| Approving Authority: |
Pro Vice Chancellor (Administration) |
| Approval Date: |
13 May 2005 |
| Approved Document No: |
2005/0012910 |
| Review Date: |
2009 |
| Policy Adviser: |
Description of the Policy:
This document outlines the University's approach to providing workplace rehabilitation for injured and ill staff members.
Related Policies, Procedures & Forms:
Griffith University Health and Safety Policy
Reporting and Recording of Work-Caused Injury, Illness and Occurrences
Staff Counselling Services Policy
Individual Grievance Resolution Procedure
Inclusive Practices for People with Disabilities Policy
Griffith University Privacy Plan
Queensland Anti-Discrimination Act 1991
(http://www.legislation.qld.gov.au/LEGISLTN/ACTS/1991/91AC085.pdf)
Queensland Workplace Health & Safety Act 1995
(http://www.whs.qld.gov.au/whsact/index.htm)
(http://www.legislation.qld.gov.au/Legislation.htm)
Workers' Compensation and Rehabilitation Act 2003
(http://www.qcomp.com.au/scheme_development/legislation/source/wcra2003.pdf)
Workers' Compensation and Rehabilitation Regulation 2003
(http://www.qcomp.com.au/scheme_development/legislation/source/wcrr2003.pdf)
This document is available in Word format for downloading. Click here to download this document.
[Introduction] [Scope] [Application] [Delegated Authorities]
Griffith University is committed to providing a healthy and safe workplace. However, in the event of work-related injury/illness, the University is committed to providing workplace rehabilitation. In cases of non
work-related injury/illness, workplace rehabilitation may be provided at the discretion of management.
The University recognises the many benefits of rehabilitation for injured/ill staff members, including faster recovery, reduced suffering, and improved job and financial security; as well as benefits to the University, including retention of skilled staff members, increased productivity, positive staff morale and reduced workers' compensation costs.
This policy applies to 'workers', as defined by the Workers' Compensation and Rehabilitation Act 2003, employed under a contract of service within Griffith University. For non work-related injury or illness the policy applies to continuing staff and fixed term staff members within the fixed term period.
The University will provide workplace rehabilitation in accordance with the Workers' Compensation and Rehabilitation Act 2003 and Regulation. In cases of non work-related injury/illness, workplace rehabilitation may be provided to staff members at the discretion of University management.
The goal of workplace rehabilitation is the earliest possible safe return to work of an injured/ill staff member to their pre-injury/illness position.
3.1. Aim of the Policy
The aim of this Policy is to ensure:
· a culture of acceptance for workplace rehabilitation;
· a framework to conduct workplace rehabilitation for injured/ill staff members;
· effective rehabilitation is provided in consultation with the rehabilitation team;
· confidentiality of medical and rehabilitation information is maintained.
3.2.
Responsibilities of the University
For staff members injured at work, the University will:
· promptly administer workers' compensation claims in accordance with legislation;
· take all reasonable steps to provide staff members with rehabilitation or suitable duties as soon as practicable following injury/illness;
· develop rehabilitation plans in consultation with the treating medical practitioner, staff member's supervisor and key parties according to best practice rehabilitation principles and practices.
3.3. Responsibilities of the injured/ill staff member
Staff members injured at work will:
· report workplace incidents, injuries or illnesses according to the Reporting and Recording of Work Caused Injury, Illness and Occurrences Procedures;
· notify their supervisor of work absences due to injury/illness and provide a medical certificate;
· participate in rehabilitation as soon as practicable after injury/illness, with the goal of resuming pre-injury/illness duties as soon as possible.
3.4 Best practice rehabilitation principles and practices
The following best practice rehabilitation principles apply for staff members' work-related injury/illness:
· Rehabilitation will be provided by a Rehabilitation Coordinator, registered with Q-COMP;
· Workplace rehabilitation will commence as soon as practicable following staff members' injury/illness;
· Rehabilitation will be developed in consultation with the treating doctor, using a multi-disciplinary team approach, and will consider reasonable workplace adjustment;
· Suitable duties programs will be medically approved by the treating doctor, workplace based and time limited;
· Confidentiality of medical and rehabilitation information will be maintained;
· Rehabilitation will be in accordance with Queensland legislation,
including the Standard for Rehabilitation, Workers Compensation and Rehabilitation Regulation, Part 6, Division 3.
3.5 Roles associated with workplace rehabilitation
The rehabilitation team will develop, implement and monitor rehabilitation plans and may include all, or some of the following persons:
· injured/ill staff member
· supervisor/manager of the injured/ill staff member
· treating medical practitioner
· WorkCover Queensland Case Manager
· associate/representative of the staff member (if requested)
· Human Resource Adviser
· rehabilitation service provider (where required)
3.5.2 Injured/Ill Staff Member
The injured/ill staff member will:
· provide a workers' compensation medical certificate for absences/treatment subject to a workers' compensation claim;
· maintain communication with the rehabilitation team;
· continue participation in normal performance review processes during rehabilitation.
3.5.3 Supervisor/Manager
In cases of a staff member's work-related
injury/illness, the supervisor will:
· notify the Human Resource Adviser or Rehabilitation Coordinator as soon as possible;
· assist in development, implementation and monitoring of a rehabilitation plan;
· support and encourage the injured/ill staff member during rehabilitation;
· maintain an accurate record of hours worked by the staff member, to provide to the Rehabilitation Coordinator;
· continue normal performance review processes during rehabilitation.
3.5.4 Rehabilitation Coordinator
The Rehabilitation Coordinator will:
· ensure early intervention through early contact with all key parties;
· develop, facilitate and monitor rehabilitation plans and suitable duties programs in consultation with rehabilitation team;
· maintain accurate, relevant documentation in accordance with the Standard for Rehabilitation, Workers Compensation and Rehabilitation Regulation, Part 6, Division 3;
· maintain relevant statistics regarding workplace rehabilitation.
Co-workers will be encouraged to support injured/ill staff members, and will be informed about their co-worker's rehabilitation on a 'need to know' basis.
3.6 Rehabilitation procedures for work-related
injuries/illnesses
3.6.1 Rehabilitation Plan
The rehabilitation plan will take into account:
· the nature of injury and relevant medical information;
· pre-injury duties and substantive classification;
· approval from treating medical practitioner before implementation;
· consultation with rehabilitation team;
· reasonable workplace adjustments if required;
· operational requirements of the University;
· clear and appropriate goals, and methods of achieving the goals;
· projected costs
· time frames;
· review mechanism and dates of review.
The rehabilitation plan may include a suitable duties program, which is a supervised, graduated return to work process including selected pre-injury duties or alternative duties, either in the usual work area, or an alternative workplace within the University if feasible. Suitable duties programs will take into account:
· nature of injury and relevant medical information;
· rehabilitation plan;
· pre-injury duties and substantive classification;
· approval from treating medical practitioner;
· consultation with rehabilitation team;
· functional capacity and work experience;
· potential suitable duties and meaningful work;
· level of supervision and training required;
· suitable hours and time frames;
· reasonable workplace adjustments where required.
Suitable duties programs will not affect adversely staff members' future work opportunities. A copy of the program will be made available to the staff member and the supervisor.
3.6.3 Funding for Rehabilitation
WorkCover Queensland will pay all reasonable costs of rehabilitation for accepted workers' compensation claims. Other costs which may be considered desirable to assist rehabilitation, such as equipment or training, may be funded by the School/Element at the discretion of the relevant Head/Director.
Suitable duties programs may be fully funded by WorkCover Queensland, or partially funded (where a staff member is fit to work restricted hours). In partially funded programs, the School/Element pays for actual hours worked, and WorkCover Queensland pays for the remainder of hours normally worked.
In some cases, it may be desirable for the University to meet limited medical and rehabilitation costs prior to acceptance of a workers' compensation claim. This will be at the discretion of the relevant Head of Element, with advice from the Rehabilitation Coordinator regarding necessary and reasonable costs.
3.6.4 Residual Incapacity due to Work-Related Injury/Illness
If the outcome of rehabilitation is that the staff member is unable to return to pre-injury/illness duties, the Head of Element will consider reasonable workplace adjustment. If still unable to return to pre-injury/illness duties, the University may seek suitable alternative employment for the staff member over a period of up to 12 weeks.
The relevant Deputy Vice Chancellor or Pro Vice Chancellor, in association with the Office of Human Resource Management, will take all practicable steps to identify a suitable position within the University to which the staff member may be given an alternative placement, commencing with his/her own area.
The alternative placement of a staff member within the same school, or area office, rests with the relevant Deputy Vice Chancellor or Pro Vice Chancellor. For placement to an area outside the relevant Deputy Vice Chancellor's, or Pro Vice Chancellor's responsibility, the authority rests with the Director, Human Resource Management. The Vice Chancellor has the final decision on matters of dispute in the process for alternative placement.
The staff member is required to participate fully in the search for alternative employment, by proactively job searching, being available for consideration for a vacancy, attending interviews and participating in training.
Continuing staff members may be placed in a fixed term position as a temporary measure. In this instance the staff member will remain continuing and retain existing entitlements. During the fixed term appointment the University may place the staff member in a continuing position. If this does not occur, on completion of the fixed term appointment the University will continue the search for suitable alternative employment for the remainder of the 12 week period.
The Rehabilitation Coordinator should notify the Director, Human Resource Management, if a staff member is unable to return to pre-injury/illness duties following work-related injury/illness. If the staff member cannot be placed in suitable
alternative employment within the University, the University will proceed in accordance with the Managing Ill Health clause of the General and Academic Staff Certified Agreements, which may lead to termination of employment.
3.7 Rehabilitation for Non Work-Related Injury/Illness
Workplace rehabilitation for non work-related injury/illness may be provided in some circumstances at the discretion of the University. In such cases, the staff member may be referred to a University preferred doctor before and/or during rehabilitation.
A graduated return to pre-injury/illness duties will normally be completed within 6 weeks.
3.7.1 Payment of Salary following Non
Work-Related Injury/Illness
The University will pay the injured staff member for actual hours worked. Accrued sick, recreation or long service leave may be used to supplement hours worked, with approval of the supervisor.
The University is not required to provide employment following non work-related injury/illness, if a staff member is unable to resume pre-injury/illness duties. In such cases, the University may seek termination of employment. However, where there is benefit to the University, and at the discretion of management, other employment options within the University may be sought.
The Rehabilitation Coordinator should notify the Director, Human Resource Management, if a staff member is unable to return to pre-injury/illness duties following non work-related injury/illness.
In the event that a grievance arises in relation to work-related rehabilitation, the Individual Grievance Resolution Procedure will apply.
Information obtained during rehabilitation will be treated with sensitivity and confidentiality. Approval to access or release medical or rehabilitation information, relevant only to rehabilitation and return to work, will be sought from the staff member using the Authorisation to Release Information form. The Rehabilitation Coordinator will release information to key parties on a 'need to know' basis, only where information is required for rehabilitation and return to work.
The Rehabilitation Coordinator will keep accurate and objective case notes in a secure location for each staff member undergoing rehabilitation. Case notes should contain:
· all communication between the worker, Rehabilitation Coordinator and key parties;
· actions and decisions;
· reasons for actions and decisions.
At the conclusion of rehabilitation, the rehabilitation file must be sealed in an envelope, marked 'Confidential–Rehabilitation File' with the staff member's name and ID number, and forwarded to Corporate Archives and Records Management.
3.11 Information and Training
Information and training regarding the Workplace Rehabilitation Policy and related procedures will be available for managers, supervisors and staff members. Information on rehabilitation will be included in induction programs for new staff.
3.12 Review
The Workers' Compensation and Rehabilitation Act 2003 requires this policy to be reviewed at least every three years. The scheduled review date is 30 months from the date of approval of the policy.
· The Vice Chancellor has the final decision on matters of dispute in the process for alternative placement.
· The relevant Deputy Vice Chancellor or Pro Vice Chancellor approves permanent alternative placement within their own area.
· The Director, Office of Human Resource Management:
- approves alternative placement when the staff member is transferred across relevant Deputy Vice Chancellor or Pro -Vice Chancellor groupings;
- may approve termination of employment if the staff member cannot return to pre-injury/illness duties and cannot be placed in suitable alternative employment.
· The Head of Element may approve:
- limited medical and rehabilitation costs until WorkCover Queensland accepts a claim.
- other necessary and reasonable costs associated with the rehabilitation plan, eg equipment or training.
- costs associated with providing a rehabilitation program for a staff member's non work-related injury/illness.
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