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Workers' Compensation Handbook - Chapter 7

Summary: Chapter 7 - Injured Volunteers
Contents  Index  Previous  Next

• Introduction
• Requirements of Departments Utilizing Volunteer Services
• Contact During Injury or Illness
• Return to Work Process
• Volunteers Transition Back to Work

Introduction

Covered Workers describes which University volunteers are eligible for Workers Compensation. Considerations for a volunteer who is injured or becomes ill while working at UCSC are discussed in this chapter. The topics covered include the following subjects:

• The responsibilities of a supervisor when a volunteer needs medical treatment;
• Guidelines for supervisor contact during a volunteers lost work time;
• The process of returning to volunteering, including the time of transition.

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Requirements of Departments Utilizing Volunteer Services

• Election Form on File: A UCSC Volunteer Election of Workers Compensation Coverage form must have been completed and sent to Risk Services (831-459-2850) prior to the injury. It is the responsibility of the supervisor to ensure that the election form is signed by the volunteer before they provide any volunteer service for the University.
• Report the Injury: In the event a volunteer is injured while performing volunteer service, it is the responsibility of the volunteers department to perform the following functions:
  • Complete a UCSC Incident Report Form and Supervisor's Incident Investigation Form.
  • Fax these two forms and a copy of the signed UCSC Volunteer Election of Workers Compensation Coverage form to Risk Services (831-459-3268) within two (2) working days of knowledge of the injury.
• Obtain Required Medical Care: It is the responsibility of the volunteers University supervisor to direct or transport (as may be required) the volunteer to required medical care. In the event of a serious on-campus injury, call 911 for emergency medical care. All other cases should normally sent to Santa Cruz Occupational Medical Center. After business hours, injured volunteers should be sent or transported (as required) to the Dominican Hospital Emergency Department. All required follow-up medical care will be provided by the Santa Cruz Occupational Medical Center. See Follow-up Medical Care.
• Provide Safety Training & Maintain A Safe Work Environment: It is the responsibility of the volunteers University supervisor and the volunteers department or unit to provide the volunteer with all required safety training and protective equipment needed to perform the volunteers duties. The volunteers supervisor and department/unit must assure that the volunteers work area is free of hazardous conditions, and that all volunteers comply with required safety precautions.
• Contact Info: Any question regarding UCSCs Volunteer Workers Compensation Coverage Program should be directed to UCSC Risk Services (831-459-2850).

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Contact During Injury or Illness

Contact between a supervisor and their injured volunteer worker is an important part of the injured volunteer's recovery. The supervisor needs to maintain contact with a volunteer whose injury or illness results in time away from work. Volunteers may also worry that their injury might interfere with their ability to do the job well upon their return.

The type, frequency, and content of the contact will vary depending upon many factors, including the type of claim and the prior relationship between the supervisor and the volunteer. Supervisors can consult with Risk Services personnel regarding the appropriateness of contacting an injured volunteer.

The supervisor plays an important role in the volunteers recovery and return to work. Supervisors can help the volunteer feel respected and needed during their recovery period, in the following ways:

• Answer volunteers questions as quickly and accurately as possible.
• Keep the volunteer up-to-date on any departmental and organizational changes in which the volunteer might be interested.
• Show interest in the welfare of the volunteer.
• Let the volunteer know that you are interested in his or her recovery and successful return to work.
• Show your willingness to return the volunteer to work even though they may still have some work restrictions.

EXCEPTION: Contact UCSC Risk Services (x 92850) prior to any contact with an injured volunteer who has filed a psychological or stress claim.

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Return to Work Process

In most cases, the supervisor should know when a volunteer is expected back to work by keeping in contact with her/him.

After missing more than three days of work, the volunteer must provide the unit with a Release to Return to Work form from the treating physician before being allowed back to volunteer work.

This form will indicate whether the volunteers medical condition has returned back to normal or identify any restrictions associated with the volunteers return to work.

The department cannot allow any volunteer to return to work without first reviewing the Release to Return to Work form. If the volunteer has been released with restrictions, the supervisor should contact the Transitional Return to Work Coordinator at (831) 459-1787. The Coordinator will review the restrictions and speak with the supervisor to determine if a transitional work assignment can be provided.

The supervisor must inform UCSC Risk Services (X 9-1787) as soon as the volunteer returns to work.

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Volunteers Transition Back to Work

Often an volunteer may be recovered enough to return to work and perform modified duties before full duties can be performed. The volunteers supervisor has the responsibility to assist volunteers in making this transition back to work, even if it means that work assignments must be temporarily adjusted.

The volunteers treating physician may determine that the volunteer can return to work with specific restrictions. The physician should give these restrictions to the volunteer in writing. These written work restrictions must be provided to the department before the volunteer is allowed to return to work.

Typical work restrictions may include:

• no lifting or bending
• 25 pound weight limitation
• limited standing.

Supervisors should review the work restrictions with the Transitional Return to Work Coordinator and the volunteer to avoid any misunderstandings and to decide how the restrictions can best be accommodated. The supervisor and volunteer should not, however, modify the physician's written work restrictions without consulting the Transitional Return to Work Coordinator who will contact the physician (and/or others) regarding what modifications, if any, can be made. It is important that job assignments stay within the volunteer's abilities, as stated in the restrictions.

Sometimes portions of a job can be omitted or assigned to another worker temporarily with lighter modified duties given to the injured worker. At other times, it may be appropriate to assign an injured worker to a different position temporarily. Another option to consider is a simple modification to the work site. A different chair height or rearrangement of a work surface may enable the employee to return to work. The Disability Management Coordinator can provide assistance with minor work site adjustments.

Important: A supervisor can help speed complete recovery by providing the needed accommodations, and a quicker return to normal duties is frequently the result. Temporary transitional assignments should be encouraged and allowed where possible.

Furthermore, Federal law and personnel policies and collective bargaining agreements all require that efforts be made to provide reasonable accommodation.

Last revised: January 15, 2008 (am)