Information about UW's Sick Leave

How to inform your employer of your medical absence / sick leave

Everyone of us will experience some form of illness or injury in our lifetime.  Occasionally, an illness or injury will impact our abilities, daily activities, and work experiences.   When this happens, the University of Waterloo is committed to making every reasonable effort to assist employees and provide appropriate workplace accommodation solutions.   Sometimes, that accommodation may come in the form of a medical absence, or “sick leave”.  

The Disability Management Guide provides critical information about the various roles and responsibilities during a medical absence/sick leave. 

What steps do I need to take?

STEP 1. Communicate with your Supervisor  

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).  

STEP 2. Obtain Medical Documentation to Verify your Medical Absence 

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

Completed forms / documentation can be submitted through the webform 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

STEP 3.  Complete the EHA Medical Absence / Sick Leave Webform 

When you know you will experience a medical leave of absence of 5 business days (or more), complete the webform below to initiate the medical leave of absence / sick leave program.  

STEP 4.  Monitor your Waterloo email for next steps.  

EHA will contact you within the next two (2) weeks regarding next steps.   That might include arranging a meeting with you to discuss your 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 webform fields below.   

STEP 5. EHA will contact your Supervisor to provide Status Updates  

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.  

STEP 6.  Continue to work with your EHA case manager, provide updated documentation as required 

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 webform below.  Documentation will be stored in alignment with confidentiality and privacy requirements.  

STEP 6B.  Engaging TELUS Health 

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 is required during your leave of absence.  

STEP 7. Return to Work Planning  

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.  

FAQ

What documentation do I need?  

There are several forms that you could use to apply with our office that will assist us in exploring the supports and resources best suited to your needs/situation. Each form provides guidance on who may complete it. For more information, please go to the Documentation Information and Forms webpage.

What do I say to my Supervisor?  

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. 

I have questions about my Sick Leave Benefit Eligibility 

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

What Types of Absence and Leaves are available?  

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

Sick Leave / Medical Leave of Absence Webform

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Please complete the webform once you have obtained the required Sick Leave Return to Work Form (PDF) .  

Section 1: Employee Information  

Section 2: Supervisor Information 

Section 3: Absence Information  

Is this your first submission for this Medical Leave of Absence (Sick Leave)?
Do you have an anticipated Return to Work Date?

Section 4:  Accessible Formats 

Do you require accessible formats of materials through this process?

Please outline your accessible formatting needs/preferred formatting for documents and communications in this process: 

Section 5: Additional information 

Please provide any other information about your symptoms, impacts, functional limitations that Employee Health and Accommodations should consider.   Please note EHA does not require you to share the details of your traumatic experience, and does not require you to disclose your diagnosis 

Section 6: Medical Documentation 

Upload your completed Sick Leave Return to Work Form (PDF) or alternate documentation here. Documentation can be submitted at a later time through the following options: 

  1. Email to occupationalhealth@uwaterloo.ca,  

  1. Using MoveIt, the University’s Secure File Transfer Service (send to occupationalhealth@uwaterloo.ca), or 

  1. In-person using our secure Drop Box located at Commissary – COM 115 (University of Waterloo - Main Campus). 

Unlimited number of files can be uploaded to this field.
100 MB limit.
Allowed types: jpg, png, pdf, doc, docx.

Following all applicable legislation and privacy standards, your information is kept confidential within the Employee Health and Accommodations (EHA) department. 

The information provided through this webform is received confidentially and securely by the EHA department.  Your information will be stored in EHA’s confidential records.  Your information is deleted from the webform once securely stored in EHA’s records. 

By submitting this webform, you verify the accuracy of the information above, and you consent to the use of this information for the purposes of exploring workplace accommodations, such as a medical leave of absence (sick leave benefits).