Illness Policy

Core Values Recovery Level 1 ACC Program

Illness and Absence Policy

Effective Date: [To be determined]

Purpose

This policy provides guidelines for managing illness, personal emergencies, and absences during the CVR Level 1 ACC Coach Training Program while maintaining program integrity and ICF accreditation standards.

Attendance Requirements

Minimum Attendance

To successfully complete the program, participants must:

Attend at least 90% of synchronous training sessions
Complete 100% of asynchronous learning modules
Participate in all required practice coaching and observation sessions

For an 80-hour program:

Maximum allowable absence: 8 hours of synchronous training
All asynchronous work must be completed (flexible scheduling)

Types of Absences

Planned Absences

Scheduled absences known in advance (medical appointments, work obligations, family events):

Notification Required:

Submit written notice to Program Director at least 2 weeks in advance
Include:
- Date(s) of absence
- Reason (brief, documentation not required for short absences)
- Plan for making up missed work

Make-Up Options:

Review session recording (if available)
Complete alternative assignment covering session content
Attend same session in future cohort (if available)
One-on-one instruction session (may incur additional fee)

Unplanned Absences

Unexpected absences due to illness or emergency:

Notification Required:

Contact Program Director as soon as possible
Email: [Contact email]
Phone/Text: [Contact phone]
Within 24 hours of missed session preferred

Documentation:

Not required for single absence
May be required for extended absence (3+ sessions)
Medical note or other verification at Program Director’s discretion

Short-Term Illness (1-2 sessions)

Notify Program Director before session start time
No documentation required
Review recordings and complete make-up work
Communicate with mentor coach if practice sessions affected

Extended Illness (3-7 days)

Provide medical note or documentation
Program Director creates individualized catch-up plan
May include:
- Extended deadlines for assignments
- Rescheduled practice sessions
- Modified participation schedule
Timeline for completion discussed and agreed upon

Serious Illness/Hospitalization (1+ weeks)

Medical documentation required
Options include:
- Program deferral: Move to next cohort with no penalty
- Extended timeline: Complete program over longer period
- Partial completion: Document hours completed, re-enroll when able
- Medical withdrawal: Full withdrawal with refund consideration (see Refund Policy)

Decision factors:

Severity and expected recovery timeline
Participant’s preference and readiness
Impact on program integrity and cohort
Medical provider recommendations

Family and Personal Emergencies

Immediate Family Illness/Emergency

Absences due to serious illness or emergency involving immediate family (spouse, children, parents, siblings):

Notify Program Director as soon as possible
Flexible make-up arrangements provided
Documentation may be requested for extended absence
Same options as extended illness above

Bereavement

In the event of death of immediate family member:

Up to 2 weeks excused absence
No documentation required
Program timeline extended as needed
Re-engagement plan created when participant is ready
Full support and compassion provided

Mental Health and Wellness

Mental Health Days

CVR recognizes importance of mental health:

Participants may take mental health days as needed
Treated the same as physical illness
Counted toward maximum absence allowance
No judgment, full support provided

For participants in recovery facing challenges:

Crisis situation: Immediate support, program deferral available
Relapse: Compassionate response, focus on stabilization first
Treatment admission: Automatic program deferral, re-engage when stable
Confidentiality maintained

Note: CVR’s mission is supporting recovery. We will NEVER penalize participants for prioritizing their recovery and wellness.

Making Up Missed Work

Synchronous Sessions

Options for making up missed sessions:

Session Recordings (when available)
- Access within 48 hours of session
- Complete reflection assignment on session content
- Submit within 1 week of original session date
Future Cohort Attendance
- Attend same session in next program cohort
- Free of charge for up to 2 sessions
- Subject to availability
Individual Instruction
- One-on-one with instructor or mentor
- Covers missed material
- Fee: $[amount] per hour
- Scheduled within 2 weeks of absence

Asynchronous Modules

No make-up required (self-paced)
Extended deadline may be granted
Must complete before final evaluation

Practice Coaching Sessions

Reschedule with practice partner
Coordinate with mentor coach for observations
Must complete all required sessions before program end

Extended Absence Management

Absence Exceeding Maximum Allowance

If participant misses more than 10% of synchronous training:

Options:

Complete make-up work to satisfy all missed hours
Defer to next cohort and attend missed sessions
Partial completion with reduced hours documented
Withdrawal with refund eligibility per Refund Policy

Decision process:

Meet with Program Director
Assess remaining requirements
Create realistic completion plan
Sign amended enrollment agreement if timeline extended

Chronic or Recurring Absences

Pattern of Absences

If participant develops pattern of frequent absences:

Program Director initiates conversation
Assess whether participant can realistically complete program
Explore barriers and solutions
May recommend:
- Program deferral to better timing
- Reduced course load (if future options available)
- Withdrawal with re-enrollment later

Goal: Support participant success, not punish challenges.

Impact on Program Completion

Completion Timeline

Standard program: 20 weeks

With absences, completion may extend to:

Up to 26 weeks with make-up work
Up to 12 months with illness deferral
Beyond 12 months requires special approval

Certificate Issuance

Certificate issued when:

All attendance requirements met (90% synchronous)
All make-up work completed satisfactorily
All assignments and evaluations submitted
Performance meets ACC standards

Timeline delays: Certificate issued upon completion, regardless of extended timeline.

COVID-19 and Infectious Illness

Infectious Illness Protocol

Participants experiencing symptoms of COVID-19 or other contagious illness:

Do not attend in-person sessions
Participate virtually if feeling well enough
If unable to participate, treated as illness absence
No penalty for prioritizing health and safety

Communication Expectations

Participant Responsibility

Notify CVR as soon as possible when absence occurs
Respond to Program Director outreach within 3 business days
Maintain communication about recovery timeline
Proactively request support or accommodations

CVR Responsibility

Respond to absence notifications within 24 hours
Provide clear make-up plan and options
Follow up on participant wellness (respectfully)
Maintain flexibility and compassion

Confidentiality and Privacy

All medical and personal information shared regarding absences is:

Kept strictly confidential
Shared only with those who need to know (instructor, mentor coach)
Not included in academic records unless participant requests
Protected under applicable privacy laws

Contact Information

Report an Absence

Email: [Absence reporting email]
Phone/Text: [Emergency contact number]
Online Form: [URL if available]

Illness/Emergency Support

Program Director: [Name, credentials]
Email: [Contact email]
Phone: [Contact phone]

Core Values Recovery Commitment:

We believe that life happens. Illness, emergencies, and unexpected challenges are part of being human. Our policy prioritizes your health, well-being, and recovery while maintaining the integrity of our program. We will work with you to find a path forward that honors both your needs and your commitment to becoming a skilled recovery coach.

If you’re struggling, reach out. We’re here to support you.