Note to users

This document is an example of a comprehensive employee handbook for a small

voluntary or non-profit organization operating in Canada. While certain assumptions
have been made in the creation of this handbook, it is up to users to adapt, modify
and customize the document to suit the particular needs of their organization while
ensuring compliance with provincial or territorial employment standards and
legislation.
The ! Council would like to acknowledge the contribution of the Canadian
"gricultural uman !esource Council for providing their #mployee andbook as the
model from which this sample document was created.
The content of this sample employee handbook is provided for information purposes
only. No legal liability or other responsibility is accepted by or on behalf of the HR
Council for any errors, omissions, or statements made within this document. The HR
Council accepts no responsibility for any loss, damage or inconvenience caused as a
result of reliance on such information.
#mployee andbook
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C$%T#%T&
Introduction 4
Statement of Philosophy 4
Who we are 5

Vision 5
Mission 5
Scope 5
Employment 5
Employment Euity '
Recruitment and !election '
Nepotism '
"rientation (
Employee Classifications (
Employee duties (
#ersonnel $ile (
#robation (
%nnual !alary )
#erformance %ppraisals )
#rofessionalism )
&iscipline )
Hours of 'ork )
!tatutory Holidays *
"vertime *
Departure 9
Termination for Cause +
Termination without Cause +
Resignation +
(ay)off +
Employer #roperty +
ime !way "rom Wor# $%
*acation Time and *acation #ay ,-
!ick (eave ,-
Compassionate (eave ,-
+ury &uty ,-
. ! Council for the /oluntary 0 %on-profit &ector 2
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&isability (eave ,,
,aternity - #arental - %doptive (eave ,,
.npaid (eave ,,
&enefits $'
,edical, &ental, (ife and %&/& ,1
0roup RR!#s ,1
Professional De(elopment $'
)onfidential Information and Intellectual Property $'
Confidential 1nformation
,2 1ntellectual #roperty
,2 1T 1nformation !torage and !ecurity
,2
*ealth and Safety $+
!ir ,uality $+
!moke $ree Environment ,2
!cents ,3
#ets ,3
Renovations ,3
*arassment $4
Wor#place Violence $4
Dispute -esolution $5
. ! Council for the /oluntary 0 %on-profit &ector 3
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IN-.D/)I.N
This employee handbook is a summary of policies, procedures and practices related
to human resource management at 4T# $!5"%67"T6$%8.
The #xecutive 9irector is accountable for leading an effective staff team and is
thereby accountable for the development and implementation of the policies outlined
in this manual. :anagers are responsible for human resource management within
their own staff teams and should reference this manual to ensure organizational
consistency in the application of these practices.
The 4insert title of person with senior ! responsibilities8 is responsible for the
maintaining the procedures and systems which support human resource
management for the organization and is available to answer any ;uestions or provide
clarification on any content of this manual.
The 4$!5"%67"T6$%&8<s benefits package, including the insurance and health plan
and the group !!&=, is coordinated through 4insert department name8. >uestions
regarding the benefits package may be directed to the 4insert title of person with
senior ! responsibilities8.
S!EMEN ." P*I0.S.P*1
The 4$!5"%67"T6$%8 wishes to maintain a work environment that fosters personal
and professional growth for all employees. :aintaining such an environment is the
responsibility of every staff person. ?ecause of their role, managers and supervisors
have the additional responsibility to lead in a manner which fosters an environment
of respect for each person.
6t is the responsibility of all staff to@
Aoster cooperation and communication among each other
Treat each other in a fair manner, with dignity and respect
=romote harmony and teamwork in all relationships
&trive for mutual understanding of standards for performance expectations, and
communicate routinely to reinforce that understanding
#ncourage and consider opinions of other employees or members, and invite their
participation in decisions that affect their work and their careers
#ncourage growth and development of employees by helping them achieve their
personal goals at the 4organization8 and beyond
&eek to avoid workplace conflict, and if it occurs, respond fairly and ;uickly to
provide the means to resolve it
"dminister all policies e;uitably and fairly, recognizing that Bobs are different but
each is importantC that individual performance should be recognized and
measured against predetermined standardsC and that each employee has the
right to fair treatment
!ecognize that employees in their personal lives may experience crisis and show
compassion and understanding

. ! Council for the /oluntary 0 %on-profit &ector 4
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W*. WE !-E
46nsert paragraph with information about the organization8
Vision
46nsert vision statement here8
Mission
46nsert mission statement here8
Scope
46nsert statement of scope here8
EMP0.1MEN ! 2*E .-3!NI4!I.N5
Employment E6uity
4T# $!5"%67"T6$%8 is an e;ual opportunity employer and employs personnel
without regard to race, ancestry, place of origin, colour, ethnic origin, language,
citizenship, creed, religion, gender, sexual orientation, age, marital status, physical
andDor mental handicap or financial ability. While remaining alert and sensitive to the
issue of fair and e;uitable treatment for all, 4T# $!5"%67"T6$%8 has a special
concern with the participation and advancement of members of four designated
groups that have traditionally been disadvantaged in employment@ women, visible
minorities, aboriginal peoples and persons with disabilities.
-ecruitment and Selection
"ll employment opportunities at 4the organization8 are posted for a minimum ,-
working day period. They are posted on 4T# $!5"%67"T6$%8<s website and on the
websites of affiliated organizations. $ccasionally, they are posted on employment
websites or with an employment agency. "pplications are encouraged from current
employees but will be screened in the same manner as applications received from
outside applicants.
"pplicants are invited to submit their application, along with a current rEsumE,
demonstrating that they meet the minimum criteria for the position being sought. "t
the closing date, all applications are screened, and candidates selected for interview
are contacted. 6f the interview is positive, references will be contacted. 9epending
on the feedback provided, a position may be offered to the applicant.
Nepotism
%o candidate shall be hired for a position where they may report to, or supervise a
member of their immediate family. 6mmediate family is defined as@ parentFsG, step
parentFsG, foster parentFsG, siblingFsG, grandparentFsG, spouse Hincluding common
law aDo same sex partnerI, step childFrenG or ward of the staff member, father-in-
law or mother-in-law Fincluding parent of same sex partnerG. =ersonal relationships
with other employees or members of the 4T# $!5"%67"T6$%8<s ?oard of 9irectors
or Committees of 4T# $!5"%67"T6$%8 should be disclosed prior to accepting any
. ! Council for the /oluntary 0 %on-profit &ector 5
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offer from the employer. Aailure to disclose this information would be considered
contradictory to the Code of #thics policy F"ppendix "G.
.rientation
"ll new employees to 4T# $!5"%67"T6$%8 shall receive an orientation session
which will encompass an overview of general policies, procedures and operations.
This will also provide employees, new to either a position or 4T# $!5"%67"T6$%8,
an opportunity to learn the performance expectations management has with regard
to the position in ;uestion. They will be given a copy of this #mployee andbook and
will be expected to learn its contents. They will also make aware of policies such as,
Code of #thics, and asked to sign off on their adherence to same.
Employee )lassifications
#ach position at 4T# $!5"%67"T6$%8 shall be classified as either "dministrative or
:anagement in nature, as determined by the #xecutive 9irector. This decision will
be based on the duties assigned and ;ualifications re;uired for each position. 6t
should be noted that :anagement positions are not covered by the ours of Work
and $vertime provisions of the #mployment &tandards "ct F$. !egulation J1*'G.
Employee Duties
"ttached to an $ffer of #mployment, is a description of the Bob and the associated
responsibilities, along with any additional tasks possibly re;uired. This document will
be used to evaluate performance both during the probation period and after. 6f an
employee is unsure of its contents, they should not hesitate to ask for clarification.
Arom time to time, it may be necessary to amend an employee<s Bob description.
These amendments will be discussed with the employee in advance howeverC the
final decision on implementation will be made by management.
Personnel "ile
4T# $!5"%67"T6$%8 does collect personal information for inclusion in personnel
files. This information is available to the employee, the #xecutive 9irector and the
46%&#!T T6TK# $A &#%6$! ! =#!&$%8. This information is kept in a secure
location, and is not shared with members of our ?oard or with our funders.
6nformation which is contained in an employee<s personnel file includes the following@
rEsumE, letter of offer, performance reviews, amendments to Bob descriptions,
disciplinary notices, tax forms, copies of enrolment forms for benefits and approved
leave re;uests.
Pro7ation
The first six F(G months of employment are probationary. 9uring this time both
parties may assess suitability for employment with the #mployer. This also provides
management an opportunity to assess skill levels and address areas of potential
concern. 9uring the first ninety F+-G days of the probationary period, employment
may be terminated by either party for any reason whatsoever, with or without cause,
and without notice or payment in lieu of notice, except as may be minimally
prescribed by the Employment !tandards %ct of $ntario FL#&"MG, as may be
amended from time to time. Npon satisfaction of the re;uirements under the #&", as
amended, the #mployer shall have satisfied any and all obligations to the employee,
whether under the #&", as amended, or at common law. "t the completion of the
probation period, the employee and employer shall meet and review progress to
date. "t this time one of three things will occur@
i. =robation will end
. ! Council for the /oluntary 0 %on-profit &ector 6
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ii. =robation may be extended for an additional six months
iii. #mployment will end
!nnual Salary
&alaries shall be determined by the #xecutive 9irector, based on budget
considerations and commensurate with the experience of the successful candidate.
The organization shall pay employees on a bi-weekly basis, less the usual and
necessary statutory and other deductions payable in accordance with the #mployer<s
standard payroll practices. These payroll practices may be changed from time to
time at the #mployer<s sole discretion. Currently, payday occurs every second
Thursday and covers the pay period ended the previous &aturday.
Performance !ppraisals
The performance review document will be a living document for each employee.
#ach employee will be responsible for developing their respective workplan for the
year. This plan will be reviewed by :anagement and amended as necessary. "t the
time of the performance appraisal, the employer and employee will review the
obBectives and the results achieved. Throughout the year, the employee and
employer may refer to this document to track progress made toward obBectives,
highlight areas of concern and indicate challenges identified along the way.
=erformance reviews, for all employees, will occur near the end of "pril, and annually
thereafter. #mployees should prepare for this meeting by preparing a draft workplan
for the coming year. This meeting is to review successes and challenges from the
preceding year, and to establish the obBectives for the coming year. This would also
be the opportunity for either party to identify and recommend professional
development opportunities which may assist the employee in their day to day work
or to grow within the organization. $nce complete, both parties shall sign off on the
final document and it shall be added to the employee<s personnel file.
Professionalism
When representing 4T# $!5"%67"T6$%8, staff should dress and behave
appropriately. #mployees should choose to dress in a manner which presents a
professional image to the public and is respectful of others. #xcessive use of
profanity is neither professional nor respectful to co-workers and will not be
tolerated.
Discipline
9iscipline at 4T# $!5"%67"T6$%8 shall be progressive, depending on the nature of
the problem. 6ts purpose is to identify unsatisfactory performance and D or
unacceptable behaviour. The stages may be@
i. /erbal reprimand
ii. Written reprimand
iii. 9ismissal
&ome circumstances may be serious enough that all three steps are not used. &ome
examples of these types of situations are theft, assault or wilful neglect of duty. 6n
all cases, documentation should be included in the employees personnel file.
*ours of Wor#
The regular office hours for 4T# $!5"%67"T6$%8 are * a.m. to 3@2- p.m. :onday
through Ariday inclusive Fexcluding holidaysG, with core operational hours being +
a.m. to 2@2- p.m. 9uring core hours, it is expected that most staff will be available.
"ll employees are expected to work ).' hours per day, which include those hours
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indicated as core, exclusive of an unpaid eating break of at least thirty F2-G minutes.
#mployees may also be expected to work such other hours as may be re;uested or
re;uired, from time to time. #mployees hired on a part time basis will have
schedules determined on a case by case basis.
#mployees are re;uired to notify their supervisor, in advance, of planned days away
from the office. Nnplanned absences from the office should be reported to the
employee<s supervisor as soon as could reasonably be expected. "t the discretion of
the #xecutive 9irector, depending on circumstances, employees may be allowed to
work from home for specific periods of time. "s a courtesy, the "dministrative
"ssistant should also be notified of absences.
Statutory *olidays
The =rovince of $ntario has twelve F,1G public holidays and other days for which
staff will be paid. They are@
%ew Oear<s 9ay Civic oliday
Aamily 9ay Kabour 9ay
5ood Ariday Thanksgiving 9ay
#aster :onday !emembrance 9ay
/ictoria 9ay Christmas 9ay
Canada 9ay ?oxing 9ay
6n the spirit of family, the #xecutive 9irector reserves the right to close the office
between Christmas and %ew Oear<s to enable employees to spend time with their
families. This will be reviewed annually and will depend on operational re;uirements.
These non-statutory days will have no impact on employee vacation or lieu time.
.(ertime
"ll overtime must be authorized by the #xecutive 9irector in advance of being
worked. #mployees will be provided with time off in lieu of overtime pay at straight
time for all hours worked between thirty-seven and one half F2).'G and forty-four
F33G hours per week. "fter forty-four F33G hours worked in a week, employees shall
accumulate time off in lieu of overtime pay at the rate of time and one-half F,.'G the
regular non-overtime rate of pay. Time in lieu of overtime pay must be taken in the
twelve F,1G months following it being earned and it must be scheduled with the
agreement of the #mployer based on its operational re;uirements. $vertime, taken
in lieu, should be used in P day increments. =ursuant to $ntario regulation J1*',
employees in a :anagerial or &upervisory roles are exempt from the overtime
provisions of the #mployment &tandards "ct.
?usiness travel for conferences, meetings, etc, which cause an employee to depart or
arrive home on a non work day does not constitute overtime. 6f travel is part of the
employee<s Bob, or could be reasonably expected to occur in the course of performing
one<s duties, it is merely an inconvenience. &ome travel, which may be exceptional
to the employee<s normal duties, may ;ualify as overtime at the discretion of the
#xecutive 9irector.
"ny overtime worked and not taken in lieu will be paid out in the event that the
employee leaves 4T# $!5"%67"T6$%8 for any reason.
. ! Council for the /oluntary 0 %on-profit &ector 8
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DEP!-/-E
ermination for )ause
"n #mployment Contract may be terminated by the #mployer at any time for cause,
without notice or payment in lieu of notice or severance pay whatsoever, except
payment of outstanding wages, overtime and vacation pay to the date of
termination. Cause includes, but is not limited to, any act of dishonesty, conflict of
interest, breach of confidentiality, harassment, insubordination, or careless, negligent
or documented poor work performance.
ermination Without )ause
"n #mployment Contract may be terminated by the #mployer at any time and for
any reason on a without cause basis, upon the provision of notice or payment of
notice instead , and severance pay if applicable, as is minimally re;uired by the #&",
as amended from time to time. 6n addition to notice, and pursuant to the #&", the
employee shall be entitled to an additional one F,G week<s notice or payment in lieu
of notice for every year of completed service Fseverance payG with the #mployer to a
maximum of sixteen F,(G weeks< notice inclusive of the notice re;uirements under
the #&". The notice as described in this paragraph is inclusive of all statutory and
common law entitlements to notice or payment in lieu of notice. Npon satisfaction of
the re;uirements under this paragraph, the #mployer shall have satisfied any and all
obligations to the employee, whether under the #&", as amended, or at common
law. The notice re;uirement contained in this clause constitutes a material
inducement to the #mployer to enter this agreement.
-esi8nation
"fter completion of the first ninety F+-G days of the probationary period, employees
must give the #mployer two F1G weeks< notice of resignation. The #mployer may
waive the resignation notice period in whole or in part at any time by providing
payment of regular wages for the period so waived.
0ayoff
$peration re;uirements are subBect to change based on workload and the funding
levels received on an annual basis. "ll efforts will be made to keep staff in a position
similar, in scope and salary, to that they have become accustom to. 6f the
organization is unable to do this, then employees will receive one F,G week notice for
each year of service, as re;uired by the $ntario Kabour Code. Aor employees who
have a minimum of six years of service, this amount will be augmented by one F,G
week of severance pay For e;uivalent noticeG for each year of service.
Employer Property
Npon termination of employment for any reason, all items of any kind created or
used pursuant to the employee<s service or furnished by the #mployer including but
not limited to computers, reports, files, diskettes, manuals, literature, confidential
information, or other materials shall remain and be considered the exclusive property
of the #mployer at all times, and shall be surrendered to the #xecutive 9irector, in
good condition, promptly and without being re;uested to do so.
. ! Council for the /oluntary 0 %on-profit &ector 9
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IME !W!1 "-.M W.-9
Vacation ime and Vacation Pay
/acation will accumulate on the basis of ,.1' days per month to a maximum of
fifteen F,'G days per calendar year and will be paid on the basis of six percent F(QG
of wages earned in the previous twelve F,1G month period during which vacation
time is earned. "fter completion of seven F)G years of service, employees shall be
entitled to twenty F1-G days per calendar year and will be paid on the basis of eight
F*QG percent. "fter completion of fourteen F,3G years of service, employees shall
be entitled to twenty-five F1'G days per calendar year and will be paid on the basis of
ten F,-QG percent. These figures will be pro-rated for part time staff. This type of
leave should be taken in P day increments.
"s vacation is designed to give employees a chance to rest and reBuvenate, therefore
taking vacation is encouraged by the employer. Aor this reason, employees may only
carry five F'G days from one year to the next. These days should be used during the
first +- days of the new year.
Sic# 0ea(e
#mployees will be entitled to twelve F,1G days of sick leave per calendar year
accumulated on the basis of , day per month. " maximum of twelve F,1G days of
sick leave may be carried forward to the next calendar year so that an employee
shall have no more than twenty F13G sick days in any one calendar year. "ny
additional sick leave accumulated will be forfeit. :oreover, regardless of the amount
of sick leave accumulated, sick leave will not be paid out upon resignation,
retirement, or termination of employment for any reason. Aurthermore, since &ick
Keave has no cash value, employees may not use more than they have accumulated,
without the express written permission of the #xecutive 9irector. #mployees working
less than full time will have their rate of accumulation adBusted accordingly.
&ick leave can be used for personal illness, personal medical appointments, and visits
to specialists.
The #mployer reserves the right to re;uest information with respect to limitations,
restrictions, prognosis in such manner as it deems necessary in the circumstances
with respect to any re;uest for paid or unpaid sick leave. The employer also
reserves the right to re;uest a doctor<s note for absences of three F2G days or longer.
)ompassionate 0ea(e
4T# $!5"%67"T6$%8 will grant up to three F2G working days per event on the
occasion of a death in the staff member<s immediate family. 6mmediate family is
defined as@ parentFsG, step parentFsG, foster parentFsG, siblingFsG, grandparentFsG,
spouse Fincluding common law aDo same sex partnerG, step childFrenG or ward of the
staff member, father-in-law or mother-in-law Fincluding parent of same sex partnerG.
"dditional compassionate leave may be granted at the discretion of the #xecutive
9irector for reasons not covered elsewhere in this manual. These re;uests should be
discussed in person with the #9 and followed by a written submission.
:ury Duty
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#mployees will be allowed up to two F1G weeks paid time off for Bury duty. "fter that,
employees will be asked to continue Bury duty without pay. "ny compensation,
covering the first two F1G weeks, received from the court system shall be
surrendered to the $rganization. " copy of the notice to serve should be provided
for inclusion in the employee<s personnel file.
Disa7ility 0ea(e
Currently, 4T# $!5"%67"T6$%8<s benefit package does not provide for &hort Term
9isability. 4T# $!5"%67"T6$%8 does have coverage for Kong Term 9isability
through The 5reat West Kife "ssurance Company, with a waiting period of ,1- days.
To access this coverage, please contact the :anager, Ainance and "dministration.
Aor short term disability, employees have the option to apply for #6 ?enefits for
medical reasons.

Aor more information on #6 ?enefits, please visit@
http@DDwww,.servicecanada.gc.caDenDeiDtypesDspecial.shtmlJ&ickness2
Maternity; Parental and !dopti(e 0ea(e
:aternityD=arentalD"doptive and other government supported Keave shall conform to
the provisions of the #mployment &tandards "ct. The full period of the leave is
granted without pay. 4T# $!5"%67"T6$%8 will issue a !ecord of #mployment on
commencement of leave which allows the employees to make claim for #mployment
6nsurance ?enefits. When the employee returns to work, employment is guaranteed
in a similar position at the same salary level. 9uring the full period of leave, vacation
and sick leave shall continue to accumulate. 9uring the period of the leave the
employee may retain coverage under the 5roup :edical, dental and extended ealth
plans and the full premium costs of all benefits will be paid by 4T# $!5"%67"T6$%8.
#mployer contributions to the 5roup !!&= will only be made after evidence of an
employee contribution to said plan. #very attempt will be made to return employees
to a position of e;ual responsibility on return from leave status, however, no
guarantees exists that the exact position left will be available on return.
/npaid 0ea(e
#mployees may take unpaid leave with the written consent of the #xecutive 9irector.
9uring periods of unpaid leave, medical, dental, life and "909 coverage shall
continue to be paid by the employer, vacation shall continue to accrue and seniority
shall be maintained. Contributions to the group !!&= will occur strictly on a
matching basis. 6f the employee makes a contribution, 4T# $!5"%67"T6$%8 shall
match itC otherwise no contributions shall be made by the $rganization. #very
attempt will be made to return employees to a position of e;ual responsibility on
return from leave status, however, no guarantees exists that the exact position left
will be available on return.
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&ENE"IS
Medical; Dental; 0ife and !D<D
4T# $!5"%67"T6$%8 offers its employees group benefits provided by 4insert
provider8. These benefits are 4insert rate8Q paid by the employer, with the
exception of Kong Term 9isability benefits. "fter three months of employment,
employees are enrolled in the plan and may select &ingle or Aamily coverage as
re;uired. #mployees are re;uired to pay the premiums for their share of KT9
premiums on a monthly basis, although the premium is paid upfront by 4T#
$!5"%67"T6$%8. Currently, this is done by way of =ayroll deduction. The plan also
includes a component for Kife 6nsurance, "ccidental 9eath and 9ismemberment
F"909G and /ision care. 9ependant life is also included.
3roup --SP
#mployees begin participation in the plan after completion of three F2G months of
employment. The contribution by each employee is at least five percent F'QG of
their gross salary, which is deducted from their payche;ue. This is matched by the
employer to a maximum of five percent F'QG. #mployees may not elect to place
these contributions with another investment broker D agent while employed by 4T#
$!5"%67"T6$%8. Withdrawals from the 5roup !!&= plan are restricted for the
duration of employment with 4T# $!5"%67"T6$%8, unless permission is granted by
the #xecutive 9irector, and is received in writing. =articipation in Aederally
sponsored programs such as ome ?uyer<s =lan and the Kife Kong Kearning =lan are
allowed but also re;uire the written approval of the #xecutive 9irector.
P-."ESSI.N!0 DEVE0.PMEN
"t the discretion of the #xecutive 9irector, employees may be able to attend
conferences, courses, seminars and meetings, identified through annual workplans
and performance reviews, which may be beneficial to the employee<s professional
development. 6f these opportunities are directly related to the employee<s position,
or are suggested by the #xecutive 9irector, then 4T# $!5"%67"T6$%8 will cover the
cost of registration, course materials and some travel expenses.
6f 4T# $!5"%67"T6$%8 has agreed to pay for a course the fees will be paid on
evidence of successful completion. 6f 4T# $!5"%67"T6$%8 sponsors a course For
coursesG and the employee departs 4T# $!5"%67"T6$%8 within a year of
completion, the course fees will become repayable in full.
).N"IDENI!0 IN".-M!I.N !ND INE00E)/!0 P-.PE-1
)onfidential Information
Arom time to time, employees of 4T# $!5"%67"T6$%8 may come into contact with
confidential information, including but not limited to information about 4T#
$!5"%67"T6$%8<s members, suppliers, finances and business plans. #mployees are
re;uired to keep any such matters that may be disclosed to them or learned by them
confidential.
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Aurthermore, any such confidential information, obtained through employment with
4T# $!5"%67"T6$%8, must not be used by an employee for personal gain or to
further an outside enterprise.
Intellectual Property
"ny intellectual property, such as trademarks, copyrights and patents, and any work
created by an employee in the course of employment at 4T# $!5"%67"T6$%8 shall
be the property of 4T# $!5"%67"T6$%8 and the employee is deemed to have
waived all rights in favour of 4T# $!5"%67"T6$%8. Work, for the purpose of this
policy refers to written, creative or media work. "ll source material used in
presentation or written documents must be acknowledged.
I Information Stora8e and Security
"ny storage devices FC9<s, N&?<s, Aloppy 9iscsG used by employees at 4T#
$!5"%67"T6$%8, located at 4T# $!5"%67"T6$%8<s address, acknowledge that
these devices and their contents are the property of 4T# $!5"%67"T6$%8.
Aurthermore, it should be understood by employees, that company e;uipment should
be used for company business only during normal working hours. 9ownloading of
personal materials on company e;uipment can be harmful to said e;uipment and
should not be done.
*E!0* !ND S!"E1
4T# $!5"%67"T6$%8, along with its employees, must take reasonable precautions
to ensure that the workplace is safe. The organization complies with all re;uirements
for creating a healthy and safe workplace in accordance with the $ccupational ealth
and &afety "ct of $ntario.
#mployees who have health and safety concerns or identify potential hazards should
contact the 46nsert contact person8.
"lcohol consumption or illegal drug use is not permitted during work hours on the
premises. Arom time to time, with the #xecutive 9irector<s permission, alcohol may
be used to celebrate an occasionDevent.
!I- ,/!0I1
6ndoor air ;uality can lead to many health issues. 4T# $!5"%67"T6$%8 recognizes
this and attempts to minimize the risks associated with indoor air ;uality and the
effects on its employees. 6ssues pertaining to air ;uality should be reported to the
:anager, Ainance and "dministration.
Smo#e "ree En(ironment
#ffective :ay 2,, 1--(, the province of $ntario banned smoking in workplaces. "s
such, smoking in the offices of 4T# $!5"%67"T6$%8 is not permitted at any time.
"n Renclosed workplace< is defined as the inside of any place, building or structure or
conveyance or a part of any of them that aG is covered by a roof or bG employees
work in or fre;uent during the course of their employment whether or not they are
acting in the course of their employment at the time, and cG is not primarily a private
dwelling
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Scents
4T# $!5"%67"T6$%8 is aware that some persons may have allergies or sensitivities
to perfumes, lotions, colognes and D or chemical smells. "s a result, we discourage
the overuse of these products.
Pets
The offices of 4T# $!5"%67"T6$%8 are a place of business, and as such, pets are
not welcome during normal working hours. &taff and visitors with seeing-eye dogs
are the exception.
-eno(ations
"s odours from building materials and noise levels for tools can cause discomfort to
employees, renovations will be scheduled to have a minimum impact on employees.
This may include renovating during non work hours Fevenings 0 weekendsG and
ensuring direct ventilation to control fumes. Carpets should be installed and cloth
furniture unwrapped late in the day so emissions may occur during non working
hours.
*!--!SSMEN
4T# $!5"%67"T6$%8 wants to provide a harassment-free environment for its
employees and volunteers. :utual respect, along with cooperation and
understanding, must be the basis of interaction between members and staff. 4T#
$!5"%67"T6$%8 will neither tolerate nor condone behaviour that is likely to
undermine the dignity or self-esteem of an individual, or create an intimidating,
hostile or offensive environment.
There are several forms of harassment but all can be defined as any unwelcome
action by any person, whether verbal or physical, on a single or repeated basis,
which humiliates insults or degrades. LNnwelcomeM, for the purposes of this policy,
refers to any action which the harasser knows or ought to reasonably know is not
desired by the victim of the harassment.
&pecifically, racial harassment is defined as any unwelcome comments, racist
statements, slurs, Bokes, graffiti or literature or pictures and posters which may
intentionally or unintentionally offend another person.
&exual harassment is any unwanted attention of a sexual nature such as remarks
about appearance or personal life, offensive written or visual actions like graffiti or
degrading pictures, physical contact of any kind, or sexual demands.
W.-9P0!)E VI.0EN)E
Workplace violence can be defined as a threat or an act of aggression resulting in
physical or psychological damage, pain or inBury to a worker, which arises during the
course of work. Aurther to the definition of violence, is the definition of abuse.
"buse can be verbal, psychological or sexual in nature. /erbal abuse is the use of
unwelcome, embarrassing, offensive, threatening or degrading comments.
=sychological abuse is an act which provokes fear or diminishes a person<s dignity or
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self-esteem. Ainally, sexual abuse is any unwelcome verbal or physical advance or
sexually explicit statement.
4T# $!5"%67"T6$%8 has a zero tolerance limit with regards to harassment and
violence. #mployees or volunteers engaging in either harassing or violent activities
will be subBect to discipline, which may include termination of employment, removal
from ?oards or committees and possibly criminal charges.
DISP/E -ES.0/I.N
!egrettably, conflict can occur in any working environment. 6n an effort to resolve
conflict in an expedient, yet fair manner, 4T# $!5"%67"T6$%8 recommends the
following process for conflict or dispute resolution.
&peak to the person you are having the dispute with. :any times disputes
arise due to misunderstandings and miscommunications.
6f speaking to the individual does not work, speak to the #xecutive 9irector.
The #9 will arrange a meeting between those involved in the dispute, to
determine a resolution.
6f the #9 is unable to resolve a workplace dispute, the parties may be
referred to mediation by an outside third party. The resolution of the
mediator is binding on both parties of the dispute.
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