If the TEP calls for the employee to work in a department
other than the one normally assigned, that supervisor will also be consulted.
The Return-to-Work Coordinator will inform the Workers' Compensation Program
and/or the VSDP representative of the employee's return to work. This
communication may be verbal but will be followed up in writing.
Approved by the Board of
Visitors December 1, 2001.
Revised and approved by the Board of Visitors, September 7, 2002
Revised and approved by the Board of Visitors, September 14, 2007