School district reaches out every 4 weeks for longer absences

Why this matters

  • Longer absences typically involve complex medical conditions that are harder to diagnose or treat. These cases can be more unpredictable and emotionally challenging for the employee and can often lead to long-term disability.

  • Early, consistent, and compassionate engagement can build trust, increase motivation, and significantly improve the chances of a successful return to work.

  • School districts should put extra effort into connecting with employees with longer absences.

Who should contact the member

  • School district staff.

How should you contact the member

  • Continue monthly contact during the JEIS period using the method the member prefers—whether that’s text, phone, or email. Keep the tone friendly, supportive, and respectful.

Focus on:

  • Maintaining the connection

  • Offering practical or workplace support if applicable, such as providing remaining sick bank amounts

  • Reinforcing that they’re valued and welcome back when ready

Suggested talking points:

  • “Just checking in to see if there’s anything you need from the district. For example, would it be helpful to receive an updated record of your remaining sick leave or a reminder about your benefit coverage while you’re off? Let me know what would make things easier for you right now.”

  • “Hi , I know being away from work can feel isolating sometimes. I just wanted to remind you that you’re still very much part of the district. We’re looking forward to welcoming you back when the time is right for you.”

  • “Hi, I just wanted to touch base and see how you’re doing. No pressure to share anything personal—just letting you know we’re thinking of you. If you need anything from the district, like paperwork or benefit info, feel free to reach out. We’re here to support you while you’re off.”

  • “I just wanted to reach out and say we’re thinking of you. We’re heading into [e.g., spring break / report card season / a staff lunch next week] and thought you might like to hear what’s going on around the school. No need to reply—just a little hello to stay connected”

Avoid:

  • Asking about medical condition or return-to-work status (unless the member brings it up)