WCB Procedures

Additional Re-employment services

Retraining programs

Workers may be eligible for a retraining program to improve their earnings potential and level of employability. Examples of retraining programs include English as a second language classes, computer training, life skill courses and academic upgrading.

As of April 1, 2021, workers have a duty to cooperate in their return to work and vocational rehabilitation (re-employment). Cooperation means full participation and disclosure, as required, in those activities and services at each stage of a claim that are focused on supporting a worker’s recovery and return to work. The goal is to act in good faith to maximize recovery and achieve return to work, or independence for workers who are medically unable to return to work. There may be an impact to the worker’s benefits if they are not cooperating.

Training on the job or work assessments

A Training on the Job (TOJ) program is used as an incentive for a new employer to hire a worker. The cost of a TOJ is shared between WCB and the new employer.

A TOJ provides workers with skill development and work experience they may need for permanent employment. It can also assist in determining their suitability for a specific job or skills area.

Employers can request workers through WCB, or a decision maker or worker can present the opportunity to an employer with the assistance of an employment specialist.

TOJs should be considered at any time during a claim for all workers who:

Are medically able to return to work, and
Cannot return to their pre-accident job due to compensable work restrictions.

Work Assessment

Work assessments (WA) are similar to TOJs, but are offered to the worker’s date of accident employer to support the placement of the worker in a new position.

Work assessments are also available for new employers who are not covered under the Workers' Compensation Act or for out of province employers. The cost of the WA salary is shared between WCB and the WA employer.

Alternate grants: academic and self-employment

Alternate grants are available in rare situations when an individual would like to explore alternate employment options outside of WCB's re-employment services stream. Eligible workers receive a lump sum payment in installments, representative of their entitlement to WCB services. Generally, these options are explored with the worker during their job planning phase.

Academic grants support workers’ academic pursuits when the cost of their chosen program is suitable but not cost effective. An academic grant allocates the costs for the program(s) WCB would sponsor to the worker’s chosen program.

For example: a worker would like to attend a four-year academic program, but is only eligible for costs that would finance to a two-year program, the worker would receive a grant to use towards a portion of their chosen program’s costs.

Self-employment grants provide funding to workers who are eligible for re-employment services, but have instead opted to start their own business. In order to be approved for this grant, the worker must develop their own business plan with assistance from WCB’s Re-employment Services and Business Development Services.

Relocation assistance

In some cases, a worker may need to relocate to find employment when there are no jobs available in their current location or they are living out of province and are moving to Alberta.

Retraining programs

1. Communicate approval of the worker’s participation in a retraining program Send a written approval letter to the academic services provider and to the worker.	Administrative tasks Send GE002A letter (or GE002B if books are required). Update the Academic training program line with the appropriate approvals.
2. Issue the required expense payment(s) and benefits to the worker	Administrative tasks Tuition expenses (VRA02) are paid by Medical Aid.
3. Follow up on the worker’s progress regularly Throughout the program, contact the institution to check the worker's marks and attendance, whether the worker requires any additional supports such as a tutor, or if there are any outstanding payments.	Administrative tasks
4. Confirm the worker’s completion of the retraining program Request a copy of the worker’s certificate and/or transcript. Determine next steps in the worker’s care plan.	Administrative tasks Send the CL017A or CL017B Once the course is completed or the semester is over.

Training on the job or work assessments

1. Ensure the TOJ/WA position is suitable for the worker Call the worker to discuss the opportunity or arrange a conference call with both the worker and TOJ employer. Together, set expectations for the position and discuss and determine: The job description Salary Hours of work per week Start and end dates Additional supports (e.g., work modifications, tools, clothing, fees, books, training costs). Once all parties have agreed to the proposed terms of the TOJ details, approve the TOJ or send a proposal for approval.	Administrative tasks Send a file note to a supervisor for approval if required. TOJ and WAs that will last nine months or less can be initiated and approved by either the decision maker or the Re-employment specialist. Opportunities that will last longer than nine months require supervisor approval.
2. Communicate the approval decision to the worker and employer Call the worker and employer to confirm approval of the TOJ/WA program and the terms previously agreed to during the initial conference call. After the call, send a confirmation letter to the employer with a copy to the worker.	Administrative tasks Send a TOJ/work assessment agreement (IN033A).
3. Adjust the worker’s wage loss for their new employment income Review how much the worker’s expected TOJ/WA earnings to determine if there is a loss of earnings. If there is a loss of earnings implement a TPD based on actual earnings, follow the normal TPD approval process.	Administrative tasks Edit the case planning line with the TOJ/WA information. Add a file note requesting calculation of the worker’s monthly payment.
4. Continue to monitor the worker’s progress Conduct a conference call with the worker and the employer every two weeks after the TOJ/WA position begins. Discuss any issues or concerns the worker or employer may have and address them together. Ask the worker if they require additional training, workplace modifications or other assistance. If there are no issues or concerns, forward the worker’s file to a case assistant for monthly follow up with the worker and employer until the end of TOJ.	Administrative tasks Send a file note to a supervisor for approval if required.
5. Conclude the TOJ Prior to the end of the TOJ term, contact the worker and employer to discuss whether an extension or permanent opportunity is available. If the worker’s TOJ becomes permanent: Request the worker’s anticipated salary increases for the next five years from the employer and implement the appropriate wage loss supplement. If the worker’s TOJ is extended: If the employer’s request for a TOJ extension is reasonable, approve the extension. If the worker’s TOJ ends: Review the worker’s re-employment plan and job target to determine whether it is still appropriate or needs to be adjusted. Refer the worker for another re-employment services triage assessment if required.	Administrative tasks If the total length of the TOJ including the extension will be longer than nine months, send the extension request for supervisor approval. If the worker is entitled to a TPD payment during the TOJ, request and extension of the payment to support the TOJ extension. If the TOJ/WA ends, send the TOJ worker conclusion letter (IN033G) and TOJ employer conclusion letter (IN033H) outlining next steps.

Alternate grants: academic and self-employment

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1. Review the worker’s entitlement and confirm their level of service	Administrative tasks
2. Establish a re-employment work plan for the worker Refer the worker for a triage assessment to establish a baseline of re-employment services they are eligible for.	Administrative tasks
3. Contact the worker and discuss their request for an alternate grant Once the triage assessment is complete, call the worker and discuss the following: The worker's reason for requesting alternate program assistance. The benefits of the program and the desired outcome. The purpose of alternate program assistance and how estimated costs are determined. The financial limits for alternate program assistance (e.g., the alternate program assistance is subject to a maximum based on estimated re-employment services costs) Responsibilities and expectations of both the worker and decision maker.	Administrative tasks
4. Support the worker in developing an alternate grant proposal and/or business plan for self-employment plans Include the estimated program costs, including: tuition fees work modifications tools books clothing If further assistance with a self-employment plan is required, refer the worker to a contracted business development services provider.	Administrative tasks Referring to a business development services provider: Fax a FM803A (Business Development Services Referral) or business development services referral form (C-803) and the worker's business plan to the business development services consultant. The business plan should address each of the areas identified in the WCB business plan preparation template form (C-816 ) Re-employment services providers are able to assist workers in completing the templates.
5. Review the worker’s alternate grant proposal Confirm the estimated costs Determine if the grant is appropriate (i.e., the program is a compatible fit with the worker’s work restrictions, is cost effective and is reasonable, etc.). If the proposal is not appropriate, deny the proposal and refer the worker for another triage assessment to determine if another re-employment services would be more suitable.	Administrative tasks
6. Communicate the decision to the worker and issue the grant Refer the worker’s file to a case assistant to monitor and follow up if the worker is eligible for any additional benefits or services.	Administrative tasks Send an RE update letter (CL041G) to the worker.

Relocation assistance

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1. Confirm worker’s entitlement to relocation assistance A worker may be entitled to relocation assistance if they: Have exhausted all opportunities in their current location. Have secured a permanent job in a different location. Can confirm that a job relocation will assist in their return-to-work plan.	Administrative tasks
2. Calculate the estimated relocation expenses Eligible relocation expenses could include: Gas mileage Truck or trailer rental Professional mover Any additional startup costs that may be an obstacle to the worker (e.g. hook up and first month's rent, damage deposit and utility fees).	Administrative tasks
3. Obtain approval for the relocation assistance Outline all of the authorized expenses and the reason for the relocation.	Administrative tasks Create a file note. Send the file note to the appropriate supervisor for approval if required.
4. Communicate the decision to the worker	Administrative tasks Send an RE update letter (CL041G) to the worker.
5. Issue the payment for the relocation assistance expenses Payments can be issued to the worker or directly to the contracted provider.	Administrative tasks Issue the payment(s) using TOP/NOP code VRE-03.

Compatibility Warning

WCB Procedures

Additional Re-employment services

Retraining programs

Training on the job or work assessments

Alternate grants: academic and self-employment

Relocation assistance

Retraining programs

Administrative tasks

Administrative tasks

Administrative tasks

Administrative tasks

Training on the job or work assessments

Administrative tasks

Administrative tasks

Administrative tasks

Administrative tasks

Administrative tasks

Alternate grants: academic and self-employment

Administrative tasks

Administrative tasks

Administrative tasks

Administrative tasks

Administrative tasks

Administrative tasks

Relocation assistance

Administrative tasks

Administrative tasks

Administrative tasks

Administrative tasks

Administrative tasks