3-3 Medical certificate requirements for ARTF claims
When considering any request for leave, including sick leave, the board must follow the provisions of the relevant Employment Agreement. These set out the circumstances in which a current medical certificate is required.
Boards are expected to proactively manage such situations and you may seek the assistance of New Zealand School Trustees Association (NZSTA) where this is an employment matter.
In most cases, a teacher who is medically unfit to work for extended periods of time will have been diagnosed with, and have been or is being treated for a serious illness or will have had or is recovering from a surgical procedure. During the course of this diagnosis and treatment the teacher is likely to have collected a large amount of medical documentation.
Relevant and current medical documentation which covers the period of the teacher’s absence and provides documentary evidence of the teacher’s valid medical absence from work due to their own illness must be provided when making a claim for additional relief teacher funding.
Accepted types of medical certificates
There is a wide variety of medical documentation which can be accepted to provide evidence of legitimate illness and valid medical absence from work for the period of the claim. These documents can include general practitioners medical certificates, hospital admission and discharge forms, surgical/specialist reports and doctor’s letters or referrals.
Valid issuers of medical certificates
Medical certificates must be issued by a New Zealand registered Medical or Dental Practitioner currently practising within New Zealand or a Lead Maternity Carer as defined by the Ministry of Health.
Invalid issuers of medical certificates
Certificates from registered psychologists and other professionals are not acceptable unless accompanied by a valid medical certificate from a registered Medical or Dental Practitioner or a Lead Maternity Carer as defined by the Ministry of Health.
Required information
When the Ministry is processing claims for additional relief teacher funding, it is looking for documented evidence that:
- the teacher consulted with a New Zealand Registered medical practitioner who is currently practising in New Zealand
- the teacher was absent due to their own illness
- the original medical consultation took place on or near the beginning of the teacher’s first day of absence, usually with in the first 8 days of the first day of absence
- the teacher re-consulted with a medical practitioner at the end of the period specified by the medical practitioner if the absence continued beyond the specified period
- the period of absence specified by the medical practitioner matches the period of absence as specified in the weekly schedules of leave.
Medical certificate expiry date
All medical certificates in support of any claim must state the expected number of days the teacher will be absent, or an expected date that the teacher will return to work. If a medical certificate does not state an expected return to work date or the numbers of days the teacher will be absent it will be deemed by the Ministry of Education to have an expiry date of one calendar month after the date of issue or the consultation.
Dating of medical certificates
All medical certificates must show the date of consultation and/or the date they were signed or issued. Additional relief teacher funding costs will only be considered from that date. The Ministry of Education will not accept a medical certificate that does not show the date of issue or consultation.
Note: Medical certificates dated within the first eight school days of absence that the board is required to resource will not affect the Additional relief teacher funding due to be paid. Certificates dated after the eighth school day the board is required to resource will only generate additional relief teacher funding from and including the date of the medical certificate.
Renewal of medical certificates
Additional relief teacher funding costs for the extended absence of a teacher will require the board to seek a renewal of the medical certificate if the absence extends beyond the date covered in the original or subsequent medical certificates.
Extended sick leave
When the period of sick leave is to be greater than eight days the board will provide a medical certificate with its claim for additional relief teacher funding.
The board shall inform the Ministry, at the time it becomes aware, of any changes of circumstance that may alter the board’s entitlement to additional relief teacher funding for that teacher.
The Ministry of Education may require assurance from the board in the form of the board attesting that, on the basis of all information it has available, the illness is genuine, that the certificate is issued by a valid issuer, and that it has organised relief cover for the whole period of sick leave identified in the medical certificate.
Second medical certificates
If the board at any stage has cause for reasonable doubts with respect to either the validity of the issuer or to the genuineness of the illness, the board shall require the teacher to obtain a second medical certificate. This applies to the first or any subsequent certificates.
This second certificate will replace the first medical certificate and should be from an alternative medical provider, nominated by the board. This alternative medical provider should, wherever practical, be a specialist in the illness or condition that is preventing the teacher returning to normal teaching duties.
For the same reasons, the Ministry of Education may request the board to request that the teacher obtains a second medical certificate. The Ministry may also nominate the alternative medical provider where this is deemed necessary.
The cost of the medical examination for the second medical certificate will be met by the board and then reimbursed by the Ministry.
Note: If a second medical certificate has been requested, the first certificate shall apply up until the date when the second certificate is issued. The second certificate will then replace the first medical certificate. This will take effect from the date the second certificate is issued. Where a second certificate is not supplied, the first certificate shall expire on the date the second certificate was requested.
Serious or potentially terminal illness
Where a teacher is suffering from a serious or potentially terminal illness, and this is verified in a medical certificate, renewal of medical certificates will not be required. Further medical documentation may be required if the absence extends beyond the period covered by the initial medical certificate. All other listed medical certificate requirements still apply.
The board should contact the Resourcing Contact Centre on 04 463 8383 to discuss what documentation may be required when submitting the initial claim.
Note: In specific circumstances the provisions of medical retirement may apply. Please refer to the relevant collective employment agreement.
Long term principal illness
Applications can be made to the Ministry of Education where schools have received additional relief teacher funding for the long term illness of the principal and still consider themselves under financial hardship.
Applications of this nature will be considered on a case by case basis.
Call the Resourcing Division to discuss our documentation requirements. An assessment of the school’s financial position by a Ministry of Education Financial Advisor will be required as part of the consideration of any application.
Resourcing Division Contact Centre
Phone 04 463 8383
Email resourcing@minedu.govt.nz