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SECTION 7 – General Policies
7.1 Environmental Responsibility Policy
7.2 Financial Records Administration and Retention Policy
7.3 Expense Reporting Policy (Including Travel)
7.5 Managing Guest Complaints Policy
7.1 Environmental Responsibility Policy
Intent
The employer promotes and maintains environmentally responsible practices for the benefit of our employees, customers and the communities in which we operate. We will conduct and grow our business in a manner that respects the environment and strive to protect and conserve our world’s natural resources.
Scope
This policy applies to all employees and corporate operations always and without exception.
Unionized employees are requested to refer to their current Collective Agreement for specific information pertaining to environmental responsibility. Where a Collective Agreement is silent on the issue, this policy shall dictate the requirements for unionized employees. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
The employer is working towards continued improvement through the development of programs designed to address the environmental cost and impact of our activities, facilities and services. We will:
- Comply with applicable regulations and standards in the industry;
- Support pollution prevention and minimization programs in the workplace;
- Use materials and energy efficiently to conserve natural resources;
- Minimize the emissions that contribute to climate change;
- Cooperate and develop relationships with our community, suppliers, contractors, government agencies, and other organizations engaged in improving the environment;
- Review environmental objectives and monitor performance, so that we can properly assess our strengths and weaknesses, and address them accordingly.
The employer recognizes that every action taken in the workplace can have an environmental impact. We will strive to create an eco-friendly workplace that will benefit our employees, guests and the community around us. To lessen our environmental impact and to increase our efficiency, save electricity, reduce waste and greenhouse gases, and fulfill our responsibilities to the environment, the employer will develop and implement environmental measures and initiatives such as:
- Whenever possible, all documents shall be printed on both sides, using recycled paper. This will reduce our paper usage, conserve energy, and save waste.
- Hold paperless meetings by utilizing technologies such as ‘go to meeting’ and material display and review via projector instead of handouts.
- Partner with suppliers and companies that are environmentally friendly.
- Use an automated time reporting and paperless payroll system.
- Refill our printer cartridges, rather than purchase new ones.
- Diligently recycle all paper, cardboard, glass, tins, PCs, and recyclable plastics.
- Ensure that computers are turned off at the end of the day, and if not possible, turn off monitors as they consume the most energy.
- Purchase energy efficient equipment.
- Replace antiquated office equipment with EPA energy star compliant equipment.
- Use hand dryers in restrooms, rather than paper towels.
- Create a wireless office.
- Purchase environmentally friendly office supplies.
- Minimize the use of hazardous chemicals, and whenever possible, switch to greener alternatives.
These are simple actions that when employed on a regular basis, can create a huge impact, but it will take all employees working together to make this happen.
7.2 Financial Records Administration and Retention Policy
Intent
The employer has adopted this policy to ensure that all financial records regarding business activities are documented and retained appropriately. The employer will retain all financial records to ensure the management and assessment of performance, and to comply with Canada Revenue Agency regulations, as well as all applicable local, provincial and federal regulations.
Scope
This policy applies to all employees and all business units always and without exception.
Unionized employees shall adhere to their current Collective Agreement for policies governing financial records administration and retention. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
Each department shall ensure that all financial records generated are provided to their financial department for appropriate filing and retention purposes per the following:
- Individual Employee Payroll Information: Records must be retained for a period of seven years following retirement or separation from the company.
- Taxable Income: Records must be retained for a period of six years following the end of the fiscal year in which they were generated.
Financial records shall be stored using the most efficient form of media available, within reason. The employer shall strive to archive all records electronically, and in a secure manner. To safeguard the financial records of the employer, records that are of high importance/value shall be stored securely in an off-site location.
Financial records may be disposed of upon the expiration of the required retention period, unless they are required as evidence or to support a current investigation, audit or legal action.
Access to financial records shall be limited to authorized personnel only, and information maintained within the records shall be maintained as confidential, unless otherwise required by law.
The employer shall ensure documentation that includes salary and/or any other compensation information is maintained as strictly confidential.
7.3 Expense Reporting Policy
Intent
This policy details the procedures and guidelines pertaining to the reimbursement of expenses incurred because of authorized employer business.
Scope
This policy applies to all employees always and without exception.
Unionized employees are requested to refer to their current Collective Agreement for specific information pertaining to expense reporting. Where a Collective Agreement is silent on the issue, this policy shall dictate the requirements for unionized employees. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
It is the policy of the employer to reimburse personnel for reasonable expenses incurred while conducting company business. To ensure accuracy and integrity concerning the reimbursement of expenses the employer will require employees to receive approval prior to incurring business-related expenses and will further require such expenses to be reported utilizing an expense report.
Travel
All company transportation will be conducted in the most economical manner possible. Whenever possible, tickets must be booked at least seven days in advance to benefit from any discounts offered by the carrier, or through the negotiations made by the employer. All tickets shall be purchased from employer preferred vendors.
- Air travel may be required for employees traveling more than 500 km/300 miles.
- Coach class shall be used as the standard in the interests of cost-savings.
- The cost of public transportation (i.e. taxis, buses or subways), will be reimbursed contingent on production of a receipt. Expenses related to personal travel will not be reimbursed.
- Employees may use their own vehicle for business travel purposes if it is deemed less expensive than the rental of a car, public transportation, or if it offers a significant savings of time. The employee must have business use coverage through his/her personal insurance provider.
- The employer will reimburse employees per the Canada Revenue Agencies guidelines for mileage reimbursement. This considers all actual expenses including fuel, oil, maintenance, insurance, depreciation, etc. Parking, tolls, and ferries will be reimbursed.
- Expenses related to the cost of commuting to work are not reimbursable.
- Any traffic violations, including parking tickets, are the explicit responsibility of the vehicle driver and will not be reimbursed by the company.
- When renting a car, compact or economy models will be used. Exceptions may be made regarding vehicle size in the event of two or more passengers, or load requirements. Any exceptions must have written approval prior to their reservation.
- Rental of vehicles should be discouraged in metropolitan areas that have substantial public transportation services available.
- Personal liability and physical damage insurance is required on all rented vehicles, either pre-arranged through company negotiations with a preferred vendor or through standard renting from a non-preferred vendor.
- In the event of damage to a rental car, contact management immediately. All accidents must be reported in writing immediately upon return, or earlier with trips lasting more than three days after damage has occurred. A police report where applicable, is also required.
- Employees are required to fill the gas tank prior to the return of the rental car. The employee renting the vehicle may be required to personally reimburse the fuel surcharge fee if he/she fails to fill the vehicle gas tank prior to return.
- Pre-purchase of gas at the rental counter is discouraged.
- With respect to train travel, all reservations will be made in coach class.
- Bus travel will only be used when travel by other means is not feasible, or when specifically requested by the employee.
Meals
- While away standard meals (breakfast, lunch, dinner) will be reimbursed based on approved receipts. Employees are encouraged to be reasonable when making dining decisions and consider what would be a normal meal if they were not away.
Accommodations
- Reservations for accommodations should be made with mid-range hotels.
- In the interests of economy, minimum requirement reservations (i.e., single traveler – single occupancy) should be made.
- Reservations should be made with preferred vendors.
- It is the employee’s responsibility to cancel reservations by 4:00 pm (hotel local time). Room costs incurred due to failure to cancel will not be reimbursed.
Entertainment
- The employer will provide reimbursement for costs incurred during the pre-approved entertainment of current and/or potential clients.
Training and Education Fees
- Employees that wish to receive training or education through third party sources must request approval prior to the authorization of the reimbursement of funds.
Claim Procedures
- Employees are expected to submit an expense account report within 48 hours upon their return from any business travel, or monthly for all other business-related expenses.
- Employees are obligated to retain and submit receipts for all transactions which they expect a reimbursement for.
- Receipts where possible must be a vendor specific receipt and not a payment slip such as a receipt from using a debit or credit card. Receipts should always detail the transaction items, subtotal and taxes. Receipts should also note the vendor’s HST number where applicable.
7.4 Cash Handling Policy
Intent
This policy is intended to communicate cash-handling and management procedures.
Scope
This policy applies to the employer and its employees, specifically those responsible for the collection and storage of funds received by the company.
Unionized employees shall adhere to their current Collective Agreement for policies governing cash handling and storage. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
The employer has developed and implemented the following cash handling and cash management guidelines to prevent the mishandling of funds and to mitigate against loss associated with the mishandling of such funds. Employees are expected to strictly adhere to the following guidelines:
- At no point, may cash/funds be left unattended. This measure has been adopted to avoid the potential for theft or robbery.
- Access to cash storage devices must be limited to authorized personnel only, including cashiers, management and department heads.
- All cash is to be reported at the close of business and accounted for through a balanced report of sales; cash is to be deposited into an appropriate storage device, e.g. register, safe or lock-box with a witness present.
- Delivery of cash to the bank shall be performed by a designated employee from the accounting department or executive management team.
Cash Collection Points
- All cash collected must be received using an appropriate device such as a cash register, and a receipt must be generated. This measure has been adopted to ensure that all transactions are properly recorded, and documentation is created.
- All cash received and counted at the close of business must balance with the records indicated by the registers.
- Prior to the delivery of cash for deposit at the bank, a deposit slip must be created stating the total amounts.
- Coins must be rolled for the purposes of bank deposits.
- Where required, cash collection points will be provided with a float to ensure that transactions may be completed efficiently, and change may be made appropriately.
Petty Cash Funds
- Any request for petty cash funds must be made by submitting the completed and approved petty cash form to the designated person. The request must state the reason for the request, the posting code and the amount required.
- Petty cash funds are to be managed by the designated representative at each property. All petty cash funds will be kept in a secure location under lock and key.
- Petty cash shall not be used for the purposes of any form of loan or salary advance.
- Petty cash requests shall not exceed $100. For funding requests in excess of $100.00, please forward your request to the general manager.
7.5 Managing Guest Complaints Policy
Intent
Working in the hospitality industry may result in situations where employees encounter dissatisfied and/or angry customers/guests. There are effective methods to neutralize these situations and provide peaceful resolutions; this policy has been adopted to ensure that employees are provided with a set of guidelines for receiving and managing guest complaints and where required, dealing with angry customers.
Scope
This policy applies to all employees always and without exception.
Unionized employees shall adhere to their current Collective Agreement for policies governing managing guest complaints. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
When a customer complaint is addressed in a professional and courteous manner, the chance that the customer becomes disgruntled, angry or hostile diminishes greatly.
Employees are to take ownership of the complaint and resolve it in a satisfactory manner as efficiently as possible. Once resolved, employees are required to ask if the actions taken were to the guests’ satisfaction and expectations. If the guest is still unhappy, the employee should escalate the matter to a member of the management team.
All complaints require immediate attention and response. Employees are also encouraged to take the time necessary to assist their fellow employees in problem resolution to make the guest stay experience enjoyable.
The following guest service procedures should be utilized with all customers/guests and in doing so, may quickly diffuse a situation where a customer/guest begins to get angry:
- Greet all customers/guests in a friendly tone, and welcome them to the hotel.
- Give the customer your full attention, and use active listening skills to ensure that they know you are working with them. Try paraphrasing the questions/concerns of the customer to show them that you are actively engaged in providing them with assistance.
- Repeat the guests concern back to them to ensure that you have understood them correctly.
- Attempt to resolve the situation as quickly as possible for the guest per hotel policy and within your assigned responsibility. Do not make any promises to the guest that cannot be delivered upon.
- Always attempt to reason with the guest and ensure that they understand the company policy, and why that policy is in place. Ensure that they understand that we must treat each customer fairly, and equally.
- If the client’s requests are unreasonable, beyond your responsibility or ability to resolve, let the guest know that you will involve the manager on shift and/or employee responsible for guest services. In such situations employees are required to locate management immediately, inform them of the situation and allow management to find an appropriate and acceptable resolution to the situation.
The following are additional guidelines to be followed by employees encountering an unhappy or hostile guest.
Avoid Engaging in Conflict
- Remember that the customer may be angry for several reasons and try not to take it personally. While we strive to offer customer service that will meet or exceed the expectations of our guests/customers, we need to understand that sometimes there will be external forces such as issues at home, etc. that create anger or hostility in customers, and regardless of the actions that we take, we may be unable to make the customer happy.
- Always maintain professionalism and do not engage in a heated argument with the customer as this will only make the situation worse.
- Use logic and kindness to attempt to get the situation under control.
Determine the Customer’s Needs
- Determine what the initial issue is/was, what was or can be done, and offer them a solution, or offer to escalate the situation to a specialist or manager.
- Try to determine what they need, and what it is that they want to tell you. Sometimes a customer will simply want to vent their anger and be heard.
- Be sure to acknowledge their anger, and where possible, attempt to alleviate the issue or solve the problem.
- Do not brush off their anger or ignore them as this may lead to increased anger.
Observe the Customer on Approach
- Be observant, and pay close attention to your customers. An upset or angry customer will generally display visible characteristics like clenched fists, a red face, agitated behaviours, etc.
- If you notice a customer exhibiting behaviours associated with hostility/anger, prepare yourself for a potential situation, and remain composed and professional.
Relate to the Customer
- Try to speak with the customer in a way that shows them that you understand and can sympathize with the issue, while working with them to find an agreeable resolution. An angry customer will generally decrease their hostility when they realise that you care and are genuinely interested in their issue.
Thank the Customer
- Regardless of how angry a customer is, thank them for their business, patience and understanding during the problem resolution process.
- Apologize for their inconvenience, and assure the customer/guest that we will rectify the situation and ensure them that we will do our best to prevent it from happening again.
When a guest exhibits increased hostility and/or is threatening or becoming violent, the employee is required to contact security immediately. At no time should an employee attempt to handle such a situation on their own. While the provision of exceptional customer service is of the upmost importance, our number one priority is to ensure employee and customer/guest safety.
7.6 Inclement Weather Policy
Intent
This policy is intended to communicate attendance expectations for employees in the event of inclement weather.
Scope
This policy applies to all employees always and without exception.
Unionized employees are requested to refer to their current Collective Agreement for specific information pertaining to inclement weather. Where a Collective Agreement is silent on the issue, this policy shall dictate the requirements for unionized employees. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
We are a hospitality company that aspires to be the property of choice for travelers. In order to achieve this, the employer will provide its guests with quality facilities and exceptional guest services at all times, regardless of the day, hour or weather.
As the employer is open 24/7, 365 days a year, regular attendance for scheduled shifts is required. While the occurrence of inclement weather such as snow storms or other extreme weather conditions may make it difficult for some employees to commute to work, it is expected that all employees will make the best possible effort to arrive for their scheduled shift regardless of weather conditions to ensure the continued and effective operation of the hotel. Unless notified otherwise, or pending a police ordered road-closure, employees of will be expected to arrive, on-time, for regularly scheduled work.
- In the event of either extreme cold weather conditions, extreme inclement weather conditions or a combination of both, employees should make the best possible effort to arrive to work for their scheduled shift. Employees are requested to watch weather conditions and allow ample travel time to compensate for unfavourable road conditions.
- Employees should make the best possible effort to attend work during adverse weather conditions, however, employees shall not be expected to put their lives in danger to make their shift at the hotel. Employees are asked to use their best judgement in determining whether to travel. Employees are expected to contact on-shift management as soon as possible to inform them of their absence due to weather conditions.
If there are extreme levels of inclement weather during a regularly scheduled work day, management will be responsible for regularly monitoring local weather forecasts/reports, and determining when to send any employees home. Employees are required to wait for direction from management prior to leaving the workplace before the end of their regularly scheduled shift. If an employee leaves work without advance permission, they will be subject to disciplinary action for abandoning their shift without authorization.
7.7 Volunteer Policy
Intent
The employer recognizes it is our responsibility as a good corporate citizen to help strengthen the communities in which we live and work and encourages employees to lend their voluntary support to programs that enrich the quality of life and opportunities for all citizens. The employer will devote time and energy to programs, associations and organizations whose goals are considered strategically relevant to the mission of the company.
Scope
This policy applies to all employees always and without exception.
Bargaining members are requested to refer to their current Collective Agreement for procedures and guidelines pertaining to volunteerism. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
The employer requires that any organization, event or association that requires the volunteer efforts of the company or an employee of the company, meet the following standards:
- The organization, association or event are categorized as having an alignment with the employer’s values and beliefs, and provides a benefit to the community.
- The organization, association or event has obtained appropriate levels of insurance for volunteers. All registered volunteers should be covered against general liability claims made by another person because of their volunteer work.
- Any health and safety risks are clearly identified, and appropriate training is provided.
- A clearly communicated volunteer screening process is consistently applied.
- Volunteer assignments address the purpose of the organization, association or event and involve volunteers in meaningful ways – reflecting their various abilities and experience.
- Volunteers will receive orientation to the organization, and receive training for their volunteer assignment.
- Volunteers receive appropriate levels of supervision and are given opportunities to receive and give feedback.
Volunteer time should not conflict with the employee’s work schedule or create a need for overtime. Time away from work for volunteering purposes should occur during lunchtime, before work, after work, or on the weekends depending upon the type of volunteer program the employee is involved in. In extenuating circumstances and with the prior approval of management, volunteer time may occur within the regular business day (ie: charity golf tournament).
Employees are expected to adhere to company policies regarding confidentiality, harassment, conflict of interest, and health and safety while performing their volunteer work as they are acting as representatives of the company.
SECTION 6 – Technology
6.3 Personal Mobile Device Policy
6.5 Internet Acceptable Use Policy
6.6 Email Best Practices Policy
6.1 Communications Policy
Intent
This policy is intended to cover office telephones, cellular telephones, PDAs, Blackberries, two-way radios, and all other forms of portable communication devices. This policy shall also outline standards, guidelines and procedures for appropriate use related to such devices.
Scope
This policy applies to all employees always and without exception.
Unionized employees are requested to refer to their current Collective Agreement for specific information pertaining to this Communication Policy. Where a Collective Agreement is silent on the issue, this policy shall dictate the requirements for unionized employees. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
The employer provides office phones, computers and cell phones to eligible employees in order that business operations may be conducted smoothly and efficiently. Whether utilizing an office landline or company-provided cell phone, employees are expected to use such devices for the purpose they have been provided for.
Communication devices and service packages used to conduct business must be used responsibly, ethically, and cost-effectively always, therefore, the following policy statements must be adhered to always:
- Employees are directed to utilize office telephones, their personal or company-supplied cellular phones for business purposes only during regular business hours.
- Employees are asked to use the same discretion in using personal cell phones as they use with company phones. Excessive personal calls during the workday, regardless of the phone used, can interfere with employee productivity and be distracting to others.
- Employees are requested to inform their friends and family of the company’s Communication Policy to avoid unnecessary incoming landline or cell phone calls during the work day.
- The employer shall not be liable for the damage or loss of personal cellular phones brought into the workplace.
- Employees are strictly prohibited from using cellular phones for any other available purpose (e.g. internet access, gaming, music) during business hours. These functions may be used during scheduled breaks or lunch periods in non-working areas.
Relevant Documents
Personal Mobile Device Policy
Management Mobile Device Policy
6.2 Management iPhone Policy
Intent
The employer will, at its discretion and in accordance with this policy, provide management employees with mobile devices and telecom carrier services, at the employer’s expense, for the primary purpose of conducting company business. All mobile devices that are paid for in full or in part by the employer are the property of the employer and the employee is responsible for ensuring the appropriate use of the mobile device, as well as the security and safe keeping of the mobile device as outlined in this policy.
Scope
This policy applies to management employees who have been provided with a mobile device at the expense of the company and includes any form of wireless communication device provided to the employer to the employee that is capable of transmitting packet data. The employer may at its discretion, choose not to provide a mobile device to a management employee, even though the employee may be eligible.
Unionized employees shall adhere to their current Collective Agreement for policies governing mobile device use. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
The employer agrees to provide its management employees with a mobile device provided through a national carrier. The monthly usage costs for the mobile device will be paid by the company. The employer reserves the right to deduct from the employee’s pay any monthly charges that are more than monthly usage/consumption targets, if such monthly charges are proven to be non-business related.
Employees are responsible for staying within their allotted mobile allowance. Charges associated with using a company provided mobile device for personal communications including text messages, email and voice calling will count towards the monthly consumption limit. Therefore, personal use of a company provided mobile device should be minimized. Mobile device usage reports will be communicated to the individual employee anytime there is an overage in the established and agreed upon allowable charges.
Company provided mobile devices remain the property of the employer and are therefore revocable at any time. Company provided mobile devices and all packaged accessories must be returned to the employer upon resignation or termination of employment and must be in proper working order and like new condition. Any cost to repair or replace a company provided mobile device will be covered by the employee unless there is deemed to be a manufacturing defect.
The employer expects its employees to use their mobile devices prudently during working hours. Excessive use of mobile devices for non-business purposes can mean a decline in efficiency; it is to the benefit of all to consciously restrict personal use of mobile devices during working hours.
Management mobile device spend will be monitored monthly. Access to the telephone numbers which have been dialed by the employee will only be requested when non-compliant activity has been detected in compliance with corporate usage and privacy laws.
The safety of employees is critical to our ongoing success. Therefore, the employer requires all employees with a company issued mobile device to utilize hands-free equipment when using the mobile device while operating a vehicle. Employees should also use voice activated calling or pre-programmed numbers to prevent distraction from safe driving. Any other mobile device enabled activity that prevents an employee from focusing on driving such as surfing the internet, text messaging, checking email, use of applications, or other activities, is prohibited.
No employee is to use company-owned mobile devices for illegal transactions, harassment, or obscene behavior, in accordance with other existing employee policies.
The following rules always apply for company-issued phones and other mobile devices:
- Company-issued phones are to be used for business purposes only and be preserved in as close to perfect condition as possible
- The download or upload of inappropriate, illegal or obscene material through a corporate internet connection is prohibited
- The use of a cell phone’s camera or microphone to record confidential information is strictly prohibited
- It is recommended that employees turn off their phones/devices or keep them on vibrate to minimize disruption in the office
The company retains the right to monitor employees for excessive or inappropriate use of their company provided mobile devices.
For an action that constitutes a breach of security, violation of the confidentiality policy or cause of an accident the employee may face severe disciplinary repercussions up to and including termination. Failure to comply with this policy will result in appropriate remedial action, which may include but is not limited to revocation of privileges or disciplinary action, including suspension or termination of employment.
Relevant Documents
Communications Policy
Personal Mobile Device Policy
6.3 Personal Mobile Device Policy
Intent
This cell phone policy is designed to detail the company’s attitude towards the use of personal mobile devices in the workplace. We recognize that mobile devices and smartphones have become an integral part of everybody’s life and believe they may be a great asset in the workplace if used correctly (for productivity apps, calendars, business calls etc.).This policy clarifies the allowances and restrictions of personal mobile device use.
Scope
This policy applies to all employees always and without exception.
Unionized employees shall adhere to their current Collective Agreement for policies governing personal mobile device use. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
Despite their benefits, mobile devices may cause significant problems in the workplace. The reasons for this include:
- The distraction of employees by regularly checking their phones
- The time subtracted from actual working hours by the mundane use of mobile devices
- The interference on colleagues’ jobs by speaking on the phone
- Misuse of the company’s internet connection
The employer expects its employees to use their mobile devices prudently while working. Excessive use of cell phones for non-business purposes results in a decline in the employee’s efficiency which will show up in their performance reviews. It is therefore to the benefit of all to consciously restrict personal use of mobile devices.
- The following rules always apply for personal phones and other mobile devices:
- The use of a phone for any reason while driving a vehicle is prohibited.
- The use of mobile devices within earshot of someone else’s work space during work hours is not allowed.
- The download or upload of inappropriate, illegal or obscene material through a corporate internet connection is prohibited.
- The use of a cell phone’s camera or microphone to record confidential information is strictly prohibited.
- Employees are prohibited use of their phones within the view or ear shot of any guests/customers.
- It is recommended that employees turn off their phones/devices or keep them on vibrate to minimize disruption in the office.
The use of phones and other mobile devices should be reserved to:
- Breaks or lunch hour
- While in a parked company vehicle
- To briefly check important messages
- In an emergency, to make brief personal calls away from the working space of colleagues/guests/customers
- To make business calls
- To use productivity apps or other useful job tools
The company retains the right to monitor employees for excessive or inappropriate use of their mobile devices. If it is discovered that an employee’s mobile device usage causes a decline in productivity or interferes with work, the company will further restrict that employee from using their mobile device(s) while onsite and during their work hours.
For an action that constitutes a breach of security, violation of the confidentiality policy or cause of an accident, the employee may face severe disciplinary repercussions up to and including termination. The employer is not responsible for the loss, theft or damage to a personal device of any employee.
Relevant Documents
Management Mobile Device Policy
Personal Mobile Device Policy
6.4 Corporate Software Policy
Intent
The employer regularly requires the use of various software packages to conduct business effectively. As such, when licensing third party software, the employer will respect all copyright protection legislation.
Scope
This policy applies to all employees always and without exception.
Unionized employees are requested to refer to their current Collective Agreement for specific information pertaining to this software policy. Where a Collective Agreement is silent on the issue, this policy shall dictate the requirements for unionized employees. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
The employer will adhere to all applicable legislation and regulations in the performance of our corporate activities, including copyright legislation and software license agreements.
The employer strictly prohibits the creation and/or use of pirated software, illegal file sharing, downloads and/or uploads of copyright materials and will apply appropriate disciplinary actions in the event of any breach of this policy. Unauthorized duplication of software can create unnecessary legal liability for both the company and the employee in terms of both civil and criminal penalties under Canada’s Copyright Act.
All purchased software must be registered to the employer and the department that will utilize it. To avoid issues involving staff turnover, the employer will not register software in the name of the individual user.
The employer shall retain the original copy of the purchased software, as well as all applicable warranty information, user manuals, license agreements, and receipts in an appropriate location for storage. The employer shall create and maintain a backup copy for use in an emergency.
Any materials downloaded must be scanned using anti-virus software prior to installation.
If an employee requires the use of software for working from home, they must contact management to determine if the license agreement will allow for this.
Employees are prohibited from installing or otherwise using software or other copyrighted material that has not been authorized by the company. As such, any software brought from home cannot be used in the employer computers.
The employer may perform a software audit on any company owned computer, at any time, to ensure compliance with the Corporate Software Policy.
6.5 Internet Acceptable Use Policy
Intent
The purpose of this policy is to outline and ensure that internet resources are used appropriately when conducting business on behalf of the employer. Within this policy, “internet resources” include, but are not limited to: Web access, FTP (file transfer protocol) servers, the intranet, and the employer domain names and IP addresses.
Scope
This policy applies to all employees always and without exception.
Unionized employees are requested to refer to their current Collective Agreement for specific information pertaining to this Internet Acceptable Use Policy. Where a Collective Agreement is silent on the issue, this policy shall dictate the requirements for unionized employees. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
Computer equipment and internet access is the property of the employer and must be used in accordance with company policies. Gaming, Facebook, dating sites such as Plenty of Fish, pornographic or defamatory sites and file sharing of any kind are strictly forbidden. Usage must relate to the employee’s function within the company. Misuse of the internet will result in disciplinary actions up to and including immediate dismissal.
- Internet access is managed via individual user accounts and confidential passwords. With respect to account setup and network administration, department managers are responsible for identifying and recommending network access levels for staff members in their department.
- All user names and passwords for must be supplied to management.
- If an employee forgets, or believes that their password has become compromised, the employee must inform management immediately. Management shall confirm the user name, reset the password, and inform the employee of changes made, and the procedures for changing their password.
- When employment is terminated, management will notify the department or employee in charge of that location’s information technology to ensure the removal of the former employee’s access to email and internet resources. This is an important measure in protecting the safety and integrity of the employer’s resources.
Employees may use the internet only to complete their job duties, under the purview of their business objectives. Permissible, acceptable, and appropriate internet-related work activities include:
- Researching, accumulating, and disseminating any information related to the accomplishment of the user’s assigned responsibilities.
- Conducting professional development activities (e.g. news groups, chat sessions, discussion groups, posting to bulletin boards, webinars, etc.) as they relate to meeting the user’s job requirements. In instances where the personal opinions of the user are expressed, a disclaimer must be included asserting that such opinions are not necessarily those of the employer.
Internet use shall comply with all federal and provincial laws, and will not violate other policies. Inappropriate and unacceptable Internet use includes, but is not limited to:
- Usage for illegal purposes, such as theft, fraud, slander, libel, defamation of character, harassment (sexual and non-sexual), stalking, identity theft, online gambling, spreading viruses, spamming, impersonation, intimidation, and plagiarism/copyright infringement.
- Any usage that conflicts with existing policies and/or any usage that conflicts with the employer’s mission, goals, and reputation.
- Downloading unreasonably large files or streaming videos that may hinder network performance.
- Accessing, downloading, or printing any content that exceeds the bounds of good taste and moral values (i.e. pornography).
- Engaging in any other activity which would in any way bring discredit, disrepute, or litigation upon the employer.
- Engaging in personal online commercial activities, including offering services or products for sale or soliciting services or products from online providers.
- Engaging in any activity that could compromise the security of host servers or computers. All passwords shall not be disclosed to, or shared with, other users.
- Engaging in any fundraising activity, endorsing any products or services, or participating in any political activity, unless authorized to do so as part of completing one’s assigned job duties and responsibilities.
- Allowing unauthorized or third parties to access the employer’s network and resources.
This policy allows room for limited and reasonable personal use of the internet. This privilege may be revoked at any time where it has been identified that this benefit has been abused.
Personal use shall not:
- Have a negative impact on user productivity or efficiency.
- Interfere with normal business operations.
- Exceed reasonable time limits, and will be limited to the employee’s break and lunch times.
- Cause expense or network slow downs.
- Compromise the integrity and security of the employer’s resources or assets.
- Conflict with any existing policies.
Employees must comply with the following security guidelines, rules, and regulations:
- Personal files or data downloaded from the internet may not be stored on hard drives or network file servers.
- Video and sound files must not be downloaded from the internet unless their use has been authorized for the purposes of conducting the employer’s business.
- Users must refrain from any online practices or procedures that would expose the network or resources to virus attacks, spyware, adware, malware, or hackers.
Violations of this Internet Acceptable Use Policy may result in one or more of the following:
- Temporary or permanent revoking of access to internet resources and/or other IT resources.
- Disciplinary action up to and including suspension or termination of employment.
- Legal action per federal or provincial laws.
6.6 Email Best Practices Policy
Intent
The employer has adopted this policy to ensure that employees are provided with guidelines for the appropriate use of email communications.
Scope
This policy applies to all employees always and without exception.
Unionized employees are requested to refer to their current Collective Agreement for specific information pertaining to email best practices. Where a Collective Agreement is silent on the issue, this policy shall dictate the requirements for unionized employees. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
The employer strives to convey a professional image always, and will work to ensure that all forms of communication meet specific standards of professionalism, and are created using best practices. Employees are required to adhere to the following standards pertaining to email communication on behalf of the company:
- Employees are expected to ensure that all communications will be created using a consistently high level of professionalism.
- Email communications must be polite, and begin with an appropriate greeting (e.g. Hello, Dear, or Good Morning, etc.).
- Ensure that all messages use appropriate language. Inappropriate language found in communications may result in disciplinary action up to and including termination of employment.
- Proof-read your emails before sending them. Use the spell check function to ensure that the message is free of unnecessary spelling errors. Where an email includes grammatical or spelling errors or is inaccurate, we risk the chance of being viewed as unprofessional and may potentially lose business or disappoint our customers.
- Use an appropriate and professional tone in the email messages. It is often very difficult to determine when a person is using humour, sarcasm, or irony in an email. Please note that emails that include humour may be misunderstood, and the effects may negatively impact our business.
- At all times, please avoid the use of the “All Caps” function, as messages sent using all CAPITALS is the e-mail version of yelling, and may be taken as offensive.
- Keep messages short, simple, clear and concise.
- Remember that when you send an email, it creates a permanent electronic record. Whatever is written in your email will be on the record for all time. Ensure that all messages sent are appropriate, and accurate in their content.
- While it’s common to use short-hand for personal notes, it is unacceptable for business communication. Standard abbreviations (including: e.g., Mrs., Mr., etc.) will continue to be acceptable, however, the use of excessive or colloquial abbreviations (LOL, ROFL, TTYL, BRB, etc.) is unacceptable.
- Ensure that all messages are sent only to the intended recipients.
- Emails that contain financial information (quotes, costs, etc.) must be checked for accuracy.
- Under no circumstances should confidential business information be sent out to any third party using email, without prior written authorization from management.
- Ensure that all passwords are maintained securely, and change your password a minimum of once each month. Do not share your password with others, including colleagues. Passwords should include letters, numbers and special characters.
- Alert management immediately of any breach in email security.
- Check your email frequently. If any emails are missed, there is the potential for lost business, miscommunications, or failure to complete required job duties.
- Mark spam messages appropriately and file them in the spam folder.
- Never reply to spam messages.
- Open attachments only from known senders.
- If the volume of spam becomes unmanageable, contact the department or individual in charge of managing the facility’s information technology in order that they may address the issue.
- Archive all messages that are older than three months.
Any email sent from a company computer and company email address is considered the property of the employer. As such, management reserves the right to review all emails received and/or sent by their employees.
6.7 Social Media Policy
Intent
This document is designed to provide employees with guidelines regarding the appropriate use of the organization’s social media pages and social media in general.
Scope
This policy applies to all employees always and without exception.
Unionized employees are requested to refer to their current Collective Agreement for specific information pertaining to social media. Where a Collective Agreement is silent on the issue, this policy shall dictate the requirements for unionized employees. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
The employer utilizes various social media applications, such as Facebook, Twitter. LinkedIn and Instagram as a means of communicating company information, including promotions and other marketing initiatives to customers, potential customers and the communities that it operates within. Use of social media is subject to strict guidelines to ensure confidential and proprietary information remains protected and that communication via online media is appropriate and consistent with the values and mission of the company.
The following guidelines shall govern employee use of social media applications.
- Do not disclose confidential or proprietary information on any company-operated social media page. Disclosure of confidential or proprietary information without prior authorization may result in immediate termination.
- Employees will be held responsible for what they write or post on any company social media page. Inflammatory comments, disparaging remarks, or negative/inappropriate language or posts will result in disciplinary action up to and including termination.
- Employees are directed not to engage in discussions regarding competitors in the industry, legal issues in which the company is involved, or government issues related to the company and our industry without prior approval from management.
- Respect copyrights. Do not post text, images or video that were created by someone else without proper authorization. Direct questions about copyright law and/or usage of certain media to management.
- Social media is not a substitute for inter-company communications. Important information should be transmitted within normal company communication channels, not on Facebook etc.
- Social media is not a substitute for customer service. Please refer customers to the appropriate phone number and department instead of handling inquiries entirely through social media platforms.
- If an employee discovers any group(s) that users have formed to discuss the company, its products, or services, please bring them to the attention of management.
- If you have questions about how to respond to a specific post or group, discuss the issue with management prior to replying.
- Use good judgment when posting photos from company events. Notify any employees who are in photos so that they may approve the posting of the photos.
- Always adopt a positive attitude when responding to comments on the company’s pages or applications, or comments about the company in general.
- Only designated employees are eligible to post on the company social media platforms and respond to comments.
6.8 Network Security Policy
Intent
The employer strives to protect company computer networks from both internal and external threats to their integrity, and to preserve confidentiality. This policy has been adopted to ensure that every reasonable effort has been taken to prevent and mitigate the effects of serious risks and potential costs associated with threats to networks and network resources.
Scope
This policy applies to all employees always and without exception.
Unionized employees are requested to refer to their current Collective Agreement for specific information pertaining to network security. Where a Collective Agreement is silent on the issue, this policy shall dictate the requirements for unionized employees. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
Threats to the security of computer networks pose a significant risk to the organization’s ability to carry out its operations.
The network operates at the continual risk of intrusions such as, but not limited to, theft of confidential information, the spread of viruses and malware and other activities designed to damage and or destroy network functionality.
The employer has an obligation to exercise due diligence to protect sensitive data and may face legal action if personal and or confidential information is disclosed.
Network Users:
- Comply with all employer policies.
- Comply with all protocols regarding connection to company networks.
IT Department or Representative:
- Act as the final authority on all network security related activities.
- Oversee any investigations into alleged network security issues.
- Develop protocols for tracking suspected network intrusions and test these methods for validity.
- Work with appropriate authorities towards the identification and prosecution of groups and individuals involved in activities in violation of company policy and the law.
- Post security alerts, network usage best practices and any other information required to protect the network.
- Monitor all network traffic to detect any unauthorized activity, attempts at intrusion and compromised hardware in compliance with privacy and confidentiality policies.
- Resolve any identified potential or actual problems in collaboration with appropriate managers.
- Regularly test the network for vulnerabilities using appropriate tools.
- Report any ongoing concerns to management.
- Undertake any necessary upgrades and or repairs to the network to maintain network security.
- Produce quarterly reports of all security related activities, concerns and or problems identified and resolved.
- IT Department or representative contact information should be posted in all departments.
SECTION 5 – Conduct Policies
5.4 Dress Code and Hygiene Plan
5.5 Conflict Resolution Policy
5.6 Conflict Of Interest Policy
5.8 Confidential Business Information And Intellectual Property Policy
5.10 Acceptance of Gifts Policy
5.12 Employee Relationship Policy
5.1 Code of Conduct and Business Ethics Policy
Intent
The intent of this policy is to communicate the employer’s commitment to conducting business in an open and ethical manner and to dictate workplace expectations and outline what the employer has determined to be unethical behaviours.
This document clarifies the responsibilities that the employer and its employees have to each other, to our partners and to our guests. It helps us understand the responsibilities we share, and alerts us to important conduct issues that may arise. You will not find every policy or standard here; however, the basic values and principles by which the hotel is guided are included in this document.
Scope
This policy applies to all employees at all times and without exception.
Bargaining members are requested to refer to their current Collective Agreement for procedures and guidelines pertaining to this policy. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Compliance with local laws and the hotel’s policies, procedures and values are not optional. All employees must follow them.
Every employee must report any violations of the Code of Conduct. All personnel are prohibited from taking any action against an employee who reports a concern.
Disciplinary action, including termination of employment, may be taken against any employee who does not adhere to the hotel’s Code of Conduct and/or who knowingly makes a false report.
Guidelines
The employer has created a workplace built on ethical business practices, trust, accountability, and integrity. It is the responsibility of every employee to maintain this code of ethics by supporting and actively participating in ethical operations in their day to day business.
The employer relies on its employees to always do the right thing to maintain our good name. The vision of the hotel and every employee is to be the best in everything we do, individually and collectively. All employees are to act professionally and with integrity.
The employer will maintain a strict zero tolerance policy against any wrongdoing or impropriety, and will immediately take the appropriate disciplinary action necessary to correct any identified problems.
If a violation of this policy occurs, the employer will use disciplinary measures that reflect the severity of the offence up to and including termination of employment. Punitive measures including legal action may also be pursued.
Each employee should ask questions, raise concerns and report dishonest or improper conduct by employees, representatives, guests or suppliers.
Corporate Values
Integrity
We are open and trustworthy in dealing with our guests, suppliers, and co-workers.
Health & Safety
We work safely in a manner that protects and promotes the health and well-being of the individual and the environment.
Teamwork
We work together in a coordinated effort to achieve our goals.
Individual Worth
We recognize and respect our individual team members and their contributions.
Guests
We are committed to providing our guests with exceptional service and will treat them with respect and dignity. We consistently meet the needs of each individual guest with a professional, friendly, prompt, courteous and enthusiastic attitude.
Excellence
We constantly pursue excellence in everything we do.
People
We work in an inclusive environment that embraces change, new ideas, and respect for the individual.
Profitability
We earn sustainable financial results that enable profitable growth.
Accountability
We are accountable – individually and collectively – for our behaviour, actions and results.
Guide to Business Conduct
Management Responsibility
All members of management must demonstrate a commitment to the hotel’s values through their actions. They must also promote an environment where compliance is expected and valued.
Respect and Fair Treatment
Every employee must respect the people and cultures with whom or which they work. Relationships among employees in the workplace must be business-like and free of any bias, prejudice or harassment.
The hotel gives equal opportunity for employment to all individuals, regardless of their race, religion, colour, national origin, age, sex, sexual orientation or disability. This fair treatment applies to all phases of the employment relationship.
Protection and Proper Use of the Hotel’s Assets
All employees should protect the hotel’s assets and ensure their efficient use. All hotel assets are to be used only for legitimate business purposes.
Harassment
The hotel does not tolerate any form of harassment. It may take many forms, all of which are unacceptable. Examples of harassment are:
- Jokes, insults, threats and other unwelcome actions about a person’s race, colour, gender, age, religion, national origin, disability, sexual orientation, social and economic status or educational background.
- Sexual advances, requests for sexual favours, or other unwelcome verbal or physical conduct of a sexual nature.
- Verbal or physical conduct that upsets another employee’s work performance or creates a fearful or hostile work environment.
For additional information on harassment, please see the Workplace Harassment and Discrimination Policy.
A violation of this Code of Conduct may result in disciplinary action including possible immediate termination, without additional warning. Every employee must sign an agreement, promising to comply with all the policies listed in the Code.
Reporting Possible Violations of the Code of Conduct
If you have questions about this code of conduct or concern about a co-worker’s conduct, first contact your manager. If you do not feel comfortable doing that, contact one of the following:
- General Manager
- Head Office
5.2 Fraud Policy
Intent
The employer has adopted this policy to ensure the ongoing success of the organization, and to protect the best interests of the organization, staff and clients. The employer is committed to maintaining the highest standards of honesty, integrity and ethical conduct. The purpose of this document is to communicate the hotel’s policy regarding the investigation of suspected misconduct and dishonesty by employees, and to provide specific instructions regarding appropriate action in the case of suspected violations.
Scope
This policy applies to the employer and its employees always and without exception.
Unionized employees shall adhere to their current Collective Agreement for policies governing fraud. Where the Collective Agreement is silent, bargaining members of the employer shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
Fraud, misconduct and dishonesty include, but are not limited to:
- Forgery or alteration of any document or account belonging to the hotel
- Forgery or alteration of a cheque, bank draft or any other financial document
- Theft of funds, securities, supplies, food and beverage inventory, or any other asset
- Irregularity in the handling or reporting of money or financial transactions
- Destruction, theft or inappropriate use of furniture, fixtures and equipment
- Disclosing confidential information to outside parties
- Seeking or accepting anything of material value from vendors or contractors doing or attempting to do business with the hotel
- Any computer-related activity involving the alteration, destruction, forgery or manipulation of data for fraudulent purposes
- Any similar or related inappropriate conduct.
Mechanisms used in the prevention and detection of fraud include, but are not limited to:
- Process monitoring;
- Random auditing;
- Supervision and review;
- Provision of appropriate training for new and existing staff;
- Written policies and procedures;
- Segregation of duties and mandatory annual vacation;
- Reconciliation of accounts; and
- Review of audits and financial records.
In the event an employee encounters or suspects fraudulent activity, they are required to report this information immediately to management. Management, when made aware of such potential acts by subordinates, must immediately report to the General Manager. The report shall be investigated thoroughly and maintained confidentially.
The hotel strictly forbids any reprisal against any employee who reports a suspected fraudulent activity.
Employees shall not attempt to investigate a suspected fraud or discuss the matter with anyone other than the person to whom the fraud was reported.
An allegation of fraud is a serious matter. Employees who knowingly make false allegations will be subject to discipline up to and including termination.
5.3 Attendance Policy
Intent
The objective of this policy is to address and/or correct absenteeism and attendance issues before they become counterproductive and/or disruptive to the company.
Scope
This policy applies to all employees always and without exception.
Unionized employees are requested to refer to their current Collective Agreement for specifics concerning attendance. Where a Collective Agreement is silent on the issue, this policy shall dictate attendance requirements for unionized employees. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
The employer places a high value on attendance and punctuality, and expects all employees to arrive at work on time every day they are scheduled.
Every role is essential to the successful operation of our hotels; therefore, punctuality and attendance are vital to ensuring the successful operations of the company. The employer requires employees to report to work 10-15 minutes prior to the beginning of their shift in order to properly familiarize themselves with the events of the day and to receive any updated instructions that will be relevant during their shift.
In order to help ensure employees arrive on time for their scheduled shifts, management will make certain that weekly schedules are posted at least 48 hours in advance of the employee’s first scheduled shift of the week. Should an employee wish to make a request for day(s) off they are required to fill out a request form and deliver it to their department manager before the posting of the schedule. Management will do their best to accommodate all requests; however, there may be times where these requests may not be granted due to staffing coverage and scheduling difficulties.
It is expected that employees will be in uniform and ready to work prior to signing in at the beginning of their shift.
The sign in/out system is called Advance Tracker and is in the staff room of each property. Management will ensure each staff member is set up in the system and receives adequate training to enable them to use the tracking system. Employees who encounter difficulties signing in or out are requested to notify the on shift manager immediately. It is the responsibility of each employee to ensure that they are signed in and out.
The employer considers an employee absent if he or she does not attend work as scheduled, regardless of cause.
- Each employee is responsible for notifying management when an absence occurs, regardless of cause and is also responsible for reporting when he or she is likely to return to work. Absences without excuse will not be tolerated and are subject to progressive corrective action up to and including termination.
- An employee who does not intend to report to work because of illness, or any other reason must notify his/her on-shift manager a minimum of three hours prior to their scheduled starting time. Failure to provide required notification of any absence whatsoever may result in disciplinary action.
- Employees who anticipate being late for work must inform the on-shift manager immediately upon becoming aware that they will be late.
- Employees who are absent for more than three consecutive days are required to submit a note from a licensed physician or medical practitioner stating the nature of the illness and/or medical condition that led to the absence. Employees absent due to a work-related illness or injury may be required to submit to a physical examination before returning to work.
- Any employee who remains absent for more than three consecutive shifts without contacting the company, shall be considered as having abandoned their shift and resigned his or her position.
- Any employee who has been absent due to illness or injury for more than 10 days per calendar year shall have their attendance record reviewed; he or she may be required to submit a physician’s note or other medical evidence to validate additional sick days for that year.
- Abuse of sick days will not be tolerated. Management has been instructed to remain vigilant in the following sick leave patterns:
- Absence on weekends where the employee is scheduled to work.
- Absences the day before and/or the day after scheduled vacation day(s) or statutory holiday(s).
- Absences the day immediately following a pay day.
- Situations where the absence(s) coincides with requested days off that were not granted.
- Unexcused and/or unauthorized absences will result in the employee forfeiting his or her pay for the duration of the absence.
Each department is required to accurately maintain its own set of attendance records. Management will periodically examine these records to ensure that attendance issues do not continue unabated.
Disciplinary action for excessive absenteeism, poor attendance, or other violations of this policy shall be administered per the Progressive Discipline Policy.
Relevant Documents:
Progressive Discipline Policy
Employee Leave Policy
5.4 Dress Code & Personal Hygiene Policy
Intent
The employer requires all employees to present themselves in a professional manner, with respect to clothing, personal hygiene and appearance. These standards commensurate with our organizational practices of appropriate business conduct and professionalism.
Scope
This policy applies to all employees always and without exception.
To ensure consistency and equality, the employer will attempt to include dress code requirements of current Collective Agreements. Unionized employees are requested to refer to their current Collective Agreement for specifics concerning dress code and personal hygiene. Where a Collective Agreement is silent on the issue, this policy shall dictate dress code and personal hygiene requirements for unionized employees. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
Employees are expected to adhere to established hygiene requirements which ensure that employees are presenting themselves to our guests appropriately and that the employer is being properly and professionally represented as an organization. The following hygiene requirements are applicable to all employees:
- Maintain personal cleanliness by bathing regularly.
- Oral hygiene (brushing of teeth) required.
- Use deodorant/antiperspirant to minimize body odours.
- No heavily scented perfumes, colognes and lotions. These can cause allergic reactions, migraines and respiratory difficulty for other employees and guests.
- Clean and trimmed fingernails (¼ inch long or less).
Employees are expected to consult their manager for specific wardrobe requirements pertaining to their location and hotel of employment. The following minimum guidelines pertaining to appearance must be adhered to by every employee regardless of location of employment:
- Clothing must be clean, pressed, in good condition and fit appropriately.
- Socks or pantyhose/tights must be worn with shoes and match the colour of the pants or shoes.
- Open toe shoes are not permitted. Wearing high-heeled shoes is not recommended.
- Neat and groomed hair, sideburns, moustache and beards (no extreme artificial colours).Departmental grooming policies supersedes this policy.
- Long hair must be tied back and away from the face if operating equipment or working in a food and beverage department.
- Clothing must not interfere with the operation of equipment.
- Limited jewellery and no dangling or large hoop jewellery that may create a safety hazard. A general rule of thumb is that if a pencil can be passed through a hoop earring it is not safe to wear near operating equipment.
- Commonly accepted body piercings are allowable, but acceptance is at the discretion of an employee’s direct report.
- Tattoos that are perceived as offensive, hostile or that diminish the effectiveness of the employee’s professionalism must be covered and not visible to staff, customers or guests.
- Uniforms will be supplied to employees required to wear them, and they will be laundered and kept in proper repair by the employer at no charge to the employee.
The following items are not permitted to be worn on-shift by employees:
- Sweat or jogging pants
- Sleeveless shirts
- Pants that expose the midriff or underwear
- Leggings
- Shorts
- Low-cut tops
- Halter tops
- Spaghetti strap tops
- Tops that expose the midriff or underwear
- Any form of clothing that is mesh, sheer, see-through, torn or otherwise revealing
- Any form of clothing that is generally offensive, controversial, disruptive or otherwise distracting
- Any form of clothing that is overtly commercial, contains political, personal or offensive messages
- Flip-flops or sandals
It is within management’s discretion to send an employee home (without pay) to change if they arrive to work in what is deemed to be inappropriate attire.
5.5 Conflict Resolution Policy
Intent
This policy is intended to provide employees with an outlet to raise concerns regarding any conflict in the workplace or dissatisfaction with respect to issues related to their employment. Under no circumstance should any employee fear discrimination or reprisal in the workplace because of filing a complaint.
Scope
This policy applies to all employees always and without exception.
Bargaining members are requested to refer to their current Collective Agreement for procedures and guidelines pertaining to this policy. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
The employer is committed to providing a workplace free of conflict, where employees are treated with fairness, dignity and respect. The following conflicts should be reported to management who will strive to address them in a timely manner with reasonable resolutions:
- Disputes with co-workers or management with unwanted or unresolved consequences.
- Perceived unfair or inequitable treatment.
- Harassment whether sexual, discriminatory, or personal in nature.
- Abuse of authority.
- Conditions regarding employment, or tangible job actions such as:
- Wages
- Working conditions
- The administration of company policies
- Perceived unfair or inequitable treatment
- Written or final warnings
- Demotion
- Termination
Please note that conflicts relating to workplace harassment (sexual or racial) should be reported as outlined in the Workplace Anti-Harassment/Bullying Policy.
Employees are encouraged to discuss unwanted behaviour or actions with the offending party as the situation dictates. Where the employee does not feel comfortable speaking directly with the individual about the issue, or the matter concerns their manager, then they are requested to seek guidance from another member of the management team.
If a discussion is not feasible or fails to reach a reasonable resolution, a formal complaint may be filed with the general manager and the formal conflict review process will be initiated as detailed below.
Complainants should record the details of the unwanted circumstance(s), the names of any applicable witnesses, and any attempts made to resolve the issue.
Formal complaints must be submitted within 10 business days from the date of the alleged incident(s) and will be reviewed and investigated with a written response to the complainant being provided within a reasonable timeframe (usually 10 business days from receipt of the formal complaint). The written response will indicate the process that will be followed to resolve the issue. In all cases where formal complaints have been lodged, it is important to maintain a policy of strict confidentiality.
Employees
- Are required to fully comply with the Conflict/Dispute Resolution Policy.
- Shall be treated fairly throughout the process, as either a complainant, or alleged offending party.
- Shall be responsible for maintaining confidentiality regarding their involvement, and the complaint itself.
- Shall co-operate with any investigations in relation to complaints.
Management
- Shall be responsible for enacting preventative measures to ensure a fair and equitable workplace, and for the communication of policy and procedures and performance expectations.
- Shall promptly address all formal complaints regarding harassment or discrimination pursuant to the company’s Workplace Anti-Harassment/Bullying Policy.
- If the complainant and the offending party are engaged in a subordinate-supervisor relationship, management will physically remove the parties from working together on a temporary basis, and may require a longer-term change in their reporting relationship.
- Will investigate any complaints, claims and documentation therein.
- Will attempt to reach a reasonable resolution to the conflict.
- Will inform the complainant and the offending party of possible resolutions available.
If a complaint is substantiated and a reasonable solution through mediation is not possible, the following disciplinary actions may be taken for the offending party based upon the specifics of the situation:
- Verbal warning/reprimand.
- Written warning/reprimand.
- Transfer or demotion, and in some instances both a transfer and a demotion.
- Introduction of a performance improvement plan (PIP).
- Education and training.
- Termination of employment.
If a complaint is not substantiated due to lack of evidence or other reasons, both parties shall be informed of the rationale used to reach the decision. The complainant shall be notified first. A complainant may request that the investigation be re-opened if pertinent new evidence can be provided, or a reprisal due to the allegation has occurred.
The employer shall keep in the employee’s personnel file all formal complaints, accompanying documentation and the findings of any investigation.
Employees should be cognizant of the fact that a formal complaint against another employee is a serious allegation with the potential for repercussions. Where a complaint is found to be either false or frivolous, or where supporting documentation for a complaint has been falsified, the complainant and/or witness may be subject to disciplinary measures up to and including termination of employment.
Anonymous complaints will not be reviewed nor shall complaints submitted on behalf of an affected employee. Employees are required to assume responsibility for their own concerns within the workplace.
The employer cannot guarantee that an employee’s specific complaint will be resolved in the manner that they request, or that they will be satisfied with the resolution; but management can assure a fair and ethical process.
5.6 Conflict of Interest Policy
Intent
The employer has adopted this policy to ensure that our business interests are protected and employee productivity is maintained through the mitigation of potential and perceived conflicts of interest.
Scope
This policy applies to all employees always and without exception.
Bargaining members are requested to refer to their current Collective Agreement for procedures and guidelines pertaining to this policy. Where a Collective Agreement is silent on the issue, this policy shall dictate conflict of interest procedures for unionized employees. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
The employer generally allows employees to pursue secondary employment when such employment causes no adverse effects to the employee’s performance at the employer; when the secondary work is performed before or after the employee’s regularly scheduled working hours; and where the secondary work does not create a conflict of interest.
- Any employee that wishes to work part-time, or for any amount of time before or after their regularly scheduled work with the company should discuss the matter with their manager prior to their acceptance of a secondary employment offer.
- The employee may be required to disclose information pertaining to the proposed secondary employment to allow the employer to review the situation. The review will simply ensure that there is no conflict of interest.
- To ensure the safe-keeping of our trade-secrets and confidential information, employees are strictly prohibited from seeking secondary employment with any organization that competes either directly or indirectly with the company, or who conducts business that is like the employer’s. This requirement is in keeping with the employer’s employment contracts and agreements.
- Advance written permission to have additional employment with any organization that conducts business with the employer, its suppliers, or dealers must be obtained from management. Failure to obtain advance written permission may result in disciplinary action, up to and including termination of employment.
- Due to the health and safety risks associated with fatigue, the employer encourages employees to have eight consecutive hours free from work for rest, prior to reporting for regularly scheduled work with the employer.
If any employee has reason to believe that a conflict of interest has occurred or is possible, it is their duty to report the situation to their manager. Employer policies strictly prohibit any retaliation for fulfilling this obligation.
- Employees should avoid any interest, investment or association that creates a conflict of interest.
- Employees should avoid the creation of any personal, direct or indirect interest or relationship with any organization that competes with the employer, or provides products and/or services to it.
Managers are directed to take all appropriate steps to prevent and stop conflicts of interest in their areas of responsibility. Any manager who is subject to, witnesses, or is given written or verbal complaints of a conflict of interest shall work to minimize or eliminate the issue at hand. If this is not possible with the available resources, the manager is required to report the conflict of interest to the general manager of their hotel.
The employer seeks to resolve claims of conflicts of interest as expediently as possible. Investigations shall be conducted and the appropriate actions taken no later than ten business days following the filing of a complaint.
Addressing complaints shall be accomplished through the following methods:
- Determining whether a reported act is indeed a conflict of interest.
- Resolving the conflict of interest.
- Administering punitive or corrective actions as appropriate.
- Administering punitive actions if allegations were knowingly falsely made.
- Updating the policy for any new conflict of interest situations.
After an investigation, a written report will be prepared which will include a statement of findings and a determination of whether this policy has been violated. The report shall be presented for review to law enforcement officials or legal counsel, as necessary. The employer will keep the report for a minimum of seven years specifically to ensure it is available for any administrative or legal actions pending.
This policy encourages employees to report any conflicts of interest encountered in their employment with the organization. Retaliation against the complainant is strictly prohibited and will result in appropriate disciplinary action. Retaliation by the respondent, or anyone acting on behalf of the respondent, against any witness providing information about a conflict of interest report, is also strictly prohibited. Acts of retaliation include, but are not limited to, interference, coercion, threats and restraint.
This Conflict of Interest Policy will not be used to bring fraudulent or malicious complaints against employees. Any complaint made in bad faith, if demonstrated as being such through convincing evidence, will result in disciplinary action up to and including termination of the individual lodging the fraudulent or malicious complaint.
5.7 Duty to Report Policy
Intent
The employer is committed to integrity and ethical behaviour in the workplace, and will foster and maintain an environment where employees can work safely and appropriately, without fear of retaliation.
This policy has been adopted to ensure that all employees understand that they may report any wrongdoing that may adversely impact the employer, guests, shareholders, employees, investors, or the public at large, without fear of retaliation or concern that making a report will negatively impact their employment status. Reports of workplace wrongdoing may be made to management anonymously.
Scope
This policy applies to all employees always and without exception.
Unionized employees are requested to refer to their current Collective Agreement for specific information pertaining to their duty to report. Where a Collective Agreement is silent on the issue, this policy shall dictate duty to report requirements for unionized employees. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
Individuals who believe they have witnessed an act or acts of wrongdoing should report the incident(s) immediately to management. Any delays in reporting acts of wrongdoing can make the case more difficult to establish. However, the employer is aware that timely responses may not always be possible so individuals who believe that they have witnessed workplace wrongdoing should lodge a complaint within one week following an alleged incident. Under extreme circumstances, this timeline may be extended to one month at the request of the complainant; however, it is the responsibility of the complainant to show good reasons for this extension.
It is a violation for anyone to knowingly make a false complaint of wrongdoing or to provide false information about a complaint. Individuals who violate this policy are subject to disciplinary and/or corrective action, up to and including termination of employment.
Management is directed to take all appropriate steps to prevent and stop wrongdoing in their areas of responsibility. Management representatives who are subjected to, witness, or are given written or oral complaints of wrongdoing or retaliation shall immediately report it to their general manager. General management will report directly to the President. Delays in reporting may be unavoidable in some circumstances (to be determined on a case-by-case basis) but should occur as soon as possible.
This policy encourages employees to freely express their thoughts, opinions, and feelings regarding workplace wrongdoing. Retaliation by the respondent or anyone acting on their behalf, against the complainant or a witness is strictly prohibited and will result in appropriate disciplinary action. Acts of retaliation include, but are not limited to, interference, coercion, threats, and restraint.
Once a complaint has been made to management, a confidential meeting will be held to determine the facts from the complainant’s perspective. During this discussion, management will explain all options available to the complainant. If the complainant wishes to proceed further with his or her complaint, the complainant must then provide a written statement regarding the alleged workplace wrongdoing.
Management may notify the respondent of the complaint, keeping all such communication confidential. Management may then implement whatever steps necessary to create an informal resolution that is acceptable to both the complainant and respondent.
Management is responsible for:
- Determining the validity of allegations of wrongdoing or retaliation.
- Determining whether a reported act is indeed wrongdoing.
- Administering punitive or corrective actions if allegations are true.
- Administering punitive actions if allegations were knowingly falsely made.
- Ensuring the completed report is put into the employee’s files and,
- The appropriate policy is updated to prevent a reoccurrence.
In more serious work place wrong doings, the respondent will have two working days to respond, in writing, to the allegation. The respondent’s statement must provide specific responses to each complaint, either admitting, denying, or explaining the allegations against them. The respondent must sign his or her statement, which will then be attached to the original complaint.
If a formal hearing is warranted, it will be held within ten business days after receiving the formal complaint. Dependent on the outcome of the hearing, external parties (police, lawyer) may become involved in the matter. Where necessary, investigations will be conducted, and the appropriate actions taken no later than ten business days following the filing of a complaint or at the completion of the investigation, whichever is sooner.
Wherever and whenever investigations are conducted, this policy asserts that complainants and respondents have certain rights including, but not limited to:
- Receiving written notice of the allegations (where permitted by law).
- Having a thorough and objective investigation properly completed.
- Receiving a copy of the report after the investigation (where permitted by law) which will include a statement regarding all findings that have been proven, and a statement of decision on whether the policy has been violated. The report shall be presented for review to any/all authorities and/or legal counsel, as appropriate.
The employer will do everything it can to protect the privacy of the individuals involved and to ensure that the complainant and the respondent are treated fairly and respectfully. The employer will protect this privacy so long as doing so remains consistent with the enforcement of this policy and adherence to the law.
Upon concluding that an instance of workplace wrongdoing has indeed occurred, the respondent will be subject to disciplinary action, which may result in suspension of duties, or termination of employment and possible legal action depending on the severity of the action. Disciplinary actions imposed by management will be determined based on the facts of each case and the extent of harm to the employer’s staff, interests, property and business goals.
Records of all formal and informal resolutions, hearings, and reviews will be kept in the personnel files of the employees involved in the investigation. The records will only be available to managerial members of the appropriate department, and only in the following circumstances:
- When determining an appropriate disciplinary action for a complaint of a subsequent wrongdoing.
- When a respondent is a candidate for promotion to a supervisory position.
- When a complaint against retaliatory action is made.
- When a decision or resolution is reviewed.
Any records concerning employees will be maintained in accordance with all applicable laws and regulations. Both the complainant and the respondent are eligible to obtain copies of hearings or of their own statements made throughout the course of the remediation process.
5.8 Confidential Business Information and Intellectual Property Policy
Intent
The employer has adopted this policy to clarify the proprietary rights pertaining to business information and intellectual property.
Scope
This policy applies to all employees always and without exception.
Bargaining members are requested to refer to their current Collective Agreement for procedures and guidelines pertaining to this policy. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Definitions
Intellectual Property – means trade secrets, computer software, confidential information, inventions, designs, copyrightable works and trademarks.
Confidential Information – means all non-public information of the brand, including without limiting the generality of the foregoing: the source code, object code, notes, working papers and files in any form that the employee creates on his own or in cooperation with others in the course of his/her employment in the hotel, non-public information relating to software, hardware or other products whether such products are released, unreleased or demonstration versions; non-public product marketing information, financial information, pricing information, business plans, business methods and business practices; identities of the brand’s clients (including client lists), suppliers and licensors and information about relationships with the brand’s clients, suppliers and licensors; information received from a third party that the brand is obligated to treat as confidential; all written information which is marked as confidential or proprietary by the brand and all oral information which is identified as confidential or proprietary by the brand.
Any information relating to the company that is freely in the public domain may not be considered “confidential business information”. If an employee can prove that information was possessed before it was received from the employer, or that information was gained from an unrelated third party, said information will not be classified as “confidential business information”.
It is understood that employees may become aware of company trade-secrets and proprietary material through the course of their employment with the company. It is further understood that such information may have a significant relationship with the competitive edge that the employer maintains. Upon hire, each employee will be required to sign an employment contract with the organization including a non-disclosure and non-compete agreement. Employees agree that if the company’s trade secrets and proprietary material are not effectively protected, the operation of the employer’s brand may be threatened, and the company may subsequently suffer significant and irreparable losses in the marketplace.
All employees are required to keep all proprietary information and relevant trade-secrets of both the company and its customers confidential both during and after their term of employment with the company. It is also expected that employees will not compete with the company during their employment and for a reasonable period following the termination of their employment.
To protect confidentiality, the employer shall retain ownership rights to all information created for business purposes, regardless of the media used to create it, or the location of said information. Similarly, the employer retains ownership rights to all forms of intellectual property created by employees while working for the employer, regardless of the time, intent or location of its creation.
Employees shall not divulge, disclose, provide or disseminate business information to any third party at any time, unless the employer gives written authorization. Furthermore, business information shall not be used for any purpose other than its reasonable use in the normal performance of employment duties.
All business is intended to be performed using employer owned and operated property, including computers, telephones, letter-head, laptops etc. All information contained in, created or transmitted by employer owned and operated property is the sole property of the company.
Employees are prohibited from using personally owned equipment or property for the creation, transmission or storage of company business information.
If an employee creates, stores or transmits company business information on personally owned property, including, but not limited to, laptop computers, desktop computers, mobile telephones, memory cards, notebooks, PDAs, or loose-leaf paper, etc., the business information will remain the express property of the employer.
The employer reserves the right to inspect and/or audit the property of employees while on premise, where it is either known that they use personally owned property for the purposes of conducting company business, or where it is reasonably suspected that such properties contain company business information. These inspections/audits may be conducted at any time, with or without notice. These inspections/audits are not intended as a punitive measure and are used only for the protection of the employer’s business interests.
Upon retirement, resignation, layoff or termination, employees shall promptly return, without duplicating or summarizing, all material pertaining to the employer’s business that is in their possession including, but not limited to: all customer lists, physical property, documents, keys, electronic information, storage media, manuals, letters, notes and reports.
If a device containing company business information is password protected, the employee will be required to provide the correct user name and password for the device.
Intellectual Property
- Employees agree that any work they have created, or assisted in the creation of, at the behest of the employer including but not limited to, software, sales materials, user manuals, training materials, and any written or visual work constitutes work made for hire, and that the employer therefore holds the rights to said works.
- Employees cannot reproduce or publish these works, unless it is necessary to comply with normal employment duties.
- Employees agree that any inventions, discoveries, technology or ideas developed while under the employ of the employer are owned by the employer.
- Employees must sign all assignments and documents intended to establish the employer’s ownership of the invention, discovery, technology or idea.
- Employees must permit the employer to obtain and retain patents, copyrights, trademarks and other indications of ownership without any further claim towards the discovery, technology, invention, or idea.
- If an employee has developed any technology, invention, discovery or idea prior to employment with the employer, they are required to report, and claim ownership of it before their employment begins.
5.9 Anti-Theft
Intent
This policy is intended to communicate the seriousness with which the employer handles reports of theft and will provide reporting guidelines, anti-theft measures and disciplinary measures to be utilized by the company for substantiated claims.
Scope
This policy applies to the employer, its employees, contractors, volunteers and any individual acting on behalf of the employer always and without exception.
Bargaining members are requested to refer to their current Collective Agreement for procedures and guidelines pertaining to this policy. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
The employer will not tolerate the theft of property whether it is physical, intellectual, or the property of an employee or a visitor on the premises. Theft is a criminal offence and a serious violation of the employer’s standards of conduct and will result in either immediate suspension or termination of employment and possible criminal prosecution.
Theft affects everyone; it increases costs, decreases morale and threatens overall feelings of safety. Additional expenses related to product replacement, investigations, surveillance materials, and ensuing audits reduces funds that could otherwise be available for enhancements to benefits, training allowances, salaries and improvement to property, as well as for charities and other worthwhile programs.
The employer has a zero-tolerance policy towards theft. Any employee, visitor, contractor or guest that is found to have violated this Anti-Theft Policy will be prosecuted to the full extent of the law, and if employed by the company, will be subject to immediate suspension or termination with cause and without compensation.
When dealing with an allegation of theft, the action taken will depend upon the nature of the concern and may be subject to an internal investigation by management or an internal audit, and/or, the involvement of the police.
The investigation will give due consideration to the following:
- Resources required to investigate the allegation;
- Legal status of the allegation (i.e. theft, breach of procedure);
- Internal disciplinary procedures;
- Level of evidence required;
- Protection of data and documents;
- Minimizing the effect on the employer’s day to day business operations;
- Recovery of any lost funds and minimizing the potential for further loss;
- Review of any organizational improvements required to prevent reoccurrence.
Any employee who witnesses a theft or has reasonable suspicion that a theft has taken place is required to report the incident(s) immediately to their on-shift manager. All reports will be treated as strictly confidential and the informant will be protected from reprisal.
Failure to report any incidences of theft will be viewed as both gross negligence of duties and potentially as an accessory to the crime, and will be subject to legal, punitive or corrective action.
Anti-Theft Measures
Surveillance
The employer utilizes security cameras, computer surveillance and email and internet tracking to protect our employees and corporate physical and intellectual properties.
Security Identification
All employees are required to wear appropriate corporate name badges to provide a visible method of identification, such that our employees and security staff can readily recognize the presence of intruders and potential threats to the workplace.
Auditing for Fraud and Theft
The employer shall perform random audits that focus on high-risk areas of fraud. The audits are designed to reduce fraud and theft and the associated loss of revenue. The following areas will be subject to random audits:
- Expense reports
- Electronic data
- Payroll
- Purchasing
- Sales
- Accounts receivable
- Customer complaints
- Cash
- Inventory
If management receives a report of theft or has a reasonable suspicion that fraud or theft has occurred, the employer reserves the right to inspect and search the employee’s personal property (files, electronic media, lockers, desks and cubicles).
Relevant Documents
Duty to Report Policy
Code of Ethics Policy
5.10 Acceptance of Gifts Policy
Intent
The employer has adopted this policy to avoid any real or perceived conflict of interest that may arise from the acceptance of gifts from clients and guests and/or prospective clients or guests.
Scope
This policy applies to all employees always and without exception.
Bargaining members are requested to refer to their current Collective Agreement for procedures and guidelines pertaining to this policy. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Definition
Gift – Any item, product or service offered by any current or potential customer, guest or vendor, which may include, but not be limited to: money, services, discounts, meals, tickets to events, favours, or any other physical item that carries a monetary value in excess of $100.00.
Guidelines
To maintain ethical standards and to avoid any real or perceived conflicts of interest, employees of the company are prohibited from accepting gifts, money, discounts, meals, tickets to events or favours including a benefit to family members, friends or business associates in return for providing services the company would normally receive payment for. The exception to this policy is the acceptance of promotional gifts or gifts with a monetary value of less than $25.00 for example, promotional coffee mugs or other company branded items or the occasional working lunch.
Employees are directed to report to their manager any potential conflict of interest, customer attempt to create bias, or offer of a gift with a monetary value more than $100.00 that occurs in the performance of their regular job duties, or while off-duty, but acting as a representative of the organization. Reports must also be generated for all situations that involve requested attendance at events, receipt of gifts or meals from any vendors or potential vendors or their agents or representatives. The reporting and documentation must include the purpose of the meeting, meal, gift, event etc., and those in attendance.
In the event that any employee receives a gift that carries a monetary value in excess of $25.00, they are directed to return it to the sender with written acknowledgement of the gift, and politely decline the gift by making reference to the employer’s Conflict of Interest Policy unless otherwise discussed with the property specific general manager.
Where the employee is unable to return the gift, the gift must be forwarded to their manager for documentation, and donation for charitable purposes. A letter will be generated and forwarded to the individual or business that provided the gift to inform them of the employer’s Acceptance of Gifts Policy and will provide details of the decision to donate the gift to charity.
Employees are encouraged to conduct business during regular office hours, either on premises, or in meetings at a pre-determined client or vendor facility. The employer recognizes that circumstances may arise where employees are required to conduct business over lunch or dinner, where this form of meeting is specifically requested. In these circumstances, employees are required to report these meetings to their manager to receive authorization for attendance.
Employees are requested to pay for their own meal and submit a business expense form. Employees should not accept complimentary meals from any person or organization that has a business interest with the employer, as this may create a real or perceived conflict of interest.
Employees are prohibited from accepting tickets to, and/or attending cultural, social, charitable, political, recreational, or sporting events at the expense of any customer or vendor with a current business interest in the employer without prior authorization from management.
If any employee is requested by a customer or vendor to attend an event, where this event presents a potential benefit to the employer’s business interests, the employee must direct a written request to attend the event to their manager with a detailed rationale for attendance. Where the request receives approval, the employer shall pay the cost of the ticket or entry fee for the event.
If any employee is offered tickets to an event where the party offering the tickets will not be in attendance, or where there is no expectation that business will be conducted at the event, the offer must be politely declined using reference to this policy.
Relevant Document
Conflict of Interest Policy
Code of Ethics Policy
5.11 Nepotism Policy
Intent
The employer will strive to ensure that fair hiring practices are always utilized by the organization. To ensure that our organization and its hiring processes are free of any conflict of interest, we have adopted this policy to ensure that nepotism does not occur.
Scope
This policy applies to the employer, its employees and potential candidates for employment always and without exception.
Bargaining members are requested to refer to their current Collective Agreement for procedures and guidelines pertaining to this policy. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
This policy has been developed to incorporate the legislative requirements of Alberta, British Columbia and Ontario and shall be updated accordingly should the employer expand its operations into additional provinces.
Definitions
- Nepotism – Favoritism granted to relatives or close friends, usually in the form of hiring practices, and employment activities.
- Conflict of Interest – With respect to this policy, a conflict of interest exists when an individual can gain a special advantage due to being a relative or close friend of another employee, or conversely, where the employer is at risk because two or more employees are relatives. In the hiring and employment of relatives, conflict of interest situations include:
- Any influence exercised directly or indirectly by an employee in the selection and hiring process in which their friend or relative is a candidate;
- A direct or indirect supervisory relationship;
- The ability of one family member to influence or exert financial or administrative control over another;
- The ability of one family member to influence human resource matters including, but not limited to, performance reviews, preferred work assignments, promotions, reclassifications, disciplinary matters, special leaves, and/or access to additional hours and/or overtime; and/or
- Relatives that are employed in positions that establish a real or potential security, confidentiality, or financial risk to the employer.
- Family Member – For the purposes of this policy, immediate family members shall be defined as: Wife, Husband, Mother, Step-Mother, Father, Step-Father, Brother, Step-Brother, Sister, Step-Sister, Son, Step-Son, Daughter, Step-Daughter, Nephew, Niece or any In-Laws.
- Direct Reporting Relationship – A direct reporting relationship occurs when an employee reports directly to a friend or family member who is part of the management team.
- Indirect Reporting Relationship – An indirect reporting relationship occurs when an employee reports to a supervisor and the supervisor reports to a manager; thus, the employee indirectly reports to the manager.
Guidelines
In accordance with the Human Rights Code of Ontario, British Columbia and Alberta, the employer will not discriminate in its hiring practices on the basis that a person is a relative or close friend of a current employee. To this end, relatives and close friends of employees are eligible for employment if a direct or indirect supervisor/subordinate reporting relationship is not created between such employees.
The employer will ensure fair hiring practices by:
- Ensuring the hiring process is open and equitable, and candidates are selected in accordance with the employer’s’ hiring-related policies;
- Accepting applications from, and considering a member of an employee’s immediate family and close friends for employment if the candidate has all the requisite qualifications;
- Not directly or indirectly influencing the selection and hiring process in which their relative and/or close friend is a candidate;
- Having managers exclude themselves from any hiring process where their relative and/or close friend is a candidate;
If a real or perceived conflict of interest arises due to marriage/cohabitation, or if two or more related employees work in a situation where there is a real or perceived conflict of interest:
- The employees will notify their manager of the situation.
- The manager will work to assess the situation and determine whether there is a real or perceived conflict of interest. If there is a real or perceived conflict of interest, head office and/or the general manager will be informed.
- Head office and the general manager, in consultation with the employee’s immediate manager will make reasonable efforts to investigate suitable options for both employees.
If two related employees or two employees in a relationship are working in a real or perceived conflict of interest and fail to notify their manager, they may be subject to disciplinary action. If a manager has knowledge of a relationship between two employees where a real or perceived conflict of interest exists, the manager will address the concern with the employees and then notify the general manager. If the manager fails to notify the general manager, the manager may face disciplinary action.
Relevant Documents
Recruitment Policy
Conflict of Interest Policy
Employee Relationship Policy
5.12 Employee Relationship Policy
Intent
The purpose of this policy to communicate the expectations for professional conduct with respect to employees who are in a personal relationship with a colleague.
Scope
This policy applies to all employees and is effective once a romantic relationship begins between two employees. The employer appreciates that the workplace is a common place to meet and begin a relationship but expects a certain amount of decorum surrounding such relationships.
Unionized employees shall adhere to their current Collective Agreement for policies governing employee relationships. Where the Collective Agreement is silent, bargaining members of the employer shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
Employees engaging in romantic relationships and employees that become married or live in the same household may continue their employment with the employer provided that there is neither a direct or indirect managerial/subordinate relationship between the employees, or a conflict of interest, real or imagined, created as a result of the relationship.
If either a managerial/subordinate, or conflict of interest issue arises, the employer will work with the employees to accommodate them in a reasonable fashion. Possible resolution may require one of the employees to transfer to another position within the company. If this is not possible, one of the employees may be required to resign and seek employment elsewhere.
It is expected that employees that are in a romantic relationship with a colleague will always conduct themselves in a professional manner. Failing to do so will result in disciplinary action up to and including termination of one or both parties.
Relevant Document
Recruitment Policy
Conflict of Interest Policy
Nepotism Policy
SECTION 4 – Health and Safety
4.1 Health And Safety Committee Policy
4.2 Workplace Occupational Health And Safety Policy
4.4 Personal Protective Equipment Policy
4.5 Workplace Anti-Harrassment Policy
4.6 Reporting Workplace Injuries Compliance Policy
4.7 Workplace Accident Investigation Policy
4.9 Reasonable Accomodation Policy
4.10 Disability Management Policy
4.11 Accessible Customer Service Policy
4.13 Lifting And Material Handling Policy
4.15 Suspicion Of Impairment Policy
4.16 Slips, Trips and Falls Policy
4.17 Scent-Free Workplace Policy
4.18 Smoke-Free Workplace Policy
4.19 Kitchen Food & Beverage Labelling Policy
4.24 Right To Refuse Unsafe Work/Stop Work Policy
4.25 Emergency Response Policy
4.1 Joint Health and Safety Committee Policy
Intent
This policy is intended to communicate an outline of the Joint Health and Safety Committees’ duties, expectations and operating procedures.
Scope
This policy applies to all employees always and without exception.
Unionized employees are requested to refer to their current Collective Agreement for specific information pertaining to the Joint Health and Safety Committee. Where a Collective Agreement is silent on the issue, this policy will dictate requirements for unionized employees. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
This policy has been developed to incorporate the legislative health and safety requirements of Alberta, British Columbia and Ontario and shall be updated accordingly should the employer expand its operations into additional provinces.
Guidelines
In order to ensure the health and safety of its facilities, employees and guests, the employer requires each of its locations to organize and maintain a Joint Health and Safety Committee.
To carry out its functions, the Committee is required to hold regular meetings and carry out regular inspections of the workplace to identify hazards. All meetings are to be properly documented with appropriate minutes.
In determining an adequate size for the Committee, the following shall be taken into consideration:
- The physical size of the location
- The degree and number of potential hazards present in the workplace
- The number of employees at the location
- The number of departments
- The number of unions
- The number of shifts in a workday
Per provincial legislation, and to ensure adequate representation, the employer requires health and safety committees to be comprised of no fewer than four members employed at the location who are experienced in the various types of work carried out at that location.
The Committee will be comprised of both management and employee representatives. Where a union is present, the employer will ensure that the union is properly represented on the Committee as well. Two co-chairs will be chosen from within the Committee, one employee and one employer representative who will assume a leadership role for the Committee and will be responsible for:
- Controlling the monthly health and safety meetings
- Preparing necessary records and documentation
- Circulating and posting meeting reports and notices
The Joint Health and Safety Committee will fulfill the following functions:
- Identify and evaluate potential hazards and respond to health and safety concerns brought to it by employees;
- Identify solutions and recommend corrective action;
- Follow-up on implemented recommendations;
- Promote safe work practices as well as health and safety awareness;
- Ensure all employees are trained on safe work practices;
- Promote compliance with health and safety regulations and legislation.
- Make sure all accidents and injuries are reported, reviewed, investigated and documented.
- Make recommendations to the employer on ways to improve workplace health and safety; the employer must respond in writing to any concerns or recommendations within 21 days.
- Be present at the investigation of work refusal.
- If a worker is killed or critically injured on the job, the Committee has the obligation to inspect the scene of the accident and any machine, equipment, substance, etc. that may relate to the accident.
- Be entitled to request from management, information such as records, statistics and reports deemed meaningful to the effective operation of a workplace health and safety program.
- Assist in the development of workplace health and safety policies and procedures.
- Record and report to all staff via memo boards or other creative resources the number of days that the property is injury free.
- Request the annual summary of information from the Workplace Safety & Insurance Board about compensation claims related to the workplace of the employer. This information includes:
- Number of fatalities
- Number of lost-time injuries
- Number of work days lost
- Number of injuries requiring medical aid but did not involve lost work days
- Incidence of occupational illnesses
- Number of occupational injuries.
- The Committee shall meet at least once a month during regular working hours and on urgent matters, as required.
- Members of the Committee are entitled to time off from work for authorized activities related to the responsibility of the Committee.
- Committee members will not be held personally liable for anything done or omitted in good faith.
The employer will ensure that safety information is posted in highly visible areas throughout each of its properties. Safety postings will include:
- The Occupational Health & Safety Act, or Code, depending upon province of employment;
- The employer’s Health and Safety policy;
- The names of Committee members, their department and contact information;
- Minutes of Committee meetings;
- Names, work locations and contact information for first-aid attendants and,
- Other related information, as directed by a safety officer.
4.2 Workplace Occupational Health and Safety Policy
Intent
This policy is intended to provide workplace roles and responsibilities for all employees in order to ensure the health and safety of all employees and the maintenance of all facilities.
Scope
This policy applies to all employees always and without exception.
Unionized employees shall adhere to their current Collective Agreement for policies governing workplace occupational health and safety. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
This policy has been developed to incorporate the legislative health and safety requirements of Alberta, British Columbia and Ontario and shall be updated accordingly should the employer expand its operations into additional provinces.
General Guidelines
The employer is invested in the health and safety of its employees and guests and is committed to providing a safe and healthy working environment. Active participation by everyone, every day, in every job and task is necessary for the safety excellence.
Management will set an example and provide leadership, while employees are responsible for working towards continually improving the overall health and safety conditions at each property. Our goal is a healthy, injury-free work place and by combining our efforts we can achieve this.
The employer:
- Is responsible for supplying an effective strategy capable of managing any occupational health and safety concerns.
- Will ensure that resources are allocated and governed properly to achieve the health and safety requirements and ensure that their policies comply with the organization’s legal obligations.
- Will foster a workplace culture of safety.
- Will review the policies on an annual basis, and revise where necessary.
- Will liaise with government agencies to ensure workplace health and safety compliance.
- Will design and develop accident/incident reports and investigation procedures.
- Will review injury and illness reports identifying any trends and develop preventative solutions.
- Will maintain records, reports and statistics meaningful to the health and safety program and will make sure this information is readily available to the Joint Health and Safety Committee, employees and provincial government agencies.
On-site management:
- Will aid in developing, implementing, and enforcing policies and procedures.
- Will continually promote health and safety awareness with instruction, information, training and supervision to ensure the safe performance of employees.
- Will utilize the process of hazard identification, risk management and incident investigation.
- Will perform occupational health and safety inspections of the workplace to identify and control all hazards to employees.
- Are held accountable for the health and safety of workers under their supervision.
- Will ensure that machinery and equipment are safe and that employees work in compliance with established safe work practices and procedures.
- Will maintain an up-to-date working knowledge of health and safety regulations as mandated locally, provincially and federally.
Employees:
- Are responsible for compliance with occupational health and safety policies and procedures.
- Will protect his or her own health and safety by working in compliance with the law and with safe work practices and procedures established by the company.
- Will use appropriate personal protective equipment as required.
- Will report unsafe or potentially hazardous conditions to their manager or the Joint Health and Safety Committee.
- Will complete required occupational health and safety training.
- Will learn the posted Emergency Plan detailing their facilities procedures pertaining to: fire, weather, or medical emergency.
- Are encouraged to inform management or the Joint Health and Safety Committee of any matter they perceive to be an actual or potential workplace hazard.
Health & Safety Rules
These general safety rules are designed to provide all employees with a safe working environment. No rule can possibly cover every hazardous condition, so if you are in doubt, consult management or a member of the Joint Health and Safety Committee.
The employer will develop, implement and communicate rules specific to its various departments and locations and will ensure to incorporate associated procedures and equipment operating procedures. Employees will be made aware of these rules as part of the training for each specific work area, task or equipment operating procedure.
If you have not been properly trained for a task on how to use a piece of machinery or equipment, STOP and ask for help.
The following health and safety rules will be followed:
- Personal Protective Equipment (PPE) shall be worn on all jobs requiring the use of a PPE.
- Employees are strictly prohibited from wearing personal music devices while on duty. Such devices are considered to be a distraction and a hindrance to proper communication as well as the ability to hear in an emergency. Employees found wearing a personal music device while on shift will be subject to immediate disciplinary action.
- S.A. approved safety glasses with side shields are mandatory for maintenance work requiring the use of safety glasses.
- Proper footwear must be worn by all employees at all times.
- Materials shall not be piled or stacked higher than two times their base dimension.
- Prior to operating any piece of equipment, employees are required to refer to specific safe operating rules and procedures.
- All hazardous substances are to be labeled as per the WHMIS regulations and are to be handled as prescribed in the area work procedures or by the Material Safety Data Sheets (MSDS).
- Hazardous substances must be stored and transported only in approved containers. Disposal of hazardous materials must comply with environmental disposal rules for plant wastes.
- All workplace injuries and illnesses must be promptly reported to Management.
- All accidents, property damage, fires and spills are to be reported immediately to Management.
- Long hair, jewelry, or loose clothing is not permitted where there is a risk of entanglement. Hair may be tied up or otherwise confined.
- Employees shall not store or consume food or beverages near hazardous materials.
- Employees will not be working under the influence of drugs or alcohol.
Violation of these general safety rules may result in the issuance of a verbal warning and potentially formal discipline accompanied by re-instruction on the safety rule depending on the severity of the incident. Further violations may result in progression to the next step in the Progressive Discipline Policy up to and including termination of employment.
4.3 Workplace Hazardous Materials Information Systems (WHMIS) Compliance Policy
Intent
This policy is intended to communicate WHMIS procedures and guidelines.
Scope
This policy applies to all employees always and without exception.
Unionized employees shall adhere to their current Collective Agreement for policies governing WHMIS compliance. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
This policy has been developed to incorporate the legislative requirements of Alberta, British Columbia and Ontario and shall be updated accordingly should the employer expand its operations into additional provinces.
Guidelines
The employer values the safety and well-being of its employees, and will work with them to provide every reasonable safety measure possible. WHMS training and education is especially important due to the nature of services the organization provides. In compliance with all relevant legislation and as a duty to its employees to protect their health and safety, the employer will:
- Meet all legislative standards as outlined in provincial Occupational Health and Safety Acts, and ensure that information and training on hazardous materials is provided to all staff.
- Ensure that all controlled products are labelled or identified with appropriate WHMIS labels; and that all containers that contain hazardous materials have appropriate labels.
- Ensure that Material Safety Data Sheets (MSDS) are available for all controlled products in the workplace to provide additional information and detail hazard and precautionary information and that they are no more than three years old.
- Ensure that all workplace hazardous materials include the appropriate supplier labels and MSDS.
- Ensure that employees have full access to supplier labels and MSDS information.
- Ensure that until the supplier container is empty, the supplier label is not deliberately removed, destroyed or changed;
Training and Education
The employer shall provide appropriate WHMIS training and education for all staff members who are exposed or likely to be exposed to hazardous materials in the performance of their regular job duties. WHMIS training and education shall be tailored to the position the employee holds with the company and the frequency with which they are exposed to controlled and hazardous substances.
The employer, in conjunction with the Joint Health and Safety Committee, will review training and education programs and content annually, and revise where necessary. In the event of any changes, staff will be trained and educated regarding the change(s).
Employee Responsibilities and Rights
All employees that are active with products pertaining to this training must participate in WHMIS training and education.
Employees must report any violation of the Act, Code or regulations to management or a Joint Health and Safety Committee representative.
All employees have the right to know about the hazardous materials they are exposed to on the job. This includes:
- The right to review labels and MSDS, to receive instruction and training.
- Employees have the right to be included in discussions regarding the content of the program, the amount of training, who is to receive what training, who delivers the training, etc.
Workplace Hazardous Material Information System (WHMIS)
Both federal and provincial regulation direct employers to establish and enforce specified Workplace Hazardous Material Information System (WHMIS) procedures. The attached WHMIS Program has therefore been incorporated and will apply to all employees.
- Program Components
The employer’s Worksite Hazardous Material Information System consists of the following components:
- Product Classification
- Material Safety Data Sheets (MSDS)
- Labelling
- Handling Procedures
- Emergency Procedures
- Employee Education
- Program Audit
- Responsibility
- Product Classification
All hazardous materials classified as controlled products under the Federal Hazardous Products Act (HPA) and provincial Occupational Health & Safety Acts (OHSA) shall be handled in accordance with the employer’s WHMIS Program.
In general, controlled products are any product, material or substance identified, classified or categorized under the HPA or OHSA as:
- Compressed Gas
- Flammable or Combustible Material
- Oxidizing Material
- Poisonous or Infectious Material
- Corrosive Material and
- Dangerously Reactive Material
- Material Safety Data Sheets (MSDS)
A Material Safety Data Sheet is a technical document, produced and distributed by the supplier of a controlled product, which provides detailed and comprehensive information on the controlled product regarding:
- Health effects of overexposure to the product
- Hazard evaluation regarding the product’s handling, storage or use
- Measures to protect workers at risk of overexposure
- Emergency procedures
Material Safety Data Sheets are dated and valid for three years, after which time they must be replaced with an updated edition. It is the responsibility of the Joint Health and Safety Committee to ensure all MSDS’ are up to date.
- Labelling
All controlled products will have a supplier label identifying the following product information:
- Product identifier
- Supplier identifier
- Availability of Material Safety Data Sheet
- Hazard symbol
- Information for safe use of the product and risk phrases
- Precautionary measures
- First aid measures
Labels are a source of information on a controlled product designed to alert employers and employees in an easily understood way to the hazards of the product and the precautions to be taken. A label may be a mark, sign, stamp, device, seal, sticker, ticket, tag or wrapper and must be attached to, or imprinted, stencilled or embossed on the controlled product or a container of the product. Labels may be:
- Provided by the product supplier; or
- Produced locally by the workplace for materials manufactured/produced locally, by-products, or bulk materials that are repackaged or rebottled.
Should the label be necessarily small, labels will have as a minimum:
- Product identifier
- Hazard symbol
- Precautions to be taken
- Availability of Material Safety Data Sheet
- Handling Procedures
In the event that a Material Safety Data Sheet does not detail adequate handling information for the employer’s use, storage or handling of a controlled product and/or the use of protective equipment or clothing associated with the controlled product, written instructions and procedures will be created and will be made readily accessible for workers.
- Emergency Procedures
In the event that a Material Safety Data Sheet does not detail adequate emergency information for the containment, cleanup and disposal of a spill or emission release of a controlled product, or for the first aid and health and safety response for an overexposure to the controlled product, written instructions and procedures will be created and will be made readily accessible for workers as appropriate.
- Employee Education
All employees who work with or in the proximity of a controlled product will receive WHMIS education, which will consist of:
- Introduction to WHMIS regulations.
- How to read and understand the meaning of symbols and terminology on Material Safety Data Sheets and Labels.
- Use, handling and storage of each controlled product used by the employee.
- Use of protective equipment and clothing associated with the handling of each controlled product.
- Safety/emergency measures associated with each controlled product, including containment, clean up and disposal of spills or emission releases, plus first aid measures and health & safety responses (including the use of any equipment or technique) in the event of overexposure or potential for overexposure to a controlled product.
- Program Audit
- Each property will be audited once a year to verify ongoing applicability and compliance with each component of the WHMIS Program.
- Responsibility
- Each manager is responsible for administering and enforcing all components of the WHMIS program throughout their scope of operation and responsibility.
- Managers will have their employees undertake appropriate WHMIS education prior to working with or near a controlled product.
- All employees are responsible for learning and applying relevant components of the WHMIS program.
For more Information regarding WHMIS:
Alberta:
http://employment.alberta.ca/documents/whs/whs-pub_ch007.pdf
Ontario:
http://www.e-laws.gov.on.ca/html/regs/english/elaws_regs_900860_e.htm#BK5
British Columbia:
http://www2.worksafebc.com/topics/whmis/RegulationAndGuidelines.asp
4.4 Personal Protective Equipment (PPE) Policy
Intent
The employer has adopted this policy to ensure the health and safety of staff who operate machinery/equipment and to communicate the necessary personal protective equipment requirements.
Scope
This policy applies to all employees always and without exception.
Unionized employees shall adhere to their current Collective Agreement for policies governing personal protective equipment. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
This policy has been developed to incorporate the legislative requirements of Alberta, British Columbia and Ontario and shall be updated accordingly should the employer expand its operations into additional provinces.
Guidelines
To ensure employee safety, personal protective equipment is to be utilized in all appropriate situations to eliminate or mitigate the potential for injury.
The employer will meet all legislative requirements under the Ontario Occupational Health and Safety Act, BC’s Occupational Health and Safety Regulations and Alberta’s Occupational Health and Safety Code, regarding the use and provision of PPE.
- The employer will perform workplace hazard assessments and determine the appropriate forms of PPE for eliminating and/or mitigating the risk of injury.
- Following the risk assessment, if elimination, substitution, engineering, and administrative controls do not effectively control the hazard, PPE may be deemed necessary, either alone or in addition to other measures, to help protect workers.
- Where a form of PPE is required, all persons that will be required to perform work that involves a hazard, or will be in contact with or reasonably expected to encounter a potential hazard, shall be required to utilize appropriate forms of PPE.
- All PPE used shall meet the requirements of the Occupational Health and Safety Act/Code governing their province of employment.
- All PPE shall be used and maintained in accordance with the manufacturer’s recommendations.
- The employer issued PPE shall be inspected prior to each use and will be inspected annually to assess wear and tear. PPEs that are heavily used will be inspected more frequently.
- Any PPE that is damaged or requires repair must be removed from service and tagged “out of service”.
- Any PPE that has been tagged “out of service” may not be returned to service until it has been repaired and inspected by a qualified and competent person.
- If any damaged or malfunctioning PPE cannot be repaired, it shall be disposed of properly and replaced.
- The employer issued PPE may not be modified or changed in any way that contravenes the manufacturer’s instructions or specifications, or in such a way that would contravene applicable health and safety legislation.
Employees required to utilize personal protective equipment in the performance of their jobs, such as kitchen, maintenance and housekeeping staff, will be provided with a PPE specific to their role and department. Information pertaining to the required PPE will be communicated during the employee’s orientation or when new processes, procedures or equipment are introduced in the workplace. Employees are requested to refer to their manager for further information concerning the use of PPE in their department.
Occasionally employees will be required to supply and maintain in good condition their own form of PPE which must meet the employer’ strict requirements. For example, all employees are expected to wear appropriate footwear for their position and the type of work to be performed. For most employees, this includes a requirement that shoes have flat soles, be comfortable enough to facilitate long periods of standing, have non-slip grips and not have open toes.
4.5 Workplace Anti-Harassment/Bullying Policy
Intent
The employer is committed to ensuring a safe, productive and healthy working environment which is based on mutual respect. In pursuit of this goal, the employer does not condone and will not tolerate acts of harassment/bullying against or by any employee.
Our workplace anti-harassment/bullying policy is not meant to stop free speech or to interfere with everyday interactions. Usually, harassment can be distinguished from normal, mutually acceptable socializing. It is important to remember it is the perception of the receiver of the potentially offensive message be it spoken, a gesture, a picture or some other form of communication that determines whether something is acceptable or not.
Making a false complaint or providing false information about a complaint is prohibited and a violation of this Anti-Harassment/Bullying Policy. Individuals who violate this policy are subject to disciplinary and/or corrective action, up to and including termination of employment.
Scope
This policy applies to all individuals working for the organization including front line employees, temporary employees, contract service providers, contractors, management, officers or directors.
Unionized employees shall also be subject to the requirements of this policy, but may be subject to the Union’s grievance process for the filing of a formal complaint. Unionized employees are requested to refer to their current Collective Agreement for further information. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
The employer will not tolerate any form of harassment or discrimination against anyone at anytime, on any grounds. This commitment applies to all areas including hiring, training, performance assessment, promotions, transfers, layoffs, remuneration, guest services and all other employment practices and working conditions.
All employees are personally accountable and responsible for enforcing this policy and must make every effort to prevent discrimination or harassing behaviour and to intervene immediately if they observe a problem or if a problem is reported to them.
Canada’s Criminal Code deals with matters such as violent acts, threats and behaviours such as stalking. The police should be contacted immediately when an act of violence has occurred in the workplace or when someone in the workplace is threatened with violence. If anyone on any property feels threatened, then an immediate call to 911 is required.
It is important to realize that unfounded/frivolous allegations of personal harassment may cause both the accused person and the company significant damage. If it is determined by the company that any employee has knowingly made false statements regarding an allegation of personal harassment, immediate disciplinary action will be taken. As with any case of dishonesty, disciplinary action may include immediate dismissal.
Definitions
Personal Harassment – is any unsolicited, unwelcome, disrespectful or offensive behaviour or comment with an underlying sexual, bigoted, ethnic or racial connotation and can be typified as:
- Behaviour that is hostile in nature, and/or intends to degrade an individual based on personal attributes, including age, race, nationality, disability, family status, religion, gender, sexual orientation, and/or any other Human Rights protected grounds.
- Sexual solicitation or advance made by a person able to confer, grant or deny a benefit or advancement to the person where the person making the solicitation or advance knows or ought reasonably to know that it is unwelcome;
- Reprisal or a threat of reprisal for the rejection of a sexual solicitation or advance where the reprisal is made or threatened by a person able to confer, grant or deny a benefit or advancement to the person.
- Unwelcome remarks, jokes, innuendoes, propositions, or taunting about a person’s body, attire, sex or sexual orientation and/or religion;
- Suggestive or offensive remarks;
- Bragging about sexual prowess;
- Offensive jokes or comments of a sexual nature;
- Unwelcome language related to gender;
- Displaying of pornographic or sexist pictures or materials;
- Leering (suggestive persistent staring);
- Physical contact such as touching, patting, or pinching, with an underlying sexual connotation;
- For the most part, victims of sexual harassment are female. However, conduct directed by female employees towards males and between persons of the same sex can also be held to constitute sexual harassment.
- Any actions that create a hostile, intimidating or offensive workplace. This may include physical, verbal, written, graphic, or electronic means.
- Any threats of physical violence that endangers the health and safety of the employee.
Racial and Ethnic Harassment – is defined as any conduct or comment which causes humiliation to an employee because of their racial or ethnic background, their colour, place of birth, citizenship or ancestry. Examples of conduct which may be racial or ethnic harassment include:
- Unwelcome remarks, jokes or innuendos about a person’s racial or ethnic origin, colour, place of birth, citizenship or ancestry;
- Displaying racist or derogatory pictures or other offensive material;
- Insulting gestures or practical jokes based on racial or ethnic grounds which create awkwardness or embarrassment;
- Refusing to speak to or work with someone or treating someone differently because of their ethnic or racial background.
Workplace Violence or Bullying – is the exercise of physical force by a person against a colleague, that causes or could cause physical injury to the colleague and/or a statement or behaviour that is reasonable for a person to interpret as a threat to exercise physical force against them, that could cause physical injury to the employee.
If you believe you have been personally harassed, you should make a written complaint to management. The written complaint should include:
- the approximate date and time of the incident you wish to report
- the name of the person or persons involved in the incident
- the name of any person or persons who witnessed the incident
- a full description of what occurred in the incident
Once a written complaint has been received, the employer will complete a thorough investigation. Where a union is in operation, the employer shall work with the union and provide the union with the results of the investigation upon written request. Harassment will not be ignored; silence can, and often is, interpreted as acceptance.
The investigation will include:
- informing the harasser/respondent of the complaint
- interviewing the complainant, any other person involved in the incident and any identified witnesses
- interviewing any other person who may have knowledge of the incidents related to the complaint or any other similar incidents
A copy of the complaint, detailing the complainant’s allegations, is then provided to the respondent(s).
- The respondent is invited to reply in writing to the complainant’s allegations and the reply will be made known to the complainant before the case proceeds further.
- The Company will do its best to protect from unnecessary disclosure the details of the incident being investigated and the identities of the complaining party and that of the alleged respondent.
- During the investigation, the complainant and the respondent will be interviewed along with any possible witnesses. Statements from all parties involved will be taken and a decision will be made.
- If necessary, the Company will employ outside assistance or request the use of legal counsel.
- Where it is determined that harassment has occurred, a written report of the remedial action will be given to the employees concerned.
- A copy of the complaint will be put in the personnel files of everyone involved in the incident.
Even if the complainant decides not to lay a formal complaint, senior management may decide that a formal complaint is required (based on the investigation of the incident) and will file such document(s) with the person(s) against whom the complaint is laid (the respondent(s)).
If it is determined by the company that any employee has been involved in the harassment of another employee, immediate disciplinary action will be taken. Such disciplinary action may involve counselling, a formal warning or immediate dismissal.
Neither the name of the person reporting the facts nor the circumstances surrounding them will be disclosed to anyone whatsoever, unless such disclosure is necessary for an investigation or disciplinary action. Any disciplinary action will be determined by the Company and will be proportional to the seriousness of the behaviour. The employer will also provide appropriate assistance to any employee who is a victim of discrimination or harassment.
Employees will not be demoted, dismissed, disciplined or denied a promotion, advancement or employment opportunities because they rejected sexual advances of another employee or because they lodged a harassment complaint when they honestly believed they were being harassed.
4.6 Reporting Workplace Injuries – Compliance Policy
Intent
This policy has been developed in compliance with WSIB (Ontario), the Worker’s Compensation Board of Alberta and the WorkSafeBC’s reporting requirements to communicate the procedures and guidelines pertaining to the reporting of workplace injuries.
Scope
This policy applies to all employees always and without exception.
Unionized employees are requested to refer to their current Collective Agreement for specific information pertaining to reporting workplace injuries. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Please note: the reporting guidelines and procedures in this policy do not negate the reporting requirements required by government agencies for specific critical injuries or injuries resulting in bodily harm. Please refer to the company’s Workplace Accident Investigation Policy for specific reporting requirements as required by provincial Occupational Health and Safety legislation.
This policy has been developed to incorporate the legislative requirements of Alberta, British Columbia and Ontario and shall be updated accordingly should the employer expand its operations into additional provinces.
Guidelines
The employer will comply with all required federal and provincial regulations, legislation and workplace compliance issues regarding the correct reporting of any workplace injuries and occupational illnesses and will strive to prevent any potential occurrences through the implementation of health and safety policies and programs.
The employer will report all the following workplace injuries as required by provincially mandated reporting requirements:
British Columbia:
- The worker loses consciousness following the injury.
- The worker is transported or recommended by a first aid attendant or other employer representative to go to a hospital or other place of medical treatment.
- The injury is one that obviously requires medical treatment.
- The worker has received medical treatment for the injury.
- The worker is unable or claims to be unable because of the injury, to return to his or her usual job function on any working day after the day of injury.
- The injury or accident resulted or is claimed to have resulted in the breakage of eyeglasses, dentures or a hearing aid.
- The worker or WorkSafeBC has requested that an employer’s report be sent.
Alberta:
- Worker requires health care and/or;
- An injury that causes or is likely to cause the worker to be off the job beyond the day of the injury.
- Injury that requires modified work beyond the day of the injury.
- Injury that requires on-going medical attention.
- Injury causing permanent disability.
Ontario:
- Worker requires health care and/or;
- Is absent from regular work.
- Requires modified work at less than regular pay.
- Requires modified work at regular pay for more than seven calendar days following the date of accident.
When deciding whether to report an accident where a worker requires modified work at regular pay for more than seven calendar days, the employer will consider that:
- Shift workers, or those on irregular work patterns, may not be scheduled to work on the eighth calendar day. In these cases, the employer will report the accident if the worker requires modified work on the first shift that follows the eighth calendar day.
- The seven-calendar day period is not reset for workers that initially require modified work for less than seven calendar days, return to regular work for a brief period, and then require further modified work. In these cases, the requirement to report is based on whether the worker requires modified work after the initial seven calendar days following the date of accident.
- The employer will report an accident when an employee initially returns to work, but then requires modified work for more than seven calendar days. The use of calendar days reflects the notion that if an injury affects the worker’s ability to perform regular work after a week, health care is likely to be sought, regardless of the number of days worked.
The employer will report the accident to the WSIB/WCB/WorkSafeBC when a worker is injured, and the treatment received could only have been administered by a health care practitioner.
The employer will not report the accident to the WSIB/WCB if first aid is provided to a worker by a:
- Co-worker, manager, lay person, or
- Health care practitioner, when the first aid did not require the professional skills of that practitioner.
The employer will report when a worker has been exposed to, or is suspected of having been exposed to, an infectious disease.
The employer will report accidents using:
British Columbia:
- WorkSafeBC’s Employer’s Report of Injury or Occupational Disease
- WorkSafeBC-approved electronic reporting form.
Alberta:
- http://www.wcb.ab.ca/pdfs/employers/c040_instn.pdf
- WCB-approved electronic reporting form.
Ontario:
- The employer’s Report of Injury/Disease Form 7 (Form 7) (see wsib.on.ca);
- WSIB-approved electronic reporting form.
Where required under the regulations of provincial Health and Safety Acts/Codes, the employer will provide information to their Joint Health and Safety Committees. If a photocopy of the accident/injury report form is used for this purpose, personal information (e.g., the employee’s social insurance number, telephone number, earnings information, and pre-existing medical conditions) will be removed.
As soon as possible after an accident, workers are required to file a claim for benefits. They will also consent to disclose their functional abilities information, which is provided by the treating health care professional.
Injured employees will give a copy of the claim for benefits to both the WSIB/WCB/WorkSafeBC (whichever is applicable) and the employer. In the case of occupational diseases, employees will give a copy of the claim to the department to which the disease is associated.
The employer will ensure to adhere to the specific reporting timelines established by the WSIB (Ontario), the WCB Alberta and the WorkSafeBC upon learning of the worker injury/illness.
Province | Reporting Requirements |
British Columbia | Within three business days of the injury’s occurrence or within three business days of you or your representative becoming aware of the injury. |
Alberta | 72 hours after receiving notice or knowledge of the illness/injury. |
Ontario | Seven business days of the employer learning of the reporting obligation. (Business days are Monday to Friday, and do not include statutory holidays). |
Employees will receive a copy of the accident report that is provided to the WSIB/WCB/WorkSafeBC (including any additional information provided by the employer).
Employees should complete, sign and return required reporting forms as soon as possible following a work-related injury or becoming aware of an illness. The following table lists worker reporting deadlines as specified by the WSIB, WCB Alberta and WorkSafeBC.
Province | Reporting Requirements |
Alberta | Workers have two years from the date of injury or discovering the illness to provide report to the WCB |
Ontario | Claim must be filed within six months of an accident or learning of a disease. |
British Columbia | Workers have one year from the date of the injury or discovering the illness to provide report to WorkSafeBC. |
If the employee does not file the claim for benefits, or consent to the disclosure of functional abilities information within the designated timeframe, the WSIB/WCB/WorkSafeBC will not provide benefits unless, in its opinion, it is just to do so.
Due to the serious nature of workplace injuries and the importance of accurate and timely reporting, employees are expected to fulfill their obligations regarding the correct reporting of workplace injuries.
If a workplace accident is not properly reported, the employer may be subject to the penalties from the WSIB/WCB/WorkSafeBC.
References
British Columbia:
http://www.worksafebc.com/claims/default.asp
Alberta:
http://www.wcb.ab.ca/
Ontario:
www.wsib.on.ca
4.7 Workplace Accident Investigation Policy
Intent
The Workplace Accident Investigation policy is intended to provide investigatory procedures in compliance with provincial legislation in the event of a workplace accident. Accurate documentation, proper reports and investigations of workplace accidents will increase the company’s overall readiness to identify and resolve workplace safety issues, reduce workplace injuries, and increase efficiency.
Scope
This policy applies to all employees always and without exception.
Unionized employees are requested to refer to their current Collective Agreement for specific information pertaining to this Workplace Accident Investigation Policy. Where the Collective Agreement is silent, bargaining members of shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Please note the reporting guidelines and procedures noted in this policy do not negate the reporting requirements required by WSIB/WCB/WorkSafeBC. Please refer to the company’s Reporting Workplace Injuries – Compliance Policy for specific reporting requirements as required by the WSIB, WCB and WorkSafeBC.
This policy has been developed to incorporate the legislative requirements of Alberta, British Columbia and Ontario and shall be updated accordingly should the employer expand its operations into additional provinces.
Guidelines
The employer will comply with all required federal and provincial regulations, legislation and workplace compliance issues regarding health and safety, the correct reporting of any workplace injuries, and will strive to prevent workplace injuries through the implementation of health and safety policies, procedures and programs.
When an accident occurs a member of the Joint Health and Safety Committee should immediately be contacted for an investigation to be started, even if the injured employee is not available. The following should be determined (but not limited to):
- Identify root causes using “Basic/Root Cause Checklist”.
- Determine and implement temporary or, if possible, long term corrective measures to address root causes.
- Complete an accident investigation form and provide copies to the Joint Health and Safety Committee.
- Ensure that copies of all records reviewed (training records, maintenance records, work procedures, safety talks, equipment drawings) are attached to the accident investigation.
- Schedule follow-up to review effectiveness of the temporary and long-term corrective measures implemented.
*Remember that the purpose of an accident investigation is to identify the root causes of the accident and to put into place corrective measures to prevent a reoccurrence of the accident. The assessment of blame is not part of an accident investigation.
Basic/Root Causes of Many Accidents
Physical/Physiological | Mental or Psychological |
Inappropriate height or reach; Inappropriate weight or size; Limited ability to sustain body positions; Temporary disabilities; Fatigue due to task load or duration; Fatigue due to sensory overload; and Constrained movement. | Confusing directions; Conflicting demands; Preoccupation; Frustration; Routine, monotony; and Extreme judgment/decision demands. |
Knowledge/Skill | Tools and Equipment |
Lack of experience; Inadequate orientation; Inadequate initial training/instruction; Inadequate update training/instruction; Misunderstood directions; Inadequate practice; and Infrequent performance. | Inadequate standards or specifications; Inadequate availability; Inadequate adjustment/repair/maintenance; Inadequate inspection and/or monitoring; Improper loading or rate of use; Used by unqualified or untrained people; and Used for wrong purpose. |
Motivation and Supervision | Engineering |
Improper attempt to save time; Improper attempt to avoid discomfort; Inadequate performance feedback; Unclear or conflicting assignment of responsibility; Inadequate work planning; Inadequate reference documents, directives, guidance publications; Lack of supervisory/Management job knowledge; Inadequate matching of individual qualifications and job/task requirements; Inconsistent application of standards, procedures, rules; and Inadequate monitoring use of standards, procedures and/or rules. | Inadequate assessment of loss exposure; Inadequate consideration of human factors or ergonomics; Inadequate standards, specifications, design criteria; Inadequate assessment of operational readiness; Inadequate monitoring of initial operation; and Inadequate evaluation of changes. |
There is a legal requirement to report certain incidents or critical injuries to provincial government agencies. Below are tables outlining provincially-specific reporting obligations:
Alberta
Per Alberta’s Occupational Health and Safety Act, injuries and incidents must be reported to the Government of Alberta if they:
Type of Accident | Reporting Timeline |
Result in a death | Immediately notify Alberta’s Workplace Health and Safety Contact Centre |
Cause a worker to be admitted to hospital for more than two days | Immediately notify Alberta’s Workplace Health and Safety Contact Centre * |
Involve an unplanned or uncontrolled explosion, fire or flood that causes or has the potential to cause a serious injury | Immediately notify Alberta’s Workplace Health and Safety Contact Centre** |
Involve the collapse or upset of a crane, derrick or hoist | Immediately notify Alberta’s Workplace Health and Safety Contact Centre** |
Involve the collapse or failure of any component of a building or structure necessary for the structural integrity of the building or structure | Immediately notify Alberta’s Workplace Health and Safety Contact Centre** |
- Per Alberta’s Occupational Health and Safety Act, employers are required to err on the side of caution when providing a report of an employee who is admitted to the hospital for more than two days. If an employer believes the injury will result in the employee’s admittance to the hospital for more than two days, then the report should be filed immediately. If the employer is unsure, a report should be provided regardless. Employers are required to exercise due diligence and act within a reasonable time when providing the report. Should a minor injury that seemingly would not require hospital admittance for more than two days require such a timeframe, the employer is required to provide a report as soon as they become aware that the length of stay will be greater than two days. The employer must exercise due diligence and take all steps reasonably practical to ascertain this information.
** Employers must provide a report regarding such instances as soon as reasonably practical, for example after the fire or flood has been safely contained or controlled.
Ontario
Per Ontario’s Occupational Health and Safety Act, the following requires reporting to the Ministry of Labour:
Type of Accident | Reporting Timeline |
Critical Injury as defined below | Immediately notify the Ministry of Labour by phone or other direct means and provide a written report within 48 hours |
Accident, explosion or fire where a worker is disabled or requires medical attention | Notify the Joint Health and Safety Committee within four days of the incident, and provide written report to the Ministry of Labour if required by the inspector |
Where an employer has been told that an employee or former employee has an occupational illness | Written report must be supplied to the Ministry of Labour within four days |
As defined in Regulation 834, of Ontario’s Occupational Health and Safety Act, a “critical injury” is an injury of a serious nature that:
- Places life in jeopardy;
- Causes unconsciousness;
- Results in substantial blood loss;
- Involves the fracture of a leg or arm but not a finger or toe;
- Involves the amputation of a leg, arm, hand or foot but not a finger or toe;
- Consists of burns to a major portion of the body; or
- Causes the loss of sight in an eye(s).
British Columbia
Per British Columbia’s Workers’ Compensation Act, the employer must immediately notify WorkSafeBC of the occurrence of any accident that:
Type of Accident | Reporting Timeline |
Any incident that kills, causes risk of death, or seriously injures a worker | Immediately notify WorkSafeBC via their emergency and accident reporting phone line |
Any blasting accident that results in injury, or an unusual event involving explosives | Immediately notify WorkSafeBC via their emergency and accident reporting phone line |
A driving incident that causes death, injury, or decompression sickness requiring treatment | Immediately notify WorkSafeBC via their emergency and accident reporting phone line |
A major leak or the release of a dangerous substance | Immediately notify WorkSafeBC via their emergency and accident reporting phone line |
A major structural failure or collapse of a structure, equipment, construction support system or excavation | Immediately notify WorkSafeBC via their emergency and accident reporting phone line |
Any serious mishap | Immediately notify WorkSafeBC via their emergency and accident reporting phone line |
- When notified of a critical injury/injury causing bodily harm a management representative will immediately proceed to the accident scene and ensure that the area is secured and remains undisturbed until released by a government inspector. The scene of the incident/accident may only be disturbed to:
- Attend to any persons who may have been injured or killed
- Prevent any further injuries or death
- Protect property that is endangered because of the accident
- Management will contact a member of the Joint Health and Safety Committee and any other individual knowledgeable about the type of work involved and will conduct a joint investigation of the accident with those individuals.
- Management will call the required reporting centre as determined by their province of employment. Keep detailed notes as to the times of all calls, the name of the officer(s) spoken to, and details of the discussions.
- If the root causes of the accident and corrective actions are identified, review these with the government official. Have the safety committee member present to talk with the official to confirm what has taken place.
- If the accident investigation has been completed and the official agrees with the corrective actions, they will release the accident scene and plan to investigate the following day. If the official decides to investigate immediately, the accident scene must remain secured until the investigation has been completed. Arrange to have copies of all relevant documentation such as training records, maintenance records, work procedures, etc. available for the official.
- Where corrective actions have been identified, and agreed upon, the employer will implement these corrective actions immediately to prevent the recurrence of such an event. A completed report of the actions taken will be submitted to the Joint Health and Safety Committee.
- Complete and submit, where required, documentation to the appropriate government agency notifying them of the critical injury; this may also include a copy of the completed accident investigation.
4.8 Injury Claims Policy
Intent
This policy is designed to provide employees with a set of guidelines so that all workplace injury claims are handled in the correct manner, ensuring employees are provided with the benefits they require in a timely manner.
This policy has been developed using the WSIB (Ontario), WCB (Alberta) and WorkSafeBC as guidelines.
Scope
This policy applies to all employees always and without exception.
Unionized employees are requested to refer to their current Collective Agreement for specific information pertaining to this policy. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Please note: the reporting guidelines and procedures noted in this policy do not negate the reporting requirements required by WSIB/WCB/WorkSafeBC. Please refer to the company’s Reporting Workplace Injuries – Compliance Policy for specific reporting requirements as required by the WSIB, WCB and WorkSafeBC.
This policy has been developed to incorporate the legislative requirements of Alberta, British Columbia and Ontario and shall be updated accordingly should the employer expand its operations into additional provinces.
Guidelines
In the event of a workplace injury or occupational disease, the employer will comply with all federally and provincially mandated legislation as well as relevant WSIB/WCB/WorkSafeBC regulations. It is in everyone’s best interest to ensure that injured workers receive benefits for their injuries where appropriate, as this will assist them in coping with the injury, and facilitate their recovery.
Any employee who is entitled to receive benefits under the WSIB/WorkSafeBC/WCB insurance plan is required to:
- Provide the WSIB/WCB/WorkSafeBC with any information necessary to adjudicate the claim;
- Co-operate in health care measures the WSIB/WCB/WorkSafeBC considers appropriate;
- Undergo an examination by a health professional selected and paid for by the WSIB/WCB/WorkSafeBC where required;
- Undergo an examination by a health professional selected and paid for by the employer if directed by the WSIB/WCB/WorkSafeBC;
- Co-operate in the Early and Safe Return to Work (ESRTW) program;
- Co-operate in all aspects of work reintegration assessments and plans;
- Co-operate in all aspects of return to work (RTW) placement programs.
If the employee fails to meet these obligations, the WSIB/WCB/WorkSafeBC benefits may be reduced or suspended. The decision to reduce or suspend WSIB/WCB benefits is not at the discretion of the employer, and is made by the WSIB/WCB/WorkSafeBC.
It is expected that the WSIB/WCB/WorkSafeBC will determine appropriate and reasonable health care measures based on their extensive experience in handling similar cases, and will maintain the best interests of the employee always.
In accordance with the requirements of the WSIB/WCB/WorkSafeBC, employees will be required to provide the WSIB/WCB with all necessary and/or requested information to assist them in the process of claims management.
If an employee is required by the WSIB/WCB/WorkSafeBC to obtain pertinent employment and/or claims related information from a third party, and fails to do so, the WSIB/WCB/WorkSafeBC will review the case to determine if all reasonable steps to acquire the information were taken. If the WSIB/WCB/WorkSafeBC is not satisfied that all reasonable steps have been taken, or where the employee simply fails to provide the necessary information, the WSIB/WCB/WorkSafeBC may reduce or suspend the provision of benefits until the employee can produce the required information.
Examples of non-co-operation may include:
- Changing health care professional without WSIB/WCB/WorkSafeBC approval;
- Not following prescribed treatment;
- Intentionally abusing prescription medication; or
- Missing appointments with health care practitioners.
If an employee produces a legitimate reason for their inability to follow the prescribed plan of treatment, the WSIB/WCB/WorkSafeBC will consult their health care staff to consider the rationale and determine the availability of acceptable alternatives.
If the WSIB/WCB/WorkSafeBC directs the employer to request a health examination, the employee will be required to undergo the examination as directed. If an employee fails to do so, the WSIB/WCB/WorkSafeBC may reduce or suspend benefits until the employee cooperates.
The employer will communicate effectively with the WSIB/WCB/WorkSafeBC regarding the return to work process and employees are required to cooperate; if an employee fails to cooperate with the process, the WSIB/WCB/WorkSafeBC may reduce or suspend benefits until the employee cooperates. Employees will be required to co-operate by:
- Participating in the preparation of the program;
- Fulfilling the mutually agreed upon commitments outlined in the program (such as modified duties), and taking into consideration penalties for non-compliance as per WSIB/WCB/WorkSafeBC.
If it is determined that an employee has committed a claims-related offence or fraud, the WSIB/WCB/WorkSafeBC will reduce or suspend their benefits in accordance with the provincially specified penalties of the WSIB/WCB/WorkSafeBC.
4.9 Reasonable Accommodation Policy
Intent
The employer will work to achieve a workplace free of barriers by providing accommodation for those individuals requiring it. Every effort will be made such that the impact of accommodation will not affect other employees.
Scope
This policy applies to all employees, and candidates for employment always and without exception.
Unionized employees are requested to refer to their current Collective Agreement for specific information pertaining to reasonable accommodation. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
This policy has been developed to incorporate the legislative requirements of Alberta, British Columbia and Ontario and shall be updated accordingly should the employer expand its operations into additional provinces.
Guidelines
The employer has adopted this policy to ensure that staff are provided with employment that is ethical and fair, and complies with all applicable employment and human rights legislation.
The employer will work with any individual requesting either permanent or temporary accommodation and ensure that the measures taken are both effective and mutually agreeable. The employer encourages individuals to make any needs for accommodation known to management, and to work with them to ensure the necessary work modifications are satisfactorily completed.
The employer shall provide accommodation as appropriate when possible, using a consultative approach that involves the company, the individual, and if appropriate, any applicable union representatives, healthcare professionals, and other third parties.
The following definitions for a person with a disability are sourced from the Human Rights Codes of the various provinces in which the employer currently operates:
Ontario
- Any degree of physical disability, infirmity, malformation or disfigurement that is caused by bodily injury, birth defect or illness and, without limiting the generality of the foregoing, including diabetes mellitus, epilepsy, and any degree of paralysis, amputation, lack of physical coordination, blindness or visual impediment, deafness or hearing impediment, or physical reliance on a guide dog or on a wheelchair or other remedial appliance or device;
- A condition of mental impairment or developmental disability;
- A learning disability, or a dysfunction in one or more of the processes involved in understanding or using symbols or spoken language;
- A mental disorder; or
- An injury or disability for which benefits were claimed or received under the Workplace Safety and Insurance Act.
Alberta
- Any degree of physical disability, infirmity, malformation or disfigurement that is caused by bodily injury, birth defect or illness. This includes, but is not limited to, epilepsy; paralysis; amputation; lack of physical coordination; visual, hearing and speech impediments; and physical reliance on a guide dog, service dog, or wheelchair or another remedial appliance or device.
- Mental disability is defined as any mental disorder, developmental disorder or learning disorder, regardless of the cause or duration of the disorder.
British Columbia
- British Columbia’s Human Rights Code does not give a definition of a mental or physical disability.
- Any employee requesting accommodation must make a request to their manager or immediate supervisor. The manager is responsible for ensuring that a written description of the accommodation plan is prepared for the employee.
In the creation of an accommodation plan, the employer will:
- Determine objectives for performance in the role, and potential barriers.
- Create a plan for achieving the objectives in an alternate manner.
- Examine the options for accommodation, and select the most appropriate.
- Where necessary, consider redesigning or restructuring the position.
- Implement the accommodation process.
- Provide training as appropriate.
- Review and revise the plan based on feedback.
In some cases, due to an inability to accommodate an individual in their current role, management will be required to place the employee in a different yet lateral position. This may require the assistance of third parties with specialized expertise.
Where an employee is placed in an alternate position, the employer shall ensure that the employee has the requisite qualifications and skill-sets necessary for success in the position, can perform the tasks associated with the position, and that the employee agrees that the alternate work is acceptable. It is at management’s discretion to implement a probationary period for the employee in the new role. Necessary training will be provided and all attempts will be made to ensure the success of the employee.
The union must cooperate in the accommodation process of any employee they represent.
Where the accommodation required necessitates an investment in materials, equipment or increased budget for the position, requests for financing must be directed to head office.
The employer will work to provide workplace accommodation up to the point of undue hardship. Undue hardship may occur where it is established that no forms of appropriate accommodation exist, or where the creation of accommodation would cause excessive costs that create undue hardship for the organization, or where the accommodation would create a health and safety hazard.
Any individual communicating the need for accommodation shall be considered in a manner that is non-discriminatory, and respectful of our Human Rights obligations.
Failure to comply with this policy may result in disciplinary action up to and including termination.
4.10 Disability Management Policy
Intent
The employer has adopted this policy to ensure that staff members are provided with appropriate rehabilitation and support programs designed to assist them in the recovery process from a serious illness or injury. The employer will provide a work environment that provides support for employees with disabling injuries, illnesses or chronic medical conditions, allowing them to have a suitable level of productivity and ensuring they continue to contribute to the success of the organization.
Scope
This policy applies to all employees requiring disability management in the work environment.
Bargaining members are requested to refer to their current Collective Agreement for specific details concerning disability management. Where a Collective Agreement is silent on the issue, this policy shall dictate disability management procedures for unionized employees. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
Employees will be provided with a long-term disability plan through a contract with their employer hotel’s insurance carrier. If an employee has been in receipt of LTD benefits and is then deemed fit to return to work, the employer will provide a return to work/accommodation plan to reintegrate the employee into his/her previous position or will find alternate suitable employment within the organization. The employer will work with the employee to modify job functions or tasks for the injured employee to allow them to successfully transition back into the work environment.
The employer will ensure the required task or environmental modifications are completed prior to the employee’s return to work. Where job reassignment is necessary, a thorough internal job search will be conducted thus ensuring the employee is provided with available and suitable work that the employee can perform safely and competently.
If a thorough internal job search has been completed and no suitable work is available, the employer shall determine a reasonable course of action in consultation with management, a labour relations representative and/or legal counsel.
4.11 Accessible Customer Service Policy
Intent
This policy is intended to meet the requirements of Accessibility Standards for Customer Service, Ontario Regulation 429/07 under the Accessibility for Ontarians with Disabilities Act, 2005, and applies to the provision of goods and services to the public or other third parties, not to the goods themselves. The employer will meet this standard for all customers across the country, at all its properties.
All goods and services provided by the employer shall follow the principles of dignity, independence, integration and equal opportunity.
Scope
This policy applies to all employees always and without exception. This policy applies to the provision of goods and services on all premises owned and operated by the employer.
Unionized employees shall adhere to their current Collective Agreement for policies governing accessible customer service. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
The employer understands that not all staff members employed by the organization will be subject to the legal ramifications of Ontario’s Accessibility Standards due to their geographic location and employment outside of the province of Ontario. Nonetheless, all employees of the organization shall be subject to the principles and requirements of this policy as the employer endeavours to treat all its clients equitably regardless of geographic location.
Definitions
Assistive Device – is a technical aid, communication device or other instrument that is used to maintain or improve the functional abilities of people with disabilities. Personal assistive devices are typically devices that customers bring with them such as a wheelchair, walker, oxygen tank or anything that might assist in hearing, seeing, communicating, moving, breathing, remembering and/or reading.
Disability – the term disability as defined by the Accessibility for Ontarians with Disabilities Act, 2005, and the Ontario Human Rights Code, refers to:
- any degree of physical disability, infirmity, malformation or disfigurement that is caused by bodily injury, birth defect or illness and, without limiting the generality of the foregoing, includes diabetes mellitus, epilepsy, a brain injury, any degree of paralysis, amputation, lack of physical co-ordination, blindness or visual impediment, deafness or hearing impediment, muteness or speech impediment, or physical reliance on a guide dog or other animal or on a wheelchair or other remedial appliance or device;
- a condition of mental impairment or a developmental disability;
- a learning disability, or dysfunction in one or more of the processes involved in understanding or using symbols or spoken language;
- a mental disorder; or
- an injury or disability for which benefits were claimed or received under the insurance plan established under the Workplace Safety and Insurance Act, 1997.
Guide Dog – is a highly-trained working dog that has been trained at one of the facilities listed in Ontario Regulation 58 under the Blind Persons’ Rights Act, to provide mobility, safety and increased independence for people who are blind.
Service Animal – as reflected in Ontario Regulation 429/07, an animal is a service animal for a person with a disability if:
it is readily apparent that the animal is used by the person for reasons relating to his or her disability; or
if the person provides a letter from a physician or nurse confirming that the person requires the animal for reasons relating to the disability.
Service Dog – as reflected in Health Protection and Promotion Act, Ontario Regulation 562 a dog other than a guide dog for the blind is a service dog if:
- it is readily apparent to an average person that the dog functions as a service dog for a person with a medical disability;
- or the person who requires the dog can provide on request a letter from a physician or nurse confirming that the person requires a service dog.
Support Person – as reflected in Ontario Regulation 429/07, a support person means, in relation to a person with a disability, another person who accompanies him or her to help with communication, mobility, personal care, medical needs or access to goods and services.
Guidelines
In accordance with the Accessibility Standards for Customer Service, Ontario Regulation 429/07, this policy addresses the following:
- The Provision of Goods and Services to Persons with Disabilities;
- The Use of Assistive Devices
- The Use of Guide Dogs, Service Animals and Service Dogs
- The Use of Support Persons
- Notice of Service Disruptions
- Customer Feedback
- Training
- Notice of Availability and Format of Required Documents
The Provision of Goods and Services to Persons with Disabilities
The employer will make every reasonable effort to ensure that its policies, practices and procedures are consistent with the principles of dignity, independence, integration and equal opportunity by:
- ensuring that all customers and guests receive the same value and quality;
- allowing customers and guests with disabilities to do things in their own ways, at their own pace when accessing goods and services as long as this does not present a safety risk;
- using alternative methods when possible to ensure that customers and guests with disabilities have access to the same services and in a similar manner;
- considering individual needs when providing goods and services; and
- communicating in a manner that considers the customer or guests’ disability.
Assistive Devices
Persons with disabilities may use their own assistive devices as required when accessing goods or services.
In cases where the assistive device presents a safety concern or where accessibility might be an issue, other reasonable measures will be used to ensure the access of goods and services.
For example, where elevators may be out of service and where an individual requires assistive devices for the purposes of mobility, the guest shall be accommodated on the main floor and a location that meets the needs of the individual.
Some assistive devices may be available at employer properties but will vary from location to location. Please refer to your manager in order to familiarize yourself with the complete list of your location’s available assistive devices. In providing such devices, employees will be trained on the proper use and set up of such devices in order to ensure ease of use and proper functioning.
Guide Dogs, Service Animals and Service Dogs
A guest or customer with a disability that is accompanied by guide dog, service animal or service dog will be allowed access to premises that are open to the public unless otherwise excluded by law. “No pet” policies do not apply to guide dogs, service animals and/or service dogs.
A guest or customer with a disability that is accompanied by guide service dog will be allowed access to the hotels’ food service areas that are open to the public unless otherwise excluded by law. Other types of service animals are not permitted into food service areas due to the Health Protection and Promotion Act, Ontario Regulation 562 Section 60.
Exclusion Guidelines
If a guide dog, service animal or service dog is excluded by law as detailed below, alternative methods will be offered to enable the person with a disability to access goods and services, when possible (for example, securing the animal in a safe location and offering the guidance of an employee).
Applicable Laws
The Health Protection and Promotion Act, Ontario Regulation 562 Section 60, normally does not allow animals in places where food is manufactured, prepared, processed, handled, served, displayed, stored, sold or offered for sale. It does allow guide dogs and service dogs to go into places where food is served, sold or offered for sale. However, other types of service animals are not included in this exception.
Dog Owners’ Liability Act, Ontario: If there is a conflict between a provision of this Act or of a regulation under this or any other Act relating to banned breeds (such as pitbulls) and a provision of a by-law passed by a municipality relating to these breeds, the provision that is more restrictive in relation to controls or bans on these breeds prevails.
Recognizing a Guide Dog, Service Dog and/or Service Animal
If it is not readily apparent that the animal is being used by the guest or customer for reasons relating to his or her disability, verification from the individual may be requested and may include:
- a letter from a physician or nurse confirming that the person requires the animal for reasons related to the disability;
- a valid identification card signed by the Attorney General of Canada; or,
- a certificate of training from a recognized guide dog or service animal training school.
The guest or customer that is accompanied by a guide dog, service dog and/or service animal is responsible for maintaining care and control of the animal at all times.
If a health and safety concern presents itself for example in the form of a severe allergy to the animal, the employer will make all reasonable efforts to meet the needs of all individuals.
Support Persons
If a guest or customer with a disability is accompanied by a support person, both persons are allowed to enter the premises together and the guest/customer will not be prevented from having access to the support person. In situations where confidential information might be discussed, consent will be obtained from the guest/customer, prior to any conversation where confidential information might be discussed.
Notice of Disruptions in Service
Service disruptions may occur due to reasons that may or may not be within the control or knowledge of the employer. In the event of any temporary disruptions to facilities or services that guests or customers with disabilities rely on, reasonable efforts will be made to provide notice. In some circumstances such as in the situation of unplanned temporary disruptions, notice may not be possible.
If a notification needs to be posted the following information will be included unless it is not readily available or known:
- goods or services that are disrupted or unavailable
- reason for the disruption
- anticipated duration
- a description of alternative services or options
When disruptions occur, notice will be provided by:
- posting notices in conspicuous places including at the point of disruption, at the main entrance and the nearest accessible entrance to the service disruption and/or on the company’s website or social media;
- contacting guests with reservations;
- verbally notifying customers and guests when they are making a reservation or checking in; or
- by any other method that may be reasonable under the circumstances.
Feedback Process
Any guest wishing to provide feedback can do so by emailing the general manager or other appropriately designated person, as found on the contact information page of the Hotel’s website or social media.
Training
Training will be provided to:
- all employees, volunteers, agents and/or contractors who deal with the public or other third parties that act on behalf of the employer.; for example: front of house staff, valets, housekeeping, food and beverage employees, other vendors; and,
- those who are involved in the development and approval of customer/guest service policies, practices and procedures.
As reflected in Ontario Regulation 429/07, regardless of the format, training will cover the following:
- A review of the purpose of the Accessibility for Ontarians with Disabilities Act, 2005.
- A review of the requirements of the Accessibility Standards for Customer Service, Ontario Regulation 429/07.
- Instructions on how to interact and communicate with people with various types of disabilities.
- Instructions on how to interact with people with disabilities who:
- use assistive devices;
- require the assistance of a guide dog, service dog or other service animal; or
- require the use of a support person (including the handling of admission fees).
- Instructions on how to use equipment or devices that are available at our premises or that we provide that may help people with disabilities.
- Instructions on what to do if a person with a disability is having difficulty accessing your services.
- policies, procedures and practices pertaining to providing accessible customer service to customers with disabilities.
4.12 First Aid Policy
Intent
The employer has adopted this policy to ensure the ongoing health and safety of our employees. The employer will ensure that appropriate first aid supplies are maintained and accessible, and that a trained and competent individual is always on-site to attend to any first aid needs of the company’s employees.
Scope
This policy applies to all employees always, without exception.
Unionized employees are requested to refer to their current Collective Agreement for specific information pertaining to this policy. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
This policy has been developed to incorporate the legislative requirements of Alberta, British Columbia and Ontario and shall be updated accordingly should the employer expand its operations into additional provinces.
Guidelines
The employer will adhere to the specific legislative requirements pertaining to first aid in the workplace for each province in which it operates. Management will ensure that appropriate numbers of staff receive and maintain first aid and CPR training as required and training will be provided by a provincially-approved first aid training company; the cost of training will be covered by the employer and the employee will be compensated for their time with their regular wage rate. Management will also:
- Ensure first aid kits are adequately stocked with appropriate supplies as required by provincial legislation and that they are within quick and easy access to employees.
- Conduct first aid kit inspections on a quarterly basis and maintain records of these inspections.
- Ensure a copy of required first aid postings including the first aid certificates of trained employees, are displayed in high-visibility locations.
- Ensure emergency procedures and emergency phone numbers are posted at each first aid station.
- Report injuries that occur promptly, and accurately complete the required documentation.
- Ensure the timely investigation of all accidents that result in injury.
- Maintain an electronic database identifying the location of all first aid kits, the names of designated first aiders in each department/on each shift and the expiration date of any training or certification held.
All first aid records will be kept for a minimum of three years, will be held in strict confidence, and will be made readily available for inspection as required by law.
First Aid Procedures
- In the event of an injury, first aid is to be administered immediately followed by proper medical treatment if necessary.
- The first person on the scene of an injury should immediately contact the appropriate authorities and/or the closest qualified First Aid responder utilizing the appropriate emergency communication system such as the closest hotel phone, two-way radio or cell phone.
- If the first person on the scene has appropriate First Aid/CPR training, they are directed to provide first aid/CPR in accordance with their level of training, using the first aid materials available.
- As necessary, the first aider, or another nearby person will call 911.
- The first aider will complete an injury treatment record for the incident.
- A member of the Joint Health and Safety Committee will notify the injured person’s emergency contact after the status of the injured persons’ condition is known.
- A member of the Joint Health and Safety Committee will document the incident and ensure a copy of the report is put in the employee’s personnel file.
First aid kits will be clearly identifiable and will be kept clean, dry, ready for use and readily available at all times. When determining the type of kit(s) to be supplied in the workplace, the employer will adhere to the first aid kit schedule for the province of operation.
British Columbia:
WorkSafeBC’s Occupational Health and Safety Guidelines Part 3: Occupational First Aid
http://www2.worksafebc.com/Publications/OHSRegulation/Part3.asp#SectionNumber:3.14
Alberta:
Occupational Health and Safety Code First Aid Schedule 2:
http://employment.alberta.ca/documents/whs/whs-leg_ohsc_2009.pdf
Ontario:
WSIB/CSPAAT Ontario Regulation 1101 First Aid Requirements.
http://www.wsib.on.ca/files/Content/DownloadableFileFirstAidRequirementsreg1101/FAEng.pdf
4.13 Lifting and Material Handling Procedures
Intent
The employer has adopted the following procedures for lifting and handling materials to ensure the ongoing health and safety of our employees, and to minimize the incidence of musculoskeletal injuries (MSI) in the workplace.
Scope
This policy applies to all employees always and without exception.
Unionized employees are requested to refer to their current Collective Agreement for specific information pertaining to Lifting and Material Handling Procedures. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
Prior to the manual lifting, pushing, pulling, handling, carrying or transportation of any materials that may cause strain or injury, the employee must examine the material and determine:
- Approximate weight of the load;
- Size and shape of the load;
- The distance that the load must be physically moved, either manually or with the assistance of a device; and
- The best possible solution for moving the load.
If a load is determined to be either too heavy or awkward to move manually, or where a device that could reasonably move the load is unavailable, the employee must consider alternate methods for moving the load.
Lifting Guidelines
- Maintain the natural curvature of your lower back – Note that when you are standing straight, your lower back has a natural curve, creating a slight hollow at the small of the back. When lifting, lowering or moving a load, try to maintain the curve as your spine and back are their most stable in this position.
- Use your core strength – By contracting your core abdominal muscles when lifting, lowering or moving materials, your body will naturally be more rigid and stable, reducing the incidence of injury.
- Avoid twisting – By twisting your back, stability is decreased, as you are no longer using the major muscles of your spine and core, and thus increase the probability of injury.
- Hold the load close to your body – By holding the load close to your body, you can avoid awkwardly bending over, and can use the major muscles in your body. Where appropriate, utilize protective clothing and/or gloves or PPE to avoid injuries that may occur because of holding sharp, dirty, hot, or cold objects close to the body.
Pushing and Pulling Guidelines
Where possible, push materials/loads. Pushing a load is easier as the human body can generate greater force when pushing as opposed to pulling, and you can lean your entire body weight into the load where necessary.
Where possible, use an appropriate transportation device (trolley, cart, wheelbarrow, etc.) to push a load.
Where a load is pulled, you increase the risk of injury due to:
- Running over the feet/ankles, or being struck by carts or trolleys;
- Strain injuries caused by pulling a load while facing the direction of travel, placing the shoulder and back in an awkward posture;
- Potential injuries caused due to an inability to see where you are going if you are pulling and walking backwards.
4.14 Drug and Alcohol Policy
Intent
The employer is committed to fostering an environment that is free of drugs and alcohol, except where sold and consumed in licensed restaurants/bars or in hotel guest rooms. The company will not tolerate the usage or abuse of controlled substances by any employee, particularly while they are on shift.
Scope
This policy applies to all employees always and without exception.
Unionized employees are requested to refer to their current Collective Agreement for specific information pertaining to drugs and alcohol. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
The employer has zero tolerance for any drug or alcohol use which affects the health and well-being of its employees, guests, visitors or threatens the physical premises of the business. The use of illegal drugs and abuse of other controlled substances, on or off duty, is inconsistent with the expectations of character that the company has for its employees. Employees who use illegal drugs or abuse other controlled substances (such as alcohol) on or off duty tend to be less productive, less reliable, and prone to greater absenteeism which results in increased operational risks.
The following are strictly prohibited, and may incur disciplinary action up to and including termination, in addition to any legal ramifications consistent with the necessary involvement of law enforcement:
- Employees shall not be under the influence of any non-prescribed drugs or alcohol while they are on company premises, operating a company vehicle, or are in the act of conducting company business regardless of location.
- The use, possession, sale, manufacture or dispensation of any illegal drug, alcohol, or paraphernalia associated with either.
- The use of alcohol or illicit narcotics off company premises that adversely affects the employees work performance, their safety, the safety of others, or the employer’s reputation in the community.
- Failure to adhere to the requirements of any drug or alcohol treatment or counselling program in which the employee is enrolled.
- Failure to report to management the use of any prescribed drug which may alter the employees’ ability to safely perform their duties.
4.15 Suspicion of Impairment Policy
Intent
This policy provides guidelines for the correct course of action to be taken if an employee appears to be under the influence of either drugs and/or alcohol in the workplace. It also outlines the concerns and responsibilities associated with an employee reporting to work visibly impaired and unable to perform their job duties.
Scope
This policy applies to all employees, contractors and any third parties performing work on behalf of the employer.
Unionized employees are requested to refer to their current Collective Agreement for specific information pertaining to this Suspicion of Impairment Policy. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
The provisions of this policy are subject to any federal, provincial or local laws that may prohibit or restrict their applicability.
Guidelines
The employer will take the appropriate actions to ensure that impaired employees are dealt with in an appropriate fashion to protect both their health and safety and that of our staff and guests.
Every employee is expected to arrive to work and remain throughout their shift, free of alcohol, drugs and any other banned or intoxicating substance. Suspicion of impairment may be based on specific personal observations pertaining to appearance, watery and/or red eyes, dilated pupils, behaviour, speech and/or breath odour of the employee. Reasonable suspicion may also relate to any involvement in a workplace accident and must be documented at or near the time of the observation.
Substances prohibited by the employer include, but are not limited to:
- Amphetamines
- Barbiturates
- Benzodiazepines
- Cocaine metabolites
- Marijuana (THC)
- Methadone
- Methaqualone
- Opiates
- Phencyclidine
- Propoxyphene
- Ethanol (Alcohol)
Should management believe that an employee is impaired, the employee is to be escorted to a private location to discuss the situation. This meeting will be held in the presence of a second member of management, and a union representative where required and the determination that an employee is “unfit for work” is based on their best judgment and DOES NOT require a breathalyser or blood test. The employee should be advised that the company will call a taxi or shuttle service to safely transport them home. The employee should be advised that if they refuse this transportation and indicate that they will drive their personal vehicle, the company is obligated to, and will contact the police.
The employer reserves the right to inspect all property on its premises for the presence of drugs, alcohol or other contraband. The employer reserves the right to search work areas, or property that might be used to conceal drugs, alcohol, or other contraband. Employees found to be in possession of such contraband, or who refuse to cooperate in these inspections may be subject to disciplinary actions up to and including termination of employment.
The employer understands that certain individuals may develop a dependency to certain substances, which in some instances could be defined as a disease. The employer promotes early diagnoses and encourages employees to pursue medical and/or psychological treatment to manage and ultimately be cured.
Management
- Shall identify any situations that may cause concern regarding an employee’s ability to successfully and safely perform their job functions.
- When necessary, will remove from the premises any employee who is suspected to be in violation of the provisions of this policy. If the suspicion is questionable, management shall err on the side of caution and act in the best interests of the company.
- Will conduct searches, or investigations regarding suspected violations of this policy.
- When any of the above are required, will complete a formal incident report to submit to the general manager for follow up.
Employees
- Are expected to abide by the provisions of this policy.
- If an off-duty employee is requested to come in to work, it is their responsibility to refuse the request when they are under the influence of alcohol or drugs.
- Who are convicted of or plead no contest to any substance related offense must inform the employer within five days of the conviction or plea. Failure to do so will result in disciplinary action up to and including termination. In the event of an employee’s conviction or plea to charges relating to the manufacture, possession, sale, use distribution, receipt or transportation of any substance, the employer will determine whether employment will continue and/or if disciplinary action will be taken.
- Are expected to report immediately to management if they suspect a colleague to be under the influence of drugs or alcohol.
In accordance with the employee’s commitment to become, and remain alcohol and drug-free, it is agreed that the employee will:
- Submit to an evaluation of potential alcohol or drug problems by a certified professional that has been referred to the employer by their benefit insurance provider as part of an Employee Assistance Program (EAP).
- Agree to attend all rehabilitation treatment recommended by the counselor performing the evaluation. The failure to satisfactorily adhere to the program for treatment will result in the termination of the employee.
- Authorize a copy of the assessment and rehabilitation recommendations be put in their personnel file.
- The employee must consent to random, unannounced follow-up substance testing for a period not exceeding twelve months.
- The employer will work to ensure that the individual can work effectively, by adjusting or providing modifications to the work, or the work environment, up to the point of undue hardship.
- Both the employee and the employer agree that by the Company assisting the employee, the Company has satisfied its obligation to accommodate the employee and that no further accommodation will be required in the event of any breach by the employee of any of the conditions.
- Acknowledges that failure to adhere to any of the above conditions will result in termination of employment with cause. Further, the employee agrees that said termination may not be contested by the employee and in turn, no monies would be owing to the employee for termination pay, severance pay and/or any entitlement to common law consideration/monies.
4.16 Slips, Trips and Falls Policy
Intent
The employer has adopted this policy to provide information for the prevention of injuries caused by slips, trips, and falls thereby ensuring a safe environment for employees and guests.
Scope
This policy applies to all employees always and without exception.
Unionized employees are requested to refer to their current Collective Agreement for specific information pertaining to slips, trips and falls. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
Employees are requested to adhere to the following workplace practices to avoid slip, trip, and fall hazards:
- Avoid the accumulation of clutter and waste.
- Ensure the proper storage of material and equipment.
- Clean up spills as soon as possible.
- Avoid placing extension cords, conduits, cables, and hoses across walking surfaces.
- Secure loose and unsecured floor mats, carpets, and coverings.
- Report damaged or missing flooring and ceiling materials to maintenance.
- Report stairs and ramps with loose or missing handrails to maintenance.
- Report areas with inadequate lighting to maintenance.
- Report slippery, wet or icy walking surfaces to management, housekeeping, or maintenance.
- Report any unsafe uneven walking surfaces to management or maintenance.
- Be aware of surface changes such as carpet to tile or level to sloped.
- Be aware of surface protrusions or depressions such as thresholds, cover plates, and gratings.
- Always wear appropriate footwear.
- Carry items in a manner that maintains clear sight-lines.
- Avoid rushing to complete work.
- Ensure adequate lighting.
- Avoid cutting through areas not designated or intended as walkways.
- Avoid horseplay and running in the workplace.
- Always pay attention to your surroundings.
Management must:
- Conduct detailed inspections of the work area on a regular basis.
- Investigate all slip, trip, and fall hazard reports.
- Investigate all incident reports involving falls.
- Provide training.
4.17 Scent-Free Workplace Policy
Intent
The employer has adopted this policy to address health concerns related to the use of scented products in the workplace.
Scope
This policy applies to all employees, always and without exception.
Unionized employees are requested to refer to their current Collective Agreement for specific information pertaining to a scent-free workplace. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
The employer prohibits the use of any scented products as they may cause adverse physical effects that threaten the ongoing comfort, health and safety of our staff, clients, guests, and the public at large. Allergic and asthmatic individuals as well as those with other conditions, report that certain odours even in the smallest amounts, can trigger an attack during which some or all the following symptoms may occur:
- Headaches
- Dizziness
- Light-headedness
- Nausea
- Fatigue
- Weakness
- Insomnia
- Malaise
- Confusion
- Loss of appetite
- Depression
- Anxiety
- Numbness
- Upper respiratory symptoms
- Shortness of breath
- Difficulty with concentration
- Skin irritation
The severity of these symptoms can vary. Some people report mild irritation while others are incapacitated and/or may have to give up many ‘normal’ activities to avoid exposure (such as going to public places).Employees are requested to refrain from utilizing overly scented varieties of the following products, please note this list is not exhaustive:
- Shampoo & conditioner
- Hairspray
- Deodorants
- Cologne & aftershave
- Body spray & perfume
- Lotion & cream
- Potpourri
- Industrial and household chemicals
- Soap
- Cosmetics
- Air freshener & deodorizer
- Oils
- Candles
- Some types of garbage bags
4.18 Smoke-Free Workplace Policy
Intent
Smoking has been scientifically proven to be harmful to the health of both the smoker, and non-smokers that encounter second-hand smoke. In the interest of promoting a safe and healthy work environment, a smoke-free workplace has been adopted across all properties of the brand.
Scope
This policy applies to all employees always and without exception.
Unionized employees are requested to refer to their current Collective Agreement for specific information pertaining to a smoke-free workplace. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
Smoking is permitted in designated areas only. Please refer to your employer hotel for the location of your facility’s designated smoking area(s). As per provincial legislation, there is no smoking within six metres of any entrance or air intake.
Smoking is not permitted at any time while in the performance of your job function. After returning from a work break, you must wash your hands if you’ve had a cigarette.
- This policy extends to company vehicles, and any hotel rooms or rental cars booked for company business purposes.
- The employer will not discharge employees, or refuse to hire applicants because they are smokers.
- The employer has no intention of influencing employee smoking habits outside of the workplace, and will not pursue disciplinary action for those that smoke.
4.19 Kitchen Food & Beverage Labeling Policy
Intent
As part of the Health and Safety standards within the Food Services Department the labeling of food is an important control to ensure proper rotation and shelf life of prepped products.
Scope
This policy applies to the employer and its employees, specifically those responsible for food handling and preparation.
Unionized employees shall adhere to their current Collective Agreement for policies governing kitchen food labeling. Where the Collective Agreement is silent, bargaining members of the employer shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
Chef is to compile a list of prepared foods and apply a shelf life/expiry date to the item. This list will be posted on the fridge so culinary staff know when to discard prepared foods based on the day dot system. Chef will spot check and ensure all prepped food products are labeled and proper rotation and expiry dates are being followed.
Culinary employees will follow all proper labeling of prepared foods.
Prepared service foods
Items that are being prepared for service and kept until required such as side salads, fruit plates, cheese plates etc. must be properly labeled prior to being placed in fridges.
Prepared sauces, soups
As the kitchen will prepare different sauces and soups in bulk for future use, these items must be labeled to ensure proper rotation and expiry dates.
Prepared foods including thawing products
Items that are being or completed preparation must be properly labeled as per the standards outlined. This includes thawing products in the fridges.
End of Night closing
When closing the kitchen at the end of the day, all line items that require storage must be properly labeled and placed in the proper space such as in the fridge or placed on line coolers and service spaces.
Thawing product
When removing foods from the freezer and placing them into the fridge for thawing, all products should be labeled to ensure proper rotation and use of the thawed products.
Proper Labeling Guidelines and Procedures
Prepared foods should have a day dot identifying the day the item was prepared. The culinary team must inspect prepared items daily for quality and expiry dates referencing the posted shelf life/expiry of the item. Any items that have reached the expiry date must be discarded and tracked for Chef.
Prepared sauces and soups
Prepared sauces and soups must be properly labeled and stored in the appropriate space. The labeling will consist of date prepared and item description. Two acceptable forms of labeling will include masking tape or writing directly on the packaging/wrapping of the item.
Prepared foods including thawing products
Prepared foods include products like butter chicken or banquet items such as salads, platters etc.
Thawing product – label with masking tape placed on the item, include date removed from freezer and placed in fridge to thaw.
Prepared food – all recipes including banquet food once prepped must be labeled with date prepared, item description and function name and date.
Returned foods – includes items that have been returned to the kitchen from banquets or other locations. Food must first be inspected for quality. Products that were placed out on buffets with possible direct guest contact cannot be reused and must be discarded.
End of night closing
At the end of the day, all food items that are required to be placed back into walk-ins for example, must be labeled with item description and date of preparation and storage.
Day dot system
The use of day dots allows staff to quickly identify the day the item was prepared. Using the posted shelf life/expiry list, staff will know when the product will exceed the shelf life and be required to be discarded. The Chef must be notified of all discarded food items.
Label placement
The label should be placed on prepared food products and be visible to anyone trying to determine the shelf life/expiry date.
Shelf life/expiry dates
To determine the date of expiry of any food products, refer to the posted shelf life/expiry list. By noting the day of the day dot and the shelf life of the product, the date the product needs to be discarded can be determined by adding the number of days to the day dot.
Example:
Day Dot is: Tuesday
Shelf Life is: 3 days
Expiry date to discard item is end of day: Thursday
4.20 Food Storage Policy
Intent
The employer has implemented this food storage policy to communicate the responsibilities and guidelines for managing food safety risks.
Scope
This policy applies to all employees always specifically, those employed in kitchen and restaurant areas.
Unionized employees are requested to refer to their current Collective Agreement for specific information pertaining to food Storage. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
Food safety is a primary concern for all food service establishments. In order to minimize cross-contamination, mitigate incidents of food-borne illnesses and to ensure employee, guest and customer health and safety, the employer has established strict food safety policies and procedures to be adhered to by all kitchen and restaurant staff as well as individuals utilizing the staff room and its refrigerators to store food for personal consumption. The adherence to proper food storage protocols is the responsibility of all employees, regardless of whether or not they are employed in the kitchen and/or restaurant areas.
The following food storage guidelines must be adhered to by all kitchen and restaurant staff. While food service area equipment and specific processes may vary from one property to another, all staff will be required to adhere to the following:
- Upon receiving shipments, all food temperatures will be checked to ensure required temperatures have been maintained during transport preventing any spoilage.
- All refrigerators and freezers will be equipped with thermometers that will be checked throughout the day to ensure appropriate food storage temperatures are consistently maintained. Thermometers will be accurate within 10c and will be checked regularly for proper functioning.
- Each kitchen will be equipped with fridge and freezer equipment that is of sufficient capacity to properly store food without overcrowding and to facilitate proper air flow within the unit.
- All food stocks will be rotated frequently to ensure the FIFO method (first in, first out) rule, is being adhered to.
- All prepared, ready to eat foods and raw vegetables in refrigerated storage will not be permitted to be stored below raw meat and fish products.
- Where food is stored in a container, the employer will ensure its kitchens utilize only food grade containers specifically intended for food storage.
- Any refrigerated and ready to eat foods, prepared and held for more than 24 hours must be marked with the date the food was prepared as well as the “consume by” date.
- All food items shall be stored separately from all non-food items.
The employer will ensure all food service area staff are properly trained and educated on the safety requirements and procedures concerning food storage. All food service area staff will ensure their Certified Food Handler Certification is current and up to date.
Employees utilizing staff kitchens to store and prepare food are required to adhere to the following:
- All perishable food must be stored appropriately either in the staff room fridge or freezer in order to mitigate incidents of rotting or spoiling that may cause offensive odours or contamination of other food.
- Employees utilizing the staff room fridge or freezer are required to clearly mark their food items with their name to avoid confusion or accidental consumption by another employee.
- Employees are required to be mindful of expiration and best before dates of any food they are storing in the staff kitchen. Staff kitchens are available to all employees, and therefore must be respected and maintained appropriately.
- Staff provided fridges and freezers are not intended for long-term storage. Employees are requested to minimize use to one day at a time to mitigate overcrowding issues.
- Please report any malfunctions of kitchen equipment to management for maintenance.
4.21 Hand Washing Policy
Intent
The employer has adopted this policy to ensure that all reasonable measures are taken to prevent the spread of bacteria and diseases within the workplace, and to ensure the ongoing health and safety of our staff, clients and guests.
Scope
This policy applies to all employees always and without exception.
Unionized employees are requested to refer to their current Collective Agreement for specific information pertaining to hand washing. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
Due to the nature of business operations and the considerable amount of public interaction that most of our employees have, proper and consistent hand washing procedures are required to maintain a healthy environment. The employer shall ensure proper hand washing procedures are posted in visible areas of its facilities.
- Hand hygiene shall be practiced on a regular basis, prior to any contact with clients and/or guests (even if gloves are worn).
- Employees must maintain clean and well-groomed fingernails.
- All employees are required to wash, rinse, and dry their hands or apply an alcohol hand rub before beginning work, after using the rest room and prior to leaving work.
- For routine hand-washing, liquid soap located in the dispensers shall be used.
- An alcohol hand rub may be used for hand hygiene in place of an antimicrobial soap hand-wash. Hands that are grossly contaminated must be washed with lotion soap prior to hand disinfection with an alcohol hand rub.
- Gloves shall be worn when exposure to blood or any other body fluids, excretions or secretions is likely.
- Kitchen and restaurant employees are required to refer to their department-specific policy concerning hand washing requirements.
Routine Hand-Washing Procedure
- Use warm water to wet the hands.
- Apply soap.
- Work up a good lather ensuring to cover all surfaces of your hands.
- Wash hands for at least 15 seconds.
- Keep hands down while rinsing so that run off will go into the sink and not down the arm.
- Dry hands well with paper towels and use the paper towels to turn off the faucet.
- Discard the paper towels into the appropriate container.
Allergies
- Allergic contact dermatitis may be associated with certain hygiene products. If an employee suspects allergic contact dermatitis, they should contact an on-site trained first-aider who will make an assessment and provide treatment where possible.
- If the rash becomes extreme, the affected employee will be advised to go to a nearby medical clinic or hospital.
- If allergic contact dermatitis is diagnosed, the employee will be provided with an alternative hand hygiene product.
- The employee’s personnel file should be updated to include information on any new or changed allergies and treatment, including the use of an epi pen if necessary.
4.22 Dishwashing Policy
Intent
The intent of this policy is to communicate proper dishwashing procedures.
Scope
This policy applies to all employees without exception, specifically those employed in the hotels’ food service areas.
Unionized employees are requested to refer to their current Collective Agreement for specific information pertaining to dishwashing. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
Maintaining exceptional sanitary standards for kitchen areas is of paramount importance.
The employer requires all kitchen employees to always adhere to the highest standard of cleanliness. This standard of cleanliness shall apply to the dishwashing processes and procedures utilized in food service areas. To ensure dishwashing procedures uphold sanitation requirements, the following guidelines have been implemented:
- The employer’ dishwashing procedures shall consistently adhere to and exceed where possible, the minimum sanitation requirements established by applicable municipal, provincial and federal legislation.
- The employer shall utilize industry-leading dishwashing equipment to ensure the highest level of cleanliness.
- All dishwashing equipment will be inspected regularly for proper functioning.
- All dishwashing equipment will be properly maintained per manufacturer guidelines.
- Dishwashing equipment and its various pieces and components will be thoroughly cleaned daily to ensure proper functioning and to minimize food particle build-up.
- Only manufacturer-recommended cleaning solutions will be utilized. Use of such cleaning solutions will adhere to supplier guidelines pertaining to concentration, contact time and required amounts of solution per cycle/use.
- All solutions/chemicals used in association with dishwashing and sanitation of kitchen areas shall be properly marked and stored separately from all articles of food.
- Temperature checks of the dishwashing equipment will be conducted regularly to ensure heat levels required for proper sanitation are consistently maintained.
- Documentation and records will be maintained by kitchen staff concerning temperature checks, maintenance and cleaning of the equipment.
- All employees required to utilize dishwashing and related sanitation equipment will be fully trained on proper use and safe operating procedures.
4.23 Work Alone Policy
Intent
The employer will strive to ensure that all appropriate safeguards are enacted to protect our employees that must work alone or in isolation. This policy has been adopted to provide a consistent approach to these types of situations.
For the purposes of this policy, “to work alone” means working in a location or on a shift where assistance is not readily available in the event of an injury, illness or emergency.
Scope
This policy applies to all employees always and without exception.
Unionized employees are requested to refer to their current Collective Agreement for specific information pertaining to this Work Alone Policy. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
Whenever a worker is required to work alone, The employer shall:
- Conduct a hazard assessment to identify existing or potential hazards arising from the conditions and circumstances of the work.
- Take all reasonable steps to control any hazard(s) that cannot be reasonably eliminated.
- Communicate the findings of the hazard assessment in writing to all affected employees.
- Establish an effective means of communication (telephone, radio, etc.) between the employee and persons capable of responding to them.
- If an effective means of communication is not practical or available, another staff member will check in on the employee as appropriate.
- Provide employee training and education to limit the dangers of working alone.
- Investigate all accidents/incidents, and take all reasonable steps to prevent a re-occurrence.
- Report all situations, incidents or near misses where being alone increased the level of inherent danger to the situation, and make appropriate reasonable changes.
The employer will perform a thorough workplace hazard assessment for any situations where an employee is required to work alone. The workplace hazard assessment will investigate the following issues and identify practical solutions:
- Determine whether it is reasonable/safe for the employee to work alone.
- Determine the length of time the employee will be required to work alone, and establish reasonable limitations for the duration of this type of work.
- Determine the legalities of the type of work performed alone, e.g. restrictions on working in a confined space, or performing lock-out operations.
- Identify the time of day the worker will be required to work alone.
- Determine the most appropriate form of communication.
- Ensure that all emergency communication systems are in proper working order.
- Establish any physical or elemental hazards associated with the location.
- Examine the security features of the workplace (e.g. security cameras, alarms, etc.) to ensure the safety and well-being of the employee.
- Where possible, ensure the employee is in a position of high-visibility.
- Ensure that all windows are clear to provide maximum visibility.
- Determine the accessibility of the workplace to any potentially necessary emergency services.
- Ensure that the employee assigned to work alone has received the appropriate levels of training and education.
- Determine the appropriate forms of personal protective equipment required, and ensure that they are readily available, in good working order, and the employee has been properly trained in their use.
- Determine any required machinery, tools or equipment that will be necessary to perform the work.
- Establish any potential factors of fatigue that may affect the safety of the worker, and their quality of work.
- Determine whether the employee will be required to work with money or other valuables, and establish any safeguards required.
- Establish the employee’s level of personal health to minimize potential health hazards associated with working alone (e.g. pre-existing medical condition that may increase their risk of becoming ill or injured while alone).
To ensure the safety of employees that must work alone, the following check-in procedure will be used:
- Management will be responsible for the preparation of a daily work plan to establish the location and duration the employee will be working alone.
- Management will ensure that a communication device for the employee to check-in with is readily available, and in a convenient location.
- Define the appropriate intervals of time for the employee working alone to check-in either visually or by using an approved communication device;
- Ensure that the schedule of visual or communication-based check-in is adhered to with a written log for documentation purposes.
- Identify an employee to act as the main point of contact for the employee working alone, as well as a backup.
- Establish a code word for use when the employee requires emergency assistance.
- Develop an emergency action plan to be followed if the employee working alone does not check-in on schedule.
The employer will take all appropriate precautions to ensure the safety of employees that are required to work alone with responsibilities for handling cash and valuables in the following manner:
- The employer will ensure that employees are in positions of high-visibility.
- Cash on hand will be reduced using a safe or drop box to deter the possibility of robbery. This policy will be advertised in a highly visible manner.
- Employees that are required to handle cash while working alone will be provided with training in robbery awareness and prevention to ensure that they take the appropriate steps to avoid a robbery, and/or act appropriately in the event of a robbery.
- Employees are required to cooperate in the event of any robbery, and immediately surrender to the demands of the robber by supplying them with any available cash or merchandise. Employees are far more valuable than any amount of cash or merchandise.
- Employees should contact the police, appropriate emergency services, and management when it is safe to do so.
- Security systems will be maintained to deter the possibility of any potential robbery.
- Wherever reasonably practical, the employer will avoid requiring employees to perform hazardous work alone, and will schedule this type of work to be completed during normal work hours, in the presence of other employees.
- Where it is necessary to perform hazardous work alone, employees will be required to utilize the check-in procedure, and communication devices provided to ensure that the employee is capable of checking-in at appropriate intervals.
- Training and education will be provided to ensure that the employee is knowledgeable in safe work practices, use of personal protective equipment, use of all required machinery and tools, as well as hazard identification and hazard avoidance.
- Personal protective equipment, required tools/machinery and first-aid materials will be supplied.
- Employees that are required to travel alone shall utilize the check-in procedures to ensure their ongoing communication with the company.
- A travel plan will be created for each instance of employee travel that provides details pertaining to the proposed destination, estimated time of arrival, return time and/or date, hotel accommodation, contact information, mode of travel, and alternate plans in the event of bad weather, traffic problems, etc.
- Training and education to ensure that employees travelling alone can evaluate and avoid potential risks/hazards will be provided.
4.24 Right to Refuse Unsafe Work/Stop Work Policy
Intent
This policy has been adopted to provide appropriate guidelines for any potential work refusal/stoppage in accordance with provincially-specific legislation. The employer endeavours to meet or exceed all workplace health and safety requirements under provincial Occupational Health and Safety Acts.
In accordance with Section 43 of Ontario’s Occupational Health and Safety Act, Section 35 of Alberta’s Occupational Health and Safety Act and Section 3.12 of British Columbia’s Occupational Health and Safety Actin the event that an employee encounters unsafe working conditions, or where the required equipment, tools or machinery present a serious health and safety concern, the employee shall have the right to refuse any work that they believe to be unsafe.
Scope
This policy applies to all employees always and without exception.
Unionized employees are requested to refer to their current Collective Agreement for specific information pertaining to the right to refuse unsafe work/stop work policy. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
This policy has been developed to incorporate the legislative requirements of Alberta, British Columbia and Ontario and shall be updated accordingly should the employer expand its operations into additional provinces.
Guidelines
Any employee can refuse to work if they have a reasonable belief that one or more of the following situations exist:
British Columbia
- The employee has reasonable cause to believe that carrying out a work process or operation of any tool, appliance or equipment would create an undue hazard to the health and safety of their person.
Alberta
- The employee believes that there exists an imminent danger to themselves or another employee’s health and/or safety;
- The employee believes on reasonable and probable grounds that operation of a tool, appliance or piece of equipment will cause to exist an imminent danger to the health or safety of that employee or another employee present at the work site.
Ontario
- Machinery, equipment or tools required in the performance of job duties are believed to present a safety hazard and their use may cause an injury to the employee or those nearby.
- The working conditions are unsafe or are in violation of the provincial health and safety legislation, and may cause an injury to the employee or those nearby.
- The employee has a reasonable expectation that the work would place them in danger of physical violence.
- In the event work is refused or stopped, the following actions are required of employers and employees, per provincial guidelines:
Employees
- Inform management of the work refusal immediately, providing an explanation detailing the rationale behind the work refusal as well as details pertaining to the unsafe condition.
- Stay nearby in a safe place until an investigation has been completed.
- If you are unsatisfied with the results of the investigation, you may continue to refuse the work provided you have reasonable grounds to base the continued refusal on.
Management
- Management shall investigate the situation immediately after learning of the work refusal and will find an effective, safe and mutually agreeable resolution to the issue in the presence of the employee and one of the following:
- Joint Health and Safety Committee member
- Another employee that has been chosen by his peers (or union) to represent the employees.
- Where management believes, the report is not valid they must inform the person who made the report.
- A written record of the notification, investigation and actions taken to remedy the situation will be created with copies to go to the individual(s) refusing the work, the employer and the Joint Health and Safety Committee and union representative where applicable.
- If an employee is unsatisfied with the resolution and continues to refuse the work, management must contact one of the following based upon the employee’s province of employment:
- Ontario: A Ministry of Labour (MOL) inspector
- Alberta: A government Occupational Health and Safety Officer.
- British Columbia: Workers’ Compensation Board.
- While awaiting the arrival and findings of the government and/or inspector/officer, management may assign other reasonable work to the employee(s)who has/have refused work.
- Management may ask another employee to perform the refused work while waiting for the inspector to investigate.
- Where a second employee is asked to perform work that has been refused the second employee must be informed of the initial work refusal and the reasons for the refusal. This information must be provided in the presence of a union representative (where applicable), or a health and safety representative. The second employee also has the right to refuse work.
- In Alberta and Ontario, the inspector will investigate with the employer, the employee and a representative of the Joint Health and Safety Committee to determine if the work is either safe or unsafe and presents a danger to the health and safety of the employee.
- The findings of the investigation must be provided in writing to the employee, management, and the Joint Health and Safety Committee representative. If the work is determined to be safe, the employee shall be expected to return to work.
- Employees in Alberta who are not satisfied with the inspector’s report may appeal the report within 30 days to request a review by the Occupational Health and Safety Council.
Compensation
- Employees who refuse work and are given alternate work until a resolution is found will be paid at a wage no less than their regular rate of pay.
- A person acting as a worker representative during a work refusal is paid at either the regular or the premium rate, whichever is applicable.
- The employer is not required to continue payment if the refused work has received a final ruling that the work is safe by a government official and/or agency.
The employer shall not penalize, dismiss, discipline, suspend or threaten to do any of these things to an employee who has obeyed the law, and regulations of the OHSA of their respective province. Employees will not be disciplined for refusing to work if they have a reasonable belief that the work is unsafe or could endanger themselves or others. If a work refusal was made in bad faith, or if the employee continues to refuse the work after a final decision that the work does not pose a threat, the employer may elect to utilize disciplinary action(s) up to and including termination of employment with cause.
4.25 Emergency Response Policy
Intent
The Emergency Response Policy has been created to address, in a coordinated and systematic manner, all types of emergencies potentially affecting the employer. Each property has a specific plan for responding to major emergencies. Roles and responsibilities are assigned for the implementation and execution of a plan in the event of an emergency or catastrophe affecting one of the employer’s properties, facilities and/or employees. Employees should refer to their hotel specific emergency response plan.
Scope
This policy applies to all employees in the event of an emergency and/or disaster always and without exception.
Unionized employees are requested to refer to their current Collective Agreement for specific information pertaining to emergency responses. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
The employer’s umbrella of operations is located across multiple provinces and various geographic regions subject to varying degrees of likelihood of natural disasters, the employer shall ensure that each of its locations develop and implement an Emergency Response Plan specific to their location.
Guidelines
The employer is committed to supporting the welfare of its employees, guests, visitors and physical premises. This Emergency Response Policy is in place to ensure human safety, minimize damage to property and to assure rapid and responsive communication to all parties involved.
Due to the nature of the services that the employer provides to its guests and the inherent responsibility of keeping our employees and guests safe, it is imperative that employees report an emergency immediately to management.
The employer requires that each hotel location maintain an emergency response/assessment plan to ensure that emergency situations are responded to in a fully coordinated approach, thus ensuring greater effectiveness, efficiency and streamlined communication. All parties should refer to the specific plan of their hotel for guidelines.
For the purposes of this policy, the employer defines “emergency” as an instance, or combination of instances, of unsafe conditions that pose a threat to people or property. They are as follows:
- Fire and/or smoke. Any fire of combustible materials causing danger of burns from the fire or suffocation/choking from smoke inhalation. This can also include nearby fires where there is a clear danger of the fire spreading to the employer’ property or causing the air to become unbreathable due to smoke.
- Natural disaster or severe weather. This is a broad term meaning any emergency caused by inclement weather conditions or tectonic activity. Natural disasters include tornados, floods, earthquakes, mudslides, hurricanes, lightning strikes, avalanches, blizzards, ice storms, severe thunderstorms, and so on. In some cases, natural disaster may also include excessive periods of intensely cold weather, or excessive periods of intensely hot and/or humid weather.
- Chemical, biological, or radiological incidents. This may include a release of toxic chemicals or other dangerous agents within the vicinity of the employer, including natural gas leaks; the release of harmful bacteria, viruses, or other biological dangers; release of or exposure to radioactive materials.
- Structural failures. This term encompasses any damage to property or premises that causes unsafe conditions due to structural failure. Failures or pending failures include, but are not limited to, bomb threats, collapsed walls, ceilings, or foundations, burst water mains, electrical power outages, and so on.
All properties are required to conduct hazard assessments of their premises to ensure all potential hazards in relation to emergencies are properly addressed and incorporated into their Emergency Response Plans. These plans will be reviewed at least annually or as required considering an emergency or change to the physical layout of the hotel.
SECTION 3 – Compensation, Benefits and Leave Policies
3.2 Payroll Administration Policy
3.4 Statutory/General/Public Holiday Policy
3.5 Employee Benefits and Privileges Policy
3.6 Professional Development Policy
3.8 Employment Standards Leave Policy
3.9 Pregnancy/Maternity/Parental Leave Policy
3.10 Bereavement/Funeral Leave Policy
3.1 Compensation Policy
Intent
The purpose of this policy is to clearly identify the foundation for employee compensation.
Scope
This policy applies to all employees always and without exception.
Unionized employees shall adhere to their current Collective Agreement for policies governing compensation. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Definitions
Regular Full & Part-Time Positions
Regular positions are full or part-time positions that have regularly scheduled hours with no predetermined employment end date.
Full-time employment is defined as working an average of at least 24 hours per week unless identified differently by provincial regulations.
Part-time employment is defined as working an average of less than 24 hours per week unless identified differently by provincial regulations.
Temporary Positions
These positions are needed for various reasons such as interim vacancies, employee absences, short term support and/or sporadic and non-recurring assignments.
NOTE: Employees occupying temporary positions are considered external applicants when applying for regular employment and must follow established selection procedures for external applicants.
Independent Contractors
In situations where departments use the services of outside consultants or independent contractors, specific criteria are used to determine the worker’s relationship with the company and thus the appropriate method of payment for their services. Factors indicating that payment should be made as an independent contractor versus an employee include:
- Behavioural Control – The employer does not direct and control how, when, or where the contractor does the tasks they are hired to perform
- Financial Control – The employer does not have financial responsibility for all expenses of the contractor, the contractor provides services to others in the market place, and the contractor is generally paid a flat rate fee (ie: per diem rate) rather than on an hourly/salaried basis for work done (some professionals such as lawyers may be paid hourly).
- Type of Relationship – The employer has a set period of time that work should be performed by the contractor rather than an indefinite relationship, the contractor is not eligible for any corporate benefits, and the contractor performs work other than a service that is key to the regular on-going business activities of the department or company.
Guidelines
The employer is committed to providing managers with the tools, training and information necessary to make sound compensation decisions. Each manager is responsible for ensuring that performance management reviews are completed each year and that increases to base pay reflect performance and are within policy guidelines to ensure equity and consistency throughout the company. Each manager is also responsible for monitoring the hours of service of each employee to ensure compliance with all applicable policies and regulations.
Each employee must take responsibility for his or her job performance, professional development, and growth. While the employer strives to provide an environment that fosters growth, the company does not guarantee advancement (position or salary) for employees within their current position or with the company at large
Base pay is the hourly/biweekly/semi-monthly pay an employee receives on a regular basis. Adjustments to base salary can be applied because of merit or other employment action reasons such as a promotion or transfer as described in the compensation policy. Compensation outside of base pay is allotted for various reasons to include overtime, work that is distinctly different than an employee’s primary responsibilities, work that is outside of normal work hours and separate from an employee’s regular work, and incentive/recognition awards.
Pay is provided either on a salaried or hourly basis in accordance with the Employment Standards Act of each province the employer operates in. Employees that are exempt from overtime regulations are paid on a salaried basis; those who are non-exempt are paid on an hourly basis and are subject to overtime provisions. Employees that are in a position scheduled to work less than 40 hours a week and/or less than 12 months a year will be paid on an hourly basis.
Hiring rates should be commensurate with the employee’s qualifications and related experience and should be in proper relation to similarly situated employees in the same career stream and career level. Part time or hourly employees will be paid at least the minimum wage as directed by provincial legislation.
Retroactive Salary Adjustments
Salary adjustments will be effective the day they are recorded in the payroll system. If paperwork is delayed past the payroll deadline and requires retroactive pay, base salary can only be backdated up to 30 days. Back pay will be included in the employee’s regular payroll once the record has been updated. If there are extenuating circumstances that would dictate backdating a pay increase to more than 30 days, the additional pay will be disbursed as a lump sum payment and requires approval from the President.
Adjustments to Base Salary
Pay for Performance/Merit – Merit increases generally take effect on January 1 of each year. The amount of merit money available for distribution is determined on a yearly basis through market analysis, and a process of recommendations and approvals involving the President, GMs and Finance Division. Distribution of merit is at the discretion of the executive leadership team and subject to policy guidelines.
NOTE: Employees hired after September 1 are not eligible for an annual increase until July 1 of the following calendar year. This should be considered when establishing a hiring rate.
Promotion – Promotion is defined as an employee moving to a position of greater responsibility or scope. Many factors should be considered when determining a promotional pay increase. Promotional pay increases should be at least to the minimum of the market reference range of the new position.
NOTE: Employees promoted after September 1 are not eligible for an annual increase until January 1 of the following fiscal year. This should be considered when establishing a promotional rate.
Transfer – Transfer is defined as an employee moving from one position to another that is not classified as a promotion. To be considered a transfer; the change must include staying in the same career stream. Transferring to another position is an opportunity for an employee to expand their depth of knowledge and increase their career development opportunities. Individuals asked to transfer for career development or business need purposes may be eligible for an increase.
Market Adjustment – Market adjustments are salary adjustments for an employee or group of employees that have fallen behind in base salary as compared to similar positions within the organization or in the market.
3.2 Payroll Administration Policy
Intent
The intent of this policy is to communicate the employer’s payroll processes and procedures.
Scope
This policy applies to all employees always and without exception.
Unionized employees shall adhere to their current Collective Agreement for policies governing payroll administration. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
The employer utilizes consistent and comprehensive payroll processes and procedures to ensure that its employees are paid appropriately and on time.
The employer’s payroll service provider is currently Ceridian. Payroll information is submitted to Ceridian on a bi-weekly basis and all required statutory deductions and garnishments are calculated where applicable. Payroll will be deposited into employee bank accounts on the 10th and 22nd of the month. If either of these days falls on a weekend, payroll will be deposited the Friday before the weekend.
The employer shall ensure all payroll and compensation information is stored and maintained in a secure area. Such information shall only be shared for payroll, administrative and legal purposes.
Employees
- Must complete and submit required federal and provincial income tax forms and all other associated payroll paperwork. Federal and provincial tax forms will be utilized by the organization to calculate statutory deductions as required by law such as CPP, EI and Income Tax.
- Must provide their banking information to facilitate the direct deposit process.
- Must promptly inform the payroll department of any changes to banking information.
- Must accurately document and report all hours worked. Hourly employees must accurately utilize the time management system, such as the hand scan, to ensure hours worked are properly tracked and reported.
- Should immediately inform the payroll department of any identified discrepancies in payment.
Management
- Will ensure all new hire information is collected and submitted to the payroll department in a timely and accurate manner.
- Will accurately maintain a record of all sick, vacation, personal days, overtime and lieu time as well as all other time away from work taken by direct reports.
- Will forward any inquiries to the payroll department in a timely manner.
- Will ensure all collected and retained employee information pertaining to remuneration remains confidential and is only disclosed to authorized personnel.
Payroll Department
- Will update and maintain the company’s payroll information system with new employee information, terminations, leaves, updated banking information etc.
- Will process payroll accurately and adhere to the payroll schedule.
- Will provide accurate and timely reports to relevant departments and government agencies as required.
- Will accurately process TD1s and all other government required documentation.
- Will respond to inquiries from employees, management, government agencies and all other relevant parties in a timely manner.
- Will maintain confidentiality concerning employee payroll information and remuneration.
3.3 Vacation Policy
Intent
The employer understands the importance of personal time off for its employees. As such, the purpose of this policy is to explain the standards, guidelines, and procedures for paid vacation time.
Scope
This policy applies to all employees always and without exception.
Unionized employees shall adhere to their current Collective Agreement for policies governing vacation leave. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
All employees are encouraged to use their allotted vacation time in every year.
- Employees, including probationary employees with less than one year of service will accrue paid vacation at the rate of 0.75 days for each complete month of service.
- Employees with one or more years of service will be granted paid vacation every year per the following schedule:
Service with the Company Name | Vacation Entitlement | Annual Vacation Pay |
1 year but less than 3 | 2 weeks | 4% |
3 years but less than 7 | 3 weeks | 6% |
7 years but less than 20 | 4 weeks | 8% |
20 years but less than 25 | 5 weeks | 10% |
25 years or more | 6 weeks | 12% |
Please note that this table dictates the established minimum vacation entitlements for employees. Employees should refer to their employment contract for specific vacation entitlements.
- Casual or temporary employees will receive vacation pay at the rate of four percent of their earnings payable on every paycheque.
- For vacation purposes, the reference year spans the company’s fiscal year, running from January 1st through to December 31st.
- Paid vacation time earned by an employee must be used in its totality within twelve months after the end of the year in which it is earned.
- The employer reserves the right to schedule vacations for employees as a method of ensuring that banked vacation time is utilized prior to year-end.
- The employer reserves the right to schedule mandatory vacation days for employees as a means of cost-cutting. These days will count against accrued vacation days.
- Vacation scheduling is the responsibility of department heads who will ensure that all employees are given their full vacation entitlement while considering the efficiency of the department.
- Employees are required to submit in writing, notification of their intent to take vacation time at least two weeks in advance. Time off requests during peak vacation seasons for example during summer, spring break, Christmas, etc. must be submitted at least four weeks in advance. Notification must include departure date, return-to-work date, and the number of vacation days or weeks required.
- Any conflict in vacation requests between employees will be decided by employee seniority, company needs, and the good judgment of management.
- If an employee’s services are terminated, compensation will be paid in lieu of vacation time earned but not taken, per applicable legislation.
- Employees are not entitled to accrued vacation during periods of sabbatical or suspension from the company.
- If a statutory holiday occurs during an employee’s vacation period, the employee will be granted one additional day of vacation. Brief illnesses that occur during a vacation period may not be counted towards sick pay.
- If an employee is away from work due to maternity or parental leave they will continue to accrue vacation time.
- Employees whose employment is terminated before the completion of one year of service will receive vacation pay in accordance with the provisions of the applicable legislation.
Relevant Document
Time Off Request Form
3.4 Statutory/General/Public Holiday Policy
Intent
This policy provides provincially-specific information pertaining to the employer’s observance of public/statutory holidays and employee entitlement to holiday pay.
Scope
This policy applies to all employees always and without exception.
The employer endeavours to incorporate holiday provisions of relevant Collective Agreements governing employment with the organization to ensure consistency and equality across all levels of employment, however unionized employees are requested to refer to their current Collective Agreement for the most up-to-date and accurate statutory/public holiday information. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
This policy has been developed to incorporate the legislative requirements of Alberta, British Columbia and Ontario and shall be updated accordingly should the employer expand operations into additional provinces.
Guidelines
The employer operates seven days a week, 365 days a year. As such, employees may be required to work on a statutory holiday to fulfill the operational requirements of the organization. The employer will observe statutory and civic holidays within each province of operation paying employees accordingly, including those required to work on a statutory holiday.
Qualifying permanent full-time employees shall receive the following statutory holidays with pay:
British Columbia Operations (Statutory Holidays) | Alberta Operations (General Holidays) | Ontario Operations (Public Holidays) |
New Year’s Day | New Year’s Day | New Year’s Day |
Family Day | Alberta Family Day | Family Day |
Good Friday | Good Friday | Good Friday |
Victoria Day | Victoria Day | Victoria Day |
Canada Day | Canada Day | Canada Day |
B.C. Day | Labour Day | Labour Day |
Labour Day | Thanksgiving Day | Thanksgiving Day |
Thanksgiving Day | Remembrance Day | Christmas Day |
Remembrance Day | Christmas Day | Boxing Day |
Christmas Day | Boxing Day | |
Boxing day | Optional Holiday: Heritage Day | Optional Holiday: August Civic Holiday |
3.5 Employee Benefits and Privileges Policy
Intent
The employer’s total compensation package is designed to address the needs of our employees, reward employees for their contributions, stay competitive with the marketplace, and foster a mutually satisfying work experience.
Scope
This policy applies to all eligible employees always and without exception.
Unionized employees are requested to refer to their current Collective Agreement for further information concerning benefits. Where the Collective Agreement is silent, this policy shall govern benefits and privileges for all employees. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
Total compensation is comprised of an employee’s salary, group benefits, corporate privileges and potentially, bonuses for eligible employees.
Base pay is determined by the following skills, related education, experience, job performance, and position within the company. Base pay may change over time through merit increase, market adjustment, job transfer or promotional increases.
Benefits are provided by a registered service provider and may include:
- Extended Health Care (Vision, LTD),
- Dental Coverage,
- Life Insurance,
- Income Protection.
PLEASE NOTE: The benefit package may include the basic medical coverage under OHIP Ontario, BC MSP or Alberta Health Care Insurance Plan (AHCIP), dependent upon the employee’s province of employment. Employees must be participating in OHIP, BC MSP or AHCIP to receive coverage. Staff employed in British Columbia may be responsible for payment of their Provincial MSP premiums.
Eligible employees will receive benefit coverage following three consecutive months of employment. Employee’s spouses, common law partners and dependents may also be eligible. Staff are requested to speak to their manager regarding further information on eligibility to receive benefits and the content of the current plan. Employees are required to update their employee information form whenever there are changes in their personal lives that could impact benefit coverage (ie: wedding, childbirth etc.)
The cost of benefit coverage is shared by the employer and its employees; the federal government may consider one or more of the coverages as a taxable benefit, which means you may be charged income tax based on the premiums the employer pays.
The forms required to enrol for company benefits will be provided to you at the time of hire. Upon enrolment into our group benefits plan you will receive a login for online access to your coverage details. Staff are requested to refer to their letter of employment for more detailed information concerning benefit entitlements.
Please note that insurance providers often perform an annual review of benefit plans, and based upon usage and other factors beyond our control, our rates may be adjusted. Should this occur, you will be notified in advance of when the change will take effect on your payroll.
All full-time employees are required to enrol in the corporate benefit plan. If you or your dependents are covered for Extended Health or Dental Care coverage under another group plan, you may elect to opt out of this coverage under our plan. If the other coverage ends, you can enrol for coverage under our plan. Please make sure you notify the payroll department immediately after you cease to have coverage under the other group.
Please review the benefit information package provided by the insurer for specific details on the plan.
Corporate Privileges
As an additional benefit of employment, the company offers facility privileges and discounts for some services, see your direct report for program information.
Travel and Industry Room Discounts
Employees who have completed their probationary period and who have received approval from management for time off may be eligible for employee discounts. To take advantage of this discount the employee should see their direct report for program information.
Employees must receive a reservations voucher from management that includes a confirmation number in order for this rate to be honoured by the destination hotel.
If you are traveling to destinations that do not have participating hotels under the brand you are suggested to call the hotel of your choice prior to your departure in order to determine if they offer a hospitality industry discount rate. Where an industry rate is offered, employees may request a letter from management verifying that they are an employee of the hotel. Please note that not all hotels participate in a hospitality rate program therefore employees are encouraged to make all necessary inquiries prior to booking.
3.6 Professional Development Policy
Intent
This policy provides guidelines pertaining to professional and program development opportunities for staff through participation in professional conferences and educational activities.
Scope
This policy applies to all employees always and without exception.
Unionized employees shall adhere to their current Collective Agreement for policies governing professional development. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
The employer is committed to supporting its employees through professional development opportunities that will enhance the performance of the individual and the organization. The following guidelines dictate the policy pertaining to professional development:
- The employer shall create and maintain a budget for professional development per department and where deemed necessary, per employee (i.e.: succession planning) to provide staff with career advancement and professional development opportunities.
- The employer will work to ensure that professional development objectives align with the company’s strategic plans for succession planning and career planning.
The employer offers a variety of options in the pursuit of professional development to provide staff with flexible training solutions. Staff may choose from the following training options:
- Classroom training
- Mentoring and coaching
- Job shadowing
- Cross-training
- Web based/CBT (e-learning)
- Offsite seminar attendance
- Conference attendance
Where the employer requires a staff member to enrol in professional development activities, the staff member and management will work together in selecting the appropriate format of training that best suits the schedule and educational needs of the staff member. The training shall be scheduled during regular working hours on an agreed time-table that causes minimal disturbance to the completion of the employee’s regular duties.
Where training is employee motivated, staff members will be required to submit a written request for training to their manager stating the desired form of training, dates available, cost and the reason for requesting the training.
Where the request is approved, and fits within departmental training budgets, the employee will be notified in writing.
For all personal requests for professional development activities, the requesting staff member shall be required to agree to and sign a training agreement. The employer will assess each request for training and if in agreement, will contribute to the cost of approved training, if the requesting staff member remains with the organization for a minimum of one year following the successful completion of training. If the employee fails to successfully complete the requested training, or elects to leave the employer within one year of the completion of training, the employee will be required to remunerate the company for the cost of the training provided.
NOTE: The amount covered by the employer for personal requests for training will be determined on a case by case basis.
3.7 Sick Leave Policy
Intent
The employer’s Sick Leave Policy outlines the provisions for employees who will be absent from work because of health issues. It is designed to protect the employee from losing pay for reasons beyond their control. This policy will be managed with discretion and all situations treated with the highest of confidentiality.
Scope
This policy applies to all employees who have been employed a specified amount of time on a full-time basis.
Unionized employees shall adhere to their current Collective Agreement for policies governing sick leave. Where the Collective Agreement is silent, bargaining members of the employer shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
The company, in accordance with any legal requirements that exist, may grant its employees a right to paid sick leave which will be addressed on a case by case basis and at the discretion of the employer.
Sick leave may also be granted in the rare event of a public health emergency, including closure of the employee’s place of business or closure of the employee’s child’s school or daycare, by order of a public official due to a public health emergency, to provide self-care or care for a family member if the presence of the employee or family member in the community would jeopardize the health of others as determined by a public health authority or by a health care provider.
Sick leave might also apply to spouses/partners and/or dependents of the employee as well as any person for whom the employee is a primary caregiver. With consent from the employer, sick leave may also be used in a circumstance that the employee must take care of a member of their extended family including parents, step-parents, in-laws and siblings.
Sick leave is paid at normal straight-time rates, plus any applicable shift differential, and must be reported on attendance records as required by payroll policies.
If an employee has been granted personal leave and becomes sick, they may request to use sick leave instead.
If sick leave is exhausted, annual leave will be used in its place.
Procedure
When an employee requires sick leave, they must notify their immediate manager to get the necessary approval. When the need for sick leave is predetermined, the employee must give notification in advance per company requirements and it must be approved. In cases of unforeseen absence, the employee must inform their manager of the anticipated duration of the leave or where the duration is unknown, the employee must keep his/her manager informed at reasonable intervals of his/her progress toward recovery and expected date of return to work. Employees are expected to notify their manager as early as possible of their expected date of return to work. If the employee is unable to directly inform their manager, they should where possible, have a person designated to communicate on their behalf.
Under certain circumstances the employee may be obliged to submit a physician’s note or other medical certification and/or complete a sick leave form. Those circumstances include but are not limited to:
- Surpassing a certain amount of time off on medical grounds (paid or unpaid leave)
- Continuous absence beyond a pre-specified number of days
- Cases where a pattern of absence becomes noticeable (e.g. the employee is away on a specific day or days each week or month)
- A physician’s certificate may also be required to certify that returning to work would not be detrimental to the employee or to others before allowing an employee to return to work
- When requested, certification and/or verification shall be provided within 15 calendar days or as soon as practicable. Failure to provide requested certification/verification may result in the denial of eligibility for the use of paid sick leave for periods of absence covered by the requested certification/verification.
Employees are required to provide notice of their use of paid sick leave or unpaid sick time as follows:
- When sick leave is unforeseeable, the employee must notify their manager of the need for sick leave (with or without pay) before the start of the scheduled work shift, or as soon as practicable; and, if possible, state the anticipated duration of the sick time requested.
- When sick leave is foreseeable or planned, the employee must make a reasonable attempt to schedule the use of sick leave (with or without pay) in a manner that does not unduly disrupt operations, including attempting to avoid scheduling sick leave during peak work hours, when work is time-sensitive, or when mandatory meetings are scheduled.
- If the use of sick leave is planned and the duration of leave is 3 or more days the employee must notify their manager of their need to use sick leave at least 10 days prior to the date the leave will commence, or as soon as practicable; and, if possible, state the anticipated duration of sick time requested.
- In all circumstances, the employee must inform their manager of any change in the expected duration of sick time as soon as is practicable.
- In all circumstances, the employee is responsible for continuing to make their benefit premium payment regardless of whether they are on paid or unpaid leave otherwise, benefit coverage may lapse.
Sick leave records will be maintained in the employee’s personnel file. The employee’s immediate manager must certify the accuracy of the sick leave record and approve and submit their employee’s time sheet within established deadlines to ensure timely and accurate issuance of employee wages and paid sick leave.
Except when leave is protected by law, decisions about granting unpaid sick leave are at the sole discretion of the employer and may be denied based on department or program needs. Unpaid leave is generally available for no more than 6 months, but extensions beyond six months may be granted in exceptional circumstances.
Reassignment of the work of an employee incapacitated by illness over a period longer than one month is at the discretion of the employer.
Long Term Disability (LTD)
Long Term Disability insurance is part of your Employee Group Benefits Plan. If you become unable to work for a prolonged period due to an illness or injury while you are insured, LTD benefits provide you with income replacement after a qualifying period as specified by the service provider. The qualifying period is the duration of time you must be off work due to a disabling condition before you are eligible for LTD benefits.
- Eligibility – insurance company will confirm that you are covered by your group benefits contract for LTD benefits.
- Level of function – insurance company will compare your level of function to the demands of your job to confirm whether you meet the definition of disability within your group benefits contract.
- Appropriate treatment – insurance company will review your claim to confirm that you are under the care of a licensed medical doctor and that you are receiving regular, ongoing care and treatment that is appropriate for your disability.
If your claim is approved, your eligibility for LTD benefits will be reviewed on a regular basis. Periodically the group benefit insurance company will ask you and/or your healthcare provider(s) to provide them with an update on your medical condition. If you are accepted on LTD, all benefits you participated in at the time you were accepted on LTD will be maintained at no cost to you. This includes your pension contributions (employee and employer portion). You will also continue to accrue pensionable service but will not accumulate annual leave or any other type of leave.
LTD payments are based on a percentage of your income at the time you are approved for LTD. Your collective agreement or your benefits booklet will explain what percentage your plan covers. The amount of LTD benefit you receive may be reduced by other sources of income as defined by your collective agreement and the group benefits contract.
Your payments will continue for the period during which you satisfy all the terms of your group benefits contract including the definition of “disability”, or until you reach your normal retirement date.
To promote recovery, it is important to maintain as normal a routine as is medically possible. Given that work is part of a normal routine, it is important to return to work as soon as you are healthy enough to do so. Sometimes a gradual return to work is best when you’ve been off work for a long period. Your manager, healthcare provider(s) and the insurance company will work with you to develop a modified return-to-work program that takes into consideration your job duties and your capabilities when possible to do so while still meeting business needs.
Where an employee does not have LTD coverage, he/she may request an unpaid leave of absence if they have used up their sick leave. Decisions regarding an unpaid leave of absence will be made after consideration of the individual’s case, the department’s operational requirements and any other relevant information. If leave is granted, the employee must pay the full premium cost for all his/her selected benefits.
Please refer to your Benefit Information Booklet for additional information on LTD.
Workers’ Compensation
Sick leave may be used when an illness or injury has been determined to be job-related, and if the employee elects to utilize accrued sick leave in combination with Workers’ Compensation Benefits. Sick leave, when available, may be taken in the amount equal to the difference between the Workers’ Compensation benefit for lost time and the employee’s regular salary rate. In such instances, prorated charges will be made against the employee’s sick leave account. An employee may not receive salary and workers’ compensation benefits that exceed the employee’s regular pay for that period.
An employee who receives a regular salary payment and a workers’ compensation lost time benefit payment shall immediately notify the employer; the employer is responsible for recovering any salary overpayment that may have occurred, and shall promptly recover the amount of salary overpayment through payroll deduction or by cash payment per existing procedures.
Abuse of this Sick Leave Policy will have serious consequences up to and including termination of employment with the employer.
Any health information obtained by the employer about an employee or the employee’s family member will be treated as confidential to the extent provided by law.
3.8 Employment Standards Leave Policy
Intent
The employer is committed to providing work-life balance for its employees and understands that situations can and will arise that call for scheduled leave away from work as well as immediate, emergency leave. The employer has adopted this policy to ensure that its employees are provided with authorized time off as per the Employment Standards Act/Labour Code of their province of employment without fear of a negative impact on their employment status or opportunities within the organization.
Scope
This policy applies to all employees requiring job-protected leave as per provincial employment legislation.
Unionized employees shall adhere to their current Collective Agreement for policies governing employment standards leave. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
This policy has been developed to incorporate the legislative requirements of Alberta, British Columbia and Ontario and shall be updated accordingly should the employer expand operations into additional provinces.
Guidelines
The following table lists job-protected leaves as they are provided for provincially:
Alberta | Ontario | British Columbia | |
Job-Protected Leaves | • Maternity Leave • Parental Leave • Reservists Leave • Jury Duty Leave • Compassionate Care | • Pregnancy Leave • Parental Leave • Family Medical Leave • Organ Donor Leave • Emergency Leave, Declared Emergencies • Reservists Leave • Jury Leave • Critically Ill Child Care • Family Caregiver Leave • Crime Related Child Death and Disappearance Leave | • Pregnancy Leave • Parental Leave • Family Responsibility Leave • Compassionate Care Leave • Reservists Leave • Bereavement Leave • Jury Duty Leave |
Relevant Document
Time Off Request Form
3.9 Pregnancy/Maternity and Parental Leave Policy
Intent
This policy is intended to provide employees with guidelines and procedures to be followed in the event of a birth or adoption of a child by the employee or the employee’s spouse/partner.
Scope
This policy applies to all employees always and without exception.
Unionized employees shall adhere to their current Collective Agreement for policies governing maternity and parental leave. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
This policy has been developed to incorporate the legislative requirements of Alberta, British Columbia and Ontario and shall be updated accordingly should the employer expand operations into additional provinces.
Guidelines
Pregnancy/Maternity Leave
Alberta | Ontario | British Columbia | |
Leave Name | Maternity Leave | Pregnancy Leave | Pregnancy Leave |
Duration of Leave | Up to 15 weeks | Up to 17 weeks | Up to 17 weeks |
Eligibility | Staff members must have completed a minimum of one (1) year of continuous service | Hired at least 13 weeks prior to the expected due date | Pregnancy leave is available to all pregnant employees, regardless of their length of employment |
Commencement of Leave | Any time within 12 weeks prior to estimated date of delivery | No earlier than 17 weeks prior to the baby’s due date (unless born earlier) and no later than the day the baby is born | No earlier than 11 weeks prior to the expected date of delivery and no later than the date of delivery |
Notice Period | At least 6 weeks written notice of intended start to maternity leave | At least 2 weeks written notice of intended start to pregnancy leave | At least 4 weeks written notice of intended start to pregnancy leave |
Notice to End Leave | 4 weeks written notice of the intention to end the leave or change the return to work date, so long as the date does not run longer than the duration of the leave entitlement | An employee is not required to give notice of a return to work date. In absence of notice the employer will assume the full 17 weeks is being taken. However, if the employee wishes to change the return to work date, they must supply the employer with 4 weeks written notice prior to the original date | An employee is not required to give notice of a return to work date. In absence of notice the employer will assume the full 17 weeks is being taken. However, if the employee wishes to change the return to work date, they must supply the employer with 1 weeks’ written notice prior to the date they wish to return to work |
Parental Leave
Alberta | Ontario | British Columbia | |
Leave Name | Parental Leave | Parental Leave | Parental Leave |
Duration of Leave | Up to 37 weeks* | Birth mothers who take pregnancy leave are entitled to up to 35 weeks. Birth mothers who do not take pregnancy leave and all other new parents are entitled to up to 37 weeks** | Birth mothers who take pregnancy leave are entitled to up to 35 weeks. Birth mothers who do not take pregnancy leave and all other new parents are entitled to up to 37 weeks**/**** |
Eligibility | Staff members must have completed a minimum of one (1) year of continuous service | Hired at least 13 weeks prior to the expected due date | All eligible staff members are entitled to take Parental Leave, regardless of their length of employment with the company |
Commencement of Leave | Within 52 weeks after the baby was born or came into the parents’ care, OR for birth mothers who have taken maternity leave, directly following the end of the maternity leave | No later than 52 weeks after the baby was born or came into the parents’ care, OR for birth mothers who have taken pregnancy leave, directly following the cessation of the pregnancy leave, unless the child is not yet in their care*** | No later than 52 weeks after the baby was born or came into the parents’ care, OR for birth mothers who have taken pregnancy leave, directly following the cessation of the pregnancy leave, unless otherwise agreed upon by the employer and employee |
Notice Period | At least 6 weeks written notice of intended start to parental leave (unless the employee was previously on maternity leave and had not agreed to only take 15 weeks of maternity leave) | At least 2 weeks written notice of intended start to parental leave (unless the employee was previously on pregnancy leave and intends to also take parental leave, no notice is required) | At least 4 weeks written notice of intended start to parental leave (unless the was employee previously on pregnancy leave and intends to also take the parental leave, no notice is required) |
Notice to End Leave | 4 weeks written notice of the intention to end the leave or change the return to work date, so long as the date does not run longer than the duration of the leave entitlement | 4 weeks written notice of the intention to end the leave or change the return to work date, so long as the date does not run longer than the duration of the leave entitlement | The employer requests 4 weeks written notice of the intention to end the leave or change the return to work date, so long as the date does not run longer than the duration of the leave entitlement |
- Parental leave may be taken by one parent or shared between two parents, but the total combined leave cannot exceed 37 weeks.
** Both parents are eligible to take one period of parental leave.
***Where a baby has been hospitalized since birth and is still in the hospital’s care when the pregnancy leave ends. In this case the employee may choose to start the parental leave when the pregnancy leave ends or, return to work and commence the parental leave sometime within the following 52 weeks of the birth or the day the baby first came into the parents’ care.
**** If the child has a physical, psychological or emotional condition requiring an additional period of parental care, the employee is entitled to (up to) an additional five consecutive weeks of unpaid leave, beginning immediately after the end of the 35 or 37 weeks.
Employees intending to take maternity or parental leave are required to provide their manager with written notification of their intention to take the leave with as much notice as possible, and at a minimum, the legislated amount of required notice as determined in the above tables. Employees are requested to indicate their last day of work and their intended return to work date.
The employer reserves the right to request a medical practitioner’s certificate stating the expected or actual birth date.
Employees wishing to continue their benefits while on leave are requested to speak to management to determine eligibility. Employees permitted to continue their benefits while on maternity and/or parental leave will be required to maintain payment of the employee portion of monthly premiums.
The employer understands that occasionally extenuating circumstances may arise where an employee requires an extended or amended leave above and beyond the pregnancy/maternity and parental leave entitlements. Extenuating circumstances may include, but are not limited to, health reasons relating to birth or termination of a pregnancy where an employee is unable to return to work and health problems of the infant or child upon birth or coming into the parents’ care.
In such situations, British Columbia, Ontario and Alberta’s Employment Standards Act/Code may provide for additional leave provisions or the option to interrupt and resume the leave later. Should an employee encounter such a situation they are requested to contact management as soon as reasonably possible to discuss the requirement for a leave amendment/extension. This policy will be updated accordingly should the employer expand operations into additional provinces.
The employer shall honor this policy in accordance with any applicable, governing laws. Employees that require pregnancy/maternity and/or parental leave shall not be discriminated against, nor shall their salary or employment status be negatively affected by the leave. Upon return from the leave employees shall be reinstated to their previous position or a similar position with no effect in their salary/hourly rate.
Relevant Document
Time Off Request Form
3.10 Bereavement/Funeral Leave Policy
Intent
It is the employer’s intention to ensure that employees are provided the time they need to properly grieve and take care of family obligations, while maintaining their employment.
Scope
This policy applies to all employees always and without exception.
Unionized employees shall adhere to their current Collective Agreement for policies governing bereavement/funeral leave. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
For the purposes of the Bereavement/Funeral Leave Policy, immediate family members consist of an employee’s:
- Mother, Father, Stepparent or Guardian
- Son or Daughter (biological, step, adopted or foster)
- Sister or Brother
- Spouse or Partner (*Includes a common-law spouse with whom the employee has cohabitated for a minimum of one year)
- Father or Mother-in-law
- Grandparent
- Grandchild or Godchild
Guidelines
- Employees are expected to notify management and request bereavement/funeral leave time off as soon as possible.
- A maximum of three days off will be paid to an employee in the event of a death in their immediate family. Additional unpaid time may be requested where extensive travel is required to attend the funeral.
- Bereavement/funeral leave pay shall be equal to the regular hourly rate of the employee.
- Bereavement/funeral leave pay will not be considered hours worked for purposes of calculating vacation pay.
- Proof of death or relationship may be required.
- Use of bereavement/funeral leave time for any purpose other than the reasons listed above are inappropriate and non-compensable and could be subject to disciplinary action up to and including termination.
- If an employee does not qualify for bereavement/funeral leave benefits (ie: within the probationary period), approved time off may still be provided without pay.
- Time off without pay may be granted to attend a funeral in the event of the death of an extended family member or friend.
The employer will comply with all governing laws regarding employee rights in relation to bereavement/funeral leave time off, and benefits. This policy has been developed to incorporate the legislative requirements of Alberta, British Columbia and Ontario and shall be updated accordingly should the employer expand operations into additional provinces.
Relevant Document
Time Off Request Form
SECTION 2 – Employment Policies
2.5 Hours Of Work And Overtime Policy
2.7 Performance Management Policy
2.7.1 Progressive Discipline Policy
2.7.2 Termination Of Employment Policy
2.8 Succession Planning Policy
2.1 Recruitment Policy
Intent
The employer strives to attract and retain staff of the highest calibre and embraces a strategic, professional approach to recruitment. The purpose of this policy is to provide a sound framework for the recruitment and selection of staff based upon the principles outlined below, principles which meet the requirements of the Employment Standards Acts of all provinces the company operates in and, all other relevant employment legislation.
Scope
This policy covers all activities that form the recruitment and selection process at the employer’s hotels, it is applicable to all staff recruitment except casual labour. For this policy to be effective it is essential that any employee involved in the recruitment and/or selection of staff strictly adhere to the guidelines.
Please note that hiring procedures including probationary periods are subject to the provisions found in current Collective Agreements for unionized employees. Unionized employees are requested to refer to their Collective Agreement for further information. Where the Collective Agreement is silent on a hiring practice, bargaining members shall refer to the contents of this policy.
Guidelines
The employer exercises great care in selecting the most qualified candidates for employment. It is the employer’s intention to do everything it can do to attract the best people in the industry and to ensure that working conditions and opportunities are such that individuals will be successful in their role and will want to continue to be part of the organization.
- The employer has a principle of open competition in its approach to recruitment.
- The recruitment and selection process should ensure the identification of the person best suited to the job and the company.
- The employer wishes to encourage the recruitment of staff with disabilities and will make reasonable adjustments to all stages of the recruitment process for a candidate with a disability.
- Hiring managers will ensure that the recruitment and selection of staff is conducted in a professional, timely and responsive manner.
- The employer will provide appropriate training, development and support to those involved in recruitment and selection activities. Any member of staff involved in the hiring of staff should feel appropriately trained and capable of complying with the requirements of this policy and procedure; if they do not, they should seek further training.
- Recruitment and selection is a key public relations exercise and should enhance the reputation of the employer. The employer will treat all candidates fairly and equitably, with respect and courtesy, aiming to ensure that the candidate experience is positive, irrespective of the outcome.
Recruitment & Selection Procedure
- The recruitment and selection process should not commence until a full evaluation of the need for the role against the area’s strategic plans and budget has been completed.
- Formal authorization to recruit for a post should be sought before commencing the recruitment process.
- Within unionized environments the employer will incorporate the union’s hiring procedures into the recruitment process.
- A job description must be created or updated for any vacant position.
- The job description should accurately reflect the essential and desirable criteria for the position and will include the position title, essential job functions, necessary qualifications, reasons for the opening, hours/shifts required, anticipated salary range and any other pertinent information to assist in gaining the approval to hire. All details should be directly related to the job and applied equally to all applicants. Care should be taken when writing the description to ensure that criteria used does not indirectly discriminate against certain groups of applicants.
- All positions will be advertised within the company; this will help maximise equality of opportunity and provide staff with opportunities for career development, thus enhancing the skills and expertise of existing staff.
- The employer shall accept applications from, and consider a member of an employee’s immediate family for employment if the candidate has all the requisite qualifications.
- An immediate family member shall not be considered for employment if by doing so, it creates a direct or indirect managerial/subordinate relationship with the family member, or if his/her employment could create a conflict of interest either real or imagined.
- For the purposes of this policy, immediate family members shall be defined as: wife, husband, mother, father, stepmother, stepfather, brother, stepbrother, sister, stepsister, son, stepson, daughter, stepdaughter, or any immediate in-laws.
- Former employees that left the employer on amicable terms may be eligible for re-employment.
- In certain circumstances, it may be more effective to use a recruitment agency. This should be discussed and agreed to with head office prior to engaging a 3rd party recruitment firm.
Selection of Candidates
- Interviews should be carried out by a minimum of two people, one of whom should be the manager recruiting for the position.
- Those involved in recruitment should consider how best to convey a positive image as selection is a two-way process: candidates are also assessing the role and the company.
- It is recommended that a range of selection methods, that are suitable for assessing both the essential and desirable criteria are established as this will enhance objective decision making which is difficult through an interview alone.
- The interviewing process will be progressive consisting of an initial telephone screening followed by two to three interviews with a narrowing of the candidate pool to approximately three candidates for final consideration where possible.
- Interview questions and the structure of the interview should be consistently applied to all candidates and should be based on the attributes required for success in the role.
- In instances where the applicant pool is large either an approved 3rd party employer solutions company or a recruitment agency may be contracted to pre-screen applicants. Approval from head office is required prior to retaining either service.
- Notes of the interview and any other notes taken during the recruitment and selection process should be put in a confidential file and be kept for a minimum of 6 months following the selection process.
- Unsuccessful candidates should be dealt with courteously and sensitively and will, as a minimum, receive telephone or written notification of the outcome of the selection process. These candidates will remain classified as applicants in general and may re-apply for reconsideration on future opportunities.
Internal Transfers
- Employees are encouraged to apply internally for job openings, and will have their applications considered based on their qualifications and potential for success with the requirements of the position.
- Employees applying for internal job postings must first obtain the consent of their department manager.
- Internal transfers are subject to the same probationary period of a new hire however, should the manager or employee feel the transfer is not successful, the employee will have the right of return to their previous position. Should their previous position no longer be available, the employer will endeavour to find employment for the employee in a mutually satisfying alternate position.
Offers of Employment
- The employer shall make a verbal offer of employment to any candidates who have been selected through the application and interview process. In the case of a union position, the offer of employment will include any conditional information such as stepped wages and any conditions that waive the standard stepped wage process.
- Verbal offers are conditional upon the successful completion of references and background credit and criminal checks.
- Written offers shall be contingent on the applicant’s signing an employment contract, agreement to company policies and any other condition applicable to the position as required.
- Should the applicant accept an offer of employment from the employer, he/she will be provided with a start date, time and location to report for their first shift.
- Employee orientation will be provided, and will include workplace policies, rules and regulations, and other job specific information designed to assist the employee in his/her duties. Authorization forms and policies shall be signed during this period of orientation.
Probationary Period
The first 90 days of employment is considered a probationary period. Each new employee’s manager will conduct a monthly review during the probationary period to evaluate employee performance and suitability for the position. Should the employee not meet the expected employment objectives, the employee may be terminated, or their probation may be extended up to a maximum of six months. After six months, the employee will either be put on an extended performance improvement plan (PIP) or their employment will be terminated.
Union members should review their Collective Agreement for information regarding their probationary period.
Relevant Documents
Nepotism Policy
Reference Checking Policy
2.2 Reference Checking Policy
Intent
The employer has adopted this policy to ensure that the highest quality candidates are selected for employment. The employer will perform reference checks for all potential candidates regardless of their seniority and it will include education verification and employment history.
Scope
This policy applies to all candidates for employment who have successfully completed the company’s interview process and where a conditional offer of employment has been made. This policy may also be applicable to those employees applying for transfer or promotion within the company.
Unionized employees shall adhere to their current Collective Agreement for policies governing reference checking. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
- Candidates applying for employment must go through the defined selection process to assess their knowledge, skills, abilities and experience. Management will assess the candidate’s experience and skills to perform the duties of the position for which they are applying, as well as the intangible factors which will lead to the best possible hire.
- Before any candidate can be approved for hire, two successful reference checks from previous direct reports must be conducted by the hiring manager.
- A company standard reference check form is to be thoroughly completed. Reference check questions will be consistent across the company, employment related and specific to each position.
- The hiring manager will be required to document in detail all conversations that occur during the reference checking process. These notes will be maintained in the candidate’s personnel file.
- Questions pertaining to the following characteristics as determined by provincial human rights legislation are strictly prohibited: Race, religion, gender, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sexual orientation, gender identity, gender expression, age, record of offences, marital status, family status or disability.
If it is determined that the candidate has supplied falsified information, or misrepresented the facts on their resume or during the interview and reference process, the candidate will be immediately disqualified from consideration for employment. Documentation reflecting the incident should be put in the candidate’s file for future reference should they re-apply for a position with the employer.
2.3 Orientation Policy
Purpose
The employer has adopted this policy to ensure that all new and recently transferred employees are provided with orientation designed to familiarize them with the services and functions of the organization and to effectively orient them to their position. Orientation will educate new employees about the organizational culture, product and procedures, as well as provide a clear understanding of expectations.
To ensure its success, the employee orientation program should be managed as a proactive, ongoing process by management. In addition to the mandatory review of the corporation’s policy and procedure manual, new employees should be provided with an information package outlining the employer’s guidelines and standards, employee expectations and job information.
Scope
This policy applies to all newly hired or transferred employees and to any employees who are assigned new or unfamiliar work and/or equipment, be it on a full time or temporary basis.
Unionized employees shall adhere to their current Collective Agreement for policies governing orientation. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
The following areas should be covered during orientation:
- Completing paperwork, including payroll and tax forms
- Compensation and benefits
- Company background, values, goals, etc.
- Policies and procedures
- Working hours
- Lunch and break schedules
- Importance of regular attendance, punctuality
- Procedure for providing absence and tardiness notification
- Overtime and lieu time requirements
- Dress code or uniform requirements
- Scheduling time off
- Written job description
- Reporting structures
- Health and safety hazards
- Safe working practices
- Performance standards/expectations for performance appraisal
- Safety/security procedures, location of emergency equipment, emergency exit routes
- Introductions to co-workers
- Other
2.4 Employee Files Policy
Intent
The employer has adopted this policy to ensure that all employee files are maintained in a confidential manner, are kept up-to-date, and include all pertinent information relating to an individual’s employment with the company.
Scope
This policy applies to all employees always and without exception.
Unionized employees shall adhere to their current Collective Agreement for policies governing employee files. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
The employer will maintain personal files for each employee and the files will include relevant and up to date personal, medical and employment information. All files will be stored securely and kept confidential using appropriate safe guards with only authorized personnel having access.
At no point will any information contained within any of the employees’ files be communicated publicly without the prior written consent of the employee, unless required by law or as permitted under Freedom of Information Legislation.
Employees that wish to review their files must submit a written request a minimum of three business days prior to the date of review. Employees must be accompanied by a management representative while viewing their file(s). Employees may not review any documentation that would violate the confidentiality of another employee. Employees may request copies of documentation included in their file.
Employees may challenge the accuracy of documentation in their personal file(s), request that corrections be made, and request that a written note of their comments be added as an annotation to the documentation.
Former employees may request access to their personal file(s) and must provide photo identification. The request and viewing process is the same as for current employees.
Any third party that requests access to a personnel file must provide written authorization stating that they are permitted by the employee to review their file. The request and viewing processes shall be the same as for current employees.
All information maintained in the personnel file is the sole property of the company. The removal of any documentation or information from a personnel file by employees or third parties is strictly prohibited. Employee files will be maintained for a period of three years after the employee’s last day of work.
Documents stored in personnel files shall include (but not be limited to):
- Employment application
- Resume
- Up to date personal information, including address, phone numbers, marital status etc.
- References
- Offer of Employment
- Employment Contract
- Emergency contact form
- Relevant medical information
- Banking Information for Direct Deposit
- Employee Handbook and Policy Manual signed acknowledgement and agreement forms
- Documented disciplinary actions
- Documentation of complaints/disputes/grievances filed by the employee
- Performance improvement plans (where applicable)
- Performance reviews
- Career planning documentation
- Attendance records
- Vacation, lieu day and request day off forms including approved and unapproved requests
- Accident/incident report forms involving the employee including Worker’s Compensation Insurance Claims Forms
- Medical documentation for any required absence(s)
- Functional abilities forms required in any Return to Work (RTW) process
- Documentation regarding forms of reasonable accommodation required as part of any RTW process
- RTW plans, including documentation of any updates or dialogue during this period
- Records of recognition/commendation
- Copy of union membership card, where applicable
- Any reports, certificates or documents completed for professional development purposes
Employees are required to submit a completed Change of Information Form if any changes have occurred with their personal information.
2.5 Hours of Work and Overtime Policy
Intent
This policy is intended to communicate procedures and guidelines pertaining to hours of work and overtime for hourly employees. Where hourly employees are required to work overtime, the employer will compensate them accordingly for all hours worked in excess of established daily and weekly maximums.
Scope
This policy applies to non-management hourly employees and all non-bargaining members always and without exception.
Unionized employees shall adhere to their current Collective Agreement for policies governing hours of work and overtime. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
Employees may be required to work overtime during busy periods to ensure that business operations meet established standards and that guest satisfaction is maintained. Hourly employees are expected to be available for a reasonable amount of overtime work when requested. Where overtime is required, managers will ensure it is scheduled with as much notice as possible.
Employees shall be paid at a rate designated by the respective provincial labour code or a Collective Agreement where applicable.
No overtime is permitted without prior approval from management; employees are not authorized to approve their own overtime. Overtime worked at the employee’s discretion, or without management pre-approval such as working through lunch or breaks, arriving early or staying late, is not considered overtime.
The employer will provide break times in accordance with provincial legislation and current Collective Agreements. As such, employees will be permitted two 15 minute breaks and one unpaid 30 minute break for every 8 hour shift. Food service employees will be assigned breaks by their team leader when there is a lull in guest service activities.
When on break employees are asked to use facilities and areas assigned for breaks. Loitering in public areas throughout the property and interrupting coworkers who are not on break is strictly prohibited.
Relevant Documents
Overtime Authorization Form
2.6 Lieu Time Policy
Intent
This policy is intended to communicate the procedures and guidelines associated with of time off in lieu of overtime pay.
Scope
This policy applies to all salaried management employees always and without exception.
Unionized employees shall adhere to their current Collective Agreement for policies governing lieu time. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
Lieu time applies to salaried management employees who are required to work extra hours due to extraordinary circumstances. The use of lieu time is not designed to create flexible schedules, e.g. working through lunch to leave early, etc.
- Lieu time will only be granted for 4 hour or 8 hour periods.
- All lieu time must receive management approval before it is worked. Approval is obtained by the employee logging in to their employee profile in Dayforce and using the Time Away From Work feature. To request Lieu Time Gained approval enter in the date that the extra 4 or 8 hours will be worked and using the “Reason” drop down menu choose “Lieu Day Gained”. If approved this will add the value of time to your Lieu Time Balance. Failure to obtain appropriate approval shall disqualify any eligibility to accumulate lieu time.
- As salaried individuals the system will automatically reject approving time for full days on weekend days. Therefore in the system when requesting Lieu Time Gained use the partial day feature and enter in the times to reflect the 4 hour or 8 hour period. The system will automatically recognize this as a half day or full day.
- When requesting Lieu Time Gained you must provide appropriate comments describing the extraordinary circumstances that have caused the requirement for the request.
- Manager’s are NOT authorized to approve any Lieu Time Gained unless the reason is included in the comments of the request.
- Lieu time should not be required to complete regular job functions on a daily, weekly or monthly basis, it is an occurrence that should only happen in extraordinary circumstances. Consequently, no employee should have lieu time hours accrued in the regular performance of their position.
- Paid time off must be taken within one month of the week in which the lieu time was earned. It is the shared responsibility of the employee and the employee’s manager to ensure this is managed appropriately.
- To request use of your lieu time balance you will also need approval. You will follow the same process as above however under the “Reason” drop down menu you will choose “Lieu Day Taken”.
- If an employee’s job ends before he or she has taken the paid time off, the employee must be paid for all unused lieu time.
- The General Manager must take responsibility for all Lieu Time Liability and work with employees and their Managers to ensure that Lieu Time Gained is taken within the month that it is earned.
The employer will adhere to all federal and provincial laws, regulations and required compliance acts that apply to this policy.
2.7 Performance Management Policy
Intent
The employer has adopted this policy to ensure that all staff members are provided with accurate and beneficial feedback regarding their performance. In utilizing a performance management system, the employer will ensure organizational objectives are met through the achievement of individual performance goals and objectives.
Scope
This policy applies to all employees always and without exception.
Unionized employees shall adhere to their current Collective Agreement for policies governing performance management. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
The employer values its workforce and will endeavour to support employee achievement of professional goals and objectives. Performance management will be utilized as a tool to help ensure the alignment of individual performance goals with that of the strategic direction of the organization using collaborative performance planning, informal coaching, feedback and yearly performance reviews.
Performance reviews are designed to reaffirm the quality expectations for each operational objective within the employee’s job description. Reviews are also used to define the requirements and training needed to further educate and empower the employee. The goal is to develop the skills and knowledge of all employees beyond the scope of their job descriptions, and to empower each member of the organization so that everyone strives to improve the overall guest experience within each hotel.
All employees and management take part in the performance management process with records of individual performance plans and reviews to be discussed and kept in each staff member’s personnel file.
Performance management is on-going and cyclical in nature with the process being broken down into three interrelated phases of planning, coaching/feedback and review.
Planning
Staff that are in management positions will review each of their employee’s job descriptions to identify if any revisions or additions need to be made. If revisions or additions are necessary, they are to complete the Job Description Revision Template Form and email it to their GM to request the changes, after which it is to be submitted to head office for final approval. If the job description is revised the updated job description will be discussed with the employee and put in their personnel file. If there are no revisions required, the review process will proceed with the existing job description.
Review
Prior to the scheduled performance review meeting, management will fill out a performance review document for each employee based upon the employee’s established goals and objectives from their job description and/or their previous review, or follow up meetings to the previous review. Any updates or changes to the job description will be discussed and added or removed from the employee’s scope of responsibility.
The performance review meeting will consist of a full review and discussion of the individual’s performance during the review period based upon the goals and objectives established in the job description and performance plan.
The employee will be given the opportunity to read the performance review and add any additional comments they feel necessary. Both the employee and the department manager will be required to sign and date the newly created performance review with a copy being kept in the employee’s file.
The following timelines should be adhered to when administering employee performance plans and feedback meetings:
- New and probationary employees should have a formal review at the end of each month for the duration of the probationary period or more frequently if the employee is exhibiting performance problems.
- Employees who have been promoted, have changed departments, or have had their duties or responsibilities significantly changed should have a monthly performance review scheduled within the first three months so that performance and progression towards established goals and objectives may be assessed within the new role.
- Performance reviews should be created annually for each employee who is no longer considered probationary and is not exhibiting any performance problems, generally conducted in the month of their original hire date.
- If an employee is experiencing performance issues, performance is to be reviewed monthly or quarterly and if necessary, the employee is to be put on a performance improvement plan (PIP). Performance reviews will be conducted as stipulated in the PIP.
Management:
- Will provide a performance management process that is fair and transparent.
- Will provide the tools and forms necessary to facilitate the performance management process.
- Will provide training and guidance on the performance review process.
- Will work with their employees to ensure fair and attainable performance goals and objectives are established.
- Will provide ongoing feedback to employees in the form of coaching and formal feedback meetings as necessary.
- Will accurately report and document performance observations.
Complaint and Dispute Process
Employees who feel they have been subject to an unfair performance review or who believe their performance objectives to be out of the scope of their normal duties and responsibilities should forward a request for review to the general manager of the property.
Unionized employees are required to adhere to grievance procedures found within their current Collective Agreements.
Upon receiving a request, the issue will be considered and if necessary, a formal investigation will be conducted which could include a review of any performance management forms submitted, review of previous performance plans and reviews, interviews with the employee and management and an investigation into current and past performance.
All information including performance management forms and discussions in performance management meetings will be kept strictly confidential. All forms utilized for the performance management process will be signed by the department manager and employee and kept in the employee’s personnel file.
2.7.1 Progressive Discipline Policy
Intent
The employer has adopted a policy of progressive discipline to ensure that employees are given the opportunity to correct any performance or behavioural issues that may arise during their employment.
Scope
This policy applies to all employees always and without exception.
Unionized employees are requested to refer to their current Collective Agreement for specific progressive discipline provisions and applications. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
The employer has established a set of reasonable rules and guidelines for employees to follow. These have not been put in place to restrict the freedoms of our employees, but rather they have been implemented in consideration of the overall protection of our employees, company property, and our business practices. If an employee violates company policy or exhibits problematic behaviour, a system of progressive discipline shall be utilized.
Employees will be given four opportunities to correct unwanted behaviour, unless the behaviour or concern is one of a severe nature, in which case, discipline can be accelerated. The following steps will typically be followed:
- Coaching – informal
- Verbal Warning – formal
- Written Warning – formal
- Final Written Warning with Possible Suspension – formal
- Termination
With each violation or apparent problem, the employee will be provided with a written document to: (1) alert them to the problem, provide a reiteration of the correct company policy regarding the violation, (2) advise them of the consequences associated with further infractions, and (3) provide a suggestion towards a method of improvement.
All violations or alleged violations will be properly investigated and documented by the employee’s manager, and/or general manager. All formal measures that have been taken within the progressive discipline process will be documented and kept in the employee’s personnel file.
During the final written warning, an employee may be suspended, put on review, started on a performance improvement plan (PIP) if they are not already on one, or be terminated.
- Suspension: Employees put on suspension will be excluded without pay from the workplace for a period of one to three days depending on the violation.
- Review: Employees may be put on a review period (or extended probationary period) following the final written warning. The review period will last between three and six months. During this time, the employee will be excluded from wage increases and advancement and is discouraged from taking vacation.
If an employee feels that they have been wrongfully accused, or disciplined, they may file a written appeal with the general manager or head office.
If an employee is placed on suspension pending the results of an investigation, the employee will be notified of the actions that predicated the investigation, the timeline for the investigation, and the result of the investigation and subsequent decision. The suspended employee will be given an opportunity to respond to the allegations during the investigation.
This form of suspension is not necessarily disciplinary but rather, is intended to give the employer time to examine the issues thoroughly and to determine appropriate action. Should the investigation not be completed during the stated timeline, the employer will reserve the right to extend the suspension, as necessary.
The suspended employee must ensure that he/she is available for questions during the investigation. If the suspended employee fails to make him/herself available, the employer will proceed with the investigation and make decisions based on the information available. Should the suspended employee need to leave town or be otherwise unavailable, he/she must submit a request and be granted approved leave.
The suspended employee will have the right to legal representation (where necessary), union representation (where applicable), or an employer representative to be present at any discussions about the allegations, and will be given 24 hours’ notice prior to any meetings taking place.
Any employee placed on suspension with pay will be required to temporarily turn over his/her office keys, access passes and company identification and credit cards. All company property, business information, and confidential information is to remain onsite. If any employee placed on suspension with pay maintains any files or equipment at his/her residence he/she will be required to turn these items over to an employer representative, until the investigation is completed.
Employees placed on suspension with pay should not have contact with anyone from the office other than their designated point of contact.
2.7.2 Termination of Employment Policy
Intent
The purpose of this policy to ensure that the termination of employees is handled respectfully, with due diligence and with a minimum of disruption to company business.
Scope
This policy applies to all employees always and without exception.
Unionized employees are requested to refer to their current Collective Agreement for specific information pertaining to termination from the company. Where a Collective Agreement is silent on the issue, this policy shall dictate termination requirements for unionized employees. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
The employer classifies termination of employment into three categories:
- Administrative
- Voluntary
- Involuntary
Administrative
Administrative terminations are generally due to retirement, failure to return to work in a timely manner after an approved leave of absence, permanent or long-term disability where the employee is unable to perform his or her job duties, with or without reasonable accommodation, or the death of an employee.
Voluntary
Voluntary terminations are a result of the employee handing in their resignation or, from job abandonment.“ Job abandonment” shall be defined as the failure to report back to work after missing three consecutive business days without prior notification or approval from management.
In the event of a voluntary termination or resignation, managers should attempt to retain the employee if it is in the company’s best interest, if this is not possible, the manager should attempt to determine the employee’s specific reason for leaving.
Resignations should be confirmed by the employee’s manager, in writing, and are binding on the employee and the company and cannot be changed except by agreement. Employees who voluntarily resign may be considered for re-hire.
*The employer requests, as a courtesy, that employees voluntarily resigning their positions provide at least two weeks written notice to allow the company time to find a suitable replacement. Failure to give adequate notice may result in an unable-to-rehire status.
Involuntary
Involuntary terminations are generally due to unsatisfactory performance, misconduct, layoff due to reduction or reorganization of the work force, or failure to meet the expectations of the company. The employer reserves the right to terminate an employee with or without cause and with or without prior written notice in accordance with applicable laws.
The employer will take an employee’s service record into consideration prior to any involuntary termination. If the employee has previously proven to be a valuable company asset, the employer may explore the possibility of a performance improvement plan, demotion, or transfer.
Except for termination of employment due to layoff, position elimination, lack of work or other non-performance related reason, an employee who is involuntarily terminated may not be eligible for rehire. If an employee is rehired, and has failed to disclose an involuntary termination at another location of the employer, the employee will be terminated for falsification of employment records.
*In all categories of termination, the employee will be paid all accrued, unused vacation pay through the last date of employment. The employee will receive his/her final paycheque in accordance with applicable federal and provincial laws.
All terminated employees must return all company property, including, but not limited to keys, parking passes, security passes, company identification, as well as any client lists or other confidential information.
Staff who leave the employer for a reason other than termination with cause or layoff, will meet with a management representative to have an exit interview. The exit interview allows the employee to openly disseminate information pertaining to his/her work experiences at the company. These interviews will be held in confidence. The employer shall compile pertinent information from exit interviews to create feedback which may be used for future considerations towards company policy, and management directives.
In all categories of termination, the employee will be paid all accrued, unused vacation pay through the last date of employment. Management will arrange for and disburse all final monies owing to the staff member and discuss arrangements with respect to benefits. Upon notice of an employee’s resignation/termination, managers must immediately alert the general manager for their property and the payroll department to provide the details of the termination including the last day of work, etc. The payroll department will prepare a Record of Employment (ROE) for the departing employee, and fulfill all final payment requirements in accordance with provincial and federal legislation.
Relevant Documents
Exit Interview Policy
2.7.3 Exit Interview Policy
Intent
The purpose of this policy is to identify workplace, organizational or human resource factors that have contributed to an employee’s decision to leave employment. This will enable the company to identify any trends requiring attention or any opportunities for improving the company’s ability to respond to employee issues; and to allow the company to improve and continue to develop recruitment and retention strategies aimed at addressing these issues.
Scope
This policy applies to all employees at all times except for temporary or contract employees and employees discharged for cause.
Unionized employees shall adhere to their current Collective Agreement for policies governing exit Interviews. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
A management representative will contact the employee in writing, inviting him/her to attend an exit interview at a mutually convenient time. The exit interview should take place as soon as possible after the confirmed leaving date has been received. The employee will be asked a standard set of questions and given a chance to discuss any concerns about their employment with the company that they feel would be beneficial for the company to know.
Participating in the exit interview process is voluntary; if an employee chooses not to participate in a face to face exit interview, he/she will be encouraged to complete an exit interview questionnaire. The employee will be asked to complete a standard set of questions and given a chance to provide written feedback regarding any information they feel would be beneficial for the company to know.
Employees that choose to participate in an exit interview are encouraged to be honest, candid, and constructive in their responses. The information received through exit interviews will be confidential. No specific information that could possibly be traced back to an ex-employee will be disseminated or discussed.
Information gathered from exit interviews will be analyzed regularly by the senior management team to identify problem areas or determine trends that may need to be addressed. Periodically, senior management will share their analysis and recommendations with designated members of staff and/or the corporate management team.
The analysis and review will include appropriate statistical information regarding the number and distribution of employee departures during the preceding year and the reasons for leaving; an analysis and discussion of any trends or common themes which are suggested by the exit interview feedback; a summary of any actions or interventions taken during the year on the basis of exit interview information; and any actions required in order to address any concerns or opportunities which are identified through exit interview feedback.
2.8 Succession Planning Policy
Intent
The employer is committed to ensuring that staff are provided with the tools they need to succeed and develop, to meet both their own aspirations and enhance their value within the company.
Succession management is intended to provide the organization with the ability to meet future business and staffing needs by identifying viable candidates and investing in their future with the organization by providing training, development and career advancement opportunities.
Scope
Certain positions will have an identified set of requirements that are needed to ensure success in the position based on education, knowledge, skills and other attributes. This set of requirements will be used as the benchmark for evaluating the suitability of internal staff for their candidacy for succession planning consideration.
This policy applies to all non-unionized employees always and without exception.
Please note this policy may not be applicable to union members whose succession may be based on seniority. Unionized members are requested to refer to their current Collective Agreement for a similar policy and procedure. Where the Collective Agreement is silent, bargaining members will refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority
Guidelines
This succession planning policy will: Identify key positions within the organization, assess the impact of future vacancies in these positions, create a profile of the necessary skills required for these vacancies and the training and development plan for potential candidates and finally, develop the plan to fill these vacancies once qualified. This will be accomplished by:
- Facilitating an annual meeting of all general managers and head office to discuss roles deemed as requiring a succession plan.
- Creating a plan for training and development.
- Conducting a final review and selection of potential candidates, and ensuring that they have the necessary skills or the potential to learn the necessary skills to be successful in the role.
- Providing additional skills development for employees that have been identified as candidates for succession planning.
- Ensuring the smooth transition of employees into their new position and successfully backfilling their previous role.
Succession planning candidates will be provided with a professional development plan that is designed to ensure that the candidate obtains the skills, knowledge and qualifications needed to successfully grow their career in the organization and take on greater levels of responsibility, ultimately moving into the identified key position that they are being groomed for. A component of the identified employee’s annual performance review will detail the objectives of the succession plan and address their progress towards promotion.
2.9 Recognition Policy
Intent
The employer recognizes and values the efforts and accomplishments of its staff members and the contributions they make towards the success of the company and has adopted this policy to ensure that staff are duly recognized.
Scope
This policy applies to all employees always and without exception.
Unionized employees shall adhere to their current Collective Agreement for policies governing recognition. Where the Collective Agreement is silent, bargaining members shall refer to the contents of this policy. In situations where the directions of this policy cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Definitions
Organization-Wide Recognition– Annual awards such as employee, manager and volunteer of the year etc. given to individual employees who demonstrate excellence and innovation in meeting the objectives of the organization.
Department-Wide Recognition– Formal and informal recognition given at a departmental level to individual employees or teams for outstanding contributions and accomplishments which best reflect the department’s mission, vision and values.
Formal Recognition– Organization-wide and/or department-wide recognition that is provided, following a formal process of nominations and voting/management consideration.
Informal Recognition– Acknowledgment of day-to-day accomplishments in the workplace.
Service Award – Recognition provided for a staff member that has a long history of dedication and service; 5, 10, 15, 20 and 25 years of service will be recognized at the discretion of the General Manager.
Service Appreciation – Recognition provided to acknowledge the service and efforts of a long-standing staff member upon receipt of their intent to retire.
Guidelines
The employer will ensure that recognition reflects the staff member’s ability to successfully meet or exceed defined corporate objectives, goals and values.
- Management shall be responsible for the coordination of the annual company awards ceremony.
- Each department will be responsible for effectively documenting laudable service achievements and communicating these achievements. Individual departments will provide recognition, and may also submit the information for organization-wide recognition and/or award(s).
- Management will monitor and evaluate recognition programs, and revise as appropriate.
SECTION 1 – Introduction
1.1 Letter of Introduction
The employer is comprised of a group of sister hotel properties owned and operated in Ontario, Alberta and British Columbia. We are a hospitality company with a commitment to deliver exceptional customer care by fostering strong and mutually beneficial relationships with our employees, guests, suppliers, brand, and management teams.
Our objective is to build a strong team committed to succeed in the hospitality industry. Together we will strive to constantly improve, enabling everyone to meet their own personal and professional goals, and ensuring that we exceed the expectations of our guests and stakeholders. To achieve this, we have set standards and policies for the company’s operations which provide direction to all employees.
We are fortunate to share a unique environment with a dedicated, highly skilled workforce that has a proven foundation built on mutual respect and appreciation. Every employee brings unique skills to help achieve our common goals thus enabling a focus on continuously achieving quality standards to meet and exceed our guests’ expectations.
The keys to our ongoing growth, competitive advantage, and future success are:
- Being innovative. Continuously striving for new and more efficient methods and processes within our facilities;
- Continuously searching for new ways to improve our properties, facilities and services by supporting and encouraging our coworkers to excel in their careers and by reinvesting in our infrastructure.
- A commitment to ensuring the work we do, and that of our fellow employees, is performed safely;
- Developing and implementing initiatives to ensure we are working to preserve the environment;
- Reviewing and enhancing our internal and external business partnerships to strive for greater productivity.
Through this policy and procedure manual we hope to have captured the essential processes and disciplines required to achieve our objectives for continued improvement and customer satisfaction.
Sincerely,
Scott McPhail
President
1.2 Policy Administration
Intent
Policies and procedures in this manual have an organization-wide application to provide a basis for consistent and appropriate decision-making, and provide guidance for staff on many issues. This policy manual will help ensure that staff accomplish their objectives, maintain accountability, and clarify how we conduct business operations.
Scope
The policies and procedures in this manual apply to all employees of the organization.
Unionized employees shall adhere to their current Collective Agreement for policies governing employment with the employer. Where the Collective Agreement is silent on an issue bargaining members shall refer to the contents of this policy manual. In situations where the directions of these policies cover issues also in the Collective Agreement, the Collective Agreement will be the final authority.
Guidelines
Employees are required to familiarize themselves with the policies and procedures and to conduct themselves accordingly. Management has the responsibility to communicate the application of policies and procedures, to ensure compliance and to take corrective action when necessary.
All policies contained in this manual will be:
- Presented in a common format,
- Formally approved by management,
- Distributed to all relevant parties in a timely manner,
- Accessible to all employees, and
- Kept current.
To ensure all policies are drafted, approved and implemented appropriately, the following steps should be followed:
- Draft policies and procedures are created and reviewed by management of the hotel that deems the policy necessary for development.
- The policy will be checked to ensure the format is consistent with the format of other policies and is consistent with the overall theme of the organization’s operations.
- The draft will be sent to head office for review. If the policy is accepted it will be distributed to the other hotels for comment.
- Head office is responsible for the final approval of all policies and procedures.
- All hotels will be provided with the new or updated policy. They will also receive a new policy sign off sheet or policy amendment sign off sheet for each department. The sign off sheet must be signed by all employees to acknowledge their understanding and compliance with the new or revised policy. The completed sign off sheet will be kept with the master copy of the hotel’s policy and procedures manual.
Relevant Documents
New or Revised Policy Request Form
New or Revised Policy Sign Off Form