Occupational Violence and Sexual Harassment Policy

Policy Assignment: Violence, Harassment and/or Bullying Policy

By Madeeha Maryam Mir, Sakshi Saini, Harkiran Kaur, and Maryam Arshad

1. POLICY STATEMENT:  

MHS Inc. considers the protection of employees at all levels to be an integral corporate responsibility (Appendix A). MHS Inc. is thus committed to ensuring that an environment of mutual respect, free from all forms of violence, harassment and/or bullying is maintained. MHS Inc. considers this policy to be important as it indicates management’s role to visibly demonstrate leadership on Health and Safety grounds and as it acts as an important resource for employees to exercise due diligence to ensure a healthy and safe corporate environment. The overall purpose of the policy is to ensure compliance to company and industry laws, regulations and standards as well as compliance to standards laid out by the Occupational Health and Safety Act, especially those pertaining to all forms of violence, harassment and/or bullying. Therefore, because MHS Inc. considers the promotion of a healthy and safe environment to be a fundamental value, the existence of the policy indicates that the company is strongly committed to fostering that environment through effective leadership and collaboration.

1. PRINCIPLES:

MHS Inc. is committed to providing a safe, harmonious and professional work environment to all its employees. Company policies protect every employee from victimization, bullying or harassment, including all forms of verbal, sexual, physical and/or psychological abuse.

1. SCOPE:

“This policy applies to all employees of MHS Inc., including full- and part-time, casual, contract, permanent and temporary employees working across its operating divisions, subsidiaries and sponsored joint ventures (collectively referred to as “MHS” or the “Company”)” (Workplace harassment, n.d.).

1. INFORMATION AND COMPLIANCE PLANS:

Management and especially the Health and Safety department are liable to provide sufficient information in the orientation regarding Health and Safety policies for new employees prior to their joining at the workplace. In addition, job specific training is also to be provided prior to new employees and management commencing their duties. The Human Resources department, specifically the Health and Safety department, distributes ‘Protect Yourself’ booklets complete with all applicable written policies and procedures for the entire staff and the same information has been uploaded on the company’s official website in the form of an e-booklet under the heading ‘Protect Yourself.’ It is the duty of all personnel to stay updated with the current policies and steps to follow in case of emergency and non-emergency situations.

Moreover, posters displaying the ‘Steps to Follow During Emergency’ are posted at every entrance within the company and pamphlets are available at the reception and ‘Protect Yourself’ desk. Once in a month, a face-to-face meeting between a Health and Safety personnel and employees is held within all departments to listen to employees’ health and safety concerns and recommendations. In the case an employee feels uncomfortable to come forward, his or her name is kept confidential.

1. SANCTIONS:

MHS Inc. follows strict procedures against violence, harassment and/or bullying at the workplace. Any individual who is found guilty of any of these acts, under the policy of the company, may be subject to all or some of the following sanctions:

• Verbal warning
• Written Warning
• Referral to counselling
• Sensitive training
• Demotion
• Suspension
• Termination

The nature of the sanction(s) applied will directly depend on the extent of the harassment, violence and/or bullying committed. If the act performed by the harasser/violator is too serious, he or she may be given a referral to the police or other legal authorities.

1. ROLES AND RESPONSIBILITIES (Appendix B):

1. Role of Management

• Foster a harassment-free work environment and set examples regarding appropriate workplace behaviours at all times for all employees.
• Ensure implementation and adherence of the processes described in this policy.
• Ensure common understanding and effective communication regarding the policy across the organization.
• Report any incident of violence, sexual harassment or bullying immediately to the HR department.
• Support in investigation, where necessary and/or appropriate.
• Ensure annual review of this policy or otherwise as required.
• Management or HR may be found responsible if they fail to enforce this policy.

1. Role of Employees

• Comply with the policy and procedures for own safety.
• Report immediately to a member of management in case of any misconduct or behavior which does not comply with the policy.
• Cooperate fully in case of any investigation or complaint of workplace violence or harassment.
• Extend full cooperation with any ongoing related investigations and ensure that confidentiality is maintained related to the investigation process.
• In case an employee is not satisfied with the response to the report of the incident or misconduct, he or she can contact the management.

1. Role of Human Resources

• Ensure the policy is in full compliance at all times.
• Respond promptly and seriously to any report of workplace violence, harassment and/or bullying.
• Administer a comprehensive investigation to any workplace report of violence, sexual harassment or bullying and file a thorough report of the investigation including the decision and proposed resolution.
• Hire or employ an external investigator where the Human Resources or management deems appropriate based on the situation.
• Update and review the policy annually, or as appropriate, to ensure the policy is thorough and in compliance with legislation.

1. Role of Joint Health and Safety Committee

• Regularly inspect workplace, at-least once a month, to ensure compliance to policy as well as to ensure that activities are being carried out in a safe manner.
• Identify safety issues and hazards and in the case any are identified, evaluate the issues and recommend appropriate solutions or actions to eliminate or minimize these.
• Hold regular meetings with members of management or members of the HR department to ensure appropriate training of employees and supervisors regarding health and safety matters.

1. Contact

• In the case that employees require additional information regarding any aspects of this policy, they may contact the Health and Safety department at 905-673-0929 ext. 7652. Employees can also visit the ‘Protect Yourself’ desk located by the reception to speak with any of the Health and Safety personnel.

1. PRIVACY AND CONFIDENTIALITY:

All individuals involved in a harassment complaint process are responsible for ensuring strict confidentiality to the extent possible. Every effort should be taken by all involved parties to keep information related to the compliant and its related activity confidential. Any information that is to be shared should only be on a ‘need to know’ basis.