This form Leave Fitness-To-Return Certification is used when an employee is ill for more than 3 business days as well as other circumstances. Please check with the Business Specialist if you are unsure which circumstances require this form to be completed.
Ifneeded, theform must besigned by the employee’s provider prior to employee returning to work including thespecific datethe employee can return under section 2(a)Please also complete the following: Fitness to Return Narrative
The signed form is confidential andonlyshared with Supervisor and Business Specialist.
Have SP (Standardized Patient) email you with the request: including the start and end date, reason etc. and forward it to Director and Business Specialist. Director will decide if the Leave is approved.
Once approved,set up requirements(e.g. check in monthly to keep their Supervisor updated aboutemployee’s plan to return at the date specified, continue to check Email and Shiftboard at least twice a week and sign up for events that are after their return date.)Additional requirements may be added based on the situation.
Send SP approval emailspecifying all conditions and have them reply with their agreement. Forward agreement to the Business Specialist.
Send an email to the Coordinators, Supervisors and Directorinforming them of the leave and the date. Do not give the reason for the Leave in this email as it may be confidential.
At the time of the incident the employee must be performing activities that the university pays for the employeeto do. If the employee qualifies, a worker’s compensation claim must be completed with University Risk Management https://www.cu.edu/risk/incident-procedure. Please keep in mind a written notice must be given to the Director within 4 working days of the accident.
Locate a staff member to help you. Collect the following information and send it to the Business Specialist and Director:
Date, time and location of incident
Description of incident with names and contact information of individuals affected and whether medical treatment was accessed.
Informthe Director if someone’s overallscore is going to fall below Meeting Expectations on their evaluation.
Contact CAPE’s HR (Human Resources)staff to have them help in writing the LOC. Be as specific as possibleaboutthe employee's deficiencieswithin specific areas (e.g. Accountability, Feedback, etc.), including dates. Create a plan going forward with specific actionsthat need to be completed within 60 days.For example: “On an immediate and ongoing basis (employee) must be on time for all trainings, mocks and events.”
Send to the Director for additions, changes and approval. Once approved by the Director,send LOC to the CAPE HR contact to edit and approve.
Once completed have CAPE Administration add the CAPE Letter head to the LOC.
Meet with the SP, review the Letter of Correction and have them sign it.
Once signed by SP, a copy is sent to the CAPE Business Specialist and a copy is sent to the CAPE HR contact for their records.
Follow up with SP regarding thierprogress or as necessary and at the end of action plan.
Progress notes are positive or constructive, used for issues or concerns that may need an action item and will be added to the annual review. Progress notes are meant to create transparency in respect toemployee’s growth and challenges. Fill out this form: Supervisor Progress Note Template. Send a copy to the SP and follow up with action plan items if necessary.Keep all documentation.
Annual reviews are required for all employees.University Staff reviews must be completed by the end of January.Classified Staff reviews need to be completed by the end of March.
All reviews require solicited feedback from coordinators, clients, supervisors and the director. The supervisor then compiles observable feedback and writes it in the comment section under the proper heading.The supervisor then assigns a suitable score under each heading (Scoring 1 – 5for UniversityStaff reviews and 1-3for ClassifiedStaff. Note: Decimals may be used, a 2.5 score for example)
Prior to the annual review meeting the employee is sent an unscored review to completewith their self-assessed score and supportive feedback in the comments section.Once the supervisor has received the employee’s self-evaluation, they will combine it with their own.
The supervisor will go through the review with the employee section by section on a specified day.The final review, following year’s workplan and Temporary Pay differential form must be signed by the employee and supervisor. Copies of all signed documents are given to the employee. Original documents are placed in the employee file in the Office Manager’s office.
END OF EMPLOYMENT AND TERMINATION PROCESS
Every dismissal is individual.If there is a complaint about an employee, document everything through email and keep thorough records.Meet with the employeeto develop a plan to move forward. If the employee is not in agreement or no behavior change has been observed, the Supervisor will then meet with the Director and HR to create a plan on how best to move forward with the employee.
If an employeechooses to leave for any reason and gives two weeks' notice they may be able to apply again for work at CAPE after one year.
If an employee is let go by CAPE or the University, they will not be allowed to re-apply for work.