Reporting a Workplace Injury or Illness – Workers’ Compensation

If you are the injured employee:

• Get medical help if needed.  Tend to the injury; do not simply continue working.
• Inform your supervisor asap.   A coworker can contact your supervisor if you cannot.
• Download and fill out these two forms:
  • MN First Report of Injury (fill out #s 3 – 29; and if possible 30 – 35).
  • First Report of Injury – Additional Questions.
  • Hard copies of both forms are available outside the HR office if needed.
• Return both forms asap to the College’s Workers’ Compensation Associate (Pat Ceas: 312 RNS) or to the HR office (180 TOH; hrstaff@stolaf.edu).
  • Forms can be returned by you or your supervisor.
  • We will contact you to confirm the details of your injury and then we’ll quickly submit your injury claim to the insurance company.
  • Note: The longer you wait to report a work-related injury, the higher the risk in delaying or losing compensation benefits.

If you are the injured employee’s supervisor:

• Assist the employee in seeking appropriate medical care (even if this is simply an ice pack).
• Either help the employee fill out the First Report of Injury form, or provide the time and space to allow the employee to complete the form
• It is important to allow the injured employee to describe how and why the injury occurred.
• Ensure that the form gets returned asap to the College’s Workers’ Compensation Associate (Pat Ceas: 312 RNS) or to the HR office (180 TOH; hrstaff@stolaf.edu).
  • The form can be returned by you or the employee.
• Meet with the College’s Workers’ Compensation Associate to discuss the root cause of the incident, and to discuss ways to reduce the risk of a similar incident happening in the future.

Before you can return to work you must have your medical provider complete a Report of Workability/Return to Work/Fitness for Duty form (your medical provider has this form).

• This form will indicate when you can return to work and whether you will have work restrictions (temporary or permanent).
• You must have your provider fill out a new form after every medical appointment/treatment.
• A medical provider includes chiropractors, emergency room or urgent care visits, family doctors, etc.

If you do not have work restrictions:

• Have your medical provider clearly write on the Workability form that you can perform your usual work duties without restrictions.
• Send a copy of the completed Workability form to the College’s Workers’ Compensation Associate (Pat Ceas: 312 RNS) or to the HR office.
• You can return to work once you have submitted the form (if you had the medical appointment in the morning then you can return to work on the same day after the appointment).

If your medical provider does place you on any sort of work restrictions:

• Ensure that the provider clearly lists/describes the restrictions in the Workability report.
• Ensure that the provider includes an end date for the restrictions (or the date of next medical visit).
• Send a copy of the completed Workability form to the College’s Workers’ Compensation Associate (Pat Ceas: 312 RNS) or to the HR office.
• Do not return to work until you receive clearance from us to do so.
• We will make reasonable efforts to provide accommodations and find appropriate light duty work that stays within the restrictions established by your doctor.
• If you return to a light duty position, you must agree to work within those restrictions, and you are forbidden from working beyond those restrictions to avoid reaggravating your injury.

If we can not accommodate the work restrictions:

• You will stay home and continue recuperating.  Do not perform restricted job duties (even while off campus) until your medical provider clears you of your restrictions.

If you will miss work time because of your injury, the College’s position is that you remain away from campus for liability reasons while you are recovering.

Indoor walking locations.  Below are some free/low-cost options:

• • Northfield High School  (free.  M – F, 6 – 7 am or 3:30 – 5 pm; must enter bldg between 3:30 – 4:30 pm as bldg doors lock at 4:30 pm.  Enter through door #1.  Call to double check hours: (507) 664-3649.)
  • DUNDAS DOME
  • Northfield Family YMCA
  • Faribo West Mall (free)
  • Indoor Walking Options in Dakota County (some are free)

If your claim is accepted:

• You will submit your medical bills to the College’s insurance company, who will cover all “reasonable and necessary” medical expenses that you incur.

If your claim is not accepted:

• You will submit your medical bills through your regular insurance company.

For the date of the injury your entire day’s wage will be paid even if you are unable to complete the remainder of your regularly scheduled shift.  Enter your normal work hours for that date.

Reporting Lost Time.  Follow these instructions to document lost time due to a work-related injury (e.g., home from work while recovering; leaving work for a medical appointment).

• In Oracle, navigate to the “Time & Absences” tile.
• Click on the “Add Absence” tile.
• You will see the “New Absence” screen and a dropdown menu with types of absences. Scroll down the list and select “Workers Comp.”
• Enter the correct date and time(s).
• Click “Submit” at the top right hand corner of your screen.

Refer to the Faculty and Staff handbooks for additional information.  Questions should be directed to the Payroll Office.

If your claim is accepted:

• There is a three calendar-day “waiting period” when wages are not paid.
• Days 4 – 10 & beyond: wages are paid at 2/3 your normal daily rate by the College’s insurance company (this rate essentially equals your normal “take home” pay).
• After Day 10: your first 3 days of wages will be reimbursed (at 2/3 your normal daily rate)

Regardless of whether you are exempt or non-exempt, if your work comp claim is accepted or denied, you should still contact New York Life (NYL) to initiate a claim.  NYL manages FMLA, MN PFML, and STD processing.  If your work comp claim is approved, you will still want the FMLA/PFML job protection and PFML can supplement your work comp.  The two won’t make you whole but the additional PFML will add to the work comp benefits. 

In the event your work comp claim is denied, NYL will already have your claim information and can then process it as a PFML or short term disability claim.  NYL also manages our LTD benefit.  If your absence exceeds 3 months, they will be able to help you navigate the LTD process too.

In general, you will not be eligible for workers’ compensation benefits for injuries that occur during your voluntary participation in any off-duty recreational, social, or athletic activity that the College sponsors.

• Questions should be directed to the HR office.

Additional information can be found online at the Minnesota Workers’ Compensation Information Sheet and An employee’s guide to the Minnesota workers’ compensation.