Information about Medical Leaves of Absence, and Waterloo’s sick leave program

You are responsible for notifying your supervisor of your absence from work.   

Please note: you are not required to share any medical information with your supervisor.  Please only identify that you are medically absent, your first day absent, and - if known - your anticipated return to work date.  

You may need to continue to notify your supervisor of your absence from work until your EHA case manager confirms that all required information has been received, and that your EHA case manager has provided your supervisor with a status update (see Step 5).  Speak with your supervisor if you have questions.  

For medical absences of 5 business days (or more), documentation such as the Sick Leave Return to Work Form (PDF) (or alternate documentation) needs to be completed by your healthcare practitioner to consider eligibility for a medical leave of absence / sick leave benefits.   

When you know you will experience a medical leave of absence of 5 business days (or more), complete the form below to initiate the medical leave of absence / sick leave program. Upload your completed documentation in  “Section 5: Medical Documentation" of the form below, or at a later time through the options noted below. Documentation will be stored in alignment with confidentiality and privacy requirements.  

Note: If you believe that your injury or illness arose out of, and in the course of your employment, please complete an Incident and Investigation Report Form with your supervisor. Medical aid and lost time injuries are managed by the Safety Office. Incident reports and Workplace Safety & Insurance Board (WSIB) forms are to be sent to the  Safety Office. 

EHA will contact you within the next two (2) weeks regarding next steps. That might include arranging a meeting with you to discuss your return to work (RTW) plans and any supports you need, or it might include confirming receipt of your medical documentation, and a timeline for when we will require an update.  

If you don’t access your UWaterloo email in your role or while on leave, no problem. We can communicate with you via a personal email address, or arrange an appointment by phone. Let us know how you’d like to be contacted using the form fields below.   

EHA will contact your supervisor to provide regular status updates during the course of your absence. EHA will never share personal health information (e.g. medical information) with your supervisor. EHA will let your supervisor know when you are in compliance with sick leave program requirements, and when to anticipate the next status update, or when you will be returning to work. EHA can include you on these communications, at your request.  

EHA will let you know how often updated documentation is required to continue to support your medical absence. Updated forms / documentation can be submitted through the form below.  Documentation will be stored in alignment with confidentiality and privacy requirements.  

• Note: the University of Waterloo partners with a third-party case management group, TELUS Health to support case management.  EHA may engage this support and refer you to TELUS Health.  Your EHA case manager will provide with you further information if this support pathway is used during your leave of absence.   

The University of Waterloo is committed to making every reasonable effort to assist employees and to supporting safe and sustainable return to work plans. For some situations, employees may be able to return to full and regular duties.  For other folks, workplace accommodations may be required on a temporary basis to support the transition of returning to work after a medical leave of absence. We call these Return To Work (RTW) plans.  Sometimes this transition plan includes modifying or reducing work hours, or includes the provision of additional supports or resources.  Your EHA case manager will use the restrictions and functional limitations provided by your health care team, and work with you on the supports relevant to your situation.  Your EHA case manager will work with you and your supervisor to design and implement appropriate RTW plans.  

For medical absences of 5 business days (or more), documentation such as the Sick Leave Return to Work Form (PDF) (or alternate documentation) needs to be completed by your healthcare practitioner to consider eligibility for a medical leave of absence / sick leave benefits.   

You are responsible for notifying your supervisor of your absence from work.   

Please note: you are not required to share any medical information with your supervisor.  Please only identify that you are medically absent, your first day absent, and  - if known - your anticipated return to work date.  

Please refer to the Sick Leave webpage for information about your sick leave benefit eligibility. 

Please visit the types of Absences and Leaves webpage for more information about the types of absences and leaves available.