Disciplinary Procedures for Qualico Employees

Purpose

Qualico makes every reasonable effort to conduct its operations in compliance with all Occupational Health & Safety regulations. Willful non-compliance with these regulations by managers, supervisors, workers, contractors and suppliers shall be regarded as a breach of expected performance and shall be cause for disciplinary action.

Addressing disciplinary issues can be a sensitive and stressful process for most managers, supervisors and employees. However, if disciplinary issues are avoided or handled poorly, it can lead to serious consequences such as injury, property damage or fatality.

At Qualico, we do not view discipline as a form of punishment but as a rule or sequence of rules governing conduct or activity in order to eliminate unsafe acts and conditions.

Qualico believes that education is the key to establishing proper disciplinary procedures and holding all employees, contractors and suppliers accountable to the company’s Health and Safety Program and applicable regulatory requirements.

Scope

This policy applies to all Qualico employees, contractors, and suppliers, as it establishes guidelines for expectations of behavior and performance while in the employment of Qualico. This progressive method describes the process that Qualico will use to effectively manage inappropriate behavior or misconduct.

Disciplinary Actions

The main objective of this disciplinary process and procedures is to ensure that Qualico’s Health and Safety rules, safe work practices and safe job procedures are taken seriously by all employees, trades and suppliers.

Where disciplinary action is deemed to be appropriate, it shall be conducted in a timely manner and shall be kept as positive as possible and not used in a punitive or negative way. Remember that the goal is to correct the problem, action, or behaviour of the person.  For Qualico employees, the Regional Safety Manager, in conjunction with the regional HR Business Partner, will develop a Performance Improvement Plan to ensure the appropriate training and education is provided.

Disciplinary action resulting from a violation of Occupational Health and Safety regulations shall be progressive and shall be appropriate to the nature of the contravention, the seriousness of the offence, previous violations, and any extenuating circumstances.

Process for Employees

In order to ensure effectiveness and fairness of the program, the Regional Safety Manager will provide guidance to all parties involved. Each of the following five steps must be addressed with equal importance:

1. Review of disciplinary policies, practices and procedures (Managers and Supervisors).
2. Investigation of accusations and infractions (Supervisors and Health and Safety Representatives).
3. Determining and reviewing disciplinary action (Supervisors and Health and Safety Representatives).
4. Documenting disciplinary action and program enforcement (Supervisors and Health and Safety Representatives).
5. Conducting the disciplinary meetings and promoting safe work practices and compliance to regulatory requirements (Supervisors and Health and Safety Representatives).

Definitions and Procedures

Progressive discipline is a formal process for dealing with issues of misconduct with consequences that are increasingly severe providing opportunities for an employee to improve his/her behavior.  The use of progressive discipline is meant to be corrective rather than punitive and the development a formal Performance Improvement Plan is created and implemented.

Verbal Warning

The first occurrence of a [less serious offence] shall be dealt with in an informal manner. A less serious offence is one that poses minimal risk of injury to the employee, fellow employees or other people in or near the workplace, or where there is minimal risk of damage to property and equipment. The employee shall be advised of the proper procedure. Where lack of training or supervision is identified as a contributing factor, arrangements shall be made to fill this need. No written record of the verbal warning is put on the employee’s official employment file, but the Supervisor or Safety Representative will make a note in their daily log or within the Qualico National Safety Inspection System.

Written Warning

A second occurrence of the same or related offence, or the first occurrence of a more serious offence, shall be dealt with in a formal manner by a written warning. The supervisor responsible for the employee shall arrange a meeting with the employee and Regional Safety Manager to ensure the employee understands the nature of the contravention and the importance of compliance. A copy of the warning shall be forwarded to the Human Resources Department to be placed on the employee’s official employment file.

Further Disciplinary Action

A subsequent occurrence may result in the employee being suspended without pay for a period to be determined by their immediate Supervisor or division Vice President.  The well-executed performance Improvement Plan is encouraged and the involvement from the Regional HR Business Partner is required.

Repeated or flagrant violations of Occupational Health and Safety regulations, policies or directive will be regarded as cause for disciplinary action up to and including termination.