Workplace Violence Prevention Policy

Purpose

Qualico is committed to providing a safe and healthy workplace free from actual, attempted, or threatened violence. We acknowledge that violence in the workplace is an occupational health and safety hazard that can cause physical and emotional harm. We will take all reasonable precautions to prevent workplace violence and to protect employees in the workplace.

Scope

Violent behaviour in the workplace is unacceptable from anyone. 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 violence of all forms and sources in the workplace, as well as any violence at employer-sponsored social events, conferences, training sessions, travel to and from work events, telephone andor social media contact or content involving Qualico andor current or former Qualico employees.

What is Workplace Violence?
1. Workplace violence is defined as using or attempting to use physical force against a person in the workplace that causes or could cause physical injury to that person. It also includes statements or actions that would be reasonably interpreted as a threat of physical force to a person that could cause physical injury. Statements and actions include social media contact andor postings.
Employee Rights and Responsibilities
1. All Qualico employees are entitled to a workplace free from physical injury or harm, and as the employer, Qualico is responsible for the health and well-being of its employees in the workplace. It is important that everyone in the workplace follows this policy and works together to prevent workplace violence from occurring.
2. You are expected to review this policy on a regular basis and raise any questions to the appropriate Qualico manager.
3. You are also expected to immediately report to your reporting manager/supervisor any instances of violent behaviour in the workplace, and if necessary, call the police. It is critical that if you witness workplace violence, you take action to provide assistance.
4. If an investigation is conducted into a workplace violence complaint, all employees are expected to fully cooperate in the investigation.
5. You have the right to refuse work if workplace violence is reasonably likely to endanger you or another employee.
Qualico’s Responsibilities
1. Qualico will ensure, as much as possible, that no person is subject to workplace violence. If such violence does occur, we are committed to taking the corrective action required to address the conduct and eliminate any future instances from occurring, which includes the following measures:
  1. Immediately addressing any instances of workplace violence by calling the police/emergency services, ensuring that the source of the violent behaviour has been removed from the workplace and that all other persons are safe;
  2. Consulting with any committee existing at the workplace or workplace representative when establishing, reviewing or revising this policy;
  3. Providing to a worker information related to a risk of workplace violence from a person who has a history of violent behaviour, if the worker can be expected to encounter that person in the course of his or her work and the risk of violence is likely to expose the worker to physical injury (but not disclosing more personal information than is necessary to protect the worker from physical injury);
  4. Making this policy readily accessible in the workplace, and taking all reasonable steps to ensure that all employees have reviewed and understand the contents of the policy;
  5. Keeping the circumstances related to an incident and the identities of all persons involved in any workplace violence strictly confidential, except when disclosure is
    1. Necessary for the safety of the workplace, to inform workers of a specific or general threat of violence or potential violence;
    2. Necessary to investigate a complaint;
    3. Part of the corrective action;
    4. To inform the parties involved in the incident of the results of the investigations; or
    5. Required by law.
  6. Qualico will disclose only the minimum amount of personal information under clause 3.1.5.1 that is necessary to inform workers of a specific or general threat of violence or potential violence.
  7. Reviewing the policy on an annual basis and updating it to suit the needs of the current workplace atmosphere and workplace safety legislation.
Manager and Supervisor Responsibilities
1. Managers and supervisors perform a critical role in the appropriate and consistent application of this policy. Managers and supervisors will
  1. Understand and abide by the requirements of this policy;
  2. Communicate and review this policy with the employees they supervise or manage every three years;
  3. Verify that all contractors and others who perform work at Qualico workplaces are aware of this policy;
  4. Provide to employees any information that is reasonably necessary to advise of possible risks of workplace violence;
  5. Adequately train employees on Qualico procedures that address workplace violence and how to respond appropriately, and how to report, document, and investigate (if employee involvement is necessary) incidents of workplace violence;
  6. Encourage employees to report complaints or incidents of workplace violence;
  7. Provide any employee who has been exposed to or affected by workplace violence with an appropriate debriefing and advise that employee to consult a health professional of the employee’s choice for treatment or counseling;
  8. Respond to all complaints or incidents of workplace violence in a professional manner appropriate for the circumstances of the complaint or incident; and
  9. Promptly report to Human Resources all complaints or incidents of workplace violence they receive or witness.
Procedures
1. These procedures are intended to provide measures and guidelines when:
  1. reporting incidents of workplace violence; and
  2. investigating and dealing with incidents or complaints.
Reporting Violence or Threats of Workplace Violence
1. You must report incidents of workplace violence to your supervisor. Should your supervisor be the object of the complaint, you should make your complaint to the Controller or Regional Vice-President. You can make complaints orally or in writing. You must also cooperate in the investigation of a violent incident.
2. You and your supervisor will assess the risk associated with the situation and you will complete the incident report form available from your supervisor. You must complete the form for any incident, whether there is actual violence or a threatening situation where there is reasonable expectation that it may become violent, and regardless of whether there is actual injury.
3. You must report all incidents of workplace violence immediately to management or the Human Resources department. In addition, Qualico has posted emergency contact information for police, fire and paramedic services, as well as the contact number for the Health and Safety Committee in the regional offices.
4. Managers, supervisors, or the Human Resources department will take prompt action to address any situation that involves violent or threatening behaviour. This may include, but is not limited to, calling 911 for immediate police assistance. Depending on the security procedures that have been implemented at each Qualico workplace, you may need to contact other authorities. Consult Qualico procedures for your specific location.
5. If you have been subjected to workplace violence, you should, where appropriate, go to a safe location at the workplace and report the incident to your supervisor, a Qualico supervisor or manager, and/or the Human Resources department so that the incident can be investigated and addressed.
6. If an incident of workplace violence involves a person who is not a Qualico employee, management or the Human Resources department may report the incident to that person’s employer and/or such other person as Qualico determines is appropriate in the circumstances.
7. If you witness any visitor attending the workplace with a weapon (or know that the visitor possesses a weapon), making a verbal threat, or assaulting anyone, you are required to immediately call 911 and your immediate supervisor. You should also contact the Human Resources department as soon as reasonably possible.
8. If you are experiencing violence outside of the workplace (i.e., domestic violence) that may create a risk of danger to yourself or others in the workplace, you are encouraged to contact the Human Resources department. Qualico will take every precaution reasonable in the circumstances for the protection of you and other workers. You are also encouraged to access resources that are available through the EAP program.
9. You must report all complaints and incidents of workplace violence as soon as reasonably possible and have it recorded in writing by the reporting person/employee, the supervisor or manager receiving the report, and the Human Resources department. You should also document the date, time, location, potential witnesses and nature of the incident.
10. In cases where criminal proceedings are forthcoming, Qualico and employees may be required to assist police agencies, lawyers, insurance companies and courts, as required by law.
Investigation of Complaints of Workplace Violence
1. Management and/or the Human Resources department will investigate all complaints or incidents of workplace violence, or any reprisals arising from those complaints. If an investigation proceeds, management or Human Resources will conduct it as quickly and confidentially as possible in the circumstances.
2. The Qualico management or Human Resources investigation may include
  1. an interview with the complainant;
  2. an interview with the alleged perpetrator(s) (if the alleged perpetrator is a Qualico employee);
  3. interview(s) with any witness(es) with relevant information to provide; and
  4. any other steps that the investigator(s) deems necessary to fully and fairly investigate the complaint or incident.
3. At the conclusion of the investigation into an incident or complaint, management or Human Resources may prepare a written report of the findings of fact and conclusions on the allegations contained in the complaint. Parties of the complaint are not entitled to a copy of such a report, but will be advised of the outcome of the investigation.
4. Where it is determined after the investigation that workplace violence occurred or a risk of workplace violence presented itself, Qualico will
  1. evaluate its existing policies, procedures, training programs, physical premises, and devices to determine whether further measures need to be implemented in order to eliminate or control the workplace violence or risk thereof; and
  2. recommend that the person harmed as a result of workplace violence consults that person’s health care provider for treatment or referral for post-incident counselling, if appropriate.
5. Where it is determined that the workplace violence occurred and the perpetrator is a Qualico employee, the supervisor of the perpetrator, in consultation with management and/or the Human Resources department, will take any necessary disciplinary action. The severity of any disciplinary action, which may include dismissal from employment, will be consistent with the seriousness of the conduct in question. This means that more serious conduct or repeated violations of this policy will result in more significant discipline.
6. Where it is determined that the workplace violence occurred and the perpetrator is not a Qualico employee, Qualico will inform the perpetrator’s employer and may make suggestions for addressing the issue.
7. Qualico will report the outcome of any investigation as may be required by the applicable legislation.
No Reprisals
1. This policy prohibits reprisals against employees who have made good faith complaints or provided information regarding a complaint or incident of workplace violence. This policy encourages employees to express their thoughts, opinions, and feelings regarding violence complaints responsibly and freely. Employees who engage in reprisals or threats of reprisals may be disciplined, up to and including dismissal from employment for cause.
2. “Reprisal” includes
  1. Any act of retaliation that occurs because a person has complained of, or provided information about, an incident of workplace violence;
  2. Intentionally pressuring a person to ignore or not report an incident of workplace violence; and
  3. Intentionally pressuring a person to lie or provide less than full cooperation with an investigation into a complaint or incident of workplace violence.
3. Annually, Qualico will prepare a report that compiles the records of incidents of violence to a worker in the workplace (if any), and the results of any investigation(s) into an incident of violence, including a copy of investigation reports prepared and details of recommended and implemented control measures. This report will be provided to the Workplace Health and Safety Committee.
Additional Rights
1. This policy is not intended to discourage or prevent a complainant from exercising any other legal rights pursuant to any other law.
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 healthy work environment. Qualico provides the following violence prevention plan:
  - This policy defines violence, and outlines Qualico’s violence 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).
  - This policy is reviewed annually by each employee.