Workplace Safety Policies

Employee Relations and Workplace Safety | Health and Safety Standards
Sexual and Other Harassment | Harassment and Assault by Individuals in Service


Employee Relations and Workplace Safety

Overview
Parkland CLASS recognizes that employee satisfaction and safe workplaces are as important as the provision of high quality services. The Employee Relations / Workplace Safety Committee (ERC) creates a partnership between Agency management and frontline staff. This partnership is indicative of the strong commitment that the Agency has for the welfare, health and safety of all of its employees. ERC ensures that employees have input into those issues that directly effect them. The committee’s mandate is to represent employees and their interest at a senior level within two broad domains as follows:

Employee Relations
  • reviewing and contributing to the development of all policies and agency practices that effect employees;

  • soliciting suggestions from frontline staff relative to terms of employment, employee rights, and improvements in employee satisfaction;

  • developing formal responses to employee concerns and generic issues that generally impact groups of Agency employees;
Workplace Safety
  • supporting the development of a healthy and injury free workplace through shared responsibility and employee participation;

  • reviewing and incorporating health and safety expectations in accordance with industry standards and legislation;

  • soliciting suggestions from frontline staff relative to the development of preventative measures and improvements that may be undertaken within the workplace to address physical threats and health hazards; and

  • developing and promoting workplace standards, policies, procedures, and practices that support quality services in safe environments.

Policy
The focus of the Employee Relations / Workplace Safety Committee is on broad base employee rights, welfare, and workplace safety concerns; rather then individual concerns that can be appropriately dealt with through the employee grievance process.
  1. The Employee Relations / Workplace Safety Committee (ERC) will be comprised of 15 members, 5 of whom will be management staff appointed by the Executive Director, and 10 of whom will be employees who are appointed or elected by their peers. The Executive Director also serves as an ex-officio member of the ERC.

  2. The 10 employee representatives will represent the agency’s various operating and program areas as follows:

    • One representative from the Administration area,
    • One representative from the Parkland School,
    • One representative from the Community Bridging Program,
    • One representative from the Family Support Program,
    • One representative from the Individual Lifestyles Program,
    • Four representatives from the Children and or Adult Residential Programs, one of whom must be a residential supervisor, and
    • One representative who provides Proprietorship services.

  3. The ERC will oversee the election of employee representatives, and will provide for an appropriate orientation of all new members.

  4. Employee representatives will sit on the ERC for three year terms with the potential to be reappointed or reelected by their peers for a further three year term. No employee representative may sit on the committee for more than six consecutive years.

  5. The Executive Director will chair all ERC meetings. The agenda for each meeting will be comprised of items identified by the agency management, items raised by ERC employee representatives, and items raised by individual employees.

  6. The ERC will maintain a suggestion box at the administration office so that any employee may raise a concern or provide input directly to the committee utilizing an Employee Input Form.

  7. Every written Employee Input Form will be reviewed by the ERC at a regular meeting. The committee will determine if the matter that has been raised falls within its scope of action, or whether the matter or concerned employee should be referred to the Executive Director for further follow-up through the agency’s approved grievance process.

  8. All injury reports and WCB claims will be reviewed by the ERC at a regular meeting. The committee will determine why an injury occurred, could it have been prevented, if so what preventive or corrective measures should be developed or implemented, and what policy implications exist.

  9. In identifying and addressing workplace safety issues, the ERC will adhere to AARC and AASCF accreditation standards; applicable sections of the Alberta Occupational Health and Safety Code and Working Alone Legislation; and the following “Health and Safety Policy Framework”:

    • All of Chapter I – Emergency Procedures;
    • Ch. IV:1:4.3 – Use and Protection of Agency Assets;
    • Ch. IV:3:2.0 – Property Management;
    • Ch. IV:3:2.1 – Health and Safety Standards;
    • Ch. IV:3:2.2 – Firearms and Weapons Safety
    • Ch. IV:3:2.3 – Employee Responsibility to Maintain Property;
    • Ch. IV:3:3.5 – Harassment and Assault by Individuals in Service;
    • Ch. IV:3:3.14 – Sexual and Other Harassment;
    • Ch. IV:3:3.15 – Employee Injury;
    • Ch. IV:3:3.27 – Smoking Policy;
    • Ch. IV:3:3.29 – Inclement Weather;
    • Ch. V:1:16 – Transporting Individuals in Service
    • Ch. V:1:18 – Infectious Diseases and Universal Precautions;
    • Ch. V:1:19 – Hepatitis B;
    • Ch. V:1:20 – Acquired Immune Deficiency Syndrome (AIDS); and
    • Ch. V:1:31 – Recreation Safety

Health and Safety Standards

Policy
  1. All Agency property and equipment shall be maintained in safe working order and conform to all applicable health, safety, building and fire codes, by-laws, regulations and legislation.

  2. Health and safety is the primary responsibility of all employees. The Employee Relations and Workplace Safety Committee will ensure that health and safety concerns are identified and addressed.

  3. As per the Occupational Health and Safety Act, the maintenance of safe and healthy workplaces and equipment shall be the joint responsibility of both the Agency and employees.

    The Agency shall actively promote health and safety, and:

    • do everything reasonable to protect the health and safety of consumers and employees;
    • maintain agency homes, workplaces, and equipment to address any hazards or health and safety concerns;
    • make employees aware of their duties regarding health and safety; and
    • on a bi-annual basis, and in consultation with the SMT and the ERC, conduct a hazard assessment regarding lone worker safety requirements of Section 14 of the act, and will communicate results and recommendations to all affiliated employees.

    Employees shall actively promote health and safety, and:

    • work in a safe manner and be safety conscious on the job;
    • cooperate with the agency regarding health and safety policies and procedures;
    • label and store unsafe products or chemicals correctly;
    • report all unsafe conditions and potential hazards immediately to their immediate supervisor; and
    • complete all mandatory and specialized training requirements that relate to health and safety.

  4. Each home operated by the agency directly, or operated within the Adult Proprietorship and Children’s Supported Home Placement Programs shall conform to the Agency's Fire and Evacuation Procedures and Fire Regulations as set forth in policy.

  5. WHMIS-controlled items to be used in the office, school or residential operations shall be accompanied by Material Safety Data Sheets (MSDS) and employees will be provided with adequate instruction relative to the use of these products.

  6. Employees shall not be disciplined for reporting a legitimate health or safety concern or for refusing to perform any work which they have reasonable grounds to believe is an "imminent danger" to themselves or anyone else at the workplace.

  7. All accidents involving consumers and employees shall be reported according to agency's Illness/Injury and Employee Injury policies.

  8. Consumer Service Audits shall be conducted at least every twelve months to ensure that all fire regulations and health and safety standards are being maintained.

  9. First Aid kits will be provided for all residences and vehicles operated by Parkland CLASS. In proprietorship services, First Aid kits must be provided by the proprietor. Monitoring and restocking First Aid kits is the responsibility of the supervisor or the proprietor.

Sexual and Other Harassment

Overview
Harassment within the workplace by co-workers and supervisors is a direct contravention of an employee's rights, and Sexual harassment is a violation of the Alberta Human Rights, Citizenship and Multiculturalism Act.

Definition of Harassment:
Physical abuse or threats of physical abuse, emotional abuse including degrading, humiliating, intimidating conduct, yelling, the use of profanity, acts of exploitation including persuasion to do things that are illegal or not in the employee's best interest, or using unauthorized threats of loss of employment or other significant employment sanctions.

Definition of Sexual Harassment:
Unwanted sexual advances, unwanted requests for sexual favors, and other unwanted verbal or physical conduct of a sexual nature constitute sexual harassment when:

  1. submission to such conduct is made either explicitly or implicitly a term or condition of an individual's employment; or
  2. submission to, or rejection of, such conduct by an individual affects that individuals' employment.
Policy
Sexual harassment may include, but is not limited to such things as pinching, patting, rubbing or leering, "dirty" jokes, pictures or pornographic materials, comments, suggestions, innuendoes, requests or demands of a sexual nature. The behavior need not be intentional in order to be considered harassment.

  1. The Agency is committed to maintaining a work environment which is free from intimidation, coercion, or harassment, including sexual harassment. All employees are responsible for conducting themselves in a professional manner which provides respect to others.

  2. It is the responsibility of any person supervising employees to take immediate and appropriate action to report or deal with incidents of harassment whether brought to their attention or personally observed. Under no circumstances should a legitimate complaint be dismissed or downplayed nor should the complainant be told to deal with it personally.

  3. Regardless of the outcome of a harassment complaint made in good faith, the Agency will take all reasonable measures to ensure that the employee who has either filed a complaint, or is providing evidence or assistance in the investigation, is protected from retaliation.

  4. Any employee who knowingly makes a false accusation of harassment may be subject to disciplinary action.
Procedures
  1. Complainant or Observer of Harassment
    1. Make it clear to the individual that the behavior is unwelcome and ask them to stop. Keep a record of incidents (dates, times, locations, possible witnesses, what happened, your response). You do not have to have a record of events in order to file a complaint, but a record can strengthen your case and help you remember details over time.

    2. Report the problem to your Program Manager or Divisional Director. If you are not comfortable reporting to this individual, or if he/she is involved, report to the Executive Director.

    3. In the case of sexual harassment you also have the right to contact the Alberta Human Rights and Citizenship Commission to file a complaint and, if circumstances warrant it, the police to file a charge of assault.

  2. Program Manager or Divisional Director
    1. Commence a confidential investigation immediately in consultation with the Executive Director. Interview the complainant, the alleged harasser and any individuals who may be able to provide relevant information. All information will be kept in confidence.

    2. If the investigation reveals evidence to support the complaint of harassment, proceed with disciplinary action. This may include formal reprimands, suspension or dismissal. The incident must be documented in the harasser's file. No documentation shall be placed on the complainant's file where the complaint is filed in good faith, whether the complaint is upheld or not.

    3. If the investigation fails to find evidence to support the complaint, there will be NO documentation concerning the complaint placed in the file of the alleged harasser.

    4. Report outcome of investigation to Executive Director for disposition.

Harassment and Assault by Individuals in Service

Overview
During employee orientation, all employees are made aware of the idiosyncratic behaviors of the individual’s receiving services from the agency. This could include any history of documented physical assault and /or sexually deviant behavior.

Physical aggression and sexual behavior may be associated with the level of functioning, development of the individual as well as disability and previous life experiences. In keeping with the Agency’s Mission Statement and Values, all information should be considered with professional objectivity.

The Agency values the well-being of all individuals receiving services and the personnel who work with them. The Agency and employees should strive to act in a proactive manner to reduce any related risk to employees while performing their duties.

Aggressive behavior in the context of this policy includes physical assaults, sexual touching and/or sexual harassment.

Policy
  1. Agency personnel shall have the right to choose to pursue legal action if, and when, an individual engages in aggressive behavior directed towards the employee.

  2. Agency personnel must report all incidents of aggression by an individual who receives service to their Coordinator, Program Manager or Divisional Director within twenty-four (24) hours.
Procedures
  1. Manager of Human Resources or Delegate

    1. When screening staff for various positions in the Agency, undertake an enquiry into the employee’s skills and limitations.

  2. Immediate Supervisor

    1. When interviewing staff to work with individuals who have a history of documented aggressive or sexually deviant behavior, ensure that the employee is aware of the behavioral issues and, through a dialogue process, determine whether the staff member is appropriate for the position.

    2. When orientating staff to such a history, include all behavioral, emergency and risk management handling procedures. See Ch. I:8:1.0 - Behavior Management and other related policies. Also include the reporting and recording requirements for these behaviors.

    3. If an employee becomes a victim of aggression, meet with the employee and provide support and empathy. Review and record the details of the situation. Remind the employee of their right to choose to pursue legal action and encourage them to seek medical or professional counseling supports.

  3. Front Line Staff

    1. Where physical assault, sexual touching or sexual harassment occurs, follow all Emergency Restrictive Procedure guidelines or Behavior Management Program guidelines. Complete and submit an incident report to your immediate supervisor.

    2. As soon as possible, notify your immediate supervisor and seek medical attention as required.

    3. Request a debriefing meeting with the immediate supervisor / manager of the program they are currently working in, to review the details of the incident.

    4. If after considering all available options, legal action is desired, notify the Divisional Director or Executive Director of your decision.

  4. Divisional Director, Program Manager or Coordinator

    1. When an individual who is receiving service has displayed sexually deviant behavior, initiate the Behavioral Management process. Refer to Emergency Restrictive Procedures Policies and Behavioral Management Policies and Procedures.

    2. Ensure Behavioral Management process and Emergency Restrictive Procedures strategies implemented are eviewed as required by PDD’s Specialized Resource Team or the individual’s Behavior Consultant / or Specialist.


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