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To support a worker while they actively look for alternate employmentwhen they are unable to return to their date-of-accident job because of their compensable injury, and to gather the necessary information to determine their eligibility for a wage loss supplement.
Description
Following a triage assessment, a worker may participate in asupported job search (SJS) where every reasonable effort is made tohelp them find employment. The services provided during SJS are tailored to the worker’s specificneeds. For instance, a worker with extensive transferable skills, education or experience may require less job coaching and planning compared to someone with limitedexperience or transferrable skills. In some cases, the plan may include a phased-in approachA phased in approach means there is a next step in the re-employment plan. A phased in approach often includes retraining or working in a short-term job to gain additional skills so the worker can be employable in (is capable of being hired in) a job that better suits their skills, interests and experience and/or that pays more., such as retraining or a short-term job, that serves as asteppingstone to a more suitable long-term career.
The re-employment (RE) provider will take time to get to know the worker, their skills, work experience and interests to help them identify new job opportunities that support their safe return to the workforce. Together with the worker and decision maker, a RE plan is developed. This plan may include opportunities for skill development (such as computer classes) and job research to determine what job options are suitableSuitable work refers to a position that can be performed safely and is consistent with the worker's physical, vocational, social and psychological ability.Suitable work refers to a position that can be performed safely and is consistent with the worker's physical, vocational, social and psychological ability.for the worker. The plan will include a job option(s) A job option is one suggestion of a job that suits the worker's skills, experience, education and physical abilities that they can pursue. where the worker can be competitively employableThis means the worker can reasonably compete with other applicants for the position because they meet the core requirements of the position and possess the skills and abilities the employer requires. The worker may not have the exact skills, experience or education that an employer is looking for, but they have equivalent skills, experience and education such that the employer would reasonably consider them for the position. A worker may be considered competitively employable for a position even if they require minor accommodations, equipment and/or aids to do the job (e.g., a sit/stand stool to alternate between sitting and standing). . If long-term retraining is necessary for the job option, the decision maker will review whether the worker qualifies for retraining sponsorship.
Throughout the SJS process, the decision maker will maintain regular contact with the worker and the RE provider and attend case conferences. This ensures the worker receives the necessary support and actively participates in their job search. When a job option is identified, the decision maker will review the job option report from the RE provider, along with supporting information, to confirm the position's suitability, earnings and whether a viable job leadJob leads are job ads, postings or other job opportunities (i.e., training on the job). A job lead is viable when it is physically, vocationally, psychologically and socially suitable, available in the worker’s locale, and open for application during the job search. has been found to support the position is available (i.e., is accessible) in the worker's locale. Refer to the7-3Job option evaluation - suitability, accessibility and salaryprocedure.When SJS ends, the decision maker will determine if a wage loss supplementA wage loss supplement (WLS) is a monthly payment payable to injured workers with compensable work restrictions who are unable to return to their date-of-accident job or to an alternate suitable job with the same date-of-accident earnings. The WLS may be paid on a temporary basis (i.e. when work restrictions are expected to end or when salary increases reach the worker’s date-of-accident earnings) or it may be paid up to normal retirement age at which time it is adjusted for retirement.(WLS)benefit is payable.
Key information
When a worker has compensable work restrictions that prevent them from performing their date-of-accident job and the employer is unable to provide them with suitable work, WCB offers services, including SJS, to help them become employable in a new job.
Supported job search (looking for work)
SJS is a flexible, individualized service in which the worker receives assistance from a re-employment (RE) specialist to carry out an effective job search.SJS is available to workers for a minimum of 12 weeks with the ability to extend the service up to 20 weeks, if certain criteria are met. For more details, refer to step 6 of the detailed business procedure.
RE assistance (VR04) benefits start the first day of SJS. Workers are expected to fully participate in thejob search to receive these benefits.
There are three streams of SJS:
Standard: For workers with a clear job path and strong transferable skills who can start job searching immediately.
Integrated: For workers unsure about next steps and need help building a plan; combines job planning with an active job search (SJS).
Integrated plus training: For workers who need a plan and may benefit from longer-term training; includes job planning, training plans and immediate job search for roles not requiring retraining. Short‑term retraining refers to training programs that last less than six months. Long‑term retraining refers to programs lasting six months or more.
Case conference calls are scheduled with the worker, RE provider and decision maker to discuss the worker's job search and RE plan. Generally, the first conference call occurs in the first four weeks of SJS, and subsequent case conferences occur around eight weeks and again at the time of discharge. Additional case conference calls may be scheduled when needed, such as when SJS is extended, the worker finds a job, or a job lead is found outside of these time frames.
Job option(s)
Typically, the RE provider identifies a suitable job option(s) during REservices. A job option is one suggestion for a job that matches the worker’s skills, experience, education, physical, psychological and social abilities. It helps determine earning potential when a worker's compensable work restrictions result in their inability to earn as much as they did at the time of their accident. The job option must meet suitability, accessibility and salary (SAS) criteria. To support that a job option is accessible (i.e., the job is available in the worker's the locale), a viable job lead must be found. Job leads are job ads or opportunities such as Training on the job (TOJ) or Train and Place (TaP) that the worker could apply for and be competitively employable. The job ad may be found by the worker, RE provider or decision maker. To determine if a job option meets SAS, follow the 7-3 Job option evaluation - suitability, accessibility and salaryprocedure.
The worker continues job searching while the provider looks for additional options to maximize earnings. When there are challenges in identifying a suitable job option, additional supports may be approved to support the worker's RE plan such as retraining or a phased-in approach(i.e. a short-term option with a long-term option identified later after the worker gains experience). Refer to the7-4 Retraining programsprocedure and theRe-employment plan with a phased-in approachsection for more information.
If significant barriers prevent the identification of a suitable job option, steps to remove those barriers may be considered and approved, when possible. Typically, only pre-existing medical or re-employment barriers need to be considered. If a worker experiences new medical restrictions after the date of accident that are unrelated to the compensable injury (e.g., stroke, further accident, etc.), or additional re-employment barriers (e.g., loss of driver's license, etc.), these are not considered as factors when determining suitability of a position. Refer to thePotential barriers and solutionssection.
Supported Job Search conclusion
SJS ends when the worker is not eligible for any further extensions, accepts a job or stopsparticipating. SJS does not necessarily end if a worker declines a suitable job offer; however, VR04 benefits may end. Refer to theWorker declines a suitable job offersection.
Once SJS ends, RE Assistance (VR04) benefits also end,and the worker's eligibility for a wage loss supplement (starting the day after VR04 benefits end) is reviewed based on the outcome of the job search. If the wage loss approval process takes longer than 2 weeks and the worker is experiencing financial hardship, the decision maker may consider issuing interim (VR01) benefits.
All relevant documents and file notes should be attached to the case planning line (CPL) or earnings loss supplement (ELS) line, such as SJS case conferences, discussion with the worker related to job options and RE plans, etc.
Additional resources for this procedure are available in the Resource Library.
Note: RE services may also be offered to a dependent spouse or dependent adult interdependent partner of a deceased worker, when required, to help them become gainfully employedA dependent spouse or partner is considered to be gainfully when their net employment earnings are equal to or exceed 75% of the worker's full pension or 100% of the minimum pension for permanent total disability (PTD), whichever is greater. Refer to Appendix F Permanent Disability.. For these circumstances, refer toPolicy 04-08, Part I - Fatalitiesand appropriate internal fatality procedures.
Detailed business procedure
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1. Monitor the supported job search
Review the claim every two weeks to monitor the worker's job search progress.
Call the worker to address concerns and ensure they are receiving the support they need to carry out their job search. Review the RE reports and completed Employer Contact Report forms to confirm the worker is actively applying for work.
Prepare for and attend case conferences, as arranged.
Note: When a worker is completing SJS with an out-of-province RE provider, refer to theOut-of-province SJS servicesection.
When the SJS period ends, continue tostep 6to determine the worker's eligibility for an extension.
Administrative tasks
Document the discussion in a file note (Contact/Claimant contact).
Issue VR04 benefits from the date the worker attends the RE triage assessment to the date they are discharged.
Review:
The worker’s Employer Contact Reports (C472) the RE provider submits each week.
The Supported Job Search Progress Report (C1337).
2. Prepare for the case conference
The initial case conference occurs about four weeks after SJS begins and the RE provider has submitted a SJS Update report. Prior to the case conference, the RE provider provides a draft copy of the SJS Update report or details about the job option and/or job lead, if available.
Prepare for the initial case conferenceby reviewing the claim and SJS Update report. Confirm:
That at least one job option A job option is one suggestion of a job that suits the worker's skills, experience, education and physical abilities that they can pursue. is identified, includingdetails supporting its suitability and whether there is a job leadJob leads are job ads, postings or other job opportunities (i.e., training on the job).A job lead is viable when it is physically, vocationally, psychologically and socially suitable, available in the worker’s locale, and open for application during the job search. to support the job option is accessible.
If any vocational support is recommended to enhance employability such as skilling up, retraining, or a phased-in approach. A phased-in approach means the RE plan has more than one step, such as retraining, TOJ, or working in a short-term job to gain additional skills before becoming employable in their long-term job option Refer to the Re-employment plan with a phased-in approach section.
If there are any challenges (e.g. non-compensable barriers such as no driver's licence, criminal record) in identifying a job option. Refer to the Potential barriers and solutions section.
If a job option is not found, the RE provider will note the challenges in their report.
Review the job option and job lead
If the report provides a job option and/or job lead, review the information provided in the report to support the job meets the SAS criteria and that the job lead is viable. Follow the 7-3 Job option evaluation - suitability, accessibility and salary procedure to confirm the job option meets the SAS criteria and the job lead is viable.
Calculate the estimated wage loss liability
When the job option is suitable and accessible in the worker's locale, check if the salary meets or exceeds their date-of-accident earnings. If it does not, calculate the estimated wage loss liabilityCost of the wage loss supplement for the period it will be paid. for the job option(s). Also, consider whether the job option pays as much as the worker is capable of earning (i.e., maximizes their earnings potential). If not, plan to discuss other supports, such as short-term or long-term retraining or TOJ, during the initial case conference to help the worker become employable in a higher-paying suitable job option.
Administrative tasks
Review the worker’s Employer Contact Reports(C472) submitted weekly.
Review the SJS Update report within the first four weeks of SJS search. One of the following reports will be submitted by the RE provider:
Supported Job Search Update (C880) - no job lead
Supported Job Search Update (C880A) - actual earnings
Supported Job Search Update (C880L) - estimated earnings with a job lead
Supported Job Search Update (C880T) - estimated earnings with job lead and retraining plan
Update eCO screens with the worker’s retirement date, injury details and work restrictions, if not previously updated.
Add the Case Planning Line if it is not already added.
To calculate the estimated wage loss liability, enter theestimated earnings from the job option in the Alternate Position tab in the Case Planning Line . Do not complete the rest of the Case Planning Line at this point.
3. Participate in the initial case conference and update the RE plan, as needed
Prior to the case conference, calculate the estimated wage loss liabilityCost of the wage loss supplement for the period it will be paid.Cost of the wage loss supplement for the period it will be paid.for the job option as outlined in step 2, if not already completed.
During the initial case conference, discuss the following information:
Job search expectations
Discuss the worker's responsibilities including contacting the agreed upon number of employers each week, attending interviews, submitting employer contact formsThis is the form workers use to record information about the job contacts they make. , maintaining biweekly contact, participating in recommended concurrent trainingConcurrent training is short-term training that the worker can participate in and at the same time look for work. and scheduled case conference calls, and meeting with the RE provider to review their job search progress and available supports.
Job search criteria
Confirm the job search criteria:
The job search location and the target salary.
The expected hours of work (i.e., part or full time), and any other relevant factors.
The end date for the 12 weeks of SJS.
Job search progress
Discuss:
The identified job option(s) including whether the option(s) is suitable and pays as much as the worker is capable of earning (i.e., maximizes their earnings potential).
TOJ or TaP opportunities to help the worker get their foot in the door with a new employer. Encourage the worker to talk to potential employers about the TOJ and TaP programs. Ask the RE provider if they have made any progress towards arranging a TOJor TaP.
Whetherretraining is required to support the job option and, if it is, obtain the details.
The worker's retirement plans if the wage loss type is expected to be an Economic Loss Payment (ELP). Include normal retirement age and any factors that could allow wage loss benefits to continue beyond the retirement date.
The RE goals and any action needed for the RE plan, if required.
Any concerns with the worker's participation in their job search, if appropriate.
Action outcomes from the initial case conference:
A Job option is not identified
Determine why the worker and RE provider have not identified a job option. Discuss barriers impacting the job search (e.g., lack of participation, remote location, grooming, criminal record, limited education, computer or English skills) and collaborate on solutions. Refer to thePotential barriers and solutions section.
Approve any services that are required (e.g., short-term training) and agree on the plan for the remainder of the job search.Explain that the job search will continue and the RE provider will keep looking for job options andleads.
If a job option has not been identified by the initial case conference, continue to the next step to obtain pre-approval for a no post-accident earnings (zero-based) WLS.
The worker finds a job
Continue to step 7 for the discharge case conference.
Action the claim based on the job option and job lead circumstance, as outlined below.
Scenario
Action
Job option is suitable, and the job lead is viable (if applicable).
Explain howthe job option suits the worker's compensable work restrictions and any non-compensable barriers or restrictions that existed before the date of accident.
Confirm if the worker agrees with the job option and the job lead (if applicable). If the worker does not agree, discuss the reason why and work to resolve their concerns. Remove barriers when possible. Refer to the Potential barriers and solutions section.
Discuss how the evidence is being weighed to support suitability and accessibility. If the worker is concerned that they do not meet the requirements for the job lead, explain that they do not need to meet all the requirements specified in the job lead to be competitively employable in the job. They only need to be able to reasonably compete with other applicants for the position.
Job option is not suitable and/or the job lead is not viable.
Agree on the next steps, which may include identifying a new job option, looking for another job lead, or initiating supports such as short‑term retraining or a phased‑in approach. Approve any required services and confirm the plan for the remainder of the job search.
Job option is suitable, but no job lead was provided.
Explain that the job search will continue and the RE provider will keep looking for job leads for the job option and any other suitable positions.Confirm the job lead is viable. Refer to the 7-3 Job option evaluation - suitability, accessibility and salary procedure.
Sometimes a job lead cannot be found because of the nature of the job option. For example, if a worker’s goal is to work in landscaping, it’s unlikely that the worker will be able to find a job lead for landscaping positions in the winter. In that case, consider whether the remainder of SJS should be delayed until jobs will be available. A WLS based on no post-accident earnings (i.e., zero-based) can be approved until the worker starts their job search again. Clearly document this plan and follow the 8-1 Wage loss supplement final approval procedure. Return to step 1 once the worker begins their SJS again.
Job option is suitable, and the job lead is viable.
Explain that the SJS will end after 12-weeks. Review the job option pre-approval process, including the estimated wage loss supplement. Ensure the worker understands that this job option may be used to calculate their WLS (i.e., to estimate earningsPay the wage loss supplement as if the worker is employed in the job option by calculating the difference between their date of accident earnings and the earnings in the job option.) if they do not find a job during the supported search or if they find a job but are underemployedA worker is considered underemployed when they accept a job that does not make full use of their skills and abilities, nor does it maximize their earnings ability.. Clarify that they are not limited to this job option. They should also apply for other suitable jobs availableduring their search.
If the RE plan has a phased-in approach, explain the steps that will be taken to help the worker reach their long-term job option. Refer to the Re-employment plan with a phased-in approach section.
If retrainingis recommended, explain the requirement to complete the Worker's Retraining Research form (C1141). Follow the 7-4 Retraining programs procedure. If the worker will continue with SJS while waiting for the retraining to start, return to this step after the decision about the retraining is communicated.
Continue to the next step to obtain pre-approval for a potential WLS, even if no job option or job lead has been identified. Pre-approval is not required if the job pays more than the date-of accident position, does not require long-term retraining or is not part of a phased-in plan. If pre-approval is not required, continue to step 5.
Administrative tasks
Document the details of the discussion in a file note (Contact/Treatment Provider Contact) if contact was made by phone.
4. Obtain pre-approval for a wage loss supplement and communicate the plan
Pre-approval of a WLS is required when:
The earnings for the job option(s) pays less than the worker's date-of-accident earnings.
There is a proposed long-term retraining plan. Follow the7-4 Retraining program procedure to request approval for the retraining program and pre-approval for the potential WLS. Return to this procedure if the worker will continue job searching while awaiting the training program start date or if the worker is expected to find a job and work during the training program (i.e., part-time job while participating in a part-time training program).
The RE plan offers both short-term and long-term job options in a phased approach. The worker can begin job searching right away. Refer to theRe-employment plan with a phased-in approachsection.
Calculate the WLS and confirm total liability
Calculate the WLS for the job option identifiedand confirm the total liabilityTotal liability is the total cost for the case plan. This includes the cost of the wage loss supplement for the period it will be paid, retraining costs and any approved re-employment benefits and services (i.e. SJS) required for the re-employment plan. fCost of the wage loss supplement for the period it will be paid and any additional costs (i.e. retraining, approved re-employment services and benefits) required for the re-employment plan.
The Total Liability amount is the total costs for the case plan (WLS plus the cost of re-employment services (e.g.,
SJS, retraining, etc.) provided. or the RE plan, by including the following:
Earnings Difference:Calculatethe difference between pre-accident and post-accident earnings.
Duration of WLS: Determine how long the potential WLS will be paid (e.g., 4 years vs 40 years).
Total Costs:Include the total cost of any retraining programs and RE services and benefits.
Note: if not job option was identified, calculate the WLS and total liability using no post-accident (zero-based) earnings.
Prepare the pre-approval file note using the appropriate template and customize it as required. Include the following:
The job option, including if a job lead was found and the source for salary information used (i.e., ALIS, LMP, job lead wage/salary).
If the worker is in agreement with the job option and, if not, the reason why and how the worker's concerns were addressed.
If the RE plan involves a phased-in plan.
If more than one job option was considered, the rationale for why one option was selected over the other.
The confirmed retirement date if the worker is 50 years of age or older, including the date of the conversation.
If the compensation rate is based on a section 61 rateA worker may be eligible for a compensation rate adjustment if they have a recurrence of disability that meets Policy 04-03, Part II, Application 1: General. The new rate is based on earnings at the time of recurrence. However, if the section 56 rate plus COLA is higher than the section 61 rate, the section 56 rate will stay in effect. or worker is entitled to an increase in their pre-accident earnings in the future (that is, due to a section 67 rateAn apprentice may be eligible for a compensation rate adjustment when they meet the criteria outlined in Policy 04-01, Part II, Application 3: Rate Adjustments, Question #2. or section 68A young worker or student may be eligible for a compensation rate adjustment when they meet the criteria outlined in Policy 04-01, Part II, Application 3: Rate Adjustments. The new rate is based on the Alberta average weekly earnings, for the year preceding the date of accident, to more accurately represent their future earning potential.), include this information in the file note. Refer to theCompensation rates and calculating the wage loss supplementsection.
If concurrent earnings are included in the wage loss calculation and if there are special considerations if the worker’s rate exceeds the maximum compensation amount for the year of the accident. See the Concurrent employment section referralof the 7-1 Triage assessment referral procedure for more information about these considerations.
The supervisor will refer the request for pre-approval to the next level of authority, when required.
Review the response from the approver(s): supervisor, manager or director (if applicable). Contact the worker to discuss the outcome of the review.
WLS pre-approved
Discuss the pre-approved wage loss supplement with the worker and what is expected of them while they continue with their SJS. Refer to the step 3 for job search expectations.
Communicate the plan in writing using the appropriate letter for the claim circumstances and continue to monitor the supported job search. When a phased-in approach is used, clearly communicate the steppingstones to reach the long-term job option in the letter.
If the job option changes after it is pre-approved, it is not necessary to obtain pre-approval again. Final approval for any wage loss is obtained at the end of SJS.
WLS not pre-approved
Explain why the wage loss supplement was not pre-approved. Discuss the next steps and action recommendations from the approver(s).
Review the file to determine whether an alternate position can be selected for the job option. If so, discuss the new position with the worker and submit a new proposal requesting pre-approval based on the new job option. Otherwise, request the RE provider find a new job option and continue to monitor the job search progress.
Administrative tasks
Send the request for pre-approval within five business days of receiving the SJS report or discussing the job option at the initial case conference, whichever is later.
Calculate the WLS and confirm total liability:
For an ELP or temporary economic loss (TEL), enter the job option earnings in the Alternate Position tab in the Case Planning Line. The Alternate Position tab displays the total estimated liability of the WLS and the monthly wage loss amount.
For an ELS, add the Earnings Loss Supplement Line and complete the Details section on the Claim Folder - Line screen. Add the "Initial Review" and complete all required fields.
Determine if there are any deductions (e.g., outstanding overpayment, diversion).
Set the Review Lifecycle Decision field to “pending.” The ELS approval will be obtained by file notes through the required levels of authority.
Send a file note (Wage Loss Supplement/ELS) to the Payment/ELS, Team Desk to calculate the monthly amount.
Once the ELS is approved, the decision maker will change the decision to accepted and select the appropriate level of authority who approved it.
For a temporary partial disability (TPD) benefit, send a file note (Compensation Payments/Details) to the Payment/TPD, Team Desk asking for a calculation of the monthly TPD amount. Include either the annual starting salary or the hourly wage and the number of hours per week to use for the calculation.
To calculate the total estimated liability for an ELS or a TPD, multiply the monthly benefit amount provided by the Payment Unit by the number of months it will be paid.
Send the request for pre-approval
Complete the Wage Loss Pre-approval template. Copy and paste the pre-approval file note information into a file note (Case planning/Rationale) and send it to the supervisor. Note: The RE package confirming the worker's fitness for work, work restrictions and date-of-accident job duties can be found in eCO. Attach any other relevant documents to the CPL or ELS line.
For a TPD, TEL, ELP, or ELS do not send the Case Planning Line or the Earnings Loss Supplement Line for pre-approval; only send the file note.
Refer to the Level of Authority (LOA) document in the Resource Library.
WLS pre-approved
Send the Pre-approved Wage Loss Supplement (CL002Q) letter.
5. Monitor the worker's job search progress and participate in subsequent case conferences
Review the claim every two weeks to monitor the worker's job search progress. Call the worker to address concerns and ensure they have the needed support. Review the RE reporting and employer contact forms to confirm the worker is actively applying for jobs.
Case conferences
Participate in scheduled conferences with the worker and RE provider.Additional case conferences may be scheduled as needed, such as whena job option is identified or changed.
Discuss:
Current and new job options, changes, and earning potential.
Barriers to job search and need for additional services (e.g., retraining, relocation).
Worker’s participation and weekly job contacts.
Opportunities for TOJ or TaP programs and progress toward them.
Recommended retraining for job options.
SJSend date. The 12-week SJS ends when the worker secures a job or completes the approved period, unless the worker is eligible for an extension. Refer to step 6.
Together, develop an action plan focused on specific re‐employment goals.
Outcomes from the case conference
Address job search situations as they arise.
Outcome
Action
Worker finds a job.
Continue to step 7 for the discharge case conference.
A new suitable job option and job lead are identified after a job option or no post-accident earnings (zero-based) proposal was pre-approved.
If the job option is suitable and the job lead is viable, communicate the decision about the new job option both verbally and in writing, including the amount of the anticipated WLS based on the new job option. To calculate the WLS amount and total liabilityTotal liability is the total cost for the case plan. This includes the cost of the wage loss supplement for the period it will be paid, retraining costs and any approved re-employment benefits and services (i.e. SJS) required for the re-employment plan., refer tostep 4. Repeat this step as needed until SJS ends and then continue to the next step.
If the worker continues to not participate, discuss their duty to cooperate and the potential impact on benefits. Refer to the 3-3 Duty to cooperate procedure.
Suitable TOJ or TaP program offer that the worker accepts or declines.
Advise the worker of the requirement to complete the Worker Retraining Research (C1141) form. Follow the 7-4 Retraining programs procedure. If the worker will continue with SJS while waiting for the retraining to start, return to this step after the decision about the retraining is communicated.
The next step when a review for SJS extension is required, or
Step 7for the discharge case conference when the approved SJS period ends or the worker finds or is offered a job.
Administrative tasks
Review the Supported Job Search Status(C1337) report after week 8 and12 (and 16 or 20, if an extension has been approved).
Review the worker’s Employer Contact Reports (C472) the RE provider sends each week.
If a better job option, or a retraining plan, is identified at any time during SJS, a newSupported Job Search Status (C1337) report or RE Training Plan (C880T) report (if retraining is required) will be submitted and will include the new job option and job lead.
Document details of the discussions in a file note (Contact/Claimant Contact).
Send an RE update (CL041G) letter confirming any changes to the RE plan.
Note: A new Pre-approved Wage Loss Supplement (CL002Q) letter is not required if a letter was previously sent, even if the job option changes.
6. Determine whether the worker is eligible for an extension to their SJS
A worker may be eligible for an extension of their SJS beyond 12 weeks when specific criteria are met.
Criteria
All workers who are eligible for SJS are entitled to a full 12 weeks of supported job search. After 12 weeks, SJS may be extended twice:
An initial 4-week extension (for a total of up to 16 weeks).
A second 4-week extension (for a total of up to 20 weeks) may be approved if the worker has not found a job or a viable job lead was not identified within 16 weeks, and the worker has at least oneThe length of the extension is not increased if the worker has more than one personal factor.of the following three personal circumstances that make it harder to find work:
Age – the worker was 60 years or older at some time during the SJS.
Education level – the worker has less than a grade 12 education and does not have a GED or Canadian Adult Education Credential (CAEC)The Canadian Adult Education Credential (CAEC) replaced the General Educational Development (GED) program on May 3, 2024. equivalency.
Language – the worker requires an English interpreter for everyday interactions.
If the worker is provided with a viable job lead at any time during an extension, the extension ends one week from the date the decision maker talks to the worker about the job lead and confirms the job lead is viable.
A worker is not eligible for an extension beyond 12-weeks when their only restriction is that they cannot work with their accident employer due to a compensable psychological injury.
Decision
If the worker is:
Entitled to an extension, communicate the decision verbally and in writing. Explainthatthe expectations for SJS remain the same. Return to step 5 to continue monitoring and participating in case conferences during the extension.
Not entitled to an extension, continue to the next step to discuss the outcome of the worker's job search.
Administrative tasks
Document details of the discussion in a file note (Contact/Claimant Contact).
If an extension is approved, send the Extension letter (CL049A) for each extension decision with a copy to the RE provider. Do not include information about the possible second extension in the first letter.
If the first extension is approved, extend VR04VR04 (re-employment assistance) is the payment code for benefits issued during SJS. bVR04 (re-employment assistance) is the payment code for benefits issued during SJS.enefits for an additional 4 weeks (up to a total of 16 weeks).
If a second extension is approved, extend VR04 benefits for up to an additional 4 weeks (up to 20 weeks total).
7. Participate in the discharge case conference and discuss next steps
Participate in the discharge case conference. Discuss the outcome of the worker's job search and explain that VR04VR04 (re-employment assistance) is the payment code for benefits issued during SJS.benefits will end.
Action the SJS discharge outcomes
Outcome
Action
The worker found a job and is eligible for a WLS.
Confirm details about the job with the worker and RE provider:
The date of hire.
The job description and physical demandsIn some cases, a worker may decide to accept a position that is outside their work restrictions. The decision maker still gathers information about the job duties for suitability and may use the actual earnings for determining the wage loss supplement eligibility. If at a later date, the worker realizes the job was not sustainable, the information related to the job suitability is already available on the file for review..
The salary including the potential for raises/increases. This can be confirmed by asking for a copy of the job offer, the first paystub, etc.
If the job is seasonal, confirm the approximate season start and end dates, the hours that will be worked during the season, whether the employer will have work available after the season ends (e.g., landscaping company may have landscaping work in the summer and snow removal in the winter), and whether the hours will qualify the worker for Employment Insurance (EI) during the off season. If the worker is not eligible for EI and the employer will not have work during the off season, the worker is eligible for any remaining weeks of their SJS, including applicable extensions once their season ends. This will provide support for them to find a different job during the off season.
Explain that RE benefits end on the date the worker starts their job. When there will be a significant delay (more than two weeks) between the date of hire and the date the worker starts their job, talk to the supervisor about appropriate options for payment until the worker starts their job.
Discuss the plan to obtain approval to implement a WLS based on the worker's actual earnings, unless the worker is underemployed. For those circumstances, consider using estimated earnings for job option if a job lead was found. If a job lead was not found, use the worker's actual earnings.
The worker did not find a job and is eligible for a WLS using the pre-approved job option and a job lead.
Discuss that full (VR04) benefits will end on the last day of SJS and the plan to obtain approval to implement a WLS based on the estimated earnings for identified job option and job lead.
Provide details about the estimated earnings, reduction plan and the effective date for the wage loss benefits. Note: The effective date for WLS starts the day after SJS ends.
The worker did not find a job, a job option was pre-approved, but a job lead was found for a different job.
Ensure the job leadJob leads are job ads, postings or other job opportunities (i.e., training on the job). for the different job is viableA job lead is viable when it is physically, vocationally, psychologically and socially suitable, available in the worker’s locale, and open for application during the job search.
. Follow the 7-3 Job option evaluation - suitability, accessibility and salary procedure.
If job lead is viable, discuss why the job lead is a better fit for the worker’s interests, skills and experience and whether it pays more than the pre-approved job option. Address any concerns the worker has about the job lead.
Following the discussion, if job lead is viable and the position better reflects the worker’s ability to earn, discuss the plan to obtain approval to implement a WLS based on the job lead position.
The worker did not find a job, a job option was not pre-approved, but a job lead was found.
Discuss whether the job lead is viable A job lead is viable when it is physically, vocationally, psychologically and socially suitable, available in the worker’s locale, and open for application during the job search.
. Follow the 7-3 Job option evaluation - suitability, accessibility and salary procedure. Address any concerns the worker has about the job lead.
Following the discussion, if the job lead is considered viable, discuss the plan to obtain approval to implement a wage loss supplement based on the job lead position.
The worker did not find a job and a job lead was not found
Consider whether the worker has permanent work restrictions.
If the work restrictions are permanent, discuss the worker's eligibility for a WLS based on no post-accident earnings (i.e., a zero-based) and explain the plan to obtain approval to implement the WLS.
If work restrictions are temporary,discuss when they are expected to end and the steps that will be taken to confirm they have resolved.At that time, if the work restrictions have:
Resolved, ensure the worker understand that they will not be eligible for further RE services or a WLS as they can return to their date-of-accident duties.
Not resolved and are confirmed permanent, explain that eligibility for a WLS based onno post-accident earnings (i.e., a zero-based) may be considered.
When the worker is eligible for a WLS, the wage loss benefit starts the day after SJS ends. If the wage loss approval process takes longer than two weeks and the worker is experiencing financial hardship, the decision maker may consider issuing an interim (VR01) payment.
When the worker is not eligible for a WLS, explain why. If they state they will experience financial hardship because their benefits are ending (i.e., they did not find a job and they are not entitled to a WLS because their estimated earnings exceed their date-of-accident earnings), discuss other resources that may be available to help them find work and offer services from WCB’s Community Support Program. If they want assistance from the Community Support Program, make the referral. Send the appropriate letter.
Administrative tasks
Review the supported job search discharge (C888) report, if available.
Document the discussion in a file note (Contact/Claimant).
When there is no wage loss payable, send the appropriate letter:
WLS Decision - Employed (CL002G)
WLS Decision -Unemployed (CL002I)
If the worker agrees with the referral to the Community Support Program, send the referral via their Electronic Workplace (EW) site.
Supporting information
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Compensation rates and calculating the WLS
Determine the compensation rate that will be used for calculating the WLS.
In most circumstances, the section 56 (s.56) rateThe section 56 rate is based on 90% of a worker's net earnings. It is the initial rate set on a claim and the rate is set using the worker's earnings at the time of their workplace injury/accident. (including any applicable cost-of-living adjustments (COLAs)) is used when comparing pre-accident earnings and post-accident earnings. However, in some circumstances, the compensation rate may be based on a different rate and that rate would be used to calculate the WLS. If the compensation rate adjustment occurs in the future, the WLS will need to be recalculated when the adjustment is implemented. Rate adjustments expected in the future should be considered prior to referring the worker for SJS to ensure the RE plan is developed taking into consideration the higher earnings
Compensation rate considerations for calculating WLS
Base rate: If the worker was a non-permanent (e.g., seasonal), a base rate (including other earnings) becomes effective after the season end date. The WLS may need to be recalculated if the base rate comes into effect after the initial WLS implementation. Refer to the Non-permanent rate section of the 2-1 Rate setting procedure.
Section 67 rate: If the worker was an apprentice on the date of accident, the compensation rate may be adjusted for journeyman earnings effective the date the worker would have completed their apprenticeship and achieved journeyman status. If journeyman status is reached after the initial WLS implementation, the WLS will need to be recalculated using the section 67 rate when it comes into effect. This means the amount and liability for the WLS will change. Refer to the Apprentice (Section 67) rateof the 2-1 Rate setting procedure.
Section 68: If the worker was a young worker or student on the date of accident, they may be eligible for a rate adjustment. If the rate adjustment applies in the future the WLS will need to be recalculated at that time. Note: The s.68 rate is applied is 24 months after the DOA, the date the PCI is assessed, or the fatality claim is accepted, whichever is earlier. Refer to the Young worker (Section 68) rate section of the 2-1 Rate setting procedure.
Section 61 rate: If the worker had a recurrence of disability and they are working in a different job with higher earnings than the section 56 rate on the claim, a section 61 rate is set. If the worker recovers to their pre-recurrence injury state (i.e., they return to their same level of fitness prior to the recurrence) the Section 61 (s.61) rate ends. Any wage loss supplement payable will be based on the s.56 rate. If the recurrence results in increased permanent work restrictions requiring RE services, the liability and monthly WLS amount is calculated based on the s.61 rate. Refer to the Recurrence (Section 61) rate section of the 2-1 Rate setting procedure.
Concurrent earnings: If the worker has more than one job on the date of accident, earnings from a concurrent job may be included in the WLS calculation. If concurrent earnings are included in the wage loss calculation and/or there may be special considerations (e.g., the worker's rate exceeds the maximum compensation amount for the year of the accident), refer to the Concurrent employment section of the 7-1 Triage assessment referral procedure.
Administrative tasks
To set or adjust a compensation rate, follow the 2-1 Rate setting procedure.
Considerations for reinstating SJS
When the worker finds a job and SJS ends, further SJS and re-employment assistance benefits are generally not reinstated or offered again when the worker loses their job due to economic or non-compensable factors. This is because WCB is not responsible for economic or personal factors that impact employment. Refer to Policy 04-05, Part I.
SJS may be reinstated or offered again when:
The job was never suitable.
The job was uniqueA unique job is defined as a job that has been customized by the employer, either through equipment, hours worked, pay at a higher wage than the job is worth, or duties refined (that is, the position cannot be found in the general population). and became unsuitable because the worker’s compensable work restrictions changed. For more information about unique positions, refer to theReopen and worker only requires re-employment benefits and/or servicessection of the 1-5 Claim reopen (continuation or recurrence decision procedure.
In these cases, consider:
Offering the worker the remainder of their SJS entitlement (i.e., if they only received six weeks of SJS, offer the remaining six weeks plus any applicable extensions) or,
If they already received 12 weeks of SJS plus any applicable extensions, whether additional SJS should be provided.
A worker will not always be eligible for re-employable assistance (VR04) benefits when SJS is provided again. If the worker remains fit for work, it may be reasonable to continue to pay their WLS based on estimated earnings while they participate in SJS.
Out-of-province SJS service
Workers who live out of province are entitled to 12-weeks of SJS, including any applicable extensions.
A referral for SJS should always be with a provider in their own province/country unless they plan to look for work in Alberta. A local provider will have a better understanding of the local job market. If a local provider does not exist, the worker can complete an independent job search (search for a job without the support of a RE service provider).
Job leads for workers attending SJS out of province
When referring to an out-of-province provider for SJS, a separate referral must be made to an Alberta provider for the job option service to locate a job option and job lead in Alberta that will be usedto determine the worker's eligibility for a WLS after SJS ends. The Alberta provider will look for a job option and job lead for the duration of the out-of-province SJS (including any applicable extensions), or until a suitable job option and viable job lead are found, whichever occurs first.
Alberta service providers will look for job options in all of Alberta but once options are identified, a specific locale is chosen. Review and discuss options with the worker that align with policy and consider locations with the most reasonable employment opportunities.For more information, refer to theGeographical location section of the 7-1 Triage assessment referral procedure.
Retraining for out-of-province workers
When a training plan is being proposed, a referral must be made to an Alberta based provider for a training plan report that will provide the necessary information to determine whether sponsorship of the retraining is appropriate. However, the location of the training program itself can be in another province.
When sending the referral, request a job option that requires training (i.e., the training option) and a walk-in option (i.e., an option for which the worker already has the skills, experience and education). The RE provider may prepare two separate job option reports: one for the walk-in option and one for the training option (as it can take longer to identify and research details related to the training option). If the worker wants to be trained at an institute outside of Alberta, ensure the RE provider and the worker confirm that the retraining institute is accreditedAccredited means the school or training institute is officially recognized as meeting certain quality standards by an authorized accrediting organization. An accrediting organization evaluates the quality of education, curriculum standards, faculty credentials and student outcomes. iAccredited means officially recognized as meeting certain quality standards by an authorized accrediting organization. An accrediting organization evaluates the quality of education, curriculum standards, faculty credentials and student outcomes. n their province.
The walk-in option can be identified with or without the worker's participation, however, the training option must be developed with the worker's participation, even if training will be completed outside Alberta.
Request approval for the retraining program, if required (i.e. long-term) and pre-approval for the potential WLS.Continue to monitor the worker's job search progress while awaiting the training program start date or if the worker is expected to find a job and work during the training program (i.e., part-time job while participating in a part-time training program).
Administrative tasks
Complete the Return-to-work Referral in the CareHub. Select Out of Province in the RTW provider region drop down box to arrange SJS services. TheClaims Records Services team will update the file to indicate which out-of-province provider received the referral.
Approve VR04 benefits during the out-of-province SJS, including the applicable extensions.
Job leads for workers attending out-of-province SJS
Make a separate referral to an Alberta based provider for the job option service to identify job options in Alberta, while the worker participates in SJS withan out-of-province provider. Include the following information in the referral:
Whether to include the worker in the development of the option.
The location where the job option and job lead should be found (if the worker lived and worked in Alberta on the date of accident).
The Alberta provider will complete an RE Job Option (C1334) report identifying a job option and viable job lead.
Retraining for out-of-province workers
Make a separate referral to an Alberta based provider for a training plan report for the retraining option. Additionally, request a walk-in option if the worker will be required to work during summer breaks. Indicate whether to include the worker in the development of the walk-in option.
The Alberta provider will complete an RE Job Option (C1334) report identifying the job option. When training is recommended, they will complete an RE Training Plan (C880T) report identifying the training option.
In some circumstances, barriers or challenges exist that may impact the worker's success for re-employment or SJS. Collaborate with the worker and the RE provider to resolve them. Consider supports available for some common barriers that may arise. Additionally, consider suggestions from the RE provider or discuss ways to resolve the barrier with the supervisor, when appropriate.
Outcome
Action
Worker is not participating.
When the worker is not willing to participate in SJS, attempt to remove barriers to their participation. If they still will not agree, explain their duty to cooperate in their return to work and discuss the potential impact to their benefits.
If the worker confirms they are willing to participate in SJS but does not want to receive SJS services from the RE provider, determine if there are other contracted RE providers in their locale. If there are none, consider contacting Health Care Strategy to see if there is a non-contracted RE provider in the worker's area that could provide the SJS service oroffer the worker the option of looking for work on their own (called an independent job search). A referral for a job option service A job option service can be completed by a re-employment provider to obtain a job option and lead for estimating purposes. from an RE provider is needed, if a job option and job lead were not already identified.
Dress and grooming
In some circumstances, a worker may need some support because they are moving to a different job industry (i.e., the worker used to work in construction and is now looking for employment in an office). Consider offering additional supports that would improve the success of the job search, such as clothing or grooming for interviews. If applicable, advise the worker of the amount approved for purchases or services. Agree on a reasonable amount for clothing or services (e.g., haircut) based on the industry the worker is entering. The amount should reflect the worker's individual needs, considering the degree of occupational change (e.g., manual labor to office work) and gender identification. Advise the payment will be issued based on receipts, with adjustments as needed.
Worker has limited English skills.
When the worker does not speak English or has limited English skills, ask the RE provider to arrange an ESL (English as a second language) assessment. Once the assessment is completed, consider if ESL training will open up more employment opportunities. Refer to the ESL assessment section of the 7-4 Retraining programs procedure.
Worker has limitedcomputer skills.
If not already completed, ask the RE provider to arrange a computer skills assessment and consider short-term computer training. Refer to the Computer training sectionof the 7-4 Retraining programs procedure.
Worker does not have a high school diploma.
Consider the worker's level of education and whether obtaining their high school diploma would improve their re-employment opportunities. Refer to theCanadian Adult Education Credential (CAEC) sectionof the 7-4 Retraining programs procedure.
Worker lives in a remote area.
Relocation is not usually considered until all other reasonable options within the community have been exhausted.
When all efforts to find employment in the worker's locale have been exhausted, discuss with the worker and RE provider other locations where more employment opportunities exist and ask the worker if they would be willing to move if they found a job in another town/city. Refer to the7-7 Relocation assistanceprocedure.
The relocation must be part of the return-to-work plan (e.g., the job must be suitable and accessible), and the worker must be in agreement with the plan.
Worker does not have a driver's licence.
Confirm the reason why the worker does not have a licence and whether there is opportunity for them to obtain one. Ask the worker how they get to appointments and how they got to work before their accident. Consider the distance the worker will need to travel to work and other transportation options (e.g., bus, carpool) available in the area.
Worker has a criminal record.
If the worker indicates they have a criminal record, ask them to undergo a criminal record check and provide a copy of the results for verification.
If the worker declines to provide a copy of the results of their criminal record check, select a job option based on the presumptionthe worker does not have a criminal record.
If the worker provides a copy of their criminal record check, do not place the document on file. Discuss the outcome with the RE provider and confirm what would be involved in obtaining a pardon.
Determine whether:
The worker can obtain a pardon independently or if assistance is needed. If assistance is needed, consider if any support can be provided (e.g., financial constraints, literacy issues, referral to the Community Support Program to help the worker find legal aid).
The criminal record prevents the worker from obtaining jobs where a criminal record check is required. For example, a driving offence may be problematic for driving positions, but not for a job as a retail clerk.Consider:
The relevance to the job option, whether the offence relates to the job responsibilities.
If there are employers who provide opportunities for individuals with criminal records.
Only job options that do not require a criminal record check should be considered.
Document in a (Case Planning) file note that the criminal record was submitted for review and how the barrier will be addressed. Do not include details regarding the nature of the offence. Once the review is complete return theoriginal criminal recorddocument to the worker. Do not keep a record on the file or within the WCB office.
Re-employment plan with a phased-in approach
A phased-in approach means the RE plan has more than one step, such as retraining, TOJ or working in a short-term job to gain additional skills before becoming employable in their long-term job option. For example,the first step in their plan might be to get a job in an entry level position (short-term option) to gain the necessary skills and experience. In these circumstances, a job lead for the long-term job option may be identified at a later date (i.e., after SJS ends).
Note: Retraining may be short‑term (the training program lasts less than six months) or long‑term (the training program lasts six months or more).
When a RE plan includes a phase-in approach, this means the worker's earnings have not stabilized (there is potential for the earnings to increase). Some examples include:
The worker is working in a position that does not maximize their earning capacity and further RE services and/or retraining will be provided within the next one to two years. When the RE services or the retraining program has been completed, the worker will be eligible for supported job search services during which a current job lead will be identified.
The worker is entering an apprenticeship program or other occupation with expected significant changes in earnings in the first few years. The vocational plateau is the point when the worker is employable in the occupation or ready to start the apprenticeship program.
The worker is working in a short-term job option to increase their skills and experience for an identified long-term job option; the worker has not reached an earnings plateau. The worker may be eligible for a temporary wage loss supplement i.e., TPD while in the short-term position however, their earnings are expected to increase for the long-term option. It may be reasonable that the job lead for the long-term job option be identified when the worker is closer to employability in the long-term job option.
Job leads are limited as the position identified is seasonal. The RE plan clearly identifies the worker will work in a short-term job option to gain experience and later look for a higher paying job. During this time, the worker may be eligible for a temporary wage loss supplement i.e., TPD.
When a phased-in approach is required, clearly outline the plan including the steps to reach to long-term job options in writing.
Worker declines a job offer
If a worker declines a job offer, discuss the reason why they declined the offer and possible impact to their SJS and re-employment assistance benefits.
When the job was not suitable or it was not reasonable for them to accept the offer, there is no impact to their SJS or re-employment assistance benefits. For example, if a worker worked the night shift before their accident in order to care for their children during the day, it may not be reasonable for them to accept a job that requires working during the day.
When the job offered to worker was suitable and it was reasonable for them to accept the offer, explain to the worker:
They may complete their 12 weeks of SJS; however, no extensions will be considered. If the worker’s job search was already extended, the extension ends immediately.
Their re-employment assistance (VR04) benefits end, even if they continue their SJS (i.e., the worker will not receive any benefits for the remainder of the SJS).
Request approval from the supervisor to discontinue VR04VR04 (re-employment assistance) is the payment code for benefits issued during SJS. benefits.
If the supervisor approves ending VR04 benefits, call the worker to explain the decision and the next step to review their eligibility for a WLS, if applicable. Discuss other resources that may be available to help them find work and offer services from WCB’s Community Supports.
Send a letter communicating the decision to end re-employment assistance benefits.
Determine if the worker is eligible for a WLS based on what they would have earned had they accepted the job offer or based on the pre-approved WLS (whichever pays more).
If the supervisor does not approve ending VR04 benefits, call the worker to discuss the alternative solutions recommended by the supervisor.
Administrative tasks
Document the discussion(s) in a file note (Contact/Claimant Contact).
Senda file note(Entitlement) to the supervisor recommending suspension of the worker's VR04 benefits because they declined a suitable job offer.
Send the Suspend or Reduce RE benefits (CLO47J) letter.
If the worker agrees with the referral to the Community Support Program, send the referral via their internal EW site.
