For Employees

Employees may need to take medical leave during the course of their employment with UNBC. You can learn more about your sick leave benefits, and other entitlements, in your applicable Collective Agreement or Handbook.

Sick Leave Defined

• CUPE 3799 Reference Article 23
• CUPE 2278 Reference Article 17.07
  • Sick leave eligibility does not exceed the equivalent of one-week average hours of work, therefore most information below does not apply.
• Faculty Association Reference Article 61
• Exempt Employee Reference Item 6.1 

Steps to Taking Sick Leave

UNBC HR Employee Wellbeing team are happy to meet to discuss the details and answer any questions you have about sick leave.  You are welcome to invite your Union representative to support you.  

Below are the steps to taking sick leave during your employment at UNBC:

Taking a Sick Day

1.  Inform your supervisor of your sick leave time via email, Teams message or phone.
2. Complete an Ellucian leave form HERE. *Instructions for submitting a leave request through Ellucian, can be found HERE under "Employee Leave Requests".

Taking Medical Leave (Sick leave greater than 5 consecutive days or 7 calendar days)

1. Inform your supervisor of your sick time dates via email, Teams message, or phone. 
2. Inform Employee Wellbeing of sick time leave greater than 5 days (including upcoming medical procedure leave).
3. Obtain and submit a medical note from your medical provider directly to Employeewellbeing@unbc.ca to ensure confidentiality.
   • Faculty Members can submit “Article 61A Sick Leave Claim” form OR can submit a signed medical note.
4. Complete an Ellucian leave form HERE. Only include limited personal information in the description field.  If you are experiencing difficulties completing this form, you can ask your manager or supervisor to submit on your behalf.
5. Send updates to Employee Wellbeing regarding any further information on your sick leave.
6. Employee Wellbeing will then update your supervisor of any relevant return plans.
7. Return to Work (RTW): Submit medical document with a clearance date and any accommodations.  Employees who report to work without prior medical documentation and approval from Employee Wellbeing will be sent home.

Long Term Disability

If Sick Leave is anticipated to be longer than 60 Calendar Days, there is a process for UNBC employees to apply to Sun Life for a “long term disability” leave (LTD).

1.  Inform Employee Wellbeing early to support a timely application process to Sun Life.
2. Expect an email from Employee Wellbeing providing information to apply.
3. Once an employee’s application has been received by Sun Life, it will be reviewed and assessed. Updates will be communicated directly to the employee by Sun Life.

Returning to Work (RTW) Following an Approved LTD Leave

1.  Sun Life will update Employee Wellbeing of a return-to-work date and any gradual return-to-work plans that could include modifications or accommodations to specific tasks. 
2. Employee Wellbeing will collaborate with the supervisor and the employee to ensure a successful return to work plan with specific dates, modified hours/tasks, and follow-up with regular check ins to review the RTW plan.

NOTE:  Your benefits will remain active while you are on Sick Leave, however, if your Sick Leave time expires, you are responsible to pay for your own benefits if you wish to remain on the benefits plan.  If your LTD Claim is approved, your benefits will be reimbursed from your LTD date of approval. 

For Supervisors/Managers 

As a Supervisor or Manager, you have an important role in supporting employees who may need to take a medical leave. You can learn more about employee sick leave benefits, and other entitlements, in the applicable Collective Agreement or Handbook. 

1. Ensure that employees requiring a medical leave submit the necessary leave forms and connect with UNBC Employee Wellbeing as soon as they are able (information above).
2. Encourage open communication and make it clear that you are available to support employee needs. 
3. Employees are not required to disclose specific medical information or diagnoses to their supervisors or managers when requesting a leave.  
4. Employee Wellbeing will provide you with the necessary updates regarding expected timelines for return-to-work and workplace accommodations/supports once these details are known. 

Please visit our Information for Managers/Supervisors tab for more information on supporting the wellbeing of your employees.