3.1 It is the responsibility of the Principal/Vice-Principal to participate in the STDB process.
3.2 Medical proof of illness/injury confirmation shall be required to be provided by the Principal/Vice-Principal to access STDB, regardless of number of STDB days taken.
3.3 Principals/Vice-Principals shall be required to be medically assessed and shall producemedical documentation of a Physician or Dentist during the absence or prior to the absence.
3.4 The employer shall be responsible for any costs related to independent third-party assessment required by the employer.
Adjudication
3.5 The Principal/Vice-Principal is required to provide information to assess whether a Principal/Vice-Principal is able to return to work and perform the essential duties of their position. The information will be used to access STDB and provide workplace accommodation.
3.6 The documentation will confirm that the absence reason is related to personal illness or personal injury including personal medical appointments and personal emergency dental emergencies and will be provided within five (5) business days from the start of the absence.
3.7 The documentation will include the following information: their abilities, limitations, restrictions, general nature of illness, and disability related needs to assess workplace accommodation and access to STDB, as necessary (omitting a diagnosis). Documentation will also include treatment plan information and expected return to work date (prognosis).
3.8 Sufficient documentation for medical appointment or emergency dental appointment will include proof of the appointment, and proof of assessment.
3.9 Principals/Vice-Principals who are absent for extended periods will be required to provide regular updated medical documentation to support continuation of STDB. For clarity, regular update timelines will be determined based on factors including: nature of illness, upcoming and additional medical appointments and treatment plans.
3.10 Sufficient documentation for medical appointment or emergency dental appointment will be from a general physician (family doctor), nurse practitioner or medical specialist holding a medical doctor degree.
3.11 A Board decision to deny access to under STDB will be made on a case-by-case basis
and not based solely on a denial of LTD.
Exemptions
3.12 The employee may request an exemption to this adjudication process by contacting shortterm.absence@ddsb.ca and/or Ability Case Manager as appropriate within five (5) business days of the beginning of the absence.
3.13 The school board retains sole discretion to exempt Principals/Vice-Principals from the adjudication process on a case-by-case basis and shall pay the Principal or Vice-Principal the equivalent to ninety percent (90%) of regular salary during their approved STDB days.
3.14 The DDSB will use discretion to exempt employees from the adjudication process. Consideration will be given to:
- An approved, active ability management case
- Unable to return to work prior to the exhaustion of the sick leave days and transitions to STDB until the next review date.
- Case by case review of situation less than three (3) consecutive days
Adjudication
3.15 The Board may secure a third-party adjudicator for purposes of reviewing STDB administration and adjudication. This will be based on a case-by-case scenario or for all claims.
3.16 If the Board secures a third-party adjudicator, the Principal/Vice-Principal will provide necessary documentation as required by the third-party adjudicator. Decisions by third-party adjudicator will be final except for the appeal process.
3.17 If no documentation is received within five (5) business days from the start of absence, STDB will be denied, and benefits will not be awarded back to the start of the absence.
3.18 If the documentation provided by the employee is insufficient, the employee will be contacted within five (5) business days to provide additional or clarifying information.
3.19 Principals/Vice-Principals will have five (5) business days to provide clarifying medical documentation.
3.20 Principals/Vice-Principals may request an extension to provide the documentation. The request must be made during the absence, as possible.
3.21 STDB adjudication determination will be communicated within five (5) business days, once all required documentation has been received including any additional or clarifying information that has been requested.
3.22 STDB adjudication determination communication will include statement of decision, rationale for decision if declined and appeal process information as appropriate.
3.23 The employer shall be responsible for any costs related to independent third-party assessment required by the employer
Appeal Process
3.24 A Principal/Vice-Principal may appeal the adjudication decision.
3.25 The Board may secure a third-party adjudicator to complete the appeal process.
3.26 Written notice of appealing the decision is to be provided within ten (10) business days from the date of decision by contacting shortterm.absence@ddsb.ca and/or Ability Case Manager as appropriate.
3.27 New and previously un-reviewed medical documentation is to be provided with the notice of appeal, as applicable.
3.28 If through the appeal process, the decision to access the STDB is reversed, STDB will be paid at ninety percent (90%) retroactively from the date that the STDB is deemed to have commenced.
3.29 If a decision to deny STDB is upheld, the file will be closed and the Principal/Vice-Principal will be expected to return to work.
3.30 If the Board completes the appeal internally, the Principal/Vice-Principal may proceed through dispute resolution as per the local terms and conditions.
3.31 If the Board utilizes a third-party to adjudicate the appeal of decision of STDB, the Principal/Vice-Principal will follow the appeal process provided by the third-party. The appeal decision by the third-party will be final.
