Best Practices for District Joint JEIS Committees
Employer and local union representatives in every school district play a key role in ensuring disabled members receive the JEIS support they need to recover and return to work.
The following recommendations aim to help local unions and school districts maximize the benefits of the JEIS program by improving member participation, and supporting a safe and healthy return to their workplace.
These recommendations are based on feedback from District Joint JEIS Committees across the province. While not all recommendations will work for everyone, districts and local unions are encouraged to adapt these ideas to fit their unique needs and circumstances.
Why do this?
Informing members they will be contacted on the 7th day of their absence as part of a supportive program helps reassure them and reduces anxiety during their time away from work due to illness or injury.
What to do:
Look for regular opportunities, such as meetings or social media, to discuss the JEIS program and share success stories about how it has helped other members.
Schedule a free PEBT virtual or in-person Professional Development Day presentation every few years to keep members informed and engaged.
Share the JEIS email insert and JEIS video periodically with all eligible members.
Why do this?
When the school district or local unions fails to contact a member to introduce the JEIS program, members are often hesitant to participate and miss out on the support they need. This leads to valuable time being spent on follow-ups with members rather than providing them with direct assistance.
What to do:
Whenever possible, call the member directly so they can hear a friendly voice, using the Employee Contact Script to guide the conversation.
Ensure a trained back-up is available to make these calls if you are unavailable, so all members referred to JEIS are contacted before Desjardins reaches out.
If you cannot reach the member by phone, send an email with the JEIS video and JEIS email insert.
Emphasize that JEIS is a supportive and confidential program designed to assist them.
Clarify that participation in JEIS is mandatory, even if they have benefits through WorkSafeBC.
Also, explain that involvement in JEIS is necessary to remain eligible for long-term disability benefits, which serve as a safety net if WorkSafeBC coverage ends.
Why do this?
When a member stops working, they may feel isolated and depressed, which can worsen their disability. Maintaining appropriate connections demonstrates genuine care and can significantly impact their ability and willingness to return to work.
What to do:
Develop a plan within your school district to maintain regular contact with members during their absences, and share this plan openly to ensure everyone understands its purpose.
Emphasize that the goal is to provide connection and support, not to monitor or validate their disability. When reaching out to an absent member, involve them in deciding the type and frequency of communication, such as a text, email, or phone call every 2-4 weeks.
Prioritize members who may be struggling, offering empathy and understanding. Avoid probing into their diagnosis; instead, focus on showing care.
- Share positive messages from coworkers but refrain from sharing any information that could cause stress, such as staffing challenges.
Reassure the member that they are welcome to return to work when medically appropriate, even on a part-time basis or with alternate duties if needed.
If the member seems distressed during contact, encourage them to reach out to their doctor, Employee and Family Assistance Program (EFAP), or their Healthcare Management Specialist for additional support.
Why do this?
Regular meetings between the school district, local union, and Desjardins help to ensure members receive the JEIS support they are entitled to. These meetings also provide an opportunity to collaboratively address any issues affecting members and develop effective solutions as a team.
What to do:
At the start of the school year, schedule all meetings and allocate adequate time for each session. Monthly meetings are effective for most school districts, while very small districts may find quarterly or bi-annual meetings sufficient.
Before each meeting, review the list of absent members provided by Desjardins a few days in advance. Identify any members requiring additional information or attention, such as members having return-to-work difficulties, members suspended from JEIS, members with delayed LTD decisions, or any other concerns.
Use the meeting as an opportunity to collaborate and address any member-related issues. The combined input from the school district and local union is often invaluable in finding solutions, such as a care call from the union, and ensuring members receive the support they need.
Why do this?
Delayed or missed JEIS referrals can leave members without crucial support, potentially leading to longer absences and even preventable permanent disabilities.
What to do:
Regularly monitor your monthly JEIS referral timeliness using the employee listing provided by Desjardins. If any referrals are missed or delayed, implement improvements.
Regularly remind members and supervisors about the 6-day reporting requirement.
For 10-month employees, provide reminders near the end of the school year to report any illness or injuries occurring over the summer, allowing them to access support without waiting until September.
Ensure absence advisors have adequate training and backup by scheduling a JEIS orientation with the PEBT and provide ongoing support as needed.
Why do this?
Facilitating a healthy and safe return-to-work for disabled members benefits not only the individual but also their coworkers and the entire school community.
What to do:
Regularly review Desjardins’ monthly employee listing and collaborate to identify members who could benefit from return-to-work opportunities, including part-time or alternate duties.
Reach out to these members to discuss tasks they can safely perform that would not delay their recovery. Work collaboratively as a team, including members, to create and implement return-to-work plans.
Ensure that return-to-work efforts are inclusive and are not primarily focused on members with WorkSafeBC-related absences.
