08-02 Sickness Reporting

Question 1

What is the Rationale?

Answer 1

The Toronto Police Service (Service) provides members with sick leave and long–term disability benefits through the provisions of the relevant Collective Agreements. When a member is unable to work due to a non–work related illness or injury, the member may be eligible for sick benefits, provided the eligibility criteria established in the terms of the relevant Collective Agreement have been met.

Question 2

What is the Supervision?

Answer 2

• Officer in Charge/Immediate Supervisor notification mandatory when unable to report for duty or complete a tour of duty due to illness/injury or claim of dependent care sick
• Officer in Charge notification mandatory
  o prior to leaving their residence as reported in items 1 and 2, for other than routine matters, or to recuperate at another location
  o when absent from work due to a prolonged illness/injury
  o when in receipt of restrictions for the return-to-work program or able to return to full duties
  o when absent from work due to illness/injury or a claim of dependent care sick and scheduled to attend court
• Unit Commander notification mandatory when absent from work due to illness/injury and without sufficient sick benefits to ensure ongoing income replacement

Question 3

Procedure

The Service will endeavour to accommodate all members with temporary and permanent disabilities in accordance with the

Answer 3

provisions of the Ontario Human Rights Code and the Police Services Act. The Service will also endeavour to accommodate members to permit the member to perform the bona fide occupational requirements of their position.

Question 4

Members who are electing to use the dependent care sick benefit SHALL ensure

Answer 4

they meet the criteria detailed in the relevant Collective Agreement.

Question 5

Members who may require restricted duties SHALL

Answer 5

consult with Wellness – Medical Advisory Services (MAS) before returning to work.

Question 6

Members returning to work from a No-Fault Insurance Claim or Leave of Absence – No Sick Bank (LOA–NSB) SHALL .

Answer 6

notify Payroll & Benefits Administration – Benefits (Benefits) and consult with MAS prior to returning to work, regardless of whether restricted duties are required

Question 7

Members who are found to be fit to perform restricted duties have an obligation to

Answer 7

co–operate and SHALL make themselves available for restricted duties.

Question 8

Members who are absent from work due to illness/injury or performing restricted duties are prohibited from

Answer 8

performing paid duties or any other activities inconsistent with their professed level of disability.

Question 9

Restricted Duties

All members are required to participate in an early and safe return–to–work program. The participation may result in

Answer 9

restrictions being placed on a member and could include restricted duties, graduated hours of work or the provision of assistive devices. Temporary restrictions may be required during the return–to–work program. The objective of a return–to–work program is to ultimately return the member to their full duties.

Question 10

Member

1. When unable to report for duty or complete a tour of duty due to illness/injury or claim of dependent care sick SHALL

Answer 10

• immediately seek appropriate medical attention, if required
• notify their Officer in Charge or immediate supervisor
  o their full name, title, employee number and unit
  o the anticipated length of absence
  o the address and telephone number where recuperating
  o the nature of the illness/injury (at the member’s discretion)
• if claiming dependent care sick, that they have met the criteria, as stated in the relevant Collective Agreement
• not feign or exaggerate an illness/injury, or by any act deceive or attempt to deceive a supervisor or any member of Wellness in relation to an illness/injury

Question 11

Member

2. If choosing not to notify their Officer in Charge or immediate supervisor of the nature of the illness/injury SHALL immediately notify MAS of

Answer 11

• their full name, title, employee number and unit
• the anticipated length of absence
• the address and telephone number where recuperating
• the nature of the illness/injury (at the member’s discretion).

Question 12

Member

3. When telephoning MAS to advise the nature of the illness/injury and a confidential voice–mail message is left SHALL

Answer 12

make a follow–up telephone call to MAS within twenty-four (24) hours or the next business day and speak directly to an occupational health nurse.

Question 13

Member

4. When directed to attend MAS for a fitness for duty assessment SHALL

Answer 13

• attend as directed
• comply with the recommendations of the Medical Advisor or designate

Question 14

Member

5. When absent from work due to illness/injury SHALL, at any time,

Answer 14

admit to their place of residence the Medical Advisor and/or a supervisor, or any other member designated by their Unit Commander.

Question 15

Member

6. When absent from work due to illness/injury for fourteen (14) consecutive days or more, or if restrictions are required, SHALL

Answer 15

contact MAS prior to returning to work.

• Members who are absent from work due to illness/injury for less than fourteen (14) consecutive days as a result of a transient illness do not need to consult with MAS prior to returning to work, except when modifications of their duties are required.

Question 16

Member

7. When absent from work due to a prolonged illness/injury SHALL

Answer 16

telephone their Officer in Charge on a monthly basis.

Question 17

Member

8. When there is a material change in their medical condition SHALL notify their

Answer 17

Officer in Charge or immediate supervisor of their new medical status (e.g. improvement or deterioration in the member’s health status).

Question 18

Member

9. When absent from work due to illness/injury and without sufficient sick benefits to ensure ongoing income replacement SHALL

Answer 18

immediately notify their Unit Commander and unit administrative coordinator.

Question 19

Member

10. Upon receipt of a MED 2 SHALL

Answer 19

complete the form as required and submit to MAS within seventy-two (72) hours of receipt.

Question 20

Member

11. When able to return to work SHALL

Answer 20

consult with MAS for a determination of the type and duration of any restricted duties as set out in the MED 1, if applicable.

Question 21

Member

12. When in receipt of restrictions for the return–to–work program or able to return to full duties SHALL

Answer 21

• immediately notify their Officer in Charge and immediate supervisor
• report for duty on the next regularly scheduled shift or as described in the return–to–work program

Question 22

Member

13. When on a return–to–work program SHALL

Answer 22

not change the hours of work without the authorization of the Medical Advisor or designate.

Question 23

Member

14. When on a leave of absence for a period longer than ninety (90) consecutive days SHALL,

Answer 23

unless otherwise directed by the Chief of Police, return to their Unit Commander all of their Service issued use of force equipment.

• The surrender of Service issued uniform, and equipment is an administrative function. Members SHALL continue to comply with the Police Services Act and all Service Governance. A member is an employee of the Service until resignation, retirement, termination or death.
• In the event that a member knows in advance that they will be taking an extended medical leave for a period longer than ninety (90) consecutive days, the member SHALL advise their Unit Commander and return their use of force equipment directly to the Toronto Police College – Armament Section.

Question 24

Supervisor

15. When notified by a member that they have an illness/injury or have a claim of dependent care sick, and are unable to report for duty or complete a tour of duty SHALL ensure

Answer 24

• the member is advised to seek appropriate medical attention, if required
• the member complies with applicable sections in item 1
• the Officer in Charge has been notified

Question 25

Supervisor 16. When notified by a member who has experienced a material change in their medical condition with respect to an illness/injury SHALL

Answer 25

immediately notify the Officer in Charge.

Question 26

Supervisor 17. When it is apparent an illness/injury is affecting the member’s performance of duty SHALL

Answer 26

immediately notify their Officer in Charge and their Unit Commander on a TPS 649.

Question 27

Supervisor 18. Upon receipt of a MED 1 SHALL

Answer 27

* ensure compliance with the restrictions * ensure the duties assigned to the member comply with the direction contained therein * report any deviation by the member to their Officer in Charge and their Unit Commander on a TPS 649

Question 28

Officer in Charge 19. When notified by a member that they have an illness/injury or have a claim of dependent care sick, and are unable to report for duty or complete a tour of duty SHALL ensure

Answer 28

* the member is advised to seek appropriate medical attention, if required * the member is advised that there is no requirement to disclose to the Officer in Charge the nature of the illness/injury unless they choose to do so * a TPS 757 is commenced and include the dependent relationship, if applicable * the appropriate entries are made in Time Resource Management System (TRMS) * supervisors perform a wellness contact after the member has been absent for three (3) consecutive working days or as directed by MAS * all follow–up contacts are recorded on the TPS 757

Question 29

Officer in Charge 20. If the member does not wish to disclose the nature of the illness/injury, direct the member to immediately notify the MAS and provide the

Answer 29

* full name, title, employee number and unit * anticipated length of absence * address and telephone number where the member is recuperating * nature of the illness/injury

Question 30

Officer in Charge 21. When a member chooses to call MAS to advise the nature of the illness/injury, and subsequently leaves a confidential voice-mail message, SHALL

Answer 30

advise the member to make a follow–up telephone call to MAS within twenty-four (24) hours or the next business day, and speak directly to an occupational health nurse.

Question 31

Officer in Charge 22. When making any notification SHALL ensure

Answer 31

* the notification is entered in the memorandum book and into the Unit Commander’s Morning Report (UCMR) * any medical information is not included in the UCMR

Question 32

Officer in Charge 23. When a member has been absent from work due to illness/injury for fourteen (14) consecutive days or more SHALL

Answer 32

* ensure a copy of the completed TPS 757 is submitted to MAS * if restrictions are required ensure the member has consulted with MAS before returning to work

Question 33

Officer in Charge 24. When a member has a prolonged absence due to illness/injury SHALL

Answer 33

* continue follow–up contacts if the member resides alone, has no external support, or when directed by the Medical Advisor * ensure that a supervisor continues to contact the member at regular intervals to ensure their wellbeing and inform the member about unit specific events * record all follow–up contacts on the TPS 757 and submit a copy to MAS

Question 34

Officer in Charge 25. When notified by a member who has experienced a material change in their medical condition with respect to an illness/injury SHALL

Answer 34

immediately notify the Unit Commander on a TPS 649.

Question 35

Officer in Charge 26. When in receipt of a MED 2 SHALL advise the member to

Answer 35

* complete the form as required, and * submit the completed MED 2 to MAS within seventy-two (72) hours of receipt

Question 36

Officer in Charge 27. When advised by a member who is absent from work due to illness/injury and intends to leave their normal place of residence for other than routine matters or to recuperate at another location SHALL

Answer 36

* record the pertinent information on the TPS 757, including the o date and time the information was obtained o anticipated date of return to the normal place of residence o address and telephone number where the member will be recuperating, if applicable * ensure MAS is advised via telephone, e–mail, or TPS eFax, if appropriate

Question 37

Officer in Charge 28. When notified that a member will be unable to attend court due to illness/injury SHALL ensure

Answer 37

* the appropriate case manager is notified, or * if unable to notify the case manager, the Officer in Charge at the attending court location is notified

Question 38

Officer in Charge 29. When notified by a member who has been absent from work due to illness/injury and intends to return to full duties SHALL

Answer 38

* complete the “Date of Return to Full Duties” section of the TPS 757 * the member obtains a medical certificate from a health care professional pursuant to the relevant Collective Agreement, if required * ensure the appropriate information is entered into TRMS

Question 39

Officer in Charge 30. When a member is returning to work on restricted duties SHALL

Answer 39

* ensure the member has been provided with a MED 1 form from MAS * review and comply with the restrictions contained in the MED 1 form prior to assigning duties and give a copy to the member’s immediate supervisor * Failing to have a MED 1 should not preclude the Officer in Charge returning the member back to work until restrictions can be confirmed. * complete the “Date of Return to Work / Restricted Duties” section of the TPS 757 * ensure the appropriate information is entered into TRMS

Question 40

Officer in Charge 31. When it is apparent that a member has an illness/injury that is affecting or may reasonably be expected to affect the member’s performance of duty SHALL

Answer 40

* submit a TPS 649 to the Unit Commander – Wellness requesting a fitness for duty assessment, including all relevant facts and history regarding the member (e.g. sick record, performance record, etc.) * ensure the fitness for duty assessment is scheduled * advise the member of the reasons for attending at MAS and the duty to co-operate * ensure the member attends for an assessment by the Medical Advisor or designate * advise the Unit Commander

Question 41

Officer in Charge 32. When directed to retrieve Service issued uniform and equipment which a member has surrendered and/or returned SHALL

Answer 41

* store memorandum books * forward the eToken, when applicable o via internal mail to the attention of “Token Administration, 5th Floor, IOSS” for Units within Headquarters, or o retain token in the spare pool for reconfiguration and use by another member for units outside of Headquarters * return to the Toronto Police College – Armament Section all Service issued use of force equipment, when applicable * deliver any other applicable Service issued uniform and equipment to Fleet and Materials Management (FLT)

Question 42

Officer in Charge 33. Upon becoming aware that a school crossing guard is unable to report for duty or complete a tour of duty due to illness/injury SHALL ensure

Answer 42

* a qualified replacement is assigned to the applicable school crossing * the appropriate entries are made in TRMS

Question 43

Unit Commander 34. When a member is unable to report for duty or complete a tour of duty due to illness/injury or a claim of dependent care sick SHALL

Answer 43

ensure items 1 or 2, as applicable, and item 18.

Question 44

Unit Commander 35. When notified by MAS of the results of a fitness for duty assessment SHALL

Answer 44

* comply with the directions from MAS * ensure the member and the member’s supervisor are aware of the directions

Question 45

Unit Commander 36. When a member has been on a leave of absence for a period longer than ninety (90) consecutive days, SHALL

Answer 45

ensure that all of their Service issued use of force equipment is returned to the Toronto Police College – Armament Section.

Question 46

Unit Commander 37. When a member has been absent for more than six (6) consecutive months, SHALL

Answer 46

ensure that any remaining Service issued uniform and equipment are returned by the member, and SHALL ensure compliance with item 36. * Fleet & Materials Management has a master list for uniform and equipment. The Toronto Police College – Armament Section keeps an inventory of weapons (Firearms/CEWs) on Asset Inventory Management System (AIMS). Specialized Operations Command maintains a listing of all approved uniform and equipment, for specialized units. These lists should be consulted when a member has surrendered or has been relieved of their Service issued uniform and equipment, as applicable. * A Senior Officer, in consultation with the Staff Superintendent/Director may, at any time, relieve a member of their Service issued uniform and equipment including all use of force equipment, identification card, wallet and cap badges, eToken and memorandum book or appropriate items, as deemed necessary.

Question 47

Unit Commander 38. Unit Commanders SHALL ensure all personnel under their command are aware of how to call for

Answer 47

assistance when a medical emergency occurs at a Service facility.

Question 48

Definitions 08-02 Medical Accommodation means

Answer 48

modifying the workplace environment or the functions of a position to enable a member needing medically supported accommodation to perform the essential duties of the position or the essential duties of an alternative available position for which the member is qualified.

Question 49

Restricted Duties means

Answer 49

limited and/or constrained activities required for the performance and completion of work–related duties and tasks.

Question 50

Return-to-Work Program means

Answer 50

a plan created to facilitate early return to suitable and available duties within the member’s functional abilities.