Guide to Violence Prevention in the Work Place

Appendix A

Work Place Violence (WPV) Prevention Policy Checklist

This checklist is not mandatory; however it may be used as a guide when creating or reviewing your work place violence prevention policy. It is the employer's responsibility to ensure that its WPV prevention policy meets the requirements of Part XX of the Canada Occupational Health and Safety Regulations.

Work Place Violence Prevention Policy Checklist
Action Required Completed Completed by
The purpose of this policy . . . - 20.3(a)
Definitions: Work Place Violence - 20.3(a)
Statement of commitment and obligation to provide a safe, healthy and violence-free work place - 20.3(a)
Statement of commitment to provide resources and attention to the prevention of violence in the work place - 20.3(b)
Disciplinary action to be taken with those who commit or contribute to work place violence
Commitment to provide information, guidelines and training to employees on the identified factors that may contribute to work place violence, and on prevention measures - 20.3(b) and 20.3(c)
Procedure for employees during a work place violence incident - 20.3(d)
Procedures to investigate and follow up on any reported incidents if they cannot be resolved internally
Procedures to assist employees who have been exposed to work place violence - 20.3(d)
Policy is posted in a place accessible to all employees - 20.3
Policy is reviewed on a regular basis to ensure it is relevant to the work place (date of review is noted) - 20.7

Generic Work Place Violence Prevention Policy

This sample may be used as a guide when creating your work place violence prevention policy and is derived from several sources including the Canadian Centre for Occupational Health and Safety (CCOHS) and the Law Society of Alberta.

Please note that each employer has an obligation to assess its work place and develop its policy accordingly.

1. Introduction

ABC Company is committed to providing a violence-free work place where any act of violence is unacceptable and will not be tolerated. This policy applies in the "work place" which is defined in the Canada Labour Code, Part II to mean "any place where an employee is engaged in work for the employee's employer."

Acts of violence may occur as a single incident such as a physical attack or as an event resulting from a series of exposures to factors such as teasing and bullying. All factors that may contribute to violence in the work place that we are made aware of or that are reported will be investigated and any deliberate acts of violence in the work place will be subject to discipline.

2. Purpose

The purpose of this policy is to ensure that:

  • Employees and management understand that disciplinary action will be taken with those who commit or contribute to work place violence.
  • Those who are subjected to violence in the work place understand there are procedures for recourse and that assistance/counselling is available.
  • Employees and management understand that everyone has a responsibility to report any factors that may contribute to violence in the work place and that all incidents of work place violence must be reported.

3. Commitment

ABC Company is committed to:

  • Resolving work place violence situations to the best of our ability and, if they cannot be resolved, having a competent person conduct an investigation to arrive at conclusions and recommendations for corrective action.
  • Using the necessary amount of resources to prevent and to respond to incidents of work place violence.
  • Providing support for employees affected by work place violence.
  • Doing what is reasonably practicable to achieve a violence-free work place.

4. Prohibited conduct

No employee shall subject any other person to work place violence or intentionally use any of the known factors that contribute to violence in the work place.

Prohibited conduct includes, but is not limited to:

  • Intentionally causing physical injury to another person.
  • Intentionally causing damage to property of another.
  • Threatening remarks directed at another person (written or oral).
  • Possessing, during work, a dangerous weapon that is prohibited or not provided by the employer.
  • Bullying or intentional harmful teasing (written or verbal).
  • Displaying or exhibiting extreme anger or hostility.

An employee who subjects another to violence in the work place will be subject to disciplinary action appropriate to the severity of the incident, up to and including dismissal.

5. Management responsibilities

Under this policy managers and supervisors have the following responsibilities:

  • To treat individuals at the work place with respect.
  • To develop work place arrangements that minimize work place violence.
  • Address and resolve incidents involving employees.
  • To promote a violence-free work place.
  • To ensure that all employees are aware of the policy and that the policy is posted and available.
  • To report any incidents of violence in the work place to the employer and, if necessary, to the police.
    Note: All physical assaults are to be reported to the police.
  • When applicable, to ensure the privacy and safety of all parties involved in a work place violence incident.

6. Employee responsibilities

Under this policy employees have the following responsibilities:

  • To treat individuals at the work place with respect.
  • To report any incidents of work place violence, experienced or observed, to the employer.
  • To report any factor not yet identified that may contribute to work place violence.
  • To co-operate in the investigation and resolution of matters involving work place violence.

7. Complaint procedure for persons who have experienced work place violence

  • Inform the person inflicting the behaviour that it is an unwanted/ unwelcome behaviour.
    Note: A manager, supervisor or employee representative may be asked to assist with this.
  • Document all events, including time, date, and names.
  • Fill out a complaint form and report the incident to the manager or supervisor.
  • Request support/assistance, if required.
Intentional false complaints will not be tolerated and will be subject to progressive discipline.

8. Confidentiality/privacy

Confidentiality/privacy is needed to properly investigate a work place violence incident and to offer proper support to those adversely affected. Any individual who becomes aware of a work place violence incident should not disclose any information to a third party without consulting the complainant/person directly involved. Those with questions or concerns regarding a work place violence incident should contact (name).

9. Non-retaliation

Employees will not be penalized or disciplined for making a complaint in good faith.

Disciplinary action will be taken against any person who takes any reprisal against a person who reports an incident of work place violence.

10. Investigation

Upon receiving a formal complaint, the employer will decide whether to contact the police or will contact the police if requested by the employee involved. The employer will then address and resolve the complaint between the parties involved. If the matter can be resolved, the employer will assess and implement controls to prevent the WPV from happening again.

The identities of the people involved will not be disclosed without their consent.

If the complaint cannot be resolved internally, the employer will appoint a competent person to investigate the complaint and submit a written report to the employer. The employer can conduct an investigation without using a competent person if these three criteria are met:

  • The work place violence was caused by a person other than an employee.
  • It is reasonable to consider that the possibility of intervening in violent situations is a normal condition of employment.
  • The employer has effective procedures and controls in place to address work place violence, the development of which involved the employees.

Upon receipt of the report, the employer will provide a copy to the health and safety committee (or the health and safety representative) and will implement controls to prevent a recurrence of the work place violence.

11. Disciplinary action

The employer may consider the following factors when deciding on disciplinary action based on a WPV incident:

  • The severity of the incident.
  • Whether there was intent to injure or harm.
  • Events leading up to the incident that indicated the WPV was likely going to occur.
  • The prior history of the employee involved in causing the WPV.
  • Whether the complaint was made in good faith.

The resulting disciplinary action may include:

  • An apology.
  • Progressive discipline such as written warning, suspension.
  • Training.
  • Referral to an assistance program.
  • Dismissal.

12. Record keeping

The written or electronic documents related to the findings of the review of the work place violence prevention measures will be kept by the employer for three years and be readily available for examination by a health and safety officer.

The report from an investigation into a work place violence incident conducted by a competent person will be kept by the employer and be readily available for examination by a health and safety officer.

Signed records in paper or electronic form on the information, guidelines and training provided to each employee will be kept for two years after the date the employee ceases to perform an activity that has a risk of work place violence associated with it.

13. Assistance

If requested, the employer will provide assistance for an employee who was involved in a work place violence incident. This assistance may include:

  • Employee Assistance Program.
  • Counselling.

14. Policy review

To ensure this policy remains current and up to date it will be reviewed and updated at least once every three years. The date of the last review will be indicated in the policy.

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Date Modified:
2012-04-19