{"id":22784,"date":"2016-09-07T15:49:41","date_gmt":"2016-09-07T19:49:41","guid":{"rendered":"https:\/\/www.cccc.org\/news_blogs\/?p=22784"},"modified":"2016-10-20T13:16:18","modified_gmt":"2016-10-20T17:16:18","slug":"innocent-absenteeism-what-christian-charities-can-do-to-manage-it","status":"publish","type":"post","link":"https:\/\/www.cccc.org\/news_blogs\/hr\/2016\/09\/07\/innocent-absenteeism-what-christian-charities-can-do-to-manage-it\/","title":{"rendered":"Innocent absenteeism &#038; what Christian charities can do to manage it"},"content":{"rendered":"<div id=\"attachment_22827\" style=\"width: 310px\" class=\"wp-caption aligncenter\"><img data-recalc-dims=\"1\" loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-22827\" class=\"size-medium wp-image-22827\" src=\"https:\/\/i0.wp.com\/www.cccc.org\/news_blogs\/wp-content\/uploads\/2016\/09\/Absent-memo-iStock.jpg?resize=300%2C169&#038;ssl=1\" alt=\"iStock photo of an arm cast with a post it note that says absent.\" width=\"300\" height=\"169\" srcset=\"https:\/\/i0.wp.com\/www.cccc.org\/news_blogs\/wp-content\/uploads\/2016\/09\/Absent-memo-iStock.jpg?resize=300%2C169&amp;ssl=1 300w, https:\/\/i0.wp.com\/www.cccc.org\/news_blogs\/wp-content\/uploads\/2016\/09\/Absent-memo-iStock.jpg?resize=768%2C432&amp;ssl=1 768w, https:\/\/i0.wp.com\/www.cccc.org\/news_blogs\/wp-content\/uploads\/2016\/09\/Absent-memo-iStock.jpg?resize=1024%2C576&amp;ssl=1 1024w, https:\/\/i0.wp.com\/www.cccc.org\/news_blogs\/wp-content\/uploads\/2016\/09\/Absent-memo-iStock.jpg?w=1250&amp;ssl=1 1250w, https:\/\/i0.wp.com\/www.cccc.org\/news_blogs\/wp-content\/uploads\/2016\/09\/Absent-memo-iStock.jpg?w=1875&amp;ssl=1 1875w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><p id=\"caption-attachment-22827\" class=\"wp-caption-text\">iStock photo &#8211; used with permission<\/p><\/div>\n<h2>Absenteeism<\/h2>\n<p>Employee <strong>absenteeism<\/strong> can be particularly challenging and time consuming for Christian charity leaders to manage. \u00a0Of course this isn&#8217;t an issue limited to the charitable sector. \u00a0The\u00a0Conference Board of Canada\u00a0reported that\u00a0the average absence rate among Canadian employers in 2015 was\u00a08.9 days per full time employee<a href=\"#_edn1\" name=\"_ednref1\">[1]<\/a>, and that absenteeism cost the Canadian economy approximately $16.6 billion in 2012<a href=\"#_edn2\" name=\"_ednref2\">[2]<\/a>.<\/p>\n<p>While managers working in corporate settings typically receive training on managing absenteeism, and\u00a0have established policies\u00a0and third party specialists to help guide them, these resources are often not available to charity leaders. \u00a0This can make it difficult to know how to respond appropriately when a employee provides a <strong>doctor&#8217;s note<\/strong> indicating that they are to remain off work until further notice. \u00a0And while more complex cases will require professional guidance, there is still much that charities can do to appropriately manage absenteeism within their organizations.<\/p>\n<h2>\u00a0Innocent absenteeism<\/h2>\n<p>While there are different kinds of absenteeism, this blog post will focus on employee absences or requests for <strong>accommodation<\/strong> that are not due to a work related injury or illness. \u00a0These <strong>non-occupational<\/strong>\u00a0absences are sometimes referred to as <strong>innocent absenteeism<\/strong>, as they are outside the employee&#8217;s power to control, and would not be subject to discipline.<\/p>\n<p>Innocent absenteeism can take many forms, and while this list isn&#8217;t meant to be exhaustive, here are some of the more common causes:<\/p>\n<ul>\n<li>Short term illness such as the flu<\/li>\n<li>Chronic illness related to medical condition or <strong>disability<\/strong><\/li>\n<li>Illness related to a pregnancy<\/li>\n<li>Injuries occurring at home or on vacation (e.g. broken arm, sprained ankle)<\/li>\n<\/ul>\n<p>Although innocent absenteeism is considered to be outside of the employee&#8217;s power to control,\u00a0charities should still seek to actively manage these absences, and employees still have an obligation to participate in the attendance management or return to work programs of their employer. \u00a0(Note: if any of the charity&#8217;s employees are represented by a <strong>union<\/strong>, the leader should consult the <strong>collective agreement<\/strong> to see if any special rules apply).<\/p>\n<p>Diligently managing these absences from the onset is essential to appropriately care for and support these employees, and to protect the charity from liability. \u00a0The following six\u00a0tips will help charity leaders to\u00a0ensure that their\u00a0employees make a safe and healthy return to work:<\/p>\n<h2>Tip #1<\/h2>\n<p><strong>Document<\/strong>\u00a0the dates the employee is absent from work. \u00a0It&#8217;s amazing how often this one tends to get overlooked, but it is really important for a number of reasons, including:<\/p>\n<ul>\n<li>Ensuring the employee is paid appropriately (e.g. sick, regular, unpaid)<\/li>\n<li>Completing paperwork\u00a0in a timely manner (e.g. Record of Employment, Long Term Disability application etc.)<\/li>\n<li>Comparing the employee&#8217;s absences to the organization&#8217;s average<\/li>\n<li>Being consistent in when\u00a0doctor&#8217;s notes are requested<\/li>\n<\/ul>\n<h2>Tip #2<strong>\u00a0<\/strong><\/h2>\n<p>Touch base with the employee at regular intervals and keep the lines of communication open. \u00a0Lengthy absences can cause employees to feel disconnected from what is happening at work and <strong>anxious<\/strong> about the prospect of returning. \u00a0 \u00a0Some employees may appreciate being kept updated on workplace happenings and social events. \u00a0These conversations are\u00a0also a good time to make the employee aware of the charity&#8217;s <strong>Employee Assistance Program<\/strong> (EAP), if one exists. \u00a0Letting the employee know that you are coming from a position of care and support\u00a0demonstrates goodwill, and can be a positive way to initiate the conversation, especially in situations where the employment relationship is less than ideal.<\/p>\n<h2>Tip #3<\/h2>\n<p>Request a <strong>doctor&#8217;s note<\/strong>, if appropriate. \u00a0A charity&#8217;s policy might require that an employee provide a doctor&#8217;s note if they have missed more than (e.g. five) consecutive work days, or incurred more than (e.g. ten) absences over the course of the year. \u00a0In either case, consider the following when\u00a0asking for a doctor&#8217;s note:<\/p>\n<ul>\n<li>Requesting\u00a0clarity with regards to the\u00a0employee&#8217;s functional abilities (e.g. sitting, standing, ability to concentrate\u00a0etc.) so the charity can identify and offer the employee <strong>modified<\/strong> work that is appropriate. \u00a0A job description or <strong>physical demands analysis<\/strong> (if one exists) can also assist the health care provider in making appropriate recommendations with regards to modified work.<\/li>\n<li>Asking about\u00a0an employee&#8217;s <strong>diagnosis<\/strong> or treatment\u00a0is not relevant to managing the absence, and could actually expose the charity to a <strong>human rights<\/strong> complaint. \u00a0If the employee divulges this information, let them know that it\u00a0is not required and redirect the conversation to identifying work they might still be able to perform.<\/li>\n<li>At minimum, the doctor&#8217;s note should include the employee&#8217;s name, the date they were seen and the signature or stamp of the doctor&#8217;s office. \u00a0It should also\u00a0indicate a return to work date, or when the employee will be re-assessed, which is typically\u00a0a good time to request an updated doctor&#8217;s note.<\/li>\n<li>If the employee wishes to return to full duties before the expiration of the current doctor&#8217;s note on file, the charity should request an updated doctor&#8217;s note clearing the employee to do the same. \u00a0If the employee resumes work before they are ready or outside of the parameters set by their health care provider, it could have long term health consequences for the employee, and expose the charity to additional liability.<\/li>\n<li>If the charity has requested details about the employee&#8217;s functional abilities, the health care provider may charge the employee a fee for this documentation. \u00a0This can be difficult from an employee relations perspective as the employee may be on a reduced or fixed income. \u00a0For these reasons, and because the charity has initiated the request for this additional information, charities should consider reimbursing the employee for part or all of these costs.<\/li>\n<\/ul>\n<h2><strong>Tip #4\u00a0<\/strong><\/h2>\n<p>Be sure to<strong> document<\/strong> any offers of modified work. \u00a0If the charity is able to identify work that is within the restrictions identified by the employee&#8217;s health care provider, it should offer that modified work to the employee in writing. \u00a0For the return to work to be successful, the employee must be an active participant in the process and given the opportunity to provide input as well as raise any concerns they may have. \u00a0If the employee declines the offer of modified work, that should be documented as well.<\/p>\n<h2>Tip #5<\/h2>\n<p>Modified duties should be <strong>time bound<\/strong>. \u00a0Charities that allow employees to continue with modified duties or hours indefinitely may be considered to have created a new position for them, which they may not be\u00a0obligated to do. \u00a0A good practice is to revisit and update the return to work plan every time new documentation is received from the health care provider. \u00a0The goal of every return to work program should be to return the employee to full duties and hours.<\/p>\n<h2>Tip #6<\/h2>\n<p>Keep documentation such as doctor&#8217;s notes and return to work plans in a separate file. \u00a0Documentation related to the employee&#8217;s innocent absenteeism should be treated as confidential, and access limited to only those with a legitimate need to access that information. \u00a0If this information is not safeguarded, it could open the charity to liability from a privacy and human rights perspective.<\/p>\n<h2>Closing<\/h2>\n<p>Even after having followed these tips, charity leaders will encounter more complex situations where professional assistance is required. \u00a0For example, when a long term disability claim is denied or has been exhausted, and the employee is still not able to return to work, it&#8217;s time to call a professional.<\/p>\n<p>Charities should look for a reputable organization that has a strong background in disability management, and should also check references before entering into any kind of a formal agreement. \u00a0Members who are enrolled in CCCC&#8217;s domestic Group Health Insurance Program\u00a0have access to the Early Assistance and Reintegration Service\u00a0(EARS), which is\u00a0designed to help employees deal with any medical condition interfering with their capacity to work. This service is provided by <strong>Cowan Insurance Group<\/strong> and delivered by a team of healthcare professionals.<\/p>\n<p>When in doubt about whether or not to engage the services of a third party, it&#8217;s best to seek advice in order to avoid exposing the charity to unnecessary liability.<\/p>\n<p>&nbsp;<\/p>\n<p><a href=\"#_ednref1\" name=\"_edn1\">[1]<\/a> http:\/\/www.hrreporter.com\/article\/27987-average-absence-rate-89-days-in-2015-report\/<\/p>\n<p><a href=\"#_ednref2\" name=\"_edn2\">[2]<\/a> http:\/\/www.conferenceboard.ca\/press\/newsrelease\/13-09-23\/absent_workers_cost_the_canadian_economy_billions.aspx<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Absenteeism Employee absenteeism can be particularly challenging and time consuming for Christian charity leaders to manage. \u00a0Of course this isn&#8217;t an issue limited to the charitable sector. \u00a0The\u00a0Conference Board of Canada\u00a0reported that\u00a0the average absence rate among Canadian employers in 2015 was\u00a08.9 days per full time employee, and that absenteeism cost&#8230; <a href=\"https:\/\/www.cccc.org\/news_blogs\/hr\/2016\/09\/07\/innocent-absenteeism-what-christian-charities-can-do-to-manage-it\/\" class=\"linkbutton\">More<\/a><\/p>\n","protected":false},"author":16,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"ts_fic_featured_image_caption":"","_jetpack_memberships_contains_paid_content":false,"footnotes":""},"categories":[327,184],"tags":[],"series":[],"class_list":["post-22784","post","type-post","status-publish","format-standard","hentry","category-disability-management","category-health-safety"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.3 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Innocent absenteeism &amp; what Christian charities can do to manage it - CCCC Blogs<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/cccc.org\/news_blogs\/hr\/2016\/09\/07\/innocent-absenteeism-what-christian-charities-can-do-to-manage-it\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Innocent absenteeism &amp; what Christian charities can do to manage it - CCCC Blogs\" \/>\n<meta property=\"og:description\" content=\"Absenteeism Employee absenteeism can be particularly challenging and time consuming for Christian charity leaders to manage. \u00a0Of course this isn&#8217;t an issue limited to the charitable sector. \u00a0The\u00a0Conference Board of Canada\u00a0reported that\u00a0the average absence rate among Canadian employers in 2015 was\u00a08.9 days per full time employee[1], and that absenteeism cost... 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