Retraining programs

Review the information about the proposed retraining program including research completed by the worker.

Discuss the retraining options with the worker and re-employment provider. Consider if retraining is being recommended to enhance the worker's employability for job options or if a job option has been identified that requires retraining (for example a short-term course such as computer training, ESL or customer service courses are recommended to open up more job options). Ensure that retraining is the best option to increase the worker's employability and that it considers the worker's interests and motivation.

To determine whether the worker qualifies for sponsorship in the proposed retraining program, confirm:

• The retraining provider or school is licensed within their respective province.
• The worker has the prerequisites for the retraining or, if not, what is required for the worker to obtain the prerequisites (e.g., upgrading). 
• The plan is compatible with the return-to-work goals.
• The retraining job option that requires the long-term retraining is suitable, accessible, and maximizes earnings.
• A walk-in job option is included in the plan for comparison.
• The worker is capable of participating in the retraining program and has a high probability of success.  Consider the following:
  • How long the worker has been out of school.
  • The worker’s success in school/academics/training prior to their accident.
  • Whether the worker has identified any issues with learning such as prior difficulties in school or cognitive barriers.  
  • The plan and available supports if the worker encounters difficulties during the retraining program.
  • Whether the training is technical/hands on/academic, etc. If it is unclear whether the worker is likely to be successful, consider whether there are any opportunities for the worker to demonstrate their ability to be successful (e.g., can the worker take one upgrading class now rather than wait to attempt a full program).
  • The worker's motivation and engagement for the retraining program (e.g., review the retraining research form the worker completed)

Note:  A referral for a psycho-vocational assessment may be appropriate when a worker has compensable or non-compensable psychosocial or cognitive barriers and to confirm a job is psychologically suitable, or there is a need to identify new job options to match a worker’s psychological profile.

If the worker qualifies for sponsorship, calculate the total costs of the program including:

• Tuition
• Supplies and miscellaneous fees
• Retraining allowance benefitThis is a full wage benefit paid for the duration of the retraining program and is paid using the VR02 code.
• Transportation allowance
• Relocation costsThe expenses covered if the worker has to move to another city to attend retraining., if applicable
• Retraining allowance - short-term benefitWhen retraining is to start in more than eight weeks or there will be breaks in retraining (e.g., summer breaks), the benefit is the difference between the worker’s earnings at the date-of-accident and the earnings for a position that does not require retraining. It is paid using the VR05 code. over the summer months and while waiting for 12 weeks or more to start retraining, if applicable

Pre-approval is required for the retraining job option when a wage loss supplement is anticipated. When retraining is part of the re-employment plan, the decision maker determines the cost for the training. When the costs for the retraining program, (whether short or long-term) exceed the decision maker's level of authority, supervisor approval is required. In most cases, short-term retraining (i.e., computer training, customer service course) will not require supervisor approval. 

Note: Re-employment plan costs are cumulative for the duration of the claim and the decision maker reviews all costs along with the costs for the retraining plan to determine if they remain with their level of authority.  

If a worker does not want to participate in the recommended retraining, work with them to address their concerns and try to remove any barriers. If the worker decides not to participate in the retraining, end this procedure and refer to the 3-3 Duty to Cooperate procedure. 

Pre-approval is required for the retraining job option when a wage loss supplement is anticipated.

A short-term retraining program is approved by the decision maker when it is required to enhance the worker's employability options and improve their earnings ability. Long-term retraining may require supervisor approval when the total costs of the re-employment plan exceed the decision maker's approval level. Note: Re-employment plan costs are cumulative for the duration of the claim and the decision maker reviews all costs to determine if they remain with their level of authority. See the Levels of Authority manual. 

Determine the total cost for the re-employment plan (including retraining costs and the wage loss liabilityThe cost of the wage loss supplement for the period it will be paid.). Consider:

• The difference between pre-accident and post-accident earnings
• How long the potential wage loss supplement will be paid (4 vs 40 years)
• The total cost of any academic/retraining services

Calculate the costs to compare the two plans (retraining plan versus walk-in job option). Include the total cost of the retraining program including tuition, books, supplies, computer purchase (if required), student association fees, parking, relocation costs (if applicable) and any other related costs. Refer to Step 4 for more details on the types of expenses to consider.

Calculate:

• The wage loss supplement using the estimated earnings of the retraining job option, and the confirmed total liability based on how long the wage loss supplement would be payable.
• The wage loss supplement using the estimated earnings of the walk-in job option and the confirmed total liability based on how long the wage loss supplement would be payable.
• Retraining allowance - short-term benefits payable during summer or semester break(s). The Payment Unit completes the calculations and provides the decision maker with the amount.

Prepare the pre-approval file note and send it to the supervisor. The supervisor will review the proposal and pre-approve the wage loss supplement, if appropriate. Note: When no wage loss is expected, pre-approval is not required. However, the costs of the retraining program may require approval from the supervisor, if the costs exceed the decision maker's authority level. 

Include the following information in the pre-approval file note:

• Identified job option including suitability, accessibility and salary information.
• Work restrictions.
• Total costs for the retraining program including retraining allowance benefits payable for the duration of the program and wage loss (TPD) payable during summer breaks.
• Wage loss supplement for the retraining job option including the total liability (cost of the wage loss supplement for the period it will be paid). 
• The wage loss supplement amount for the walk-in position and total liability (cost of the wage loss supplement for the period it will be paid). 
• The rationale for why one option was selected over the other (e.g. the retraining option versus the walk-in job option).
• Confirmed retirementWhen the wage loss supplement type is an economic loss payment, the decision maker confirms the worker's plans for retirement (i.e., the age the worker was planning to retire, whether the worker has a plan in place)., when applicable, including the date of the conversation.

The supervisor will refer the request for pre-approval to the next level of authority, when required.  

Review the response from the supervisor, manager, and/or director (if applicable). Call the worker to discuss the decision to approve or not approve the retraining program. Send a written approval letter to the academic services provider and to the worker when the retraining program is approved.

Wage loss supplement not pre-approved

Discuss the next steps and develop a plan to action any recommendations from the supervisor, manager, or director. Continue to manage the re-employment plan and return to 7-2 Supported job search procedure.

Retraining approved and wage loss supplement pre-approved

Discuss the expectations for participation in the retraining program, including the start and end dates of the program, how benefits will be issued including, if the worker will be in an apprenticeship program, whether the retraining program includes a practicum, and whether the worker will look for work during summer or semester breaks. See the Apprenticeship program section for more details about this type of program. 

Go over the details outlined in the retraining authorization letter including additional supports available (e.g. parking expenses, tutoring, etc.). Request that the worker review the approval letter and return a signed copy if they are in agreement with the retraining plan.

If the wait to start the program is greater than 12 weeks, explain to the worker that they will be required to look for an entry level job (the pre-approved walk-in job option identified). A short-term job option should be identified to help the worker develop skills and experience that would support the long-term training option. During the job search the worker is eligible for the remaining 12 weeks of Re-employment Assistance (VR04) benefits. Retraining allowance - short-term (VR05) benefits may be payable at the end of supported job search.

When the worker is required to look for an entry level job, refer to the 7-2 Supported job search procedure and return to this step after the worker completes 12 weeks of supported job search or sooner if the worker finds a job.

Pay Retraining allowance - short-term (VR05) as:

• Full benefits when retraining or skilling up starts in less than 12 weeks. 
• Full benefits less estimated earnings (estimated earnings are based on a walk-in position and are deducted from full VR05 benefits) when the retraining program is more than 12 weeks away or the worker is on a scheduled break from school.  
• Full benefits less actual earnings when the worker has found a job while waiting for a retraining program that is more than 12 weeks away or the worker is on a scheduled break from school. 

When retraining is starting or will start in less than 12 weeks, send the approval letter to the retraining provider and transfer the claim to the case assistant to monitor the retraining plan. The case assistant will make arrangements with the worker for regular contact (every 4-6 weeks) and ensure VR05 payments are issued.

Case assistant

Pay Retraining allowance - short-term (VR05) benefits to the worker until the program start date based on the claim circumstance: 

• Full benefits when retraining or skilling up starts in less than 12 weeks. 
• Full benefits less estimated earnings (estimated earnings are based on a walk-in position and are deducted from full VR05 benefits) when the retraining program is more than 12 weeks away or the worker is on a scheduled break from school.  
• Full benefits less actual earnings when the worker has found a job while waiting for a retraining program that is more than 12 weeks away or the worker is on a scheduled break from school. 

Once the program starts, pay Retraining allowance (VR02) benefits for the duration of the retraining program (except for summer/semester breaks when the worker is required to work and would be paid VR05).

Calculate retraining allowance as follows:

Full time program: the amount of retraining allowance shall be equivalent to the worker's established compensation rate, less any award(s), including the amount of any lump sum or pension advance payment(s) on the same claim. 

Ensure payment for tuition fees, books and supplies are paid prior to the start of the program. Additional fees that may be considered include:

• Semester and/or annual registration fees
• Tutorial services
• Conference fees
• Student association fees
• Memberships
• Supplies
• Books
• Locker Fees
• Related field course costs
• Servicing and repair of equipment
• Computer hardware/software

When additional costs arise during an ongoing re-training training program and these costs do not alter the intent, length, or scope of the original program, amounts up to $5,000.00 can be approved at the supervisor level on a one-time basis.

Note: if the program is extended or changed after approval it will require additional approval from the original reviewer (i.e., supervisor, manager or director)

Case assistant

Throughout the program, call the worker every four to six weeks to discuss their progress in the program.  Request that the worker submit their marks, address any concerns that arise and confirm if the worker requires any additional supports.

Questions to ask:

• Are they progressing through their program successfully? How are their grades?
• Are there any courses the worker is having difficulty with? 
• Has the worker made changes to their school schedule? 
• Are there any additional supports the worker can access to reinforce their retraining plan, if it is going off track (i.e., tutoring, speaking with the program administrator, teacher or school counsellor)?
• How has their attendance been? Are they missing any classes?
• When does the worker expect to receive their marks for the term or semester?

Notify the case manager if the worker is experiencing difficulty, if tutoring is required, or if other barriers arise (e.g., the worker stops participating in their retraining program).  

Continue to repeat these steps for monitoring until the end of the program.

Transfer the claim back to the case manager if:

• There is an upcoming summer or semester break. Transfer the claim at least one to two months before the break.
• The worker is struggling in the program and may require tutoring.
• The worker stops participating in the program.
• The worker has completed the course. Request a copy of the worker's marks along with their certificate or diploma to confirm successful completion of the program.  

Case manager

Call the worker to discuss their concern and work to resolve it. 

Tutoring

When the worker is struggling in the program, consider authorizing a tutor with a tutorial service provider if free tutoring services are not available through the retraining provider. Tutoring is available for various courses including basic skills in reading, writing, and math; junior and high school English, Math, and Social Studies; Post-Secondary Program enhancement; English as a Second Language; etc.

Note: Ensure the added costs for tutoring are within the appropriate level of authority for the retraining plan. Request approval for additional tutoring costs, if required. 

Call the worker to discuss the decision to approve or not approve tutoring services and confirm the next steps in their plan. When tutoring is denied, discuss and action recommendations from the supervisor. Communicate the decision in writing.

Once tutoring has been arranged, the case manager transfers the claim back to the case assistant for monitoring. Return to step 5.

Worker is not passing

Determine if the worker should continue in the program when they are not achieving passing marks after tutoring has been provided.  

Contact the retraining provider to determine the risk of not passing the program, such as:

• How far off the worker is from passing (e.g., is it a possible the worker could pass with some additional support)?
• Are there courses the worker would need to retake? If so, how many?
• Is there a specific area the worker needs to focus on to improve their grades?
• Will tutoring be helpful, and should hiring a tutor be considered compared to accessing free tutoring from the retraining provider?
• What type of tutoring does the worker need and how long will they need it?
• Will the worker need an extension of the program to complete it?
• Have there been attendance issues?

Consider the worker's motivation for continuing in the program. If the decision is to continue with the program, arrange for additional support and close monitoring of the training program. When an extension is required, obtain approval if the total retraining program costs are above the decision maker's level of authority.

Send a recommendation to the supervisor to end sponsorship when the worker is not likely to succeed even with additional support.  

When the decision is to end sponsorship, call the worker to discuss the decision and the next steps in their re-employment plan. Communicate the decision in writing. Revisit the re-employment plan for another suitable job option that does not require training.

Worker stops participating

Call the worker to discuss their reason for not participating. Work to resolve their concerns and address any barriers so they can continue with the retraining program. When the issue cannot be resolved, discuss the worker's duty to cooperate and determine if the worker has a valid reason for not participating. 

If the worker does not have a valid reason to decline retraining, discuss the impact to their benefits if they choose to not participate. Ensure the worker understands that retraining allowance (VR02) benefits will end and that they may be estimated in the training job option if there is 6 months or less to complete in the program. When there is more than six months left in the training program, revisit the re-employment plan to identify another suitable job option upon which to estimate the worker's earnings.

Discuss summer employment or benefits with the worker when there is a break in the program. Encourage the worker to start looking for a temporary job before the semester or summer break. Re-employment benefits (VR04) are not typically paid to workers over the summer months while they look for employment. 

Explain to the worker that during the break, retraining allowance - short-term (VR05) benefits are payable less estimated earnings for the walk-in job option that was identified for their plan. 

In cases where the worker secures a non-paid summer work experience position that is related to the academic training program (e.g., a volunteer position or a practicum), continue payment of a retraining allowance (VR02) benefits. This allows the worker to take a non-paid position to complement the academic training with experiential training. This does not apply to apprenticeship programs as workers are to be paid by their sponsoring employer when working as an apprentice throughout their program.

Transfer the claim back to the case assistant to request VR05 benefits be issued based on the following guidelines: 

• When VR05 is paid monthly, request the VR05 payment for the walk-in job option (or actual earnings if higher). VR05 less estimated earnings is paid at the same TPD monthly calculation amount. 
• If the payment frequency is anything other than monthly, request the compensation payment unit set up the payments.

Note: When VR05 will be paid during the summer months, ensure the calculations previously completed are correct (e.g. VR05 less estimated earnings if the current year differs from the initial calculations which can happen when calculations done in one year, but are paid in a different year).

Continue to repeat these steps for summer or semester breaks and return to step 5 to monitor the remainder of the program.  

Request a copy of the worker's certificate and/or transcript. Call the worker to discuss the next steps in their re-employment plan.

If the worker successfully completed the training program, review the average starting wage (as per ALIS) for the position with the worker and discuss whether a wage loss supplement is expected following the job search. Refer the worker for supported job search services to look for work in the retraining job option.

If the worker did not successfully complete the program, determine if the retraining job option can be used to estimate the earnings (e.g., the worker stopped participating or there were attendance issues, with 6 months or less of the program left) or review other suitable job options identified in the re-employment plan.  Determine if the worker is eligible for supported job search services.

Notes:

• If the worker has previously completed 12-16 weeks of supported job search, the case manager can offer supported job search for a shorter period of time (such as 4-6 weeks), depending on the circumstances and whether a job lead has been found.
• If a worker is already receiving an and Economic loss payment (ELP) or Temporary economic loss benefit TEL, review whether completion of the academic program increased the estimated earnings capacity of the worker if so, implement a job search. The new ELP/TEL would be implemented at the conclusion of supported job search.