Workplace Harassment Policy

Purpose

Qualico is committed to providing a safe and respectful work environment. All employees are required to conduct themselves in a professional manner on company premises and while performing work, and refrain from engaging in harassing behaviour. We are committed to eliminating or, if that is not reasonably practicable, controlling the hazard of harassment.

Scope

This policy applies to all Qualico employees and managers, as well as anyone else in the workplace, including volunteers, clients, customers, and contractors. It includes harassment and bullying of all forms and sources in the workplace, as well as any behaviour at employer-sponsored social events, conferences, training sessions, travel to and from work events, telephone and/ or social media contact or content involving Qualico and/or current or former Qualico employees.

What is Harassment?
1. Workplace harassment means engaging in comment or conduct that is known or ought to reasonably be known to be unwelcome.
2. There are two main types of harassment. The first type includes inappropriate comment or conduct in any form about a person’s
  - Age;
  - Race, nationality, ancestry, place of origin, colour, ethnic origin, citizenship or creed;
  - Religious beliefs, association or activity;
  - Sex, including sexual orientation, gender identity or gender expression;
  - Political beliefs, association or activity;
  - Disability (mental or physical);
  - Social disadvantage or record of offences;
  - Family status or marital status; and
  - Physical appearance including size and/or weight.
3. The second type is not necessarily linked to any of the above characteristics but involves what is often referred to as ‘bullying’ behaviour. Any humiliation or intimidation of an employee that has a negative effect on that person’s psychological or physical well-being and is sufficiently serious to cause a lasting harmful effect on an employee is considered harassment. This could happen once or frequently.
4. Sexual harassment includes unwelcome and distressing sexual conduct or comment, an unwelcome sexual advance or solicitation by a person in a position to grant or deny a benefit to an employee, or a reprisal for refusing that sexual advance or solicitation. In the case of subordinate or reporting relationships, even a single such advance can be harassment. Mutual romantic relationships are not harassment, but if there is a subordinate or reporting relationship, Human Resources must be advised.
5. Consensual social banter between peers is not typically considered harassment; however, common sense and respect for all present should be kept in mind.
6. Harassment may be written, verbal, physical, a gesture, drawing or display, and can include social media contact and/or postings. This list is illustrative only, and not exclusive. No form of harassment or bullying will be tolerated.
What is Not Harassment?
1. Reasonable actions by managers or supervisors to manage, guide or direct employees or the workplace are not harassment. Appropriate employee performance reviews, counselling or discipline is not harassment.
Employee Rights and Responsibilities
1. All employees are entitled to work free of harassment at Qualico.
2. Employees have the responsibility to treat each other with respect. We ask that any employee who experiences harassment or sees another person being harassed report it to his or her supervisor or Regional Human Resources Business Partner.
3. Employees are responsible for cooperating in the investigation of a harassment complaint. Such investigations are confidential, and employees should not discuss the complaint with others during the process.
4. We encourage the use of this internal process; however, this policy is not intended to discourage an employee from exercising their rights pursuant to any other law, including human rights law.
5. Employees also have the right to request the assistance of a health and safety officer under the provisions of the Occupational or Workplace Health and Safety legislation applicable in the province where they work in order to resolve their complaint.
Employer Responsibilities
1. Qualico management does not tolerate harassment in the workplace.
2. Qualico will investigate any incidents of harassment and take corrective action to address the incidents.
3. Management will not disclose the circumstances related to an incident of harassment or the names of the complainant, the person alleged to have committed the harassment, and any witnesses, except where necessary to investigate the incident;
  - To take corrective action;
  - To inform the parties involved in the incident of the results of the investigation and any corrective action to be taken to address the incident; or
  - As required by law.
4. Supervisors and managers who become aware of harassment must report it to Regional Human Resources Business Partners within one business day, whether or not a complaint has been made.
Procedures Applying to Harassment Complaints
1. If you believe you are being harassed, you can speak to your supervisor, manager, or Regional Human Resources Business Partner. Please refer to the Escalation Policy.
2. There may be informal ways to resolve your complaint. Your supervisor may speak with the harasser, or arrange for mediation, in which a neutral third party helps those involved reach an acceptable solution. If the informal route is not successful or is not appropriate, we support our employees in filing a formal complaint.
3. A formal complaint should be in writing and provided to any of the above management individuals.
4. The complaint will be investigated promptly and thoroughly by an independent party, either within the organization or outside of it, as determined by Qualico. An investigation will typically include interviews of the complainant, the alleged harasser, and any witnesses identified by either party.
5. Depending on the seriousness of the allegation, an alleged harasser may be removed from the workplace pending the conclusion of the investigation.
6. When the investigation is complete, a report will be provided to management, and both the complainant and the alleged harasser will be informed of whether the complaint has been substantiated, and any remedies and/or disciplinary action taken as a result.
Corrective and Follow-Up Actions
1. Employees who harass another person will be subject to corrective action by Qualico. This action may include reprimand, transfer, suspension, or termination of employment. Training on appropriate workplace behaviour may also be required.
2. If the investigation does not substantiate the complaint, no record will be kept in the file of the alleged harasser.
3. No record of a complaint, investigation, or decision will go in the complainant’s Human Resources file, as long as the complaint was made in good faith.
4. All records of the investigation will be kept confidential. These records will be kept for at least five years and will be filed under the direction of the Vice-President of Human Resources.
Retaliation
1. Anyone who retaliates in any way against a person who has made a harassment complaint or been involved in a harassment investigation will be subject to disciplinary action, up to and including termination of employment.
Education and Monitoring
1. We will monitor this policy and make adjustments whenever necessary. If you have concerns about this policy, please bring them to the attention of your Regional Human Resources Business Partner or the Workplace Health and Safety Committee.
2. Qualico is committed to providing a safe and respectful work environment. Qualico provides the following harassment prevention plan:
  - This policy defines harassment, and outlines Qualico’s harassment prevention plan, procedures, and corrective action.
  - This policy is reviewed with each new employee at their orientation session with their Human Resources Business Partner.
  - This policy is available for review on Inside Qualico (IQ).