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Home My WebLink AboutCOR-2025-449 - Modernizing Human Resource PoliciesStaff Report J IKgc.;i' r� R Corporate Services Department www.kitchener.ca REPORT TO: Planning and Strategic Initiatives Committee DATE OF MEETING: December 1, 2025 SUBMITTED BY: Dimetra Resendes, Director, Human Resources, 519-783-8085 PREPARED BY: Janette MacDonald, Manager, Organizational Development and Learning, 519-783-8088 WARD(S) INVOLVED: All DATE OF REPORT: November 20, 2025 REPORT NO.: COR -2025-449 SUBJECT: Modernizing Human Resources Policies RECOMMENDATION: That the modernized Human Resources policies, attached as Appendix A to Corporate Services report COR -2025-449 be approved; and, That the redundant Human Resources policies, attached as Appendix B to Corporate Services report COR -2024-449 be repealed. REPORT HIGHLIGHTS: • The purpose of this report is to inform Council and seek approval of improvements to the City of Kitchener's Human Resources policies as staff have committed to a five-year review cycle to maintain current and effective policy language and terms. • The financial implications are none. • Community engagement included informing the public by posting the updated policies to the City's website with the agenda. • This report supports the delivery of core services. BACKGROUND: As outlined in Council Report COR -2024-018, Legislated Service completed a LEAN business process review to strengthen the existing policy review process. Human Resources staff are engaged in the updated policy review process as part of a comprehensive multi -phase body of work to catch up on procedural, legislative and housekeeping changes that were paused out of necessity during the City's pandemic response. REPORT: The Human Resources team is systematically refreshing the City of Kitchener's policy collection to modernize terms and language, based on the following guiding principles: *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. Page 9 of 271 Ensuring that policies are aligned with the evolving legislative landscape and the City's most up-to-date collective agreements. Ensuring that policy language mitigates organizational risk and clearly identifies employee entitlements and obligations so employees can maintain their own compliance. Ensuring policies contribute to an equitable, inclusive and supportive workplace, aligned with organizational culture and values, to make sure the City of Kitchener remains a great place to work. The accompanying collection of updated policies reflects the second phase of work. The first phase was approved by Council in 2024 (Modernizing HR Policies 2024 — COR -2024-514). HR staff continue to work on additional policy updates which will come forward to Council successively as this work is completed. All policies will be reviewed on a five-year cycle to ensure they remain current and relevant. To ensure a thorough review and ensure updates reflect the guiding principles outlined above, policies are reviewed by subject matter experts in Human Resources, Financial Operations and the Reconciliation, Equity, Diversity and Inclusion team. Policy updates are varied, including the following examples: • Updating criteria for establishing 40-hour/week supervisory roles, considering operational need in addition to hours worked by direct reports; • Amendments to minimize risk to the organization associated with employees holding multiple City of Kitchener jobs while continuing to provide operational flexibility; • Updating language relating to dress code to reflect the diversity of roles and requirements in service delivery. • Housekeeping updates to remove gendered language, to increase clarity/readability and to align with recent case law and legislative updates; As well, to support a more streamlined and modern approach to recruitment and hiring, staff are proposing to repeal HUM -HIR -195 Probation — Non -Union, Management, HUM -HIR -125 Notice of Permanent Full Time Job Vacancy, HUM -HIR -130 Hiring — Senior Management — Vacancy, and HUM -HIR -155 Inclusive Recruitment and Hiring Practices, in favour of a new comprehensive Council Policy HUM-HIR-XXXX Employment and Recruitment. This new policy consolidates and simplifies guidance for both employees and management staff, and continues to strengthen inclusive recruitment and hiring practices while providing clear, consistent information from a single source. The policy also creates clear parameters for instances where appointment may be considered and addresses the reemployment of retirees — practices that, together with other recruitment and staffing strategies, help ensure the organization can place the strongest candidates in roles to positively impact service delivery. STRATEGIC PLAN ALIGNMENT: This report supports the delivery of core services. FINANCIAL IMPLICATIONS: Page 10 of 271 Capital Budget — The recommendation has no impact on the Capital Budget. Operating Budget — The recommendation has no impact on the Operating Budget. COMMUNITY ENGAGEMENT: INFORM — This report has been posted to the City's website with the agenda in advance of the council / committee meeting. PREVIOUS REPORTS/AUTHORITIES: • COR -2024-018 Corporate Policy Update — New, Amended and Repealed Policies • COR -2024-514 Modernizing Human Resources Policies APPROVED BY: Victoria Raab, General Manager, Corporate Services ATTACHMENTS: Attachment A — Updated Policies Attachment B — Repealed Policies Page 11 of 271 Appendix A to COR -2025-449 Table of Contents—AppendixA HUM -BEN -025 Compensation — 40 hour premium payment Key changes: updated criteria for establishing 40-hour/week supervisory roles, to consider operational need in addition to hours worked by direct reports. Cllean.........................................................................................................................3 .............................. ked ...argq...............c:.... an....................................................................................................... HUM -BEN -030 Compensation — Pink and Red Circling Key changes: added definitions of pink and red circling, and circumstances on when each applies. Cllean.........................................................................................................................7 .............................. ....ir p......g.........c.....an....................................................................................................... HUM -BEN -185 Overtime and Premium Compensation Key changes: headings were adjusted to ensure clear application of the policy. Cllearn.......................................................................................................................11 .............................. ked r pchanges ..................................................................................................... 5 ....i .................. HUM -VAC -135 Hours of Work & Rest Periods Key changes: definitions of employee classifications updated to match HUM -HIR -100 Employee Status — Definitions; policy content was clarified for easier interpretation. Cllean.......................................................................................................................19 .............................. ked 22 ....irgq....................an..................................................................................................... HUM -WOR -050 Consecutive Hours for Voting Key changes: definition of "elector" added; the City's responsibilities and limitations of responsibility were clarified. Clleairn.......................................................................................................................26 .............................. 28 ....r p..1k.e......._ ...... .n...................................................................................................... HUM -WOR -065 Dress Code Key changes: updated language to reflect the diversity of roles and requirements for service delivery; added uniforms and expectations for PPE when assigned/provided/required; added exceptions for roles that do not fall under office or uniform. Cllean.......................................................................................................................31 .............................. Firadk...c1han es.....................................................................................................33 HUM -WOR -140 Respect in the Workplace Key changes: definition of workplace consistent with partner policy HUM -WOR -250 Violence in the Workplace; considered recent case law and legislative updates; added clarity for circumstances in when the policy would be applied. Cllean.......................................................................................................................36 .............................. ked 47 ....ir p...............c.... an..................................................................................................... HUM -WOR -180 Concurrent Employment Key changes: amendments to minimize risk to the organization associated with employees holding multiple City of Kitchener jobs while continuing to provide operational flexibility. Cllean.......................................................................................................................58 .............................. 61 ....r .q.1k.e......._g...._ ..n. es..................................................................................................... Pa*QeM 94of 271 Appendix A to COR -2025-449 HUM -WOR -250 Violence in the Workplace Key changes: definition of workplace consistent with partner policy HUM -WOR -140 Respect in the Workplace; considered recent case law and legislative updates; added clarity for circumstances in when the policy would be applied. Clean.......................................................................................................................64 ............................... 74 ar.....g..........g......g.!.gg...................................................................................................... HUM -WOR -255 Anniversary Milestone Recognition Key changes: clarification of eligibility in the event of reemployment. Clean.......................................................................................................................84 ............................... .....I .ga' ...d c.Ih.22.0.....................................................................................................87 HUM-HIR-XXXX Employment and Recruitment Key changes: new policy supports a streamlined approach to recruitment by replacing four existing policies; ensures the organization can place the strongest candidates in roles that positively impact service delivery through multiple recruitment streams. I2....olliic...............................................................................................................90 Policies to be replaced.............................................................................. Appendix B Pa*QeM 94of 271 Appendix A to COR -2025-449 POLICY HUM -BEN -025 COMPENSATION — 40 HOUR PREMIUM Category Sub -category PAYMENT HUM - Human BEN - Benefits & Resources Compensation Approval Type Department/Division Author and Position COUNCIL Corporate Services / Human Resources Human Resources Date Approved Last Next Review Date Cladk here to enter a Reviewed/Amended I�ck (here to enter a date, date. I�udk heir to mini ur a date, Related Policies or Procedures Policy Purpose To provide a method of compensating staff in positions which fall under the CUPE 791/Non- Union Management Joint Job Evaluation System who are scheduled to work a 40 -hour work week. Policy Scope Application 0 Employees (Indicate below which categories apply: All employees, Permanent full-time, Temporary full-time, Continuous part- time, Casual, Probationary, Student, Management, Non-union) • Permanent full-time, Temporary full-time, Management, Non-union E U n ion s (Indicate below which categories apply: All Unions, COPE 68 Civic, CUPE 68 Mechanics, CUPE 791, 1A TSE, IBEW, KPFFA) • CUPE 791 ❑ Council ❑ Specified Positions: Q[I.:�Il�.....oir:.....t .1,......11 !°:.....::d:......a !ri.:�::;.!I....: :.:::. ❑ Other: Local Boards and Advisory Committees Policy Content The following positions will be eligible for an additional 11 % annual premium payment to compensate for the additional work hours from 35 to 40 per week. Supervisory positions (grade 10 and below) that have first line supervisory responsibilities for two or more permanent full-time positions classified as 40 -hour positions, and where the Department Head deems it is operationally necessary to have Pa*QeM �` f 271 Appendix A to COR -2025-449 the supervisor's hours aligned with their staff in order to provide adequate supervision. • Non -Union (Grade 10 and below) who are scheduled to work a 40 -hour work week (i.e. Corporate Security) • CUPE Local #791 employees who are scheduled to work a 40 -hour work week and are identified in the current collective agreement as eligible to work a 40 -hour work week. Results of Review ❑ No Edits Required ❑ Housekeeping Edits 0 Substantial Edits ❑ Repeal/Replace Policy History Administrative and Housekeeping Changes Date Nature of Change 2016-06-01 Policy II -25 template reformatted to new numbering system and given number HUM -BEN -025 Substantial Changes Date Council/CLT Directive 2001-12-10 Resolution passed by Council 2010-06-14 Resolution passed by Council 2011-02-07 Resolution passed by Council Pa*qa6eM 84of 271 Appendix A to COR -2025-449 POLICY HUM -BEN -025 COMPENSATION — 40 HOUR PREMIUM Category Sub -category PAYMENT HUM - Human BEN - Benefits & Resources Compensation Approval Type Department/Division Author and Position COUNCIL Corporate Services / Human Resources Human Resources Date Approved Last Next Review Date lk,k Ihere to enter a Reviewed/Amended I�ck Ihere to enter a date. date. Qck Ihere to enter e date Related Policies or Procedures Policy Purpose To provide a method of compensating staff in positions which fall under the CUPE 791/Non- Union Management Joint Job Evaluation System who are scheduled to work a 40 -hour work week. Policy Scope Application ❑X Employees (Indicate below which categories apply: All employees, Permanent full-time, Temporary full-time, Continuous part- time, Casual, Probationary, Student, Management, Non-union) • Permanent full-time, Temporary full-time, Management, Non-union ❑X U n ion s (Indicate below which categories apply: All Unions, CUPE 68 Civic, CUPE 68 Mechanics, COPE 791, 1A TSE, IBEW, KPFFA) • CUPE 791 ❑ Council ❑ Specified Positions: �.�Ilji�.�ll�..._��!h....:t.�.II.:.....II:.�":1::��.....:�::��...._�:�!Ii.:teii,':...:a:��xt,,:. ❑ Other: Local Boards and Advisory Committees Policy Content The following positions will be eligible for an additional 11 % annual premium payment to compensate for the additional work hours from 35 to 40 per week. Supervisory positions (grade 10 and below) that have first line supervisory responsibilities for two or more permanent full-time positions classified as 40 -hour positions aind wll-here tll°ne I[)e m air°tii'rneiirt Il head deems It Is o eratlionallll a necessau to II°nave p ...................................................... ...........................................................................IL...................................................................................................................................................................................................u..................................................................... ......y.........................................................................y......................................................... the su,�eu°vlisorfs Ihouu,s allli used wlitlh tll.neliu, staff lin oirdeir to �urvovlide a d e uate su �eu°vlislioun. 1.......................................................................................................................................9........................................................................................................................................................................................................................II.....................................................................................g........................................................Q................................................................ Pa$QeM 84of 271 Appendix A to COR -2025-449 • Non -Union (Grade 10 and below) who are scheduled to work a 40 -hour work week (i.e. Corporate Security) • CUPE Local #791 employees who are scheduled to work a 40 -hour work week and are identified in the current collective agreement as eligible to work a 40 -hour work week. Results of Review ❑ No Edits Required ❑ Housekeeping Edits 0 Substantial Edits ❑ Repeal/Replace Policy History Administrative and Housekeeping Changes Date Nature of Change 2016-06-01 Policy II -25 template reformatted to new numbering system and given number HUM -BEN -025 Substantial Changes Date Council/CLT Directive 2001-12-10 Resolution passed by Council 2010-06-14 Resolution passed by Council 2011-02-07 Resolution passed by Council Pa*qa6eM 94of 271 Appendix A to COR -2025-449 POLICY HUM -BEN -030 COMPENSATION — PINK & RED CIRCLING Category Sub -category HUM - Human BEN - Benefits & Resources Compensation Approval Type Department/Division Author and Position COUNCIL Corporate Services / Human Resources Human Resources Date Approved Last Next Review Date December 10, 2001 Reviewed/Amended June 1, 2021 June 1, 2016 Related Policies or Procedures Policy Purpose To establish a process for adjusting employee salaries when: • Changes in job duties, organizational structure, or position classification result in a salary that exceeds the maximum for the new job grade; or • A position is initially interim rated and subsequently determined through the Job Evaluation process to be at a lower grade than the interim rate. This policy applies to staff under the CUPE 791/Non-Union Management Joint Job Evaluation System. Employees not covered by this policy will follow the job evaluation process determined by the applicable plan documents. Definitions Red -Circling: A salary protection measure where an employee's pay is frozen at its current level, with no further step or economic increases because the salary exceeds the maximum of the new job grade. This status remains until the job rate of the position catches up to or surpasses the employee's salary. Pink -Circling: A salary protection measure where partial economic increases (50%) are applied to an employee's salary until the salary aligns with the new grade maximum. Policy Scope When an employee is covered by a Collective Agreement and its terms conflict with this Pa*QeM 94of 271 Appendix A to COR -2025-449 Policy, the Collective Agreement will apply. Application 0 Employees (Indicate below which categories apply: All employees, Permanent full-time, Temporary full-time, Continuous part- time, Casual, Probationary, Student, Management, Non-union) • Management, Non-union 0 U n ion s (Indicate below which categories apply: All Unions, CUPE 68 Civic, COPE 68 Mechanics, COPE 791, 1A TSE, IBEW, KPFFA) 0 CUPE 791 ❑ Council ❑ Specified Positions: �"� [i ll�......!!r...t .Ili.....11 .p." :.....::...... i! „D i!:....:: ". .:::. ❑ Other: Local Boards and Advisory Committees Policy Content When an employee's salary exceeds the maximum of the new job grade due to job duty changes, reorganizations, or involuntary transfers, they will be pink -circled as defined above. Interim rated positions that are moved to a lower grade through Job Evaluation will be red - circled as defined above. Results of Review ❑ No Edits Required 0 Housekeeping Edits ❑ Substantial Edits ❑ Repeal/Replace Policy History Administrative and Housekeeping Changes Date Nature of Change 2016-06-01 Policy II -30 template reformatted to new numbering system and given number HUM -BEN -030. Substantial Changes Date Council/CLT Directive 2007-06-05 Resolution passed by Council 2010-06-14 Resolution passed by Council Pa*QeM 94of 271 I Appendix A to COR -2025-449 POLICY HUM -BEN -030 COMPENSATION — PINK & RED CIRCLING Category Sub -category HUM - Human BEN - Benefits & Resources Compensation Approval Type Department/Division Author and Position COUNCIL Corporate Services Human Resources Human Resources Date Approved Last Next Review Date December 10, 2001 Reviewed/Amended June 1, 2021 June 1, 2016 Related Policies or Procedures Policy Purpose To. pFovide a Met�lGd G:....o 1CH1Ff)G#Rg af� ea�pll c>yee',& salary 9verjj�,.-)ayFw..,;F-A k.* ,t aff kl- p WtWlh 4.1111 WldeF t*K �i GUF, Mw-iag-ement jC4,.:1t JcIb- &ystew�,rz,,,,r..2 e�jgj��Ish a p!,,ocess fair adjj� Inq s aqi,e s wie n .........�...J..................... .......... ..�............................................................................................. .,.................. .....e.1 i..J...l. . Q 1,-H a ng.2�� I..in j.g.� d.g.fles o niizadoin6l structure gii 1,!2.��ifioin dlassfficafloin resOt lin a .......................................... ..................... .. ........ ........................... .......... .............................................................................................................................................. ................ ...................................................................................................................................................................................................................... S a..1 a..ii.T 1b.pt exceeds the irnaxiiinuim for the riew..j jj.,.� p or ...... ...... .. ...... .. .. . ............................................................................................................................................................................................................................................................................. . g.!� !k, ..................... .................. A p..gpjfiori Is Initi kI linteii,,irn rated and subsec L �g..qj�jy .. ........... �.gferrnined d,,irouq.b ............ . .................................................................................... 2 y .................................................................................................................................................................................................. ............................................................................................................... ... 1:::::::.v.a1 u a t1o.in �P... g!� . . ...... to be at a lowet-, t iteirini rate g[g.�2 1"iain the Iii, ......... . ............ ......... .................................................................................................. ......................................................................................................................................................... Ibji s pp 0 .............. ......................................................................................................................................................................................... = .................................................................................................................... .......................................... ..................................................................................... ................................................................... Ij! app.�jjes to staff undeii the QUR1:::::::79'1/�Noin Q 1,110 11"1 Mainag J61ii"it job I:Eva�luatioiii T'l n , � y tiolil pirocess yaig! .......... I E! Rjpy!gg� not coveiired ��by fts ppj�c W�1� fo�Iow t��,ie j�g� deterimined IIby fl2g gpplllicalNe docii,iiii,igints., Definitions .IRW01irclki..n.g.: A salla�y. tectigii,) iineasuii,'e W,igii,e.an e In 1[ 1.gy gy is fi°,ozeiri at Its curir(,,,nt . ............................ .............................................. ......... .... .............. ............................... .. .. ..... .!.� . ........................................................................ ................................................................................................... ................... ........................ ... L? ................................................................................................................................ ..................................... yulIth irm fuirther...step a i .......... 2.!�, econorn�lc Increases �because the.s .1ai, y ................................................................................................ ...................... .............................................................................................................................................................................................................................................................. ................. ............... ........ e in] a x.l...m u ii.,.n... .o ft..h. e neve i J1 . ....... g_r t! t e 'at . ...... ...... ... .. .. ... ...... .. ... ...... ........... .. �.g, ........... F.Ii. I s status a t u s a !..in. s u i] I ............. �h. .................. � J� ................. g Qf fl2.f� Eq.g.s. I t..J..o ii.i cat.° to o ir. e .................. u p .................................. "asses fl-�e e.iMjj,, s sa�la.!j . ..................................................................................... ............. . j2y!2�2 . . .......... ............................... .. .. .Riiinlc�, Qiiircljiiin.q:� A sajar -neasuire where , S ........ ......................... . ........................................ .............. .... ............. ................. .................. y .......... ii ........................................................................................... ....... �p ........................ ...... g..q.j..a I e c qii,..). o ii.,.n. c 1.1'.) c i.r.e. a s e .................. C Q..1 j,.�Ied to air� eiripgy y g!]fljl the s4lai ...a[11g� y1th d,e new .!°ade maxiinurn ..�.j.j..... ......... .....................jy...................................................................................... �........................................................................................................... ..... Pa$qaae0H46f 271 Appendix A to COR -2025-449 Policy Scope I°ie.. n a.rn euMn °silo ee lis Covered IGa a Collllectlive � a°eeir hent and Its teirirns cornflllict with this ................. y........................................................................................................................ y................................................................................................................. m........................................................................................................................................................................................................................................................................................................ II° gII_li..:y.A.....: ll:�...... llllecfl ✓ ..... . !!°:: !! ..:!I"I:..... rlillIl........p..11 Application ❑X Employees (Indicate below which categories apply: All employees, Permanent full-time, Temporary full-time, Continuous part- time, Casual, Probationary, Student, Management, Non-union) IIIIII e:f. „IIItt g:, Management, Non-union 0 U n ions (Indicate below which categories apply. -All Unions, CUPE 68 Civic, COPE 68 Mechanics, COPE 791, IATSE, IBEW, KPFFA) • CUPE 791 ❑ Council ❑ Specified Positions: C",IIIi II .....p.!!::.: ..II":.....II"..!I".....::.......!i.:.::ta.P."....::.:.:::. ❑ Other: Local Boards and Advisory Committees Policy Content When as a re ult of b- fy....c..... ng.e.sa.....u°eeirpi zat. fis.....e.r.....r.....-ta�i�y...:tirvan.s...e..n::.s.....an employee's salaryexceeds the maxlirrnurn of tll�ne new job rade due to "ob dut cll�aun�� es 1., g.. ai!2J.zatlions .......................................................................................................................... J g...............................................................................................y.................................................................................................9.............................................................................A. oir lin°�vollun�nta[ transfeuPs tll ie wlillll IGae ,,)iink oiiir°clled as defllined albovo irrnax�rnu+ 50% ann" ...........................................................................................y....................................................................... A............................. y....................................................... L......................................................................................................................................................................................................................... eeenemreasesbe gi fid- t4e effeeWe........d..ate........of.....:. e.11:.:: .e........u+44 4e........aet u,° salwy u.....11l liwne....wuIh-.:the rnew girade aia-xuirw -gym it cyrgdg II ..!IMon.0 Il�u... J cll�y .�� the, cue A li-w- illlnterim rated positions that xu� urn�ncvE.�d to r Illo SII v 111 uafui unl.A h ...eiTgr b ee's...s4aipy will be red ° circled asefli ne alt)ovo ..(.fu .:eu�-.... Irll�.....r.. step oco Ie.i�IGFe�se.1.:....:.n.e.......rate ......e., u a. bkshe4...:tll;.r..... 4'�....Jeb Rleet,,Ean....exeeed t4e....:�r.n:.t&i..R......n Results of Review ❑ No Edits Required C><ll:� Housekeeping Edits ❑ Substantial Edits ❑ Repeal/Replace Policy History Administrative and Housekeeping Changes Date Nature of Change 2016-06-01 Policy II -30 template reformatted to new numbering system and given number HUM -BEN -030. Substantial Changes Date Council/CLT Directive 2007-06-05 Resolution passed by Council 2010-06-14 Resolution passed by Council Pag�)Ageo Pibf 271 Appendix A to COR -2025-449 POLICY HUM -BEN -185 OVERTIME AND PREMIUM COMPENSATION Category Sub -category HUM - Human BEN - Benefits & Resources Compensation Approval Type Department/Division Author and Position COUNCIL Corporate Human Resources Services/Human Resources Date Approved Last Next Review Date December 17, 1990 Reviewed/Amended June 1, 2029 December 16, 2024 Related Policies or Procedures • HUM -WOR -135 Hours of Work and Rest Periods • Employment Standards Act Policy Purpose To establish parameters for the compensation of overtime and premiums. Definitions Call-in/call-out: Authorized employees who are on stand-by call (on-call) and are called out on emergency call. ESA: Employment Standards Act Normal daily hours: the normal daily hours of work specified in the employee's collective agreement and/or employment letter. Overtime: Authorized work performed beyond the normal hours of work per day or normal hours of work per week. Shift premiums: Additional compensation provided to employees where the majority of their scheduled shift falls outside of their normal daily hours. Stand-by (on-call): Authorized employees who are scheduled on a rotational basis to be available to respond by telephone and/or to attend a work site outside of their normal working hours. Pag$Q60 94bf 271 Appendix A to COR -2025-449 Policy Scope Where terms of a Collective Agreement differ from this Policy, the terms of the Collective Agreement will apply. Application ❑X Employees (Indicate below which categories apply: All employees, Permanent full-time, Temporary full-time, Continuous part- time, Casual, Probationary, Student, Management, Non-union) • All employees ❑ Unions (Indicate below which categories apply: All Unions, COPE 68 Civic, CUPE 68 Mechanics, COPE 791, IATSE, IBEW, KPFFA) lli�"tbV............V F1'te)(. .........................................0........................i.............................. ..... ❑ Council ❑ Specified Positions: f�IllicIGS.....p.!i:...:tajl:).....1"i.��.p.".....:Ika::...._eir:iteip.�:...:t��.:t.:::. ❑ Other: Local Boards and Advisory Committees Policy Content The authorization and control of individual employee overtime and on-call arrangements shall be the responsibility of the Department Head concerned who shall also be responsible for ensuring compliance with related terms of the Employment Standards Act. 2. With prior written authority of the Director, Human Resources or designate, a Department Head may make special arrangements with respect to overtime payments for employees who, due to the nature of their job, need to work flexible hours as opposed to being paid for overtime or having time off in lieu of. EMPLOYEES ELIGIBLE FOR OVERTIME PAYMENT (ESA NON-EXEMPT) • Applies to: o management at Grade 10 and below o non-union, permanent full-time employees: ■ all at Grades 1-10; and ■ those at Grade 11 and above who are not exempt from overtime payment under the ESA Overtime and premium payments for stand-by (on-call), call-in/call-out pay, shift premiums and meal allowances will be in accordance with the C.U.P.E. Local #791 contract or, in the case of first line supervisors of hourly rated bargaining unit employees, the provisions of the respective Collective Agreements for their employees. At the discretion of the Department Head, time off regular working hours in lieu of overtime payment may be allowed when requested by the employee and at a time mutually agreeable. If time off is granted it shall be calculated at the appropriate overtime rates. Lieu time earned must be used within twelve (12) months from the day it was earned. Any lieu time outstanding at the end of twelve (12) months will be paid out at the employee's pay rate at the time of payment. All payments for overtime must be authorized by the employee's immediate supervisor Pag�QA24bf 271 Appendix A to COR -2025-449 and/or the Department Head. EMPLOYEES EXEMPT FROM OVERTIME PAYMENT (ESA EXEMPT) • Applies to: o management at Grade 11 and above o non-union, permanent full-time employees at Grade 11 and above whose roles are exempt from overtime payment under the ESA* Premium payments for stand-by (on-call) will be set to the rate of pay established in the C.U.P.E. Local #791 contract. Employees exempt from overtime payment (ESA exempt) as outlined above do not qualify for call-in/call-out pay, shift premiums or meal allowances. There will be no monetary payout for overtime worked. At the discretion of Department Heads, time off regular working hours in lieu of overtime payment will be granted on a straight time basis to a yearly maximum of 35 hours for a 35 -hour work week or 40 hours for a 40 -hour work week. This accumulated lieu time may be taken as time off at a time mutually agreeable to the employee and their immediate supervisor. This lieu time will be taken within twelve (12) months from the day it is earned. There will be no carry over or monetary payouts of this lieu time. *The ESA determines which roles are exempt from payment of overtime. Roles include but are not limited to engineers, information technology professionals, lawyers, and public accountants. FOR EMPLOYEES CLASSIFIED AS TEMPORARY, PART-TIME AND STUDENT Overtime payments will be in accordance with the Employment Standards Act. Results of Review ❑ No Edits Required ❑ Housekeeping Edits 0 Substantial Edits ❑ Repeal/Replace Policy History Administrative and Housekeeping Changes Date Nature of Change 2016-06-01 Policy II -185 template reformatted to new numbering system and given number HUM -BEN -185. Substantial Changes Date Council/CLT Directive 2001-12-10 Resolution passed by Council, see report SSD -01-016 2010-06-14 Resolution passed by Council, see report CAO -10-05 2011-02-07 Resolution passed by Council, see report FCS -11-029 PagOaAhf 271 Appendix A to COR -2025-449 2017-06-26 Resolution passed by Council, see report FCS -17-100 2024-12-16 Resolution passed by Council, see report COR -2024-514 PagO66O Hibf 271 Appendix A to COR -2025-449 POLICY HUM -BEN -185 OVERTIME AND PREMIUM COMPENSATION Category Sub -category HUM - Human BEN - Benefits & Resources Compensation Approval Type Department/Division Author and Position COUNCIL Corporate Human Resources Services/Human Resources Date Approved Last Next Review Date December 17, 1990 Reviewed/Amended June 1, 2029 December 16, 2024 Related Policies or Procedures • HUM -WOR -135 Hours of Work and Rest Periods ....................... • :.!I ..pllgy.!!:t ei!::n.:t..... ;taind !i°I .......ct Policy Purpose To establish parameters for the compensation of overtime and premiums. Definitions Call-in/call-out: Authorized el oloyees who are on stand-by call (on®call) and are called out on erner enc�y cell. I ..............I::......ICm:.!! :n..lp.11.c .y!!° !! L..... l ii°:i...!!.:.......ds Act Normal daily hours: the normal daily hours of work specified in the employee's collective agreement and/or employment letter. Overtime: Authorized work performed beyond the normal hours of work per day or normal hours of work per week. Shift premiums: Additional compensation provided to employees where the majority of their scheduled shift falls outside of their normal daily hours. Stand-by (on-call): Authorized employees who are scheduled on a rotational basis to be available to respond by telephone and/or to attend a work site outside of their normal working hours. Pag�QeMibf 271 Appendix A to COR -2025-449 Policy Scope Where terms of a Collective Agreement differ from this Policy, the terms of the Collective Agreement will apply. Application 0 Employees (Indicate below which categories apply: All employees, Permanent full-time, Temporary full-time, Continuous part- time, Casual, Probationary, Student, Management, Non-union) • All employees ❑ Unions (Indicate below which categories apply. -All Unions, COPE 68 Civic, CUPE 68 Mechanics, COPE 791, IATSE, IBEW, KPFFA) • Illi ll�„r.r.r..:t&:a. h��u°°�:: V:.:�..... sirs„q: a:U"`...:le)d .............._............................................................................................................................... ❑ Council ❑ Specified Positions: f;�lllila,Ik.....q.!!::..:.a..IIS.....1,,ieii:,e.....:�a:: Appendix A to COR -2025-449 pay rate at the time of payment. All payments for overtime must be authorized by the employee's immediate supervisor and/or the Department Head. I:. ..... ".............°...........O.II „ E........... ...........R.......... ,,,.0...Ili;;;;.............. ,,,..I,,,,I,;;;.R.........:°... .........Alii PAlli�°''.. ;i I° ,,,,,,u,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,(,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,„,,,,,,,,,,,,,,,,,,,,,,,,,,,,, li;;;;; II IP III,,,,,,°' Ili;;;; Ili;;;;; II::: II:::; II Ili:)” F III°°° IR I Ili;;;; IR""t III Illi III....... IIS , II IliIN ` II..... S II....... II....... II IIP p ................ n III!.��.....:ton:.. . de !° ..fn.. g.!I°�!. JI"n.:t.....:t.....� �..!!."��........1....1.......a!inn....... above o noun uurvnlioi n. loelrimanelnt fdl l t ime eu°nlcllovees at Grade 11 and above whose lirolles au„e exec n,at flrolin ovelitliline a linnent uli°nder, the IESA* L.......................................................................................................................I I.................Y.............................................................................................................................................................. Premium payments for stand-by (on-call) will be set to the rate of pay established in the C.U. P.E. Local #791 contract. I-'w.o.FT'wer.A......b Fa:I ......4....and...at ..... 1 :�p.Y..�...... ,tn.Il :!...:fin °n:.!:..u! oveltili°ne pg.y.!!.,.- °as.o..utlined above do not qualify for call-in/call-out ...................................................................t (.SA exe..rn ........................................................................................... shift premiums or meal allowances. There will be no monetary payout for overtime worked. At the discretion of Department Heads, time off regular working hours in lieu of overtime payment will be granted on a straight time basis to a yearly maximum of 35 hours for a 35 -hour work week or 40 hours for a 40 -hour work week. This accumulated lieu time may be taken as time off at a time mutually agreeable to the employee and their immediate supervisor. This lieu time will be taken within twelve (12) months from the day it is earned. There will be no carry over or monetary payouts of this lieu time. * IFIhe [:::::SA detelriiT lines Which I�molles are exec'Tn,, I fli�ou°n �a IEnrvneint of over lune, Il::: ones lindude ......................................................................................................................................................................................................................................................................................................................................... i........................................................1I.................Y.............................................................................................................................................................................................................................................. lout alae not Illirrnlited to earn lila eels°s lilnforlmatlioun tech°nli°nollo ��"� inofessliolrnalI Ilawkjers ali°nd a�.nli�IllI ......... ................................................................................................................................................................................................................A................................................................................................................................................................1�..`"............................................................................................A..............................,'...........................d................................................................ ......... accoulntalrnts, FOR EMPLOYEES CLASSIFIED AS TEMPORARY, PART-TIME AND STUDENT Overtime payments will be in accordance with the Employment Standards Act. Results of Review ❑ No Edits Required ❑ Housekeeping Edits ❑x Substantial Edits ❑ Repeal/Replace Policy History Administrative and Housekeeping Changes Date Nature of Change 2016-06-01 Policy II -185 template reformatted to new numbering system and given number HUM -BEN -185. Pag�QeMibf 271 Appendix A to COR -2025-449 Substantial Changes Date Council/CLT Directive 2001-12-10 Resolution passed by Council, see report SSD -01-016 2010-06-14 Resolution passed by Council, see report CAO -10-05 2011-02-07 Resolution passed by Council, see report FCS -11-029 2017-06-26 Resolution passed by Council, see report FCS -17-100 2024-12-16 Resolution passed by Council, see report COR -2024-514 Pag�)Aa hf 271 Appendix A to COR -2025-449 POLICY HUM -VAC -135 HOURS OF WORK & REST PERIODS Category Sub -category HUM - Human VAC - Vacation, Resources Leave & Hours of Work Approval Type Department/Division Author and Position COUNCIL Corporate Services / Human Resources Human Resources Date Approved Last Next Review Date December 17,1990 Reviewed/Amended June 1, 2021 June 26, 2017 Related Policies or Procedures • HUM -BEN -185 Overtime and Premium Compensation • HUM -WOR -010 Alternative Working Arrangements • HUM -WOR -2009 Modified Hours Program • HUM -WOR -2032 Disconnecting From Work Policy Purpose To outline the general hours of work and rest periods and provide a basis for calculating time worked. However, this policy shall not be a guarantee of the hours of work per day nor as to days per week, not as guarantee of working schedules. Policy Scope When an employee is covered by a Collective Agreement and its terms conflict with this Policy, the Collective Agreement will apply. Application ❑X Employees (Indicate below which categories apply: All employees, Permanent full-time, Temporary full-time, Continuous part- time, Casual, Probationary, Student, Management, Non-union) • All employees ❑ Unions (Indicate below which categories apply: All Unions, COPE 68 Civic, CUPE 68 Mechanics, COPE 791, IATSE, IBEW, KPFFA) • Clllick our tat) Ili(..,re to einteii,° text, ❑ Council ❑ Specified Positions: "Illi, IIS..._ !r:...:.$:.h:.....Il li°:�:�.....:tp...._4':":!I:�.:t��.!I�....:text:,., ❑ Other: Local Boards and Advisory Committees Pag$Qe0 M4bf 271 Appendix A to COR -2025-449 Policy Content Hours of work Permanent full-time and temporary full-time employees: a) Thirty-five (35) hours per week: The normal hours of work for an employee in this group shall be seven (7) hours per day exclusive of an unpaid one (1) hour lunch period. The normal hours of work for most office/clerical/administration workers are 9:00 a.m. to 5:00 p.m., Monday through Friday. However, normal hours of work vary in different areas and are set by management based on operational requirements. b) Forty (40) hours per week: The normal hours of work for an employee in this group shall be eight (8) hours per day inclusive of a paid twenty (20) minute lunch period. A complete list of forty (40) hours per week classifications may be obtained from Human Resources. Continuous part-time and casual employees: A continuous part-time or casual employee will work a variety of hours per day or per week, not to regularly exceed twenty-four (24) hours per week or as outlined in the respective Collective Agreement. Student employees: A student employee will work the same number of hours as the employee's permanent full-time counterpart, or as set out in the letter of employment. Rest Periods A fifteen (15) minute rest period shall be granted to all full-time employees in the morning and in the afternoon of each regular working day. Entitlement to rest periods shall be on the basis of one (1) break for each three and one-half (3 '/2) hours of scheduled work (excluding overtime) for employees working a thirty-five (35) hour work week and one (1) break for each four (4) hours of scheduled work (excluding overtime) for employees working a forty (40) hour work week. The fifteen (15) minute rest period is measured from the time an employee stops performing work duties to the time those duties are resumed. Management has a right to regulate the time at which these rest periods are taken so that an adequate complement of staff is maintained at all times. An employee cannot work through rest periods or lunch breaks in order to shorten the workday, nor can rest periods be added to a lunch period. Rest periods are non- Pag�'386094bf 271 Appendix A to COR -2025-449 cumulative, and failure to take a rest period forfeits this period. An employee is permitted to leave their work area during a rest period. Rest periods for all other classifications of employees are per the Employment Standards Act. Results of Review ❑ No Edits Required 0 Housekeeping Edits ❑ Substantial Edits ❑ Repeal/Replace Policy History Administrative and Housekeeping Changes Date Nature of Change 2016-06-01 Policy II -135 template reformatted to new numbering system and given number HUM -VAC -135. Substantial Changes Date Council/CLT Directive 2001-12-10 Resolution passed by Council, see report SSD -01-016 2004-03-29 Resolution passed by Council, see report SD -04-09 2005-05-09 Resolution passed by Council 2010-06-14 Resolution passed by Council, see CAO -10-05 2011-02-07 Resolution passed by Council, see FCS -11-029 2016-02-16 Separation of the Modified Work Program policy from the Hours of Work and Rest Periods policy. 2017-06-26 Resolution passed by Council, see report FCS -17-100 Pag�'QA94bf 271 Appendix A to COR -2025-449 POLICY HUM -VAC -135 HOURS OF WORK & REST PERIODS Category Sub -category HUM - Human VAC - Vacation, Resources Leave & Hours of Work Approval Type Department/Division Author and Position COUNCIL Corporate Services / Human Resources Human Resources Date Approved Last Next Review Date December 17, 1990 Reviewed/Amended June 1, 2021 June 26, 2017 Related Policies or Procedures I.w °I II" 185 Overtime and Premium ,-Fs�,:a .-8II 14 .1& ...........L..I .. ......... II N��S.I ,,,, Alternative Working Arrangements IWO1 _;. _,„_...... ll:wQ°I? ::...200xSlfi�l�:alu!I�::::o r:� ........................ .I::: ........ ....:...........!......:-:.!:. L.....w.. 111 .I::::::...:......I QJ ll „!n l...!n° ........l ::al c p. !............. o u' lk Policy Purpose To outline the general hours of work and rest periods and provide a basis for calculating time worked. However, this policy shall not be a guarantee of the hours of work per day nor as to days per week, not as guarantee of working schedules. l;; efir. „ i.. F:o......be....:�Fc ........ -... I,.....iR. .x:t.....ire i 1w,, Policy Scope .. �ct� ice.......:.r.��........::.......a-......... � .. c:- im.�:�;.iffn.e..r:...... i:.�:....:...r..... �.....: ��..........o. y.,......::. xi.:..e..�:.rr.�........:..,.n.......... cr. A -re.e.� ,,,,.nt w4appdlyz...................I -iiei �......!ir).....IIT!. d Its terms confllict litlhtlh�lis Iolllic the Collllectlive A ireeirent lillll a,.II Application 0 Employees (Indicate below which categories apply: All employees, Permanent full-time, Temporary full-time, Continuous part- time, Casual, Probationary, Student, Management, Non-union) • All employees ❑ Unions (Indicate below which categories apply. -All Unions, COPE 68 Civic, CUPE 68 Mechanics, COPE 791, IATSE, IBEW, KPFFA) IIli C Is.....g.!!r:...:t ..I ......Il ne irt:".....:�::p..... ;�!!."n.:�:..!i:...:ltb>(4,::.. ❑ Council Pag�)3f hf 271 I Appendix A to COR -2025-449 • Specified Positions: [.cl oir a 11, ) 1 k t .2 1, eire Lo eiiI Lext. ...... ................. ................ .............. ................................................................................................................................ • Other: Local Boards and Advisory Committees Policy Content I k.)Uirs of W011* ...................................................................................................... Permanent IISuaullllll Ftilinie aind learn Dorsal y fWE[ filinne :;;HiiI GSe m P2Y222: .............................. ..................................................................... .............................. .!1.......................................................................... . .............! b) Offlce}IF. �h. e YY!2.gE: ..... .. . .... .. ..... .. ... .. ...... ...... The normal hours of work for an employee in this group shall be #i4,ty five (3-5) hou-I,,peer weeks seven (7) hours per day exclusive of an unpaid one (1) hour lunch period. 11 he noinmall houiiI of woii lk for ir-nost offlice/clleii,iicall/adi-nllinlistii,atlloii,-i woiiI aiII 9:00 ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... a...........,,M to 5:00 �[!I 1 2 .. k 2'.1 gglE.ddayUgL2yg[!gE! - 1 1,ios of wgi* var y .. ............... ............. ................................. ......... ......................y d Iffe..IIIt ai,eas aII.d ai:e Set b ma-iaa ibased oii,i OLgmre Oirel .............. �....... .! .....................i................ ..........................................�............................................ .............-.... .......... l..............I................. .............. .......................................................................... ... .. b).Y......(...)...11°2.!A..Ea r? 2.!! week': .................................................. The normal hours of work.........:for an e rn.11 jj.j2.Y!22 i..111 this g.[gqjlfor & FW+743eir of .............................................. ....................... .. ......... ........................... shall be ft':)f ty (40) tw)4rs-p-&r week,, eight (8) hours per day inclusive of a paid twenty (20) minute lunch period. ... A complete list of forty (40) hours per week classifications may be obtained from ............................................ Human Resources. Tlh on ricwirn -at he�g& of WGII MO -4 C41ce Workers, afe 9: @4 a. rv-n. tG f.,Y: 0......It, rn-z; Ma;day ...FIGt 9 weug4 11 riday� lewever�� rwjiI hours- of We* V -a ry I r� diffeireii; t areasr (�ze;;; . . .. .... ...... 9,. Ptalld a.Fd work day In eveary wed< 34- 2.1 Time 11 ee& ........................................................................... .... .... ........... ................................ A.-ternf)GHIrry.446me ernplloyee wfl[wGHi* tlkve...... aiI ntff��' er F4 t:.Gu+s as the, [)&rri i°::n nt...:. ll..l t#ie c(>w'i4'eFV3r)ft;; Coli tliinu o u s Patt-11 g!.! fime !J!..i�.T] e a II d c ........... s u a..�11 Eim-plGyees imp a e . y I ......... ............... !2 . ... 2!2.a A " c o " ii ' I ' I t ' I '.ii ' i u o u S 1, e .......... o ii. . ......... c a s u a.].�-oft t4ne employee will work poas-Ny a variety of hours per day or per week., b not to regularly exceed twenty-four (24) hours per week or as out[Ined liri the resp -.1ye Qollllecflve. A reeiiI .............................................................................................................................................................................. ...... 2!�.j ......................................................................................... ........ ............ g .................................................................. StudenteI� I . .ii ........................ 22,s: A skKk_-�# ' s t " u d e " I , , " I t employee will work the stairwJ-d-+:d.s a ir...n e number of hours as the employee's laerm aner4 fu ll 2.. .!�� fuEl dirne counterpart or as set out In the . . ............................................................... . ................................................................................................................................................ !2.ij,.)..jj.g.y ... . ....l e.. 1 1.2 t t..e ii . Pag�QeoShf 271 Appendix A to COR -2025-449 1:::est IFleirliods ............................................................................................... A fifteen (15) minute rest period shall be granted to all [.0 11]I,,,,,j.ji!!T employees in the morning and in the afternoon of each regular working day. Entitlement to rest periods shall be on the basis of one (1) break for each three and one-half (3 '/2) hours of scheduled work (excluding overtime) for employees working a thirty-five (35) hour work week ands ki° e.T'�j . ye.e..s-w....°Ikii..�i.g......a-...:.fog°::ty.....( ..).....t: i::..... rtk......week; one (1) break for each four (4) hours of scheduled work (excluding overtime) jg.[ g..i I!° Ilpy !!°,Il ii!!°;qct (s!!°:::.".....O..°..).....I".2!j.!!`:... yorll ..... week. The fifteen (15) minute rest period is k) -...t.. ,,,,� f+, i - the T� e.....ot' Ilei "V...o.ne-26......w.GHi........sta-t".... '�.....:to.....:W�e........a ... ...........of......retu;nV.....and!!ti.....u�.!I"e .......:(!� !!°'........:!l11'........: li!!T..........!!."n. eu Ilo ee stos eu 'ouPu nliu� woirik dutlies to the tlirn�ue tlhose dutlies are uwesurned, U....................y...................................................Ip .................... U....................................................................,9................................................................................................................................................................................................................................................................................................................................................................................................................................ �. .,� .... h" " ....:............. ....... ° . Ihas a ir'ii „ II nit to regulate .........ts.............e....a... t........ .p"uq..!!!!�.:....:�........................................................q...."...:.: the time at which these rest periods are taken so that an adequate complement of staff is maintainedi14e --I" depa-°tr- ..r# at all times. An employee cannot work through rest periods or lunch breaks in order to shorten the work day;;, Ilfllor can rest periods be added to a lunch hOUFp;!!rji,q,,. Il,;,,,,,,,,tt!riiq,,,,,,,,!!°t u.iou� ; umull_ tuVe au° d Ffailure to take a rest period forfeits this period of tine arvd uffest tap, rr' mow-' :- aire rveinw.x.mfn+AaI0ve. An employee is permitted to leave ticle wcwkpae�e....co ................... ...�� !!!!� woir� auPea during :s -........:.ire. ,�....!!::.:t.....peno . 1:::Zest ,:�eu°Bods for allll otll�eu° cllasslitli�satliou�s of en°"n Ilo ees air°e Feu tll°ne '::'�° 'plo L.................................................................................................................................................................................................................................................................................................................................. t ................ y......................................................................!.............................................................................................................................................. star.id.adls Act, ............................................................................................................. Results of Review ❑ No Edits Required C ll:� Housekeeping Edits ❑ Substantial Edits ❑ Repeal/Replace Policy History Administrative and Housekeeping Changes Date Nature of Change 2016-06-01 Policy !--135 template reformatted to new numbering system -„41-43&- and given number HUM -VAC -135. Substantial Changes Date Council/CLT Directive 2001-12-10 Resolution passed by Council, see report SSD -01-016 2004-03-29 Resolution passed by Council, see report SD -04-09 2005-05-09 Resolution passed by Councilu 2010-06-14 Resolution passed by Council, see CAO -10-05 2011-02-07 Resolution passed by Council, see FCS -11-029 2016-02-16 Separation of the Modified Work Program policy from the Hours of Work and Rest Periods Dolicv. Pag�'366f384bf 271 Appendix A to COR -2025-449 2017-06-26 Resolution passed by Council, see report FCS -17-100 Pag�)3aeo Shf 271 Appendix A to COR -2025-449 POLICY HUM -WOR -050 CONSECUTIVE HOURS FOR VOTING Category Sub -category HUM - Human Workplace Resources Practices Approval Type Department/Division Author and Position COUNCIL Corporate Services / Human Resources Human Resources Date Approved Last Next Review Date March 17, 1990 Reviewed/Amended June 1, 2021 June 1, 2016 Related Policies or Procedures • HUM -VAC -135 Hours of Work and Rest Periods Policy Purpose An employee who is a qualified Elector is entitled to paid time off from work if the employee's schedule does not provide sufficient non -working hours to vote. Definitions Elector: A person who is a Canadian citizen at least 18 years old, and therefore eligible to vote. Policy Scope When an employee is covered by a Collective Agreement and its terms conflict with this Policy, the Collective Agreement will apply. Application ❑X Employees (Indicate below which categories apply: All employees, Permanent full-time, Temporary full-time, Continuous part- time, Casual, Probationary, Student, Management, Non-union) • All employees ❑ Unions (Indicate below which categories apply: All Unions, COPE 68 Civic, CUPE 68 Mechanics, COPE 791, IATSE, IBEW, KPFFA) • II� k�"t<j .....b.!,. ., ........., text ...........,..,... .„_....0.......:......... ...........tc.....,........,................................ .... ❑ Council ❑ Specified Positions: "Illi, IIS..._ !r:...:.$:.h:.....Il li°:�:�.....:t��a...._4':":!I:.:t��.!I�....:text:,., ❑ Other: Local Boards and Advisory Committees Pag$'36694of 271 Appendix A to COR -2025-449 Policy Content Voting leave entitlement All qualified electors, as defined by the appropriate legislation, are entitled to three (3) consecutive hours during polling hours to cast their vote on election day for federal, provincial, or municipal elections. If an employee's work schedule does not provide three (3) consecutive hours outside of working hours during polling hours, the City of Kitchener will grant paid time off to ensure the employee has a total of three (3) consecutive hours available to vote. If an employee already has some time off during polling hours (e.g., two (2) hours after their scheduled shift or workday ends), the City is only obligated to provide additional paid time off to make up the difference — in this case, one (1) hour — to meet the legal requirement. Management retains the right to determine when the time off is provided, based on operational needs. Employee preferences or personal plans outside of work do not affect the City's legal obligation. For example, if an employee prefers to vote in the morning but already has three (3) hours available after work, the City is not required to adjust the employee's schedule. Notification An employee is required to provide reasonable notice of absence from work for voting purposes. Results of Review ❑ No Edits Required 0 Housekeeping Edits ❑ Substantial Edits ❑ Repeal/Replace Policy History Administrative and Housekeeping Changes Date Nature of Change 2016-06-01 Policy II -50 template reformatted to new numbering system and given number HUM -WOR -050 - Substantial Changes Date Council/CLT Directive 1997-06-03 Resolution passed by Council 2001-12-10 Resolution passed by Council 2010-06-14 Resolution passed by Council Pag�'36694bf 271 I Appendix A to COR -2025-449 POLICY HUM -WOR -050 CONSECUTIVE HOURS FOR VOTING Category Sub -category HUM - Human Workplace Resources Practices Approval Type Department/Division Author and Position COUNCIL Corporate Services Human Resources Human Resources Date Approved Last Next Review Date March 17, 1990 Reviewed/Amended June 1, 2021 June 1, 2016 Related Policies or Procedures 01 NQ�1\4 VAC135 1 lours of Wgii,1'r, and 1:::est 1::::1eriods . .......................................................................................................................................................................................................................................................................................................................................................................................... Policy Purpose .Urid-er 4wj al\n employee who is a qualified Elector is entitled to paid time off from work if the employee's schedule does not provide sufficient non -working hours to vote. AFeiTq�leyese Definitions F . o. be �iiGtuded [4t �1 elxt review 11:,.::::1ect0ir: A ,) sori who Is a Canadiaig cifizen at �least 18 i -)�Ie to ........ .......................................... ..... .... L �jj ..... .. ...... y ... p ........... ............. ............................................................................................................................................................................................................................................................................................... ....... ......... ..... ..... olid . . ........ sand d .......... LJI,.,.� e ii.,..e f.o. ii.� e e..[Jq� 1, vote ................................... Policy Scope Wheii,-i airi ellT . I nlg..Y. �2 lis coveired � y g Q2�].g.g 1 ..e ............ g .......................................................................................................................................................................................................................................................................................................... �q ft� v A reerneint aind Its terrns coii,ffl�lct wifl,-i tl-alis EgI.1..y .fl..,-i..e.......Q61...�.l..e.........c...ve..... A.re.ern..e..........n.....*......... 1��I a Lz p!Y::. Application Z Employees (Indicate below which categories apply: All employees, Permanent full-time, Temporary full-time, Continuous part- time, Casual, Probationary, Student, Management, Non-union) 0 ......... .. .. ....... . . .. . . El Unions (Indicate below which categories apply: All Unions, COPE 68 Civic, COPE 68 Mechanics, COPE 791, IATSE, IBEW, KPFFA) 0 ("tick oir ta.� e to enter text :� .... .. ................. .................................. ..................................................................................................................... 0 Council • Specified Positions: .C[i.ck o.r lap here to enter text ....... ... .. ................. ......... ...... ............. .............................................................................................................................................. • Other: Local Boards and Advisory Committees Pag�)306044bf 271 I Appendix A to COR -2025-449 Policy Content ygtjirl�j [2.gyg 2.� j..Itlernent ..... ............ ......................................................... Al.] ............ q a-: )))idled 61ectors . . ........... as defilined lb .......... U, 'I at ........... �.e ...j! s.lat'i n are einfifled to thir(...-�,e ... ................................................................................................... ....................................................................................................... Y i .......... ? 11 . ..... L ................ .......... q . ................. 1 0..1 d ....................................................................................................................................................................................... .c o..ii.,.i. s e c u t..I.v e b. o u ir...s d u ri..n.q 1 U,-16hr vote oin 61ect! a I I q!21.1 1 11.9 !,.g cast IL .......................................................................................................................................................................... gio da Court fe e ir J1 [.[2y.h c a I., .. ........................ ........ . ................... .................. y ..................... ................ d . ....................... .... .................................... 2.1 1.!2`.1[ 90 61ectiolils .............................................................................. I.. .f.... . ....S... ..1.... .... ...g.... in...... ..... ... ... 2......y. g , SW mirk schedUle does inotp. yide �thiree �2!�2.gUtive 110L.Airs outside ofwo rk�il ..... ............................................................................................................................................................................................... .............................................................. !..j!............................................................................................................................................................................................................ 1]oursduipgjI [ 1b!2 Olin g( KitcheinerWlllg!-a!]1 ,�Id Clime off o esuire the e rnp2y� 2....... ..jj.............. �"...............................................................................................j...... .......... ..,................................................................................................................................................................................ ........................l.j, Inas a total) of thiree (3) coinseCL.Ative houii aval!lIable to Grote, ..f..........9 9! . r.....i....P 2Y. �gime flime off du iin... 2�iI 24 ( t 1 Iggafter tI i[.�.......... 11 g .. ........j.g.......... . ............................................................................... .s c.l.-] e d u.1 e d slI-flft oiii woiii ei ds) .. . ...... 1�12.2 Qj 0 1 jy a I .) 11 ............................................................................................. ........ Y ........... D .................. .... ... ........... 2.1 !!�j �g p..[gyj..d e a d d I t..J.Q..ii ............ ,)slid d t..J.! ............. e o ff t..g ii uL . ii � lin tKis case one ( . ........ � to i tI..e Ile a re hireiii ............. ......................................... q fl2.g d.j.ffe .................................................................................................................................................. ............................. ..I ....................................................................................... I ......... ............. g 1 .! ............. 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N U Im F . he th%,e Feq-Wrem-ent 1c, air�y c�o+isect+4ve period d-w-hqg #-Y-- how&;; S4'�r-e 14 teuii,s w -e U-, U, -Ay leflg[14y; it W41 ne-rmagy o4y Fequr-e 9, -ie eiiTqAQyee:t()- bOu Pa-+dfGII` a- pG14bF1 Of the tota� 4eu+% re. c d, F of exa-FritA, s 4,-+ PIFOWW3i,9 I Ewofk,017 if :th ea. P61 �,- OW., ned- at 9 "00 azurn-,......a Rd GIGESed at 04 p, urn. -md arrreiii eyee wo+*ic, 4L: G9 azFn z :t& &.QG jp,, FR;; GHFF that date fl:�w. eFRFJI&yee (leuld rt-que&t %,.Ie heu+.cA'F)aA fi+,-Refirem wGi*N T14e..Eyi�x- 4eur wou4 pmvide the emol Gyoe w44 tlk'*ee (a� GO F+&eGt+t" IkW)'U+"S fGF Votifiva PUFPG&eri;; .fix-'i-s:.ng 11 eg4ski#%i does- in-cA a -Ry paymeFA if� 4eu of PIFO-V6N t1kie req+464FY�e off, A cfue-41.:f'ied- eleCAGIn i�& a-&&41ed wr):Vle E{pfarofyrkltp Results of Review 0 No Edits Required M [ :i Housekeeping Edits • Substantial Edits • Repeal/Replace Pag�)Qeohhf 271 ..... ..... 1.211ROVIIN G IIAII:::::: ........................... .... .... F . he th%,e Feq-Wrem-ent 1c, air�y c�o+isect+4ve period d-w-hqg #-Y-- how&;; S4'�r-e 14 teuii,s w -e U-, U, -Ay leflg[14y; it W41 ne-rmagy o4y Fequr-e 9, -ie eiiTqAQyee:t()- bOu Pa-+dfGII` a- pG14bF1 Of the tota� 4eu+% re. c d, F of exa-FritA, s 4,-+ PIFOWW3i,9 I Ewofk,017 if :th ea. P61 �,- OW., ned- at 9 "00 azurn-,......a Rd GIGESed at 04 p, urn. -md arrreiii eyee wo+*ic, 4L: G9 azFn z :t& &.QG jp,, FR;; GHFF that date fl:�w. eFRFJI&yee (leuld rt-que&t %,.Ie heu+.cA'F)aA fi+,-Refirem wGi*N T14e..Eyi�x- 4eur wou4 pmvide the emol Gyoe w44 tlk'*ee (a� GO F+&eGt+t" IkW)'U+"S fGF Votifiva PUFPG&eri;; .fix-'i-s:.ng 11 eg4ski#%i does- in-cA a -Ry paymeFA if� 4eu of PIFO-V6N t1kie req+464FY�e off, A cfue-41.:f'ied- eleCAGIn i�& a-&&41ed wr):Vle E{pfarofyrkltp Results of Review 0 No Edits Required M [ :i Housekeeping Edits • Substantial Edits • Repeal/Replace Pag�)Qeohhf 271 Appendix A to COR -2025-449 Policy History Administrative and Housekeeping Changes Date Nature of Change 2016-06-01 Policy II -50 template reformatted to new numbering system and given number HUM -WOR -050. Substantial Changes Date Council/CLT Directive 1997-06-03 Resolution passed by Council 2001-12-10 Resolution passed by Council 2010-06-14 Resolution passed by Council Pag�)Qeo hhf 271 Appendix A to COR -2025-449 POLICY HUM -WOR -065 DRESS CODE Category Sub -category HUM - Human Workplace Resources Practices Approval Type Department/Division Author and Position COUNCIL Corporate Services / Human Resources Human Resources Date Approved Last Next Review Date May 12, 1997 Reviewed/Amended June 1, 2021 June 1, 2016 Related Policies or Procedures • Dress Code Guidelines Policy Purpose To provide guidelines with respect to suitable attire to be worn by employees working for the Corporation. Policy Scope Application 0 Employees (Indicate below which categories apply: All employees, Permanent full-time, Temporary full-time, Continuous part- time, Casual, Probationary, Student, Management, Non-union) • All employees ❑ Unions (Indicate below which categories apply: All Unions, CUPE 68 Civic, CUPE 68 Mechanics, CUPE 791, IATSE, IBEW, KPFFA) • S II.I!c �.....o.II."....:ta"1[:�.....II::I..!!." ....:u::...... ,i��.!I:...:I:�:,��,xu::, ❑ Council ❑ Specified Positions:"II.II.�:.�II�.....��.!!.:...:ta.t ......Ih� i!w�°::":....:�.��.....�. ii,:i..eir....:Lext. ❑ Other: Local Boards and Advisory Committees Policy Content The City of Kitchener's minimum dress code for an office or remote work setting is business casual. Business professional is the expectation for meetings with Council. Business professional may also be a reasonable expectation for meetings with external partners, senior leadership, or public -facing engagements. Employees are expected to dress appropriately for their day and use good judgement to ensure that such attire is appropriate. Employees should seek guidance from their supervisor as needed. Pag$)Q60 494of 271 Appendix A to COR -2025-449 Certain employees are issued clothing, and are expected to wear this clothing, in accordance with the provisions set out in the respective Collective Agreements as applicable or as assigned, where health and safety regulations and/or the nature of the work require specific attire. Where an employee's work environment is outside of an office setting, no clothing is issued, and business casual is not conducive to the performance of the employee's role and responsibilities, exceptions to the business casual minimum may apply at the discretion of the supervisor. For example, a fitness instructor may wear athletic wear; a lifeguard may wear slides or flip flops on the pool deck; etc. At all times and in all environments, employees are expected to maintain a professional appearance through their choice of attire. Personal Protective Equipment (PPE) must be worn at all times in designated areas and for duties where required. An employee's clothing cannot obstruct their PPE at any time. At all times and in all environments, employees are expected to maintain a professional appearance through their choice of attire. It is the supervisor's responsibility to address inappropriate dress in the workplace in consultation with Human Resources. Results of Review ❑ No Edits Required ❑ Housekeeping Edits x❑ Substantial Edits ❑ Repeal/Replace Policy History Administrative and Housekeeping Changes Date Nature of Change 2010-05-10 Minor updates 2016-06-01 Policy II -65 template reformatted to new numbering system and given number HUM -WOR -065 Substantial Changes Date Council/CLT Directive 2001-12-10 Resolution passed by Council Pag�'��60 42 bf 271 I Appendix A to COR -2025-449 POLICY HUM -WOR -065 DRESS CODE Category Sub -category HUM - Human Workplace Resources Practices Approval Type Department/Division Author and Position COUNCIL Corporate Services Human Resources Human Resources Date Approved Last Next Review Date May 12, 1997 Reviewed/Amended June 1, 2021 June 1, 2016 Related Policies or Procedures 0 Code Gdlde[lines ........................................................................................................................................................................... Policy Purpose To provide guidelines with respect to suitableGf k-le/bu F:�es& attire to be worn by employees working for the Corporation. Policy Scope Application El Employees (Indicate below which categories apply: All employees, Permanent full-time, Temporary full-time, Continuous part- time, Casual, Probationary, Student, Management, Non-union) 0 All employees El Unions (Indicate below which categories apply: All Unions, COPE 68 Civic, COPE 68 Mechanics, CUPE 791, IATSE, IBEW, KPFFA) 0 Glk-* or taji.'.� �[.g to eiriteir text. .......................................................................... ............................................................................................. El Council • Specified Positions: GI.J.(.."k oir tajj.� . ..... 1'1&-�e to erlteii,' text. ............... .. .................. ................ .............. ....................................... ; .................................... ; ................................................... • Other: Local Boards and Advisory Committees Policy Content 11 it f ........... �2 Clit 2 ............ Kitcheii ier's rrllllnllirrlurn diress code fou aii ioffliceoiriie-iiiiotewoiimll<settliii,n is Il, ............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ 9 ........................................................................................ ..................................................... 2 P �ty 4 KltGhene r 1 & Gem F44 on d to m air4a*4ng a F' refec.."P&IGinal C' Gi- a-te �rn a-ge ll,-�g c.eri&1#ve t&#%- ileeds, of 143, GUStainner,,and ell leyees, fa.gpgirless p�!., fE.3ssioii,41 Is the exp ti � us'll p. fesslloinall ................... .......................... . ................................................................................................................... .................. ... g�Ag.!JQ li. .......... fou ii.T.) e e iii. g yyj tJ1.,..i .......... Q o u in. c 11 .............. �13. ............................................................ ................................................................. Pag�)QeAhf 271 Appendix A to COR -2025-449 .i! na a I s o .......... tie ............ a .......... ii e a s o ii i a b I e ............. e LIpg!�.j.g.j.join foir rneefiin.ga yyj th ext.e...irii. M p eii floir leader -.1h" ................................................................................................... ................ ...................... ...... ......... .. . ......... LIJIC fac" 2.[ p.g.. . ..... inc 'g g.! g _g q in (s., E..ii [g.y 22gl? g!�ted to diress a, pro touts tb.2j..i day, .............................. ... ............. ............................... ......... ............. .......................................................................................... .......... . ............ .. .......................... .............. ..... ..... .. ...... ................... 2.2.0 !2.ag g- !2d j..!jd.gg!� e...ii.,] t to e i'.] s u ii�'..e t.li. a t s u gl'.] a t ti..iii Is aL !!1 !,11 a te imp ......... ............. .......... Ip ............................... ......................... .. I.gyg.g.a a.b..o u I d seely ... ,CL Jdaince fiii theiiiii .,oir as needed. ....................................................................................... . ....... P: ..... ............ ...... .................. ........................................................................................................ 7g;; 8�'G.ties af�d *kets-� i�& not req uiFed- to be Wor'n GF� a d &Yte- d a -y �Orlii fiFe (e I W s i ne F"G. at bas�ls . . ........ except wheii- atteridffig- Fx.)ff &U+TW-Rer (Q(;tdI3er--Ap4 R'IkI-et44g6 af Goiies-j GOU+141 Mee;g-cj 11 aW iG Meetiflq& oAn at 411 whw-- fw'Fi41 atbre im a -Y be deemed aV4)+,op4ate,, E':::'HmpII&yoe &. afe expectedta usie gee-djudgelli ii-rq.#w&�natter a+A' to ein—A*o- tlkvat such- attkre, fai'- aii office eII')ViiF&i;FReF4. Ilt .......... i.& t1he)fv&OF'se..,s........rer:�4)fl4y to E4d%"Y aiat)pFqjx4ate d%s&4i#ce...... efkplaes Q.g.!:�taJhn e E41.j2.y 'I rn Ing . :j some Issued 610t.[--fliag aad ii�� I wear U'-fls 6I..oth' �daiii . ........... ...................... .............................................................................................. ...................... ..................................................................................... ................ .............. . ..... ................................................. Wlt['� I ...................................... lh.g provisions set out hi tune res ')eCtive C61llecflve Ag.[g.g.j �i as g.p.pjj..IcaUIe oir as ............................................................................................................................................................................. ......... ....................... L ................................................................................................................................... ........................................................................................... asslig�, �Lb.g.!-e Lieal!U'-i aiii safe..,t reg lons aind/or d"ie mature of the woiijk 61fic .... .................................................................................... .................................... Y g t ' q ...................................................................................................................................................................................................................................................................... ! 2 A .2 �J.j . ...... ap2 ............................. ......................................... here aiii e.IM 's woii* einviroiii: Is out§lde of an office settlin ,j.gtb..In , ji's )issued ........ ............................................................................ .............. 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P. ................. . . .......... .1 ................. g ........................ d ....................... 5, 1 flaq.�i t.b.!2 L etc. At 61l1 thi and hrn al1l1 eiinAiiroirum.eiii ernpjj,gy s)))ides oiii ...... ....................... ................ ........... .............. ......................................................................................................................................................................................................................................................................... ................................ ....................... to ii'T'iaiiii fe 1 1 a 5.j.(.:)na� e thIMLA their dlh6lce of affire ............................................................................................... .............. .. .............................. .......... ... ............ ........ !� .......... .................. 1::::1eiii IPirotectlive .......................................................................................................................................................�.E.........q..... .ig!1 !�gworin at 41�1 flimes In desk areas and for ..p.. ..�............................................................................................................................................................................J.. . ........................................................................... .d........u..........d........e.........s.....................W.............h........g[g .............. Mired, Aiei. .. ! a o t o �bs t�u c t tieIi.11:::a ai .....................................................................................................i. ............. ............ ................ . ..ii... ............... .l. .i................ ............... .::: ........................ ..........................y !..J..ii'...n pnplloyee& a -re. ii -S. -"'A4.ed W41 C4y afDfyi eved U;441[i a-ro. tG we a--4� S. U4.1 �m I fcwris at a4 tin me, At a II .......... es .......... a ii.i d ........... I.i.r] .......... a I..I environiii � !.gy to rnaiintalhn a I.,. lioirnall ..... ......................................................................... ....................... . .......... e i " n " r ... g.� are ........ g2g' ..................................................................................................... .......... ................................... aDDeairaince throuah Ul'-16lir cll'-16lce of atflire It ........... lis ............. t.JI] e ............. s u.P.g.[y.I..s ............ r... s ............ i'.e. s pg.��.�ijbi[j.!..y .......... 1 . .......... .. .. .. ..... . .. ... ...... ..... ...... .. ..... .. . . ..... . .. ...... ..... .......... p. p 0 E�Iate dress Iiii t�l'-'�e woir]4' �lace lir-I ................... .. ...................... ................................................................................................................................................................................ L ..................................................... consUltafloin with F-Iluiii I::::,Zesouiii .............................................................................................................................................................................................................................................................................. Results of Review • No Edits Required • Housekeeping Edits • Substantial Edits • Repeal/Replace Pag�)�660484bf 271 Appendix A to COR -2025-449 Policy History Administrative and Housekeeping Changes Date Nature of Change 2010-05-10 Minor updates 2016-06-01 Policy II -65 template reformatted to new numbering system and given number HUM -WOR -065 Substantial Changes Date Council/CLT Directive 2001-12-10 Resolution passed by Council Pag�'�aeo h8 bf 271 Appendix A to COR -2025-449 POLICY HUM -WOR -140 RESPECT IN THE WORKPLACE Category Sub -category HUM - Human Workplace Resources Practices Approval Type Department/Division Author and Position COUNCIL Corporate Services / Human Resources Human Resources Date Approved Last Next Review Date December 17, 1990 Reviewed/Amended June 1, 2026 July 1 2021 Related Policies or Procedures • HUM -WOR -250 Violence in the Workplace • HUM -WOR -085 Employee Complaint Resolution • HUM -WOR -052 Corporate Social Media Policy • HUM -WOR -160 Internet, Electronic Mail, Telephone & Wireless Communication & Entertainment Devices — Acceptable Use • MUN-FAC-345 Behaviour — Unacceptable Conduct in Community Services Facilities • HUM -HIR -155 Inclusive Recruitment & Hiring Practices • HUM -BEN -080 Employee And Family Assistance Program • Ontario Human Rights Code • Ontario Occupational Health and Safety Act • Accessibility for Ontarians with Disabilities Act Policy Purpose The Corporation of the City of Kitchener is committed to providing and maintaining a work environment that is based on respect for the dignity and the rights of everyone in the organization. It is the City of Kitchener's goal to provide a healthy and safe work environment free of any forms of bullying, uncivil or disrespectful behaviour, and from discrimination and harassment, including sexual harassment. The intention of this policy and its procedures is to prevent discrimination and harassment from taking place and, where necessary, to act upon incidents and complaints of such behaviour quickly and fairly with due regard for confidentiality. This policy reinforces the City's legal obligation under the Ontario Human Rights Code, the Occupational Health and Safety Act and the Accessibility for Ontarians with Disabilities Act. This is a companion policy to the corporation's Violence in the Workplace Policy, which addresses workplace violence, including actual, attempted or threatened violence and domestic violence that may occur in the workplace. Pag$'�660 49 bf 271 Appendix A to COR -2025-449 Definitions Discrimination: Workplace discrimination includes any distinction, exclusion or preference based on the protected grounds in the Ontario Human Rights Code, which nullifies or impairs equality of opportunity in employment, or equality in the terms and conditions of employment. The protected grounds are: • race, colour, ancestry; • citizenship; • ethnic origin; • place of origin; • creed, including religion; • age; • gender identity and gender expression; • sexual orientation; • sex (including pregnancy and breast-feeding); • marital status (including same-sex partnership and single status); • family status; • disability or perceived disability; • record of offenses for which a pardon has been granted under the Criminal Records Act (Canada) and has not been revoked, or an offence in respect of any provincial enactment. Discriminatory Harassment: Discriminatory harassment includes comments or conduct based on the protected grounds in the Ontario Human Rights Code, which the recipient does not welcome or that offends the person. Some examples of discriminatory harassment include: • offensive comments, jokes or behaviour that disparage or ridicule a person's membership or perceived membership in one of the protected grounds, such as race, religion or sexual orientation; • imitating a person's accent, speech or mannerisms; • persistent or inappropriate questions about whether a person is pregnant, has children or plans to have children; • inappropriate comments or jokes about an individual's age, sexual orientation or gender. Harassing comments or conduct can poison the working environment, making it a hostile or uncomfortable place to work, even if the person is not being directly targeted. This is commonly referred to as a poisoned working environment and it is also a form of harassment. Some examples of action that can create a poisoned working environment include: • displaying offensive or sexual materials such as posters, pictures, calendars, websites Pag�'�660 49 bf 271 Appendix A to COR -2025-449 or screen savers; • distributing offensive e-mail messages or attachments such as pictures or video files; • practical jokes that embarrass or insult someone; • jokes or insults that are offensive, racist or discriminatory in nature. Sexual and Gender -Based Harassment: Sexual harassment includes conduct or comments of a sexual nature that the recipient does not welcome or that offends them. Sexual and gender-based harassment also includes negative or inappropriate conduct or comments that are not necessarily sexual in nature but are directed at an individual because of their gender or sex. Comments or conduct of a sexual nature or that are based on gender or sex that are not necessarily directed at a particular individual but are unwelcome or offensive to an individual or group can also be considered sexual or gender-based harassment. The Ontario Human Rights Code provides for protection from sexual harassment in employment as follows: Every person who is an employee has a right to freedom from harassment in the workplace because of sex, sexual orientation, gender identity or gender expression by their employer or agent of the employer or by other employees. Every person has a right to be free from a sexual solicitation or advance made by a person in a position 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; or a 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 in a position to confer, grant or deny a benefit or advancement to the person. The Occupational Health and Safety Act defines workplace sexual harassment as: i. Engaging in a course of vexatious comment or conduct against a worker in a workplace because of sex, sexual orientation, gender identity or gender expression, where the course of comment or conduct is known or ought reasonably to be known to be unwelcome, or ii. Making a sexual solicitation or advance where the person making the solicitation or advance is in a position to confer, grant or deny a benefit or advancement to the worker and the person knows or ought reasonably to know that the solicitation or advance is unwelcome. All genders can be victims of sexual or gender-based harassment and someone of the same or opposite sex can harass someone else. Some examples of sexual or gender-based harassment are: • sexual advances or demands that the recipient does not welcome or want; • threats, punishment or denial of a benefit for refusing a sexual advance; • offering a benefit in exchange for a sexual favour; • leering (persistent inappropriate staring); • displaying sexually explicit materials such as posters, pictures, calendars, cartoons, Pag�)�aeohhf 271 Appendix A to COR -2025-449 screen savers, pornographic or erotic websites or other electronic material; • distributing sexually explicit e-mail messages or attachments such as pictures or video files; • sexually suggestive or obscene comments or gestures; • unwelcome remarks, jokes, innuendoes, propositions or taunting about a person's body, clothing or sex; • persistent, unwanted attention after a consensual relationship ends; • physical contact of a sexual nature, such as touching or caressing; • gossip or rumours regarding a person's sexual activities or relationship, regardless of whether they are malicious; • sexual assault. Harassment and Bullying: Workplace harassment is a health and safety issue that is covered under the Occupational Health and Safety Act. Workplace harassment is defined as: i. Engaging in a course of vexatious comment or conduct against a worker in a workplace that is known or ought reasonably to be known to be unwelcome; or ii. Workplace sexual harassment (as defined in Section 2 c) of this policy). Some examples of workplace harassment are: • verbally abusive behaviours such as yelling, insults, ridicule and name-calling, including but not limited to: remarks, jokes, innuendos that demean, ridicule, intimidate or offend; • workplace pranks, vandalism, bullying; • gossiping or spreading rumours, regardless of whether they are malicious; • excluding or ignoring someone, such as persistent exclusion of a particular person from workplace -related social gatherings; • workplace supervision done in a demeaning or abusive manner; • humiliating someone; • sabotaging someone else's work; • displaying or circulating offensive pictures or materials; • offensive or intimidating phone calls, e-mails, texts or social media communications; • a supervisor/manager impeding an individual's efforts at promotions or transfers for reasons that are not legitimate; • making false allegations about someone in memos or other work-related documents; • menacing behaviours including staring, glaring, inappropriate gestures or unwelcome physical closeness. Workplace: is defined under the Occupational Health and Safety Act. It includes but is not limited to any location where a worker works or participates in work related activities. This may include work-related activities such as social functions, training, conferences, travel, restaurants, hotels, or meeting facilities being used for business purposes, during telephone, email, or other online communications including social media. Off duty conduct that impacts the workplace may also be considered under this policy. Pag�)QeAhf 271 Appendix A to COR -2025-449 What Isn't Harassment: The Occupational Health and Safety Act states: A reasonable action taken by an employer or supervisor relating to the management and direction of workers or the workplace is not workplace harassment. Workplace harassment should not be confused with legitimate, reasonable management actions that are part of the normal work function, including but not limited to: • measures to correct performance deficiencies, such as placing someone on a performance improvement plan; • imposing discipline for workplace infractions; • requesting medical documents in support of absence from work; • enforcement of workplace rules and policies; • respectful workplace supervision, discipline and direction. It also does not include normal workplace conflict that may occur between individuals or differences of opinion between co-workers. Policy Scope Application X❑ Employees (Indicate below which categories apply: All employees, Permanent full-time, Temporary full-time, Continuous part- time, Casual, Probationary, Student, Management, Non-union) • All employees ❑ Unions (Indicate below which categories apply: All Unions, COPE 68 Civic, COPE 68 Mechanics, COPE 791, IATSE, IBEW, KPFFA) • �Ill1(7S:�:..ta..ri.upufl:tex:� .. IL... ! .....:: .....i.:: !.... ❑ Council ❑ Specified Positions: c�;Alli(.,,k._oir:.....tajI:).....II ��.p.:�:N.....:�a...._��.p.:�.:t4''�.!!':....:text:::. ❑ Other: Gh(:* oir tap Qheire to einter t(oA, Policy Content a) The Test of Harassment It does not matter what the intent was, the test of harassment is whether you knew or should have known that the comments or conduct were unwelcome to the person to whom it was directed. For example, someone may make it clear through their conduct or body language that the behaviour is unwelcome, in which case you must immediately stop that behaviour. Although it is commonly the case, the harasser does not necessarily have to have the power of authority over the recipient. Harassment can occur from co-worker to co-worker, supervisor to employee and employee to supervisor. Respect in the workplace is everyone's responsibility. Any acts that demean, harm or exclude are counter to the culture at the City of Kitchener and should be addressed Pag�)A860 4bf 271 Appendix A to COR -2025-449 (promptly) in accordance with the procedures set out below. b) Procedure for Resolving and Investigating Harassment and Discrimination Incidents and Complaints An investigation will be conducted that is appropriate in the circumstances. Sometimes, the only investigation necessary may be a meeting with the Complainant; some enquiries don't require a meeting with a respondent. In other cases, a full, formal investigation may be required. The Investigator will determine what kind of investigation is appropriate, in consultation with Human Resources staff as necessary. (i) Informal Procedure If an employee believes that they are being harassed or discriminated against the first thing to do is to tell the person to stop. Do so as soon as any unwelcome comment or conduct is received. Although this may be difficult to do, telling the person that their actions are not welcome is often enough to stop the behaviour. Some things that can be said that might stop the behaviour include: "I don't want you to do that." "Please stop doing or saying..." "It makes me uncomfortable when you..." "I don't find it funny when..." If the harassment or discrimination continues after the individual has been confronted, a written statement of the situation may be provided to the individual. The incident(s) can also be reported to the union, supervisor, any other supervisor, any member of management or Human Resources. It helps to keep a record of any incident(s) experienced. This includes when the harassment started, what happened, whether there were any witnesses and what the response was. If the individual who has perpetrated the harassment or discrimination is not an employee of the City (e.g., a member of the public, supplier, contractor, etc.), please report the incident(s) to the union, supervisor, any other supervisor, any member of management or Human Resources. Although the City has limited control over third parties, the issue will be addressed with the intent to prevent further problems from arising. (ii) Formal Procedure If the incident or complaint cannot be resolved informally or if it is too serious to handle on an informal basis, a formal complaint can be brought forward to the Pag�)QeAhf 271 Appendix A to COR -2025-449 union, a member of the management team or Human Resources. When bringing a formal complaint forward, as much written information as possible will be needed, including the name(s) of the person(s) believed to be perpetrating the harassment or discrimination, the place, date and time of the incident(s) and the name(s) of any possible witnesses. It is important that the complaint be provided as soon as possible so that the issue doesn't escalate or happen again. Once the complaint is received an investigation will be initiated. The investigation may be informal or formal as deemed necessary and appropriate by the Human Resources division. Discrimination and harassment are serious matters. Therefore, if a decision is made by an individual not to make a formal complaint, an investigation may still need to occur, and steps need to be taken to prevent further discrimination or harassment. For example, an investigation may need to be conducted if the allegations are serious or if there have been previous complaints or incidents involving the same individual(s). (iii) Investigation Procedure An investigation will be undertaken as quickly as possible. An internal or external investigator may be chosen, depending on the nature of the incident or complaint. The Director, Human Resources (or designate), in consultation with a senior leader uninvolved in the investigation, will determine whether an external investigator is required. The investigation may include: • interviewing the complainant and respondent to ascertain all of the facts and circumstances relevant to the incident or complaint, including dates and locations; • interviewing witnesses deemed relevant by the investigator, if any; • reviewing any related documents; and • making detailed notes of the investigation and maintaining them in a confidential file. As part of the City's obligations to ensure a safe workplace under the Occupational Health and Safety Act, the City will investigate circumstances that may contravene this policy regardless of whether this is a formal complaint or complainant. The City will endeavour to investigate the matter on an expedited basis. Where there are extenuating circumstances such as where there are multiple witnesses or where one of the parties or a relevant witness is on vacation, sick or other leave, the investigation may take additional time. Once the investigation is complete, the investigator(s) will prepare a detailed Pag$)A�Ahf 271 Appendix A to COR -2025-449 report of the findings for review by the Director, Human Resources or designate. The Director, Human Resources or designate in consultation with the appointed senior leader, and any other applicable representatives of the City, will determine what action should be taken as a result of the investigation. This consultation may include obtaining legal advice. The Director, Human Resources (or designate) will meet separately with each of the complainant and respondent to make them aware of the findings and provide them with a letter stating whether or not the incident or complaint constituted harassment or discrimination. At the discretion of the Director, Human Resources or designate, alternatively, the investigator(s) will meet separately with each of the complainant and respondent to provide them with this information. The Director, Human Resources and/or appointed senior leader (or designates) will meet with the complainant to provide information regarding corrective action taken in respect of the respondent, if any. The Director, Human Resources and appointed senior leader (or designates) will also meet with the respondent to inform him or her of next steps including any corrective action, if applicable. It is Management's responsibility to make sure recommended actions have been completed and confirmed in writing for file closure. The Director, Human Resources or designate and any other applicable representatives of the City deemed appropriate at the discretion of the Director, Human Resources or designate, will determine the appropriate amount of information to be shared with the complainant and respondent. Executive members of our Unions/Associations play a leadership role in partnering with the City to promote a workplace that is free of harassment and discrimination. They will ensure their own behaviour is in compliance with this policy, guide the behaviour of others and support training initiatives. (iv) Corrective Action If a finding of harassment or discrimination is made, the City of Kitchener will take appropriate corrective measures, regardless of the respondent's seniority or position at the City of Kitchener. Corrective measures may include, but are not limited to, one or more of the following: • discipline, such as a verbal warning, written warning or suspension without pay; • termination with or without cause; • referral for counselling, coaching or training, anger management training, supervisory skills training, or attendance at educational programs on Pag$QeO 4of 271 Appendix A to COR -2025-449 respect in the workplace; • demotion or denial of promotion; • reassignment or transfer; • any other disciplinary action deemed appropriate under the circumstances. If there is not enough evidence to substantiate the incident or complaint, corrective measures will not be taken. The goal is to complete any investigation and communicate the results to the complainant and respondent within a reasonable time frame, where possible. The timeframe within which an investigation can be completed varies depending on the circumstances of each investigation. (v) Confidentiality of Complaints and Investigations Due to the sensitive nature of discrimination and harassment incidents and complaints, these complaints will be kept confidential to the extent possible. As much information as is deemed necessary to investigate and respond to the incident or complaint will be released in order to take corrective action regarding the incident or complaint or if required to do so by law. Out of respect for the individuals involved, it is essential that the complainant, respondent, witnesses, and anyone else involved in or aware of the formal investigation of an incident or complaint maintain strict confidentiality throughout the investigation and afterwards. Unionized staff may have the support of a union representative throughout the investigation process, if they so choose. The role of the union representative is to observe and provide support throughout the investigation process. Non-union staff may bring a support person with them, to observe and provide support during the investigation process. All workers, representatives and support persons are required to fully cooperate in the investigation process and to not in any way impede, obstruct or behave in a manner that potentially jeopardizes the integrity of the investigation. (vi) What to Do if You are Accused of Harassment or Discrimination If an employee is asked by a coworker to stop behaviours that could reasonably constitute harassment, they must evaluate their behaviour. Even if the employee did not mean to offend, their behaviour was perceived as offensive. Stop the behaviour that the person finds offensive and apologize. Failure to stop this behaviour will leave the employee more vulnerable to disciplinary action if it is determined their behaviour was inappropriate or constituted harassment or discrimination. If the belief is that the incident was reported or the complaint was made in bad faith or is malicious in nature, this should be discussed with the union or the Human Resources division, supervisor or any other supervisor or Pag$)A66A84of 271 Appendix A to COR -2025-449 member of management. (vii) Protection from Retaliation or Reprisal The City of Kitchener will not tolerate retaliations, taunts, or threats against anyone who reports an incident or complains about discrimination or harassment or takes part in an investigation. Any person who does so may be disciplined up to and including termination of employment. If an incident or complaint is made in good faith and without malice, regardless of the outcome of the investigation, the complainant will not be subject to any form of discipline. The City of Kitchener will, where there is evidence to support it, discipline or terminate anyone who brings a false and malicious complaint. (viii) Training All staff will receive training and communications on this policy and any related policy and program. (ix) Worker Support The City of Kitchener has an Employee and Family Assistance Program (EFAP) to provide confidential and anonymous counselling services to workers. (x) Review The Joint Health and Safety Committee will review this policy as often as necessary or at least annually. Results of Review ❑ No Edits Required 0 Housekeeping Edits ❑ Substantial Edits ❑ Repeal/Replace Policy History Administrative and Housekeeping Changes Date Nature of Change 2010-06-01 Minor changes 2016-06-01 Policy II -140 template reformatted to new numbering system and given number HUM -WOR -140. 2020-07-26 Minor changes Substantial Changes Date Council/CLT Directive Pag�)Aaeo ibf 271 Appendix A to COR -2025-449 2017-06-05 As per Council Resolution, policy amended as a result of new legislative requirements. See report CAO -10-022 & Addendum CAO -10-005 Pag�)A660 4bf 271 Appendix A to COR -2025-449 POLICY HUM -WOR -140 RESPECT IN THE WORKPLACE Category Sub -category HUM - Human Workplace Resources Practices Approval Type Department/Division Author and Position COUNCIL Corporate Services / Human Resources Human Resources Date Approved Last Next Review Date December 17,''1990 Reviewed/Amended June 1, 2026 July 1 2021 Related Policies or Procedures • HUM -WOR -250 Violence in the Workplace • HUM -WOR -085 Employee Complaint Resolution • HUM -WOR -052 Corporate Social Media Policy • HUM -WOR -160 Internet, Electronic Mail, Telephone & Wireless Communication & Entertainment Devices — Acceptable Use • MUN-FAC-345 Behaviour — Unacceptable Conduct in Community Services Facilities • HUM -HIR -155 Inclusive Recruitment & Hiring Practices • HUM -BEN -080 Employee And Family Assistance Program • n„it lr:iq....../ Iu.. ��..._ �,gl�.I:......2. • Ontario Occunational Health and Safet ct • III i.li for �t rlai''with isabillites Act .... . .... .... ...:all.... ll.:..!......................................:........................................................................................................ Policy Purpose The Corporation of the City of Kitchener is committed to providing and maintaining a work environment that is based on respect for the dignity and the rights of everyone in the organization. It is the City of Kitchener's goal to provide a healthy and safe work environment free of any forms of bullying, uncivil or disrespectful behaviour, and from discrimination and harassment, including sexual harassment. The intention of this policy and its procedures is to prevent discrimination and harassment from taking place and, where necessary, to act upon incidents and complaints of such behaviour quickly and fairly with due regard for confidentiality. This policy reinforces the City's legal obligation under the Ontario Human Rights Code, the Occupational Health and Safety Act and the Accessibility for Ontarians with Disabilities Act. This is a companion policy to the corporation's Violence in the Workplace Policy, which addresses workplace violence, including actual, attempted or threatened violence and domestic violence that may occur in the workplace. Pag�)A66AR`bf 271 Appendix A to COR -2025-449 Definitions Discrimination: Workplace discrimination includes any distinction, exclusion or preference based on the protected grounds in the Ontario Human Rights Code, which nullifies or impairs equality of opportunity in employment, or equality in the terms and conditions of employment. The protected grounds are: • race, colour, ancestry; • citizenship; • ethnic origin; • place of origin; • creed, including religion; • age; • gender identity and gender expression; • sexual orientation; • sex (including pregnancy and breast-feeding); • marital status (including same-sex partnership and single status); • family status; • disability or perceived disability; • record of offenses for which a pardon has been granted under the Criminal Records Act (Canada) and has not been revoked, or an offence in respect of any provincial enactment. Discriminatory Harassment: Discriminatory harassment includes comments or conduct based on the protected grounds in the Ontario Human Rights Code, which the recipient does not welcome or that offends the person. Some examples of discriminatory harassment include: • offensive comments, jokes or behaviour that disparage or ridicule a person's membership or perceived membership in one of the protected grounds, such as race, religion or sexual orientation; • imitating a person's accent, speech or mannerisms; • persistent or inappropriate questions about whether a person is pregnant, has children or plans to have children; • inappropriate comments or jokes about an individual's age, sexual orientation or Harassing comments or conduct can poison the working environment, making it a hostile or uncomfortable place to work, even if the person is not being directly targeted. This is commonly referred to as a poisoned working environment and it is also a form of harassment. Some examples of action that can create a poisoned working environment include: • displaying offensive or sexual materials such as posters, pictures, calendars, websites Pag�)AaeAhf 271 Appendix A to COR -2025-449 or screen savers; • distributing offensive e-mail messages or attachments such as pictures or video files; • practical jokes that embarrass or insult someone; • jokes or insults that are offensive, racist or discriminatory in nature. Sexual and Gender -Based Harassment: Sexual harassment includes conduct or comments of a sexual nature that the recipient does not welcome or that offends them. Sexual and gender-based harassment also includes negative or inappropriate conduct or comments that are not necessarily sexual in nature but are directed at an individual because of their gender or sex. Comments or conduct of a sexual nature or that are based on gender or sex that are not necessarily directed at a particular individual but are unwelcome or offensive to an individual or group can also be considered sexual or gender-based harassment. The Ontario Human Rights Code provides for protection from sexual harassment in employment as follows: Every person who is an employee has a right to freedom from harassment in the workplace because of sex, sexual orientation, gender identity or gender expression by their employer or agent of the employer or by other employees. Every person has a right to be free from a sexual solicitation or advance made by a person in a position 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; or a 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 in a position to confer, grant or deny a benefit or advancement to the person. The Occupational Health and Safety Act defines workplace sexual harassment as: iii. Engaging in a course of vexatious comment or conduct against a worker in a workplace because of sex, sexual orientation, gender identity or gender expression, where the course of comment or conduct is known or ought reasonably to be known to be unwelcome, or iv. Making a sexual solicitation or advance where the person making the solicitation or advance is in a position to confer, grant or deny a benefit or advancement to the worker and the person knows or ought reasonably to know that the solicitation or advance is unwelcome. All genders can be victims of sexual or gender-based harassment and someone of the same or opposite sex can harass someone else. Some examples of sexual or gender-based harassment are: • sexual advances or demands that the recipient does not welcome or want; • threats, punishment or denial of a benefit for refusing a sexual advance; • offering a benefit in exchange for a sexual favour; • leering (persistent inappropriate staring); • displaying sexually explicit materials such as posters, pictures, calendars, cartoons, Pag�)Qeohhf 271 Appendix A to COR -2025-449 screen savers, pornographic or erotic websites or other electronic material; • distributing sexually explicit e-mail messages or attachments such as pictures or video files; • sexually suggestive or obscene comments or gestures; • unwelcome remarks, jokes, innuendoes, propositions or taunting about a person's body, clothing or sex; • persistent, unwanted attention after a consensual relationship ends; • physical contact of a sexual nature, such as touching or caressing; • gossip or rumours regarding a person's sexual activities or relationship, regardless of whether they are malicious; • sexual assault. Harassment and Bullying: Workplace harassment is a health and safety issue that is covered under the Occupational Health and Safety Act. Workplace harassment is defined as: iii. Engaging in a course of vexatious comment or conduct against a worker in a workplace that is known or ought reasonably to be known to be unwelcome; or iv. Workplace sexual harassment (as defined in Section 2 c) of this policy). Some examples of workplace harassment are: • verbally abusive behaviours such as yelling, insults, ridicule and name-calling, including but not limited to: remarks, jokes, innuendos that demean, ridicule, intimidate or offend; • workplace pranks, vandalism, bullying; • gossiping or spreading rumours, regardless of whether they are malicious; • excluding or ignoring someone, such as persistent exclusion of a particular person from workplace -related social gatherings; • workplace supervision done in a demeaning or abusive manner; • humiliating someone; • sabotaging someone else's work; • displaying or circulating offensive pictures or materials; • offensive or intimidating phone calls, e-mails, texts or social media communications; • a supervisor/manager impeding an individual's efforts at promotions or transfers for reasons that are not legitimate; • making false allegations about someone in memos or other work-related documents; • menacing behaviours including staring, glaring, inappropriate gestures or unwelcome physical closeness. orlll I11. cue:, Is defined under the Occupatlo al Health and Safety duct, Ilt liunclludes Il�ut lis u1 t I.................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. Illi. nlited to aun locatlioirn vull°sere a wouall�.e.r wo..11�s or au�tlicli pates In work rellated actlivlitlies, IFII°�lis y.......................................................................................................................................................................................................................................................................t............................................................................................................................................................................................................................................................................................................. u na Ili ncllude woirlk u�ellated actlivlitlies sucll� as socliall fuu�nctlioirls tulaliiiIliir coI nfeirences travel) .........................y..................................................................................................................................................................................................................................................................................................................................................................................................................................... s............................................................................................................................................................................................................... A.. restauu°'ants Ihotells oir r neetllii faclilllitlies Il eliir q� used fou Il usliu�ness .sur Dees durliu n delle' house .....................................................................................&...................................................A...........................................................................`.....................................................................................................`....................................................................................................................................................................................................R...........................................`.................................`."........................................E.. emalill our otlheir oirnllliirne coirnuniuunlicatliouns Iiir:clludliirn socliall medlia, Off dut coir:duct tll°nat lim acts ............................................................................................................................................................................................................................................................................................. .........................g.............................................................................................................................................................. .y........................................................................................................................ u...................................... tll°ne wou°Illlace una allso Il:.:e coirnslideuedundeu ilhlis aolllic e,, A afiicu wll re ..........................................................U..................................................................y.....................................................................................................................................................................................................................................................................y.............................................................................................................................................................................................................................. Page)§qeo hhf 271 Appendix A to COR -2025-449 i .... f....:k..f. r....o.. I..c ...e.e..... .....c.a..r.r. ° ...........ou: t.....:tl� e.k.........c.�. at �d...d tiie, ...... � 1 ...:tN 'e..... ca ..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... y y �� ,f i..a.�.a�............ �..Fmk........s- tes,..........:.. h+ a a.............. N ...........a......... w N...........:f r ct, tll..:�.a-ll...........a..i:::e...........i........ ......... i ........... r ......... W ............. o -e i ............:.tra'w : r�...........a i .d.. u a::::.....:........:....:........:.t�a t..,......at....i .,..s:t.m. :.s........ ... ts-..a r::..�. e:.tl.jL . ..:.fa..e. 1. .��,.....g. ..i�:.....�sedfco.t...e4lgess _rXN�e'::..............ti..........aeNe..... x...........e..,,i... _ °L......o.F......IIS.e.F......ae.ii.......... nkn afi i -s;......1:1 ingkide isi ::...................:::!!°::: :g::: ! :::....t:::°.aGelt... I�.......::::fw'i:.t:te..��:.........1::::::w J..fl ed ......etc,,....,, What Isn't Harassment: The Occupational Health and Safety Act states: A reasonable action taken by an employer or supervisor relating to the management and direction of workers or the workplace is not workplace harassment. Workplace harassment should not be confused with legitimate, reasonable management actions that are part of the normal work function, including but not limited to: • measures to correct performance deficiencies, such as placing someone on a performance improvement plan; • imposing discipline for workplace infractions; • requesting medical documents in support of absence from work; • enforcement of workplace rules and policies; • respectful workplace supervision, discipline and direction. It also does not include normal workplace conflict that may occur between individuals or differences of opinion between co-workers. Policy Scope Application 0 Employees (indicate below which categories apply: All employees, Permanent full-time, Temporary full-time, Continuous part- time, Casual, Probationary, Student, Management, Non-union) • All employees ❑ Unions (Indicate below which categories apply: All Unions, COPE 68 Civic, COPE 68 Mechanics, COPE 791, IATSE, IBEW, KPFFA) • ��ILILt�:�.l�.....p.!!.:...:taIia.....l::i..!!.�"....:a:p.......!!::i.:teir...:ua�::u:::... ❑ Council ❑ Specified Positions: Gljit,xll�.....t.:�.!I:....:t a.ll�.....ll'i.Q:":.!�mr��.....:�::�t......t�!Ii:�: ip."....:text.:. t:::..:.(:4L.......:........:..............",:::i .::::....:.........::..... :............. .. �...:k. .... ...: ' Policy Content c) The Test of Harassment It does not matter what the intent was, the test of harassment is whether you knew or should have known that the comments or conduct were unwelcome to the person to whom it was directed. For example, someone may make it clear through their conduct or body language that the behaviour is unwelcome, in which case you must immediately stop that Pag�Qeo hhf 271 Appendix A to COR -2025-449 behaviour. Although it is commonly the case, the harasser does not necessarily have to have the power of authority over the recipient. Harassment can occur from co-worker to co-worker, supervisor to employee and employee to supervisor. Respect in the workplace is everyone's responsibility. Any acts that demean, harm or exclude are counter to the culture at the City of Kitchener and should be addressed (promptly) in accordance with the procedures set out below. „) Procedure for Resolving and Investigating Harassment and Discrimination Incidents and Complaints Ain liirnvestli atlioin wlEI Ilbe conducted tlruat lis a r�:: irliate lien tli�e cliircu. irnstainces„ Soimetliirnes ......................................................................... g............................................................................................................................................................................................................................................... p.l ..: y g y Ir e a irneetliin wlitl�u tl�ne Coml llaliinaint; soirrue en u,�iiiries t ie on.........iinve,�.. atup!n inssa.!r, ma doin''t ire u'iire irrieet'iin� with a iresoindeint, Ilan otlheir cases a fullll toirirr�all liinvest'i at'ioin irna ........................................................g..........L......................................................................!..............................!..........................................................I,.........................................p.....................................................................................................!...g...............!.................................................y 1......1[...... uliired, "11 -Ilse IIin. vestli atc.vir willll det ririrnliine wlfuat Ilsliind of liinvest9i�. at'ion 'is ax)iro, r° lisle in consUltation vrlith Hu [[ii IResouircNs staff as inecessa.r ............................................................................................................................................................................................................................................................................................................... y..... (xi)lnformal Procedure If an employee believes that they are being harassed or discriminated against the first thing to do is to tell the person to stop. Do so as soon as any unwelcome comment or conduct is received. Although this may be difficult to do, telling the person that their actions are not welcome is often enough to stop the behaviour. Some things that can be said that might stop the behaviour include: "I don't want you to do that." "Please stop doing or saying..." "It makes me uncomfortable when you..." "I don't find it funny when..." If the harassment or discrimination continues after the individual has been confronted, a written statement of the situation may be provided to the individual. The incident(s) can also be reported to the union, supervisor, any other supervisor, any member of management or Human Resources. It helps to keep a record of any incident(s) experienced. This includes when the harassment started, what happened, whether there were any witnesses and what the response was. If the individual who has perpetrated the harassment or discrimination is not an employee of the City (e.g., a member of the public, supplier, contractor, etc.), please report the incident(s) to the union, supervisor, any other supervisor, any member of management or Human Resources. Although the City has limited Pag�Qeo hhf 271 Appendix A to COR -2025-449 control over third parties, the issue will be addressed with the intent to prevent further problems from arising. (xii) Formal Procedure If the incident or complaint cannot be resolved informally or if it is too serious to handle on an informal basis, a formal complaint can be brought forward to the union, a member of the management team or Human Resources. When bringing a formal complaint forward, as much written information as possible will be needed, including the name(s) of the person(s) believed to be perpetrating the harassment or discrimination, the place, date and time of the incident(s) and the name(s) of any possible witnesses. It is important that the complaint be provided as soon as possible so that the issue doesn't escalate or happen again. Once the complaint is received an investigation will be initiated. The investigation may be informal or formal as deemed necessary and appropriate by the Human Resources division. Discrimination and harassment are serious matters. Therefore, if a decision is made by an individual not to make a formal complaint, an investigation may still need to occur, and steps need to be taken to prevent further discrimination or harassment. For example, an investigation may need to be conducted if the allegations are serious or if there have been previous complaints or incidents involving the same individual(s). (xiii) Investigation Procedure An investigation will be undertaken as quickly as possible. An internal or external investigator may be chosen, depending on the nature of the incident or complaint. The Director, Human ResourcesCIr......_gli„glr„), in consultation with tllJ t..)eP1:rit t�eaa sei-.]1.2. IIeadeii uii.i vollved liii] tll°ie iiii vestli atlioinJ. will determine whether and external investigator is required. The investigation may include: • interviewing the complainant and respondent to ascertain all of the facts and circumstances relevant to the incident or complaint, including dates and locations; • interviewing witnesses deemed relevant by the investigator, if any; • reviewing any related documents; and • making detailed notes of the investigation and maintaining them in a confidential file. complainant.,may.contravene this policV reqardless of whether this is a formal complaint or Page)§aeo hhf 271 Appendix A to COR -2025-449 ,W-2 Clit willll endeavouir to liinvestli ate tlhe irnatteir Dire ain ex. edlited Il asks, hneire y............................................................................................................................................................................................ p.........................................................................................................................................r......... tlheire acre exteiruu.nat in �,Jircumstainces su.�ch as wll� ere tlh�...�re au°e u�nlullti Ile wlitnesses ....................................................................................................................................................g..............................................................................................................................................................................................................................................................................................................................................II................................................................................................. or wlheire oirue of the „ airtlies Dir a irellevaint wlitiruess lis Dire vacatlioin slicl Dir otlineir ........................................................................................................................................................................................................................................................................................................................................................................................A...................................................................................................... [2.9y , !L lilt Y lig flioir"n m take addlitlioinall Clime, Once the investigation is complete, the investigator(s) will prepare a detailed report of the findings for review by the Director, Human Resources or designate. The Director, Human Resources or designate in consultation with the I)epaftn n -t Iri-ead .a �"�.11r'ii„!! Ic s e ir'iip llprv, and any other applicable representatives of the City, will determine what action should be taken as a result of the investigation. This consultation may include obtaining legal advice. The Director, Human Resources (or designate) will meet separately with each of the complainant and respondent to make them aware of the findings and provide them with a letter stating whether or not the incident or complaint constituted harassment or discrimination. At the discretion of the Director, Human Resources or designate, alternatively, the investigator(s) will meet separately with each of the complainant and respondent to provide them with this information. The Director, Human Resources and/or Delpa.rt m: FA- 1-11ea „pp ,lilt°i„ ,,,,,,,,,,,, II „lid,!! l�sadslh (or designates) will meet with the complainant to provide information regarding corrective action taken in respect of the respondent, if any. The Director, Human Resources and [.)ep. :t irk.......::: ..g....p.g.l..!C�.:t ':� ........ "r- loir.......11_ g lr (or designates) will also meet with the respondent to inform him or her of next steps including any corrective action, if applicable. It is Management's responsibility to make sure recommended actions have been completed and confirmed in writing for file closure. The Director, Human Resources or designates and any other applicable representatives of the City deemed appropriate at the discretion of the Director, Human Resources or designate, will determine the appropriate amount of information to be shared with the complainant and respondent. .xe utive Irna�nnbeirs of ou�ulr Uinii ins/ socii tioins...... jay a Ileadeirslhnlip rope in .... Irn.r wlitlhtlhe Clit two �,)tea woirll�llace that lis free of Ihairassirnc:;int and dlisciriir.n..j.nat..j ire, ............ I.Ilh e. wlillll eir�suire tlhe'iir own If elhavliouir 'is 'iin n �ire Illiaince with thus pvll'ii.y..,.... ulide tlhe Ihelhavliouir of otlheir aired sun noirt tiraliinliinc iiinlit1iat1ives, (xiv) Corrective Action If a finding of harassment or discrimination is made, the City of Kitchener will take appropriate corrective measures, regardless of the respondent's seniority or position at the City of Kitchener. Corrective measures may include, but are not limited to, one or more of the Page'§66hhf 271 Appendix A to COR -2025-449 following: • discipline, such as a verbal warning, written warning or suspension without pay; • termination with or without cause; • referral for counselling, coaching or training, anger management training, supervisory skills training, or attendance at educational programs on respect in the workplace; • demotion or denial of promotion; • reassignment or transfer; • any other disciplinary action deemed appropriate under the circumstances. If there is not enough evidence to substantiate the incident or complaint, corrective measures will not be taken. The goal is to complete any investigation and communicate the results to the complainant and respondent within a reasonable time frame, where possible. The timeframe within which an investigation can be completed varies depending on the circumstances of each investigation. (xv)Confidentiality of Complaints and Investigations Due to the sensitive nature of discrimination and harassment incidents and complaints, these complaints will be kept confidential to the extent possible. As much information as is deemed necessary to investigate and respond to the incident or complaint will be released in order to take corrective action regarding the incident or complaint or if required to do so by law. Out of respect for the individuals involved, it is essential that the complainant, respondent, witnesses, and anyone else involved in or aware of the formal investigation of an incident or complaint maintain strict confidentiality throughout the investigation and afterwards. Unionized staff may have the 9 i -s -tee- . pp.��iip°:�.....of a union representative throughout the investigation process, if they so choose. The role of the union representative is to observe and provide support throughout the investigation process. Non-union staff may bring a support person with them, to observe and provide support during the investigation process. All workers, representatives and support persons are required to fully cooperate in the investigation process and to not in any way impede, obstruct or behave in a manner that potentially jeopardizes the integrity of the investigation. (xvi) What to Do if You are Accused of Harassment or Discrimination If an employee is asked by a coworker to stop behaviours that could reasonably constitute harassment, they must evaluate their behaviour. Even if the employee did not mean to offend, their behaviour was perceived as offensive. Stop the Pag�Qeo hhf 271 Appendix A to COR -2025-449 behaviour that the person finds offensive and apologize. Failure to stop this behaviour will leave the employee more vulnerable to disciplinary action if it is determined their behaviour was inappropriate or constituted harassment or discrimination. If the belief is that the incident was reported or the complaint was made in bad faith or is malicious in nature, this should be discussed with the union or the Human Resources division, supervisor or any other supervisor or member of management. (xvii) Protection from Retaliation or Reprisal The City of Kitchener will not tolerate retaliations, taunts, or threats against anyone who reports an incident or complains about discrimination or harassment or takes part in an investigation. Any person who does so may be disciplined up to and including termination of employment. If an incident or complaint is made in good faith and without malice, regardless of the outcome of the investigation, the complainant will not be subject to any form of discipline. The City of Kitchener will, where there is evidence to support it, discipline or terminate anyone who brings a false and malicious complaint. (xviii) Training All staff will receive training and communications on this policy and any related policy and program. (xix) Worker Support The City of Kitchener has an Employee and Family Assistance Program (EFAP) to provide confidential and anonymous counselling services to workers. (xx) Review The Joint Health and Safety Committee will review this policy as often as necessary or at least annually. Results of Review ❑ No Edits Required C I:::::::::I Housekeeping Edits ❑ Substantial Edits ❑ Repeal/Replace Policy History Administrative and Housekeeping Changes Date Nature of Change 2010-06-01 Minor changes 2016-06-01 Policy II -140 template reformatted to new numbering system and given Page'§66hhf 271 Appendix A to COR -2025-449 number HUM -WOR -140. 2020-07-26 Minor changes Substantial Changes Date Council/CLT Directive 2017-06-05 As per Council Resolution, policy amended as a result of new legislative requirements. See report CAO -10-022 & Addendum CAO -10-005 Pag�Qeo hg`bf 271 Appendix A to COR -2025-449 POLICY HUM -WOR -180 CONCURRENT EMPLOYMENT Category Sub -category HUM - Human HR - Hiring & Resources Termination/Retirement Approval Type Department/Division Author and Position COUNCIL Corporate Services / Human Resources Human Resources Date Approved Last Next Review Date Clone Ihere to enter a Reviewed/Amended 0l1udk hereto enter a date. Laic. Gflck here to enter chis. Related Policies or Procedures • HUM-HIR-XXXX Employment and Recruitment • HUM -HIR -110 Employment of Relatives of Staff Members and Elected Officials • HUM -HIR -100 Employee Status- Definitions Policy Purpose The purpose of this policy is to ensure that employees do not hold multiple positions with the City of Kitchener and to outline any exceptions. Definitions Continuous part-time employee: A union or non-union employee hired to work on a regular basis not to exceed twenty-four (24) hours per week, or as outlined in the respective employment letter or Collective Agreement; where the role is graded against a full-time permanent union or non-union role. The period of employment is of indefinite duration. Casual employee: A non-union employee hired to occupy a role that is not graded against a permanent full-time union or non-union role, and where hours of employment are not guaranteed, and is hired to work on an infrequent basis with no set schedule or time, not to exceed twenty-four (24) hours per week, or as set out in the employment letter, where the period of employment may be definitive or indefinite. City: refers to the Corporation of the City of Kitchener. Policy Scope When an employee is covered by a Collective Agreement and its terms conflict with this Pag$Q60 694of 271 Appendix A to COR -2025-449 Policy, the Collective Agreement will apply. Application 0 Employees (Indicate below which categories apply: All employees, Permanent full-time, Temporary full-time, Continuous part- time, Casual, Probationary, Student, Management, Non-union) • All Employees ❑ U n ion s (Indicate below which categories apply: All Unions, CUPE 68 Civic, COPE 68 Mechanics, CUPE 791, 1A TSE, IBEW, KPFFA) • CIlli Ilk or t:ap Ilieire to enter text. ❑ Council ❑ Specified Positions: �I[I.cIk.....or:....:u:�:�..11°:.....Il p!i::.....:aa......:'!r�tei�:....:t�:�. t.:::. ❑ Other: Local Boards and Advisory Committees Policy Content Employees may not occupy a second position at the City unless under the following circumstance: • City employees who are continuous part-time or casual may only hold two positions concurrently. The two positions must be dissimilar. The total hours are not to exceed thirty-five (35) or forty (40) hours per week, or as set out in the employment letter. Responsibilities Hiring Managers are responsible for ensuring that employees are not hired into more than one position at the City, unless the employee meets the above-mentioned exception. In addition, they are responsible for ensuring they are in compliance with the maximum number of hours worked per week. Employees are responsible for advising the manager that they currently hold a position at the City and must accurately record the number of hours worked in each position, not to exceed the maximum as per the terms of their contract (s). Human Resources shall respond to any related inquiries and support hiring managers. Results of Review ❑ No Edits Required ❑ Housekeeping Edits x❑ Substantial Edits ❑ Repeal/Replace Policy History Administrative and Housekeeping Changes Date Nature of Change Pag�QeMibf 271 Appendix A to COR -2025-449 2010-05-10 Minor changes. 2016-06-01 Policy II -80 template reformatted to new numbering system and given number HUM -WOR -180. Substantial Changes Date Council/CLT Directive 2001-12-10 Resolution passed by Council. Page'§8644bf 271 I Appendix A to COR -2025-449 POLICY HUM -WOR -180 J-01 CQ1IYCURR1:..:..:.jN r ...................................................................................................................... Category Sub -category 0y1W1::::::1q F ............................................................................. = ....................... HUM - Human HR - Hiring & Resources Termination/Retirement Approval Type Department/Division Author and Position COUNCIL Corporate Services Human Resources Human Resources Date Approved Last Next Review Date Ciuic Iliere to einter a Reviewed/Amended Qliick, [�ere to enter a date. date. G�uidk heire to enter a date. Related Policies or Procedures • 1 11 U IM 1 111 �R �XXXX E.:::: irn pl.gyM? t and lReciiint ....................................................................................................................... : .............. . ........................................................................................................................ • f -I U 11 IH- .1 IF�, 1.1 111 a I nd Blected Qffic4ls ............................................................. _..0 I .1ii M.!a.n.t of Re�latives of Staff Meirnbeir ................................ .......... ....................... ................................................................................................................................................................................................................................................................................................................................................................................................... • IH- U 11 IH- .1 R, 10 0 III Sta t U S 1'.) e if�! in I it i o in s ............................................................ ................. ........ .................... ......................... ........................................................................................................ Policy Purpose . ... 11 L�2 L��111.2�!2 !2..f th.I..S Ilp ......... ... .. .. ...... ..... g[jigy is to ellISLAire.t.liat e pjj.gy I I I .... ......................................................................................... ..... ...................... .......... i.r.n. . . ... gg�.� �g isnot t gl d ii.M L.J.J t L�.2�jj t.1 0..11.]. S W..1 t..�1.1 tl,) e.. C...t....gf K.Itcheineir and to outline aiiI io III S F'C)-eS-t4,As4i 4ie jo tio� F - 4 1 GonGe. FF4nq eiiiee& w1,)G maywi�§IItG held mulbj* Job'& W44 4 Definitions Coiintiiii Ilp 1 - r S Iiiii eimp A giii our noin u in I o in e.iii jj,?.J.gy!�� 1°fliired to work gii a re u I a 1,. I .......... ............... q ......... ......................................................................... ............................. ......................... .............................................................................................................................................................................. .............. ................................... ......................................................... ................. . . ............................ ba§ls I to exceed twein fo .... .. .. -S -ied In fl�e res (? ....................................................................................................................................................................................................... .................... ... ..................... P.9i .......... �E22hl g.[ .......... a s ............ o u .[I.J.1 ....................................................... ......... p ........................ ...................... ...... v.2. g.mp,�,gyj g.nt letter our C61k1ective Ag.�[gg.ti g.�!i wl-ieiii tj1,.1e ii Is �.g.d qq jiii a Vkl diene .................................................................................................................................................................................... ...................................................................................... ............................ ............ ................................................................................ t U11i or non ginion 11 11 j P.22D2.0.2.0 1"i.e p I d ii -leint Is of lindefir lite duili ................... .......... ... g.!,.12 ................ o f e ................ p[gy.! ................................................................................................................................................................................................................. p..jgygr..:: A non urflo . ...... eirnjp�j.. y�..., I - - S 111 1 . 2 b..ired to occulp y . .... 2 �! , ......................................... ......................................................... ........................ ....................................................................................... 1.2 lb.91 lis 111. 0 .......... fl. .0.2� gg�gjl.ili S t. 9 L ��!,.!maoeot (0[:::1IiiT-ie uii,joiii or ii,ni"i uin�loiin ro!e . ......... and where hours of eiii I .......................................................................................................................................................................................................................................................... �: ........... .............................. .......... ...................................................................................................................................................................................... ... [gy.� e " i , n I .......... sire , " .......... ii , , I o t , g- a �!i g.1 is h�lii�ed to woiii 0i i aii iiii i e ueii,-it baslls kitti no set sctiedu�le gii irn .. . ....... riot to ................................................................................................................................ E .... ........... ....... ..... .......... q ........................................................................................................................................................................................................................................................... . .. i ............. e. i ........................................ exceed twe.i !..y j" ......... I b.gg I n 1.gy 1.q� .1 j±) wheire tl,le ..................................................................................... . ......... (2� .!i ... ....... P g[ g�i set out �lin tine e ii p ........................................................................................ .......... ........................ . . .... ........................................................................... Pag�QeMibf 271 I Appendix A to COR -2025-449 pg1jod of e ir4j.py ��j].t uillive oii�- iii,-WeDiijte, ........................ ................ ....................... .......... ! 9Y �1.2 kf .... ........................................................................................................................................ gjity: reft,,,irs to Ull Qo.ir.p.g.[5.!iori of the Gi.jy of Klt6l�eineir. ......... .................................................................................................. ..................... ..... ........................................................................................ .................................................................................... I To be li*ckWedal neyA- rewiew� Policy Scope When an employee is covered by a Collective Agreement and its terms conflict with this Policy, the Collective Agreement will apply. Application Z Employees (Indicate below which categories apply: All employees, Permanent full-time, Temporary full-time, Continuous part- time, Casual, Probationary, Student, Management, Non-union) 0 All Employees D U n i o n s (Indicate below which categories apply: All Unions, CUPE 68 Civic, CUPE 68 Mechanics, CUPE 791, 1A TSE, IBEW, KPFFA) 0 Glick or tap 1'-neire to einteir text. • Council • Specified Positions: Glj.61< or tallp j..jg.[ 1.g .�iriter text ........... ... .. ................. ................ .............. . g ......... . ................................................................... • Other: Local Boards and Advisory Committees Policy Content .It ii' a 11nattellf�Gf empleyees are f.eGkwJ-ed-fFom IlIgme,e th"4'1 W414:4'fe G#Y at a. �iy aFK.,, p , FlIc 1,241cy bot4 tei rary wid jperrnarleF4 4.4,,, -tip' 14 44 e ..caOf pa -4 t! me er:Rlpleyees Viey ii7. held me% thau�e+ie J'61L)- w#4 4'1 e GGHinpeHifatien at ariy GHi'ie pGi-r4 fo*Gvlided: tot 4z Flk-vat t1l:-ve a�4'ou-rs wo+',ked �x �,ir week LV aq e. Fnplayee 114 a pa# 4me pe'54Il4elld- M11 r�at exc;,Peed t1lqetGt'4 hour& per week W001I 4,+ #14e err�pk)ye e& way 4- q qF0Uf)+ze;;; 3'5-eF,40-h+)UFS-);;; 2� F.h,-at eact-t- pa. #..t! FR 8 t -....tom..... ar.� eFRpleyee w4 be "siiRA a +,z e tt.gs Il. Y Vkaw4g c;ufwstane 4z ..ShoAteirpL�eFne.r-geiny&�Aua4+c)+-v.3z 2i;; VVIII ar�e�npleyee &o4f lde�#"'&tlhatttie efnpleyee.1s, ii;eed for so—ek„ as&.&Istance be. ii'edu,.,,ed QHr elirnl riate. 4;; S 616LGI14 eXcep�:i& requwe the 1priGin app-reval of 41e %')eFati-Ra mairK-igerne�A and lu+T:na+:i ReSGUTGeS-i Fell, th lw& eA Ir�c9ris+&ter4wW IF. 41cyj lbut -44-Rg jpr�& tqt4e effect�. e Gf 94c, 1'204GY,W9 GGF41A�UetG� b -e IlIrFed i;; [.::.::.IM61ovees mav inot OCCLADv a secoind iDoslitioin at the GIN uin�IeSS L.Aindeir the folHoW Pag�QeMibf 271 I Appendix A to COR -2025-449 giJi".c. tJ i-.1.) s ta ii. g.e...:.. ................... C.1 . ..... eiii I Jill pqjt flirne oil, casual) ITI.ay -.)y!2 r gg�� !, o a ii go ii I . ..... g. ly h!2.jj.� IgaJi�fligiii ............ ... 1-Y . ....................... ............................................................................................. ................. ........ ......... ............................................................................................. ..................... ............. ......... ........................................... .coiiricu..iiriire.iin't.11ly.,:, I.t-ljg g '.) i wst be dis§Iiii 11 he total) houirs are not to exceed . ......................................... ..................... ............... .. . ...... L gj [.1 o i.n s ii.,..T ....................................................................................................................................................................................................................................................................................................................................................................................... th I ii five (35) oil,- foil (40) Ihours iDeir week, oil" as set out in the eii-n6loviii letter., �i.!J.b iiJI.J t..J !IJ11'11 ingjjyg!� qq I g[g �g-poiil for einsuiii hat eil�[e r)o t i!�e d Ii]t o iTi gii t]a I ......................... j..�.j........................................................................................................................................ ........................ ....................... !..... ... ..i....iii jpg�jlfioin at the GI!y jj..g.g�i 1..b.g g.1 ..[A mentioned excep. lon I ill .. ............................... ................................................................. ..!2.y.e e i'li. e e t..s t..�.h e all o ye ............................................................................................................................. addidon, thev acre re&DOin§lt.)�Ie foie eIIISLAirina thev aire lin coiirmr)lIllaince With the limil Ii'] u ii.,I] ib e ir. o f I] o u ii.�..s w..o..iii�..I< e d jp!2.![ . . . ..... ilk . .. . ..... ...... . . ....... ... .. .... ...... ..... .. . ...... .......... ....... .. . . .... ...... ...... gil foir advisllitheir gg jtgt by b.gj gg�tlon at ............................................................................................................................g.....j......... .. �...... ��..... ....... ..... j ttlg QJ ty DO 111..!1�2 g��ggfa. I Y gg.[d U, -ie ingiii of hours worked lin ead-i ..... ... ........ ......... ................................................................................................................................................................................................................................................................................ P 2��j t 0.10 ... . ....... 11'.1 0 t t 0.. exceed tbe a i ra G, .......................................................................................................................................................................................... !..b!2 teinil of theiiii . t S ................................................................................................... .............................................. ............. I VilI:::,',Iesouirces shna.1l1 resllp..o.nd 12 2.!! Y !2t2d lingjj..E.g.5 q!2� SuqP..!2A Ll i I , Ic _...! g.!!l .!Es ......................................................................................................................................................................... ................................... ..... ............ ....................... ............. ...g ............. Results of Review • No Edits Required • Housekeeping Edits • Substantial Edits • Repeal/Replace Policy History Administrative and Housekeeping Changes Date Nature of Change 2010-05-10 Minor changes. 2016-06-01 Policy 11-80 template reformatted to new numbering system and given number HUM -WOR -180. Substantial Changes Date Council/CLT Directive 2001-12-10 Resolution passed by Council. Pag�)Qeohf 271 Appendix A to COR -2025-449 POLICY HUM -WOR -250 VIOLENCE IN THE WORKPLACE Category Sub -category HUM - Human Workplace Resources Practices Approval Type Department/Division Author and Position COUNCIL Corporate Services / Manager, Corporate Health & Safety Human Resources Date Approved Last Next Review Date August28, 2000 Reviewed/Amended March 1, 2022 April 1, 2017 Related Policies or Procedures • HUM -WOR -140 Respect In The Workplace • HUM -WOR -085 Employee Complaint Resolution • HUM -WOR -052 Corporate Social Media Policy • HUM -WOR -160 Internet, Electronic Mail, Telephones & Wireless Communication & Entertainment Devices — Acceptable Use • MUN-FAC-345 Behaviour — Unacceptable Conduct in Community Services Facilities • MUN-FAC-495 Behaviour — Unacceptable Conduct on City Premises and Authority to Issue Trespass Notices • HUM -BEN -080 Employee And Family Assistance Program • Ontario Occupational Health and Safety Act • Ontario Human Rights Code Policy Purpose The City of Kitchener will not tolerate or condone violence in the workplace. Through this policy, the City has clearly articulated the behaviours that will not be tolerated, how risk of violence is assessed and how incidences of violence will be addressed. The Corporation of the City of Kitchener is committed to providing a safe and healthy workplace free from actual, attempted or threatened violence in compliance with the requirements of the Occupational Health and Safety Act. The Corporation recognizes workplace violence, including domestic violence, that may occur in the workplace, is a serious matter and will take all reasonable precautions to prevent workplace violence and to protect workers in the workplace. This is a companion policy to the Corporation's Respect In The Workplace Policy which addresses harassment and discrimination, including any conduct that is known or ought to be known as disrespectful or unwelcome. Pag$)§660 4of 271 Appendix A to COR -2025-449 Definitions Management: for the purpose of this policy means all persons in supervisory positions, including but not limited to supervisors, managers, directors, Department Heads, Deputy CAO and CAO. Psychological safety: is the absence of harm and/or threat of harm to mental wellbeing that a worker may experience. Supervisor: is any worker who has authority over other workers or the workplace. Worker: for the purpose of this policy means all employees of the City of Kitchener who are not management employees, including but not limited to any person who performs work or supplies services for monetary compensation including contractors and consultants, students, trainees, interns, apprentices and volunteers. Workplace: is defined under the Occupational Health and Safety Act. It includes but is not limited to any location where a worker works or participates in work related activities. This may include work-related activities such as social functions, training, conferences, travel, restaurants, hotels, or meeting facilities being used for business purposes, during telephone, email, or other online communications including social media. Off duty conduct that impacts the workplace may also be considered under this policy. Workplace violence is defined as: a) the exercise of physical force by a person against a worker, in a workplace, that causes or could cause physical injury to the worker; b) an attempt to exercise physical force against a worker, in a workplace, that could cause physical injury to the worker; c) a statement or behaviour that it is reasonable for a worker to interpret as a threat to exercise physical force against the worker, in a workplace, that could cause physical injury to the worker. Examples of workplace violence include but are not limited to: • physically threatening behaviour, such as shaking a fist at someone, pointing a finger, destroying property, throwing objects; • verbal or written threats to physically attack a worker; • threatening notes or emails; • wielding a weapon at work; • stalking someone; • physically aggressive behaviours, including but not limited to hitting, shoving, standing excessively close to someone in an aggressive manner, pushing, kicking, throwing an object at someone, physically restraining someone, or any other form of physical violence or assault; • domestic violence that can impact the workplace. Pag�QeMibf 271 Appendix A to COR -2025-449 Policy Scope Application ❑X Employees (Indicate below which categories apply: All employees, Permanent full-time, Temporary full-time, Continuous part- time, Casual, Probationary, Student, Management, Non-union) • All employees ❑ Unions (Indicate below which categories apply: All Unions, CUPE 68 Civic, COPE 68 Mechanics, CUPE 791, IATSE, IBEW, KPFFA) • �"�IIIiJI....�;a!!':...:t..ij......I�.:i...!!:::.....:�::.....:M.!!::n.:�: !!ry....:t:�A:9:.:::. ❑ Council ❑ Specified Positions: Illi 1 ..... )!r: u::..Ih.....I12...i::.....:�........ ,!nLeir:...:Lext.:::. ❑ Other: Local Boards and Advisory Committees Policy Content Workplace violence may come from different sources such as: • strangers or people with no ties to the workplace; • contractors or suppliers; • clients, customers, or members of the public; • other workers; • intimate relationships outside of work, such as partners, family or friends that impact the workplace. Violence that occurs outside the normal workplace, but which has an impact in the workplace, including working relationships, may also be considered workplace violence. This policy applies in any location in which workers are engaged in work or work-related activities. This includes but is not limited to: • the workplace; • during work-related travel; • at restaurants, hotels or meeting facilities that are being used for business purposes; • in corporation -owned or leased facilities; • during telephone, email and other communications, including but not limited to social media; • dialogue related to work or workplace relations that extends from the workplace, as well as comments made on social media pertaining to or associated with workers, work or the workplace; • at any work-related social event, whether or not it is sponsored by the City of Kitchener • Off duty conduct that has an impact in the workplace may also be considered under this policy. This policy also applies to situations of workplace violence, including domestic violence which may occur in the workplace, by individuals who are not workers of the City. These may include suppliers and members of the public. Available remedies may be constrained by the situation and the fact that these individuals are not City workers. Page'§6694bf 271 Appendix A to COR -2025-449 A) Domestic Violence If an employee experiences domestic violence that would likely expose the employee, or other workers, to potential physical injury in the workplace, the Corporation will take every precaution reasonable to protect the employee and co-workers in the circumstances. This may include some or all of the following: • creating a safety plan; • contacting the police; • establishing enhanced security measures such as a panic button, code words, and secured access; • screening calls and blocking certain email addresses; • setting up priority parking or providing escorts to vehicles or to public transportation; • adjusting working hours and location so that they are not predictable; • assisting with obtaining counselling through the Employee and Family Assistance Program (EFAP) or other community programs. B) Duties and Obligations L Duties of Management Supervisors and members of management are expected to assist in creating a violence -free workplace and to immediately act (in accordance with Section D of this policy) if they receive a complaint of workplace violence or witness or are aware of violent behaviour. Supervisors and members of management must also take every reasonable precaution to protect workers from workplace violence, including conducting risk assessments as set out in Section H of this policy. When supervisors and managers become aware of workplace violence, failure to act may be subject to discipline. ii. Duties of All Workers Workers must ensure their behaviour does not violate this policy. They should foster a work environment that is based on respect and is free of violence or threats of violence. Workers are also required to report workplace violence or a threat of workplace violence as set out in Section C below. Executive members of Unions/Associations play a leadership role in partnering with the City to promote a workplace that is free of violence. They will ensure their own behavior is in compliance with the policy, guide the behaviors of others, and support training initiatives. Pag$Q60 4of 271 Appendix A to COR -2025-449 C) Reporting Under the Occupational Health and Safety Act, workers have a responsibility to report workplace hazards. Workplace violence is considered a hazard in the workplace. Therefore, if workers are aware of workplace violence, even if they are not a recipient or witness to the violence directly, they must report it. Workers who are either the recipient of or a witness to workplace violence from any person, must report such behaviour to their supervisor. A worker who believes they are unable to report workplace violence to their direct supervisor may report to any of the following: • any supervisor or member of management; • Security; • Joint Health and Safety Committee; • Human Resources; or • their union representative. If there is a lack of response, the worker must immediately report this to senior management and/or Human Resources. If a worker is believed to be in imminent physical danger or a physical assault has occurred, it must be immediately reported to the police. In all reports of workplace violence, corporate emergency procedures must be immediately followed (see Corporate Emergency Procedures and Awareness under the Forms, Policies and Resources tab on the Intranet). All workers also have the right to refuse unsafe work if they have reason to believe they are in danger from workplace violence. In that instance, the employee must immediately contact the supervisor, any other supervisor, member of management, or Human Resources, so appropriate measures can be taken to protect workers and investigate the situation. The worker refusing unsafe work will be moved to a safe place as near as reasonably possible to the normal workstation and will need to be available for the purposes of investigating the incident. Certain workers, such as a member of the Corporate Security team, may have a limited right to refuse because the risk is inherent in their job duties. Should a worker initiate a work refusal related to workplace violence, the Safety Manual Work Refusal procedures must be followed (see Safety Manual and Guidelines under the Forms, Policies and Resources tab on the Intranet). D) Investigation Any reports or incidents of workplace violence will be taken seriously. All reports and incidents of workplace violence must be investigated. If a manager or supervisor becomes aware of, or witnesses, acts or threats of violence, even if these events or actions are not reported to them by a worker, they must initiate an investigation and corrective and preventative actions. The investigation begins by reporting the incident to Human Resources using the Pag$Q60 4of 271 Appendix A to COR -2025-449 Corporate Accident Investigation and Incident Reporting Procedures (see Safety Manual and Guidelines under the Forms, Policies and Resources tab on the Intranet). In cases where the report of workplace violence involves allegations of a City of Kitchener worker behaving in a manner in contravention of this policy, the Respect In The Workplace complaint process will be initiated, and Human Resources will oversee the investigation of the complaint. Human Resources has discretion to use either an internal or external investigator to conduct an investigation, depending on the nature of the incident. An investigation will be conducted that is appropriate to the circumstances. The City will endeavor to investigate on an expedited basis. The investigator will determine what kind and extent of investigation is appropriate in consultation with Human Resources staff, as necessary. Where there are extenuating circumstances such as multiple witnesses or parties involved, a relevant witness or party is unavailable due to vacation/sick or other leave, the investigation may take additional time. As part of the City's obligations to ensure a safe workplace under the Occupational Health and Safety Act, the City will investigate circumstances that may contravene this policy regardless of whether this is a formal complaint or complainant. The investigation may include: • conducting interviews of appropriate individuals to establish all the facts and circumstances relevant to the incident or complaint, including dates and locations; • reviewing any related documentation; • making detailed notes of the investigation and maintaining them in a confidential file. Once the investigation is complete, the findings will be shared as an information item with the Joint Health and Safety Committee as required by the Occupational Health and Safety Act. The Joint Health and Safety Committee may make recommendations to management to improve safety in the workplace. Any incidents or reports of discrimination or harassment must follow the direction provided under Council Policy HUM -WOR -140 Respect In The Workplace. E) Confidentiality All efforts will be made to protect the personal information of those who are accused of workplace violence and those who are affected. Only as much Appendix A to COR -2025-449 information as is necessary to investigate and respond to the incident or complaint with be released in order to take corrective action or if required to do so by law. The City of Kitchener may be required to disclose pertinent information for the purpose of protecting a worker from injury where a reasonable threat of workplace violence exists. Reports will be kept confidential if it has been determined that a reasonable threat of workplace violence does not exist, or where reasonable and practical in the circumstances. Out of respect for the individuals who are involved, it is essential that strict confidentiality be maintained throughout the investigation and afterwards by those accused of workplace violence; those affected by it, witnesses, and anyone else involved in or aware of the investigation of an incident or complaint. Unionized staff may be supported by a union representative throughout the investigation process, if they choose. The role of the union representative is to observe and provide support throughout the investigation process. Non-union staff may bring a support person with them to observe and provide support during the investigation process. All workers, representatives and support persons are required to fully cooperate in the investigation process and to not in any way impede, obstruct, or behave in a manner that potentially jeopardizes the integrity of the investigation. Breach of confidentiality, or acting in a manner that obstructs, impedes or affects the integrity of the investigation is subject to discipline. F) Protection from Retaliation or Reprisal No worker can be penalized, reprimanded, or in any way criticized when acting in good faith while following the procedures for addressing situations involving workplace violence. The City of Kitchener will not tolerate retaliation, taunts, or threats against anyone who reports an incident, complains about workplace violence, or takes part in an investigation. Any person who does so may be disciplined. If an incident or complaint is made in good faith and without malice, regardless of the outcome of the investigation, the complainant will not be subject to any form of discipline. The City of Kitchener will, however, discipline or terminate anyone who brings forward a false and malicious complaint. G) Corrective Actions Once the investigation is complete, the investigator(s) will prepare a detailed report of the findings for review by the Director, Human Resources. Pag$)Qe0 b?`bf 271 H) Appendix A to COR -2025-449 If a finding of workplace violence by a worker is made, the City of Kitchener will take appropriate corrective measures, regardless of the worker's seniority or position at the City of Kitchener. The Director, Human Resources, in consultation with a senior leader uninvolved in the investigation, and any other appropriate representatives will determine what action should be taken as a result of the investigation. This consultation may include obtaining legal advice. Applicable representatives will be determined by the Director, Human Resources, and the appointed senior leader depending on the circumstances. Corrective measures may include but are not limited to one or more of the following: • discipline, such as a verbal warning, without pay; • termination with or without cause; • referral for counselling, coaching or training, supervisory skills training, programs on respect in the workplace; • demotion or denial of promotion; • reassignment or transfer; written warning or suspension training, anger management or attendance at educational • any other disciplinary action deemed appropriate under the circumstances. Criminal accountability may also be applied by the police. In the case of a member of the public, policies MUN-FAC-345 Behaviour — Unacceptable Conduct in Community Services Facilities and/or MUN-FAC-495 Behaviour — Unacceptable Conduct on City Premises and Authority to Issue Trespass Notices may be initiated as well. Risk Assessment Supervisors and managers must take every reasonable precaution to protect workers from workplace violence, including participating in risk assessments for workplace violence. Risk assessments are to be conducted as frequently as necessary to prevent injury in the workplace. For example: • after an event or threat has occurred; • if the work or workplace has changed; • when a safety concern related to workplace violence has been raised. Risk assessments may include evaluating a person's history of violent behaviour to determine whether and to whom this worker poses a risk. In making this evaluation, supervisors and managers should consider: Pag$QeOh94bf 271 Appendix A to COR -2025-449 whether the person's history of violence was associated with the workplace or work; whether the history of violence was directed at a particular worker or workers in general; how long ago the incidence of violence occurred. In certain circumstances, supervisors and managers may have a duty to provide information about the risk of workplace violence from a person with a history of violent behaviour if a worker may encounter that person during the course of work and the risk of workplace violence is likely to expose the worker to physical injury. Supervisors and managers will only release as much personal information about the person with a history of violent behaviour as is reasonably necessary to protect the worker from workplace violence. Supervisors and managers are required to consult with the Human Resources division prior to releasing information about a person with a history of violence. Risk assessments will be conducted using the corporate health and safety risk assessment tool. I) Training All staff will receive training and communications on this policy and any related policy, procedures and techniques for the prevention of workplace violence as necessary to meet the intent and requirements of this policy and the Occupational Health and Safety Act. J) Worker Support The City of Kitchener has an Employee and Family Assistance Program (EFAP) available to provide confidential and anonymous counselling services to workers who have been subject to workplace violence. K) Review The Violence in the Workplace policy, incidents of reported workplace violence and the workplace violence risk assessments are reviewed annually and are reported and reviewed with the respective Joint Health and Safety Committee. Results of Review ❑ No Edits Required ❑x Housekeeping Edits ❑ Substantial Edits ❑ Repeal/Replace Pag�Qeo hhf 271 Appendix A to COR -2025-449 Policy History Administrative and Housekeeping Changes Date Nature of Change 2016-06-01 Policy II -250 template reformatted to new numbering system and given number HUM -WOR -250. Substantial Changes Date Council/CLT Directive 2001-12-10 As per CLT direction 2010-06-14 Resolution passed by Council 2017-06-05 Resolution passed by Council, policy amended as a result of new legislative requirements. See report CAO -10-022 & Addendum CAO -10-005 Pag�)Qeo hhf 271 Appendix A to COR -2025-449 POLICY HUM -WOR -250 VIOLENCE IN THE WORKPLACE Category Sub -category HUM - Human Workplace Resources Practices Approval Type Department/Division Author and Position COUNCIL Corporate Services / Manager, Corporate Health & Safety Human Resources Date Approved Last Next Review Date August28, 2000 Reviewed/Amended March 1, 2022 April 1, 2017 Related Policies or Procedures • HUM -WOR -140 Respect In The Workplace • t::::......Peli.cy..............1„IIJ„II.:::::.%.II::::::.�..:......,.ke:;!I°..��.Lq:y.......Complaints Resolution • t::+F;.....P4i.cy..............HQ„II M.:::::. W ....:..... Q Social Media ....11::::.1 �ll.ji.�:d.y. 11 11:: ill .1 ...WOIfZ. 1 f 0 Internet Electronic Mail IFe.l� �lhorna�5 & nrelless • ............................... A..d.....................n..........n..NF........................................".:.ry....................................................................................... Cornimuinlicatlorn &I�, iri teirtaliirnii neirnt II )evlicesAcce ta . ll Ile Use ...................................................................... •C.a.f:MUN-FAC-345 Unaccept4lqlle.Behaviour:d".tC.n LACtiin ... ..... .l.. .......U. o lr � li' a il::i..1!:ty...... rvl li.. .......II::::::.. li IL.Ii e • 0..:... cid..I::::.o.11..ii.c..................MUN-FAC-495 ..... ,�.c.u-n�.............. ii.c-..n°sII:::�&havliour ......... Qinacce ° tallalle Con°duct y y.................................................................................................................. .....................................L......................................................................................................... . on Cliity IPiremlises and Autlhoirlity to Ilssue "II""resn,)ass INotices ®B E N-080 Em plovee And Farn iy Assistance Prora • Ontario Occupational Health and Safety Act • Ontario Human Riqhts Code Policy Purpose II""I 2 'lit o IKitclherner wli not to eirate ou condone vlio ence lin the woii:k ace, "II""II°�irou IIS tll�nlis y...................................................................................................................................................................................................................................................................................................................................................................................................................................................................................L.................................................................................................................................. olllic tll,.1e Cit .1�as clearly artlicdated the Il�ell°mvliour�s that wlillll not I�ae tolleirated II°pow risk of y y .................................................................................. vliolleu°�ce lis assessed au°md II°now lirnclideir]ces of yliollence wlillll Ibe addressed... ............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... The Corporation of the City of Kitchener is committed to providing a safe and healthy workplace free from actual, attempted or threatened violence in compliance with the requirements of the Occupational Health and Safety Act. The Corporation recognizes workplace violence, including domestic violence., that may occur in the workplace, is a serious matter and will take all reasonable precautions to prevent workplace violence and to protect workers in the workplace. This is a companion policy to the Corporation's Respect In IIin ttie If the Workplace Policy which addresses harassment and discrimination, including any conduct that is known or ought to be known as disrespectful or unwelcome. Pag�'7a660hhf 271 Appendix A to COR -2025-449 Definitions �. Management'".,;; for the purpose of this policy means all persons in supervisory positions, I....pu.iiµl�q li.:......I,IL..g..:........:lleputy including but not limited to supervisors, managers, directors, .... CAOs and CAO. l svclhollloalcalll safety, Is the absence of harm and/or trea of harmo mental wellbeinathat Supervisor'': is any worker who has authority over other workers or the workplace. Worker'',;; for the purpose of this policy means all employees of the City of Kitchener who are not management employees, including but not limited to any person who performs work or supplies services for monetary compensation including contractors and consultants, students, trainees, interns, apprentices and volunteers. limited to ted B�MXX' locationny �y where . , I, participates gin'' activities. activities such as social functions,restaurants, hotels, or meeting facilities being used for business purposes, during telephone,email, or other online communications In6lud I in so641 rne6.a. Off duty conduct that impacts mav the workplace may also be considered under this policy. 'Workplace violence'' is defined as: d) the exercise of physical force by a person against a worker, in a workplace, that causes or could cause physical injury to the worker; e) an attempt to exercise physical force against a worker, in a workplace, that could cause physical injury to the worker; f) a statement or behaviour that it is reasonable for a worker to interpret as a threat to exercise physical force against the worker, in a workplace, that could cause physical injury to the worker. Examples of workplace violence include but are not limited to: • physically threatening behaviour, such as shaking a fist at someone, pointing a finger, destroying property, throwing objects; • verbal or written threats to physically attack a worker; • threatening notes or emails; • wielding a weapon at work; • stalking someone; Pag�'7aaebhf 271 ', Y. ;f. • � r � r • •5 r � ; IK w.. � , � , y ,1X1.7. T � f�. limited to ted B�MXX' locationny �y where . , I, participates gin'' activities. activities such as social functions,restaurants, hotels, or meeting facilities being used for business purposes, during telephone,email, or other online communications In6lud I in so641 rne6.a. Off duty conduct that impacts mav the workplace may also be considered under this policy. 'Workplace violence'' is defined as: d) the exercise of physical force by a person against a worker, in a workplace, that causes or could cause physical injury to the worker; e) an attempt to exercise physical force against a worker, in a workplace, that could cause physical injury to the worker; f) a statement or behaviour that it is reasonable for a worker to interpret as a threat to exercise physical force against the worker, in a workplace, that could cause physical injury to the worker. Examples of workplace violence include but are not limited to: • physically threatening behaviour, such as shaking a fist at someone, pointing a finger, destroying property, throwing objects; • verbal or written threats to physically attack a worker; • threatening notes or emails; • wielding a weapon at work; • stalking someone; Pag�'7aaebhf 271 Appendix A to COR -2025-449 • physically aggressive behaviours, including but not limited to hitting, shoving, standing excessively close to someone in an aggressive manner, pushing, kicking, throwing an object at someone, physically restraining someone, or any other form of physical violence or assault; • domestic violence that can impact the workplace. Policy Scope Application ❑X Employees (indicate below which categories apply: All employees, Permanent full-time, Temporary full-time, Continuous part- time, Casual, Probationary, Student, Management, Non-union) • All employees ❑ Unions (Indicate below which categories apply: All Unions, CUPE 68 Civic, COPE 68 Mechanics, CUPE 791, IATSE, IBEW, KPFFA) • (""J[ J �;� II�.....�:�.!!.:...:ta li: �.....11'-i g ir: �."......:� ...... iii„t�;ti!�....:t4; text. ❑ Council ❑ Specified Positions: Ca„Iljit�ll�..._a�i��....:tall�.....11':Lt-�.!I” :....:1�......�:�ii�.:�:�::"!I"............r.:9:.:::. ❑ Other: Local Boards and Advisory Committees Policy Content Workplace violence may come from different sources such as: • strangers or people with no ties to the workplace; • contractors or suppliers; • clients, customers, or members of the public; • other workers; • intimate relationships outside of work, such as partners, family or friends that impact the workplace. Violence that occurs outside the normalop ace9 but which has an impact in the workplace, including working relationships, may also be considered workplace violence. This policy applies in any location in which workers are engaged in work or work-related activities. This includes but is not limited to: • the workplace; • during work-related travel; • at restaurants, hotels or meeting facilities that are being used for business purposes; • in corporation -owned or leased facilities; • during telephone, email and other communications, including but not limited to social media; • dialogue related to work or workplace relations that extends from the workplace, as well as comments made on social media pertaining to or associated with workers, work or the workplace; • at any work-related social event, whether or not it is sponsored by the City of Kitchener • Off dutv conduct that has ani pact in the workplace mav also be considered Pag�'7a6694bf 271 Appendix A to COR -2025-449 This policy also applies to situations of workplace violence, including domestic violence which may occur in the workplace, by individuals who are not workers of the City-,4hese. These may include suppliers, and members of the public. Available remedies ava-iillatl may be constrained t9by the situation and the fact that these individuals are not City workers. L) Domestic Violence If an employee experiences domestic violence that would likely expose the employee, or other workers, to potential physical injury in the workplace, the Corporation will take every precaution reasonable to protect the employee and co-workers in the circumstances. This may include some or all of the following: • creating a safety plan; • contacting the police; • establishing enhanced security measures such as a panic button, code words, and secured access; • screening calls and blocking certain email addresses; • setting up priority parking or providing escorts to vehicles or to public transportation; • adjusting working hours and location so that they are not predictable; • assisting with obtaining counselling through the eFr4 °ee a -r4 f -�y a-sslstance.......�.r.....ii a-�°.'N[f: ir�l IIo ee aired II:::aiif.r..nlill sslistaince I1::::1 ro a au r EFAP N .......... ...............t.................y....................................................................................................".......................................................................................................................g............................ ( ) or other community programs. M) Duties and Obligations fire( --- w girl -pla --. Nrld ---a dr'E ss . ti; tl;reat - i....vNi lira . it i r7i--- all[ rNi ,...::T e_- ity_-of" IIN tt Nk oNr rH ur NiNtur u� f ..... The, City.........w.ii.lt................lf........1��.Pa-Ft �, ::�.......e.�,........c..... -. °--..........iie14e.iii::;.e.........iwi°::r.....ah-e w .kN e -...::::.h4,, it °a ...:...,..�....irn..a..11 ii : .......v�:.»..r.y.e�.... ......ii .......ii�.....e..rg�aw :� t.° . ...awa-re.....t..:the . L,set R+rs......a.ir ........ t.....a .a � a )� ° - ...Ip... n , N- I� I� ..�.;D.....s.e..� , ° f........:tIN".........r:'ls......f..... ..a.ee.......v.e.er:.e.s. 1wweetlqt' , ........ee-mn'Aai s........a.. i-n.i i :. .......... . ........4*PO i suitaWe........oeirreotive Duties of Management Supervisors and members of management are expected to assist in creating a violence free workplace and to immediately act (in accordance to Section - Il; of this policy) if they receive a complaint of workplace violence or witness or are aware of violent behaviour. Supervisors and members of management must also take every reasonable precaution to protect workers from workplace violence, including conducting risk Pag�'7a66bg`bf 271 Appendix A to COR -2025-449 assessments as set out in Section H of this policy. When supervisors and managers become aware of workplace violence, failure to act may be subject to discipline. ®iv® Duties of All Workers Workers must ensure their behaviour does not violate this policy. They should foster a work environment that is based on respect and is free of violence or threats of violence. Workers are also required to report workplace violence or a threat of workplace violence as set out in Section C below. girtn"erin with the GIN to promote a work lace that is .. of violence. 11'.] e behaviors of others, and support training initiatives. N) Reporting Under the Occupational Health and Safety Act, workers have a responsibility to report workplace hazards. Workplace violence is considered a hazard in the workplace. Therefore, if workers are aware of workplace violence, even if they are not a recipient or witness to the violence directly, they must report it. Workers who are either the recipient of or a witness to, workplace violence, from any person,, must report such behaviour to their supervisor. A worker who believes they are unable to report workplace violence to their direct supervisor may report to any of the following: • any supervisor or member of management; • Security; • j.. ° ,A.....ii.... a4# and.....s.....: ....c..... I* -tee. JoI..!rist.....II::::::Nell„�,Ilml......g.!!::i.........:f :.” ..... r !rtn!i° n'ii.:ttee..; • Human Resources,; ; or • their union representative. If there is a lack of response, the worker must immediately report this to senior management and/or Human Resources. If a worker is believed to be in imminent physical danger or a physical assault has occurred, it must be immediately reported to the police. In all reports of workplace violence, corporate emergency procedures must be immediately followed (See see Corporate Emergency Procedures and Awareness under ill° e. Forms, Policies and Resources Tab! on the Intranet). All workers also have the right to refuse unsafe work if they have reason to believe they are in danger from workplace violence. In that instance, Iia tQrvne iT„t, . y !i° u� t,, immediately contact the supervisor, any other supervisor, airy Pag�)Qeo bhf 271 Appendix A to COR -2025-449 member of ana e e t, or Human Resources, so appropriate measures can be taken to protect workers and investigate the situation. The worker refusing unsafe work will be moved to a safe place as near as reasonably possible to the normal work station and will need to be available for the purposes of investigating the incident. Certain workers, such as a member i��.il�.p.l[gte....Security ii ii°r�l, may have a limited right to refuse, o the .. because the risk is inherent in their job duties. Should a worker initiate a work refusal related to workplace violence, the Safety Manual Work Refusal procedures must be followed (See Safety Manual and Guidelines under tlt.] Forms Policies and Resources ='tat°) !2. on the Intranet). O) Investigation Any reports or incidents of workplace violence will be taken seriously. All reports and incidents of workplace violence must be investigated. If a manager or supervisor becomes aware of, or witnesses, acts or threats of violence, even if these events or actions are not reported to them by a worker, they must initiate an investigation and corrective and preventative actions. The investigation begins by reporting the incident to Human Resources using the Corporate Accident Investigation and Incident Reporting Procedures ESe-- see Safety Manual and Guidelines under 11'].eForms, Policies and Resources Tat) ta.1b on the Intranet). In cases where the report of workplace violence involves allegations of a City of Kitchener worker behaving in a manner in contravention of this policy, the RespectiIRt141i�°�...,,,,,,,- ° ° the Workplace complaint process will be ° initiated, and Human Resources will oversee the investigation of the complaint. Human Resources has discretion to use either an internal or external investigator to conduct an investigation, depending on the nature of the incident. �qV,will endeavor tq,investigate on , - , r ed . basis.;. determine what kind and extent.of ,, w ; p ,circumstances such as multiNe witnesses or pp�ti,es'lliln,ylolveld,,'llal'Irlelilelvaln't /4 due to vacation/sick or other leave, investigation may take additional - The investigation may include: • conducting interviews of appropriate individuals to establish all the facts and circumstances relevant to the incident or complaint, including dates Pag�'7ac eo bhf 271 Appendix A to COR -2025-449 and locations; • reviewing any related documentation; • making detailed notes of the investigation and maintaining them in a confidential file. Once the investigation is complete, the findings will be shared as an information item with the fe.t ............co.r n+ a.........-°..:...........�=.n..............,,, „ y Joint Fjledlth au2"a ety gbiiblT„li.:tt......as required by the Occupational Health and Safety Act. The Joint hea-4th ...............aHi d............sa et.................. GHI'nM tteeli le.21tll.,� ar,]d Safet Coiner Mitt e may make y............................................................................................................................................Y............................................................................................. Y recommendations to management to improve safety in the workplace. Any incidents or reports of discrimination or harassment must follow the erection provided under .,..Q...u....r.......c.r.„. Policy :..Z ........4 .0 Respect i�rl the.1.1i.Th..ethe Workplace. P) Confidentiality All efforts will be made to protect the personal information of those who are accused of workplace violence and those who are affected. Only as much information as is necessary to investigate and respond to the incident or complaint with be released in order to take corrective action or if required to do so by law. The City of Kitchener may be required to disclose pertinent information for the purpose of protecting a worker from injury where a reasonable threat of workplace violence exists. Reports will be kept confidential if it has been determined that a reasonable threat of workplace violence does not exist, or where rea-srned-- r�easalb lle and practical in the circumstances. Out of respect for the individuals who are involved, it is essential that strict confidentiality be maintained throughout the investigation and afterwards by those accused of workplace violence; those affected by it, witnesses, and anyone else involved in or aware of the investigation of an incident or complaint. Unionized staff may be -s&. ted-Up.11 g.[! d by a union representative throughout the investigation process, if they choose. The role of the union representative is to observe and provide support throughout the investigation process. Non-union staff may bring a support person with them,; 4r r lie wou4d The to observe and provide support during the investigation process. All workers, representatives and support persons are required to fully cooperate in the investigation process and to not in any way impede, obstruct, or behave in a manner that potentially jeopardizes the integrity of the investigation. Breach of confidentiality, or acting in a manner that obstructs, impedes or affects the integrity of the investigation is subject to discipline. Page)§qeo bhf 271 Q) R) Appendix A to COR -2025-449 Protection from Retaliation or Reprisal No worker can be penalized, reprimanded, or in any way criticized when acting in good faith while following the procedures for addressing situations involving workplace violence. The City of Kitchener will not tolerate retaliation, taunts, or threats against anyone who reports an incident, complains about workplace violence, or takes part in an investigation. Any person; who t., A'#,s retafia-tes iIil -tll =eatelr, ye.ir......., .....ire. , t.ii.e..a....a.....�:�....... • ...I��..........e....... ,.i�.e.......�:..ii.. .-t......a.r.....eai:� ��'t .........p.............maY a��n- be disciplined. If you u°elf e�-t an incident or r .,,.k.e a complaint lis ii is d_e in good faith and without malice, regardless of the outcome of the investigation, the complainant will not be subject to any form of discipline. The City of Kitchener will, however, discipline or terminate anyone who brings forward a false and malicious complaint. Corrective Actions Once the investigation is complete, the investigator(s) will prepare a detailed report of the findings for review by the Director., of Human Resources. If a finding of workplace violence by a worker is made, the City of Kitchener will take appropriate corrective measures, regardless of the worker's seniority or position at the City of Kitchener. The DirectorA, - f Humanes^u;-G esources, in consultation with tll d :.�a�� nes# tine a seirnlior leader uii��nliii��nvollved lira the J.R �.��¢°��°inves ic�a ion, f.......................................................................................................................................................................................................................................................................................................... .................................. and any other appropriate representatives will determine what action should be taken as a result of the investigation. This consultation may include obtaining legal advice. Applicable representatives will be determined by the Director, of Human e��esourcess and the dell .aft... ..Fit -...........t. , i.p.p .1 i.n t.e. d............ ii,:.11.2ii.,, depending on the circumstances. Corrective measures may include but are not limited to one or more of the following: • discipline, such as a verbal warning, written warning or suspension without pay; • termination with or without cause; • referral for counselling, coaching or training, anger management training, supervisory skills training, or attendance at educational programs on respect in the workplace; • demotion or denial of promotion; • reassignment or transfer; • any other disciplinary action deemed appropriate under the circumstances. Pag�Qeo bhf 271 Appendix A to COR -2025-449 Criminal accountability may also be applied by the police. In the case of a member of the public, pclie I ,f:::;AQ;°�I1::.3ehavl uml_ _„;,,,,,,,,,l,,I IJu�u cce r tj.g conduct iiia ac�u,1 i uwui..J euvuc s II ullutuo ....au�ud/tau II U„IIS IFA 495 1:::: 6ha liouur Unacce tall 1.!2 Co.� duuct oirn Cit I°°1ureu�Nses and Auauthou°lit to Ilssue ................................................................................................................................................................................................................................................................................................................y..............................................................................................................................................................................y.................................................................... P..5%.5 .................,,.„.t........,,...........�. cettl;x..........t uidla/ °:...........ui....... L......IP2Il..ii.c..y.............-ka--....Secru..ii uay....Ot~fii..e..�s......m. . .....t. ��..iitu.a:te.,d.....a.s..... ,�..... ,,...may be initiated as well. S) Risk Assessment Supervisors and managers must take every reasonable precaution to protect workers from workplace violence, including participating in risk assessments for workplace violence. Risk assessments are to be conducted as frequently as necessary to prevent injury in the workplace. For example: after an event or threat has occurred; if the work or workplace has changed; when a safety concern related to workplace violence has been raised. Risk assessments may include evaluating a person's history of violent behaviour to determine whether and to whom this worker poses a risk. In making this evaluation, supervisors and managers should consider: whether the person's history of violence was associated with the workplace or work; whether the history of violence was directed at a particular worker or workers in general; how long ago the incidence of violence occurred. In certain circumstances, supervisors and managers may have a duty to provide information about a SII°fie risk of workplace violence from a person with a history of violent behaviour if a worker may encounter that person during the course of work and the risk of workplace violence is likely to expose the worker to physical injury. Supervisors and managers will only release as much personal information about the person with a history of violent behaviour as is reasonably necessary to protect the worker from workplace violence. Supervisors and managers are required to consult with the Human Resources division prior to releasing information about a person with a history of violence. Risk assessments will be conducted using the corporate health and safety risk assessment tool. T) Training All staff will receive training and communications on this policy and any related policy, procedures and techniques for the prevention of workplace violence as necessary to meet the intent and requirements of this policy and the Occupational Health and Safety Act. Pag�Qeo bhf 271 Appendix A to COR -2025-449 U) Worker Support The City of Kitchener has an empll.o.:ye.....................a+vd..................: w, . starwe psi w'w- .:;!I°i ..L),Il...y . ^....g.!iso......11::::.glib_'fill... &. .!st i.nc .....IF;IIi,,Q,a !i]], (EFAP) available to provide confidential and anonymous counselling services to workers who have been subject to workplace violence. V) Review The Violence in the Workplace policy, incidents of reported workplace violence and the workplace violence risk assessments are reviewed annually and are reported and reviewed with the respective Joint Health and Safety Committee. Results of Review ❑ No Edits Required QM Housekeeping Edits ❑ Substantial Edits ❑ Repeal/Replace Policy History Administrative and Housekeeping Changes Date Nature of Change 2016-06-01 Policy ,II -250 r Itc --template reformatted irAo new numbering system and given nurnber HUM -WOR -250. Substantial Changes Date Council/CLT Directive 2001-12-10 As per CLT direction. 2010-06-14 As ®r -f e r� ;il l � soio orro:R ,solul:iorro :)assed byCouncil 2017-06-05 ,Ari--peg=--Cr ur fl ---1 a�sek tu-x4F?esoluLion pa s sed bK Council, policy amended as a result of new legislative requirements. See report CAO -10-022 & Addendum CAO -10-005 Pag�)Qeo bhf 271 Appendix A to COR -2025-449 POLICY HUM -WOR -255 ANNIVERSARY MILESTONE RECOGNITION Category Sub -category HUM - Human Workplace Resources Practices Approval Type Department/Division Author and Position COUNCIL Corporate Human Resources Services/Human Resources Date Approved Last Next Review Date December 17, 1990 Reviewed/Amended June 1, 2029 December 16, 2024 Related Policies or Procedures Employee Years of Service Standard Operating Procedure Policy Purpose To provide tangible recognition to employees reaching anniversary milestones and to long service employees and retirees. Definitions Anniversary Milestone: For the purpose of this Policy only, the date that corresponds with a completed year of service with the City of Kitchener, whether based on full-time, part-time (including seasonal for purposes of this Policy), or temporary employment. The employee's anniversary milestone date will not be impacted by non -continuous or non-consecutive periods of employment separated by less than one year. For clarity, non -continuous or non- consecutive periods of employment separated by more than one year will result in service recognition being reset for the purposes of this Policy to the start of the most recent period of employment. Policy Scope The service recognition with the City of Kitchener outlined in this Policy applies with respect to the Anniversary Milestone Recognition Program only. The service recognition outlined in this Policy has no impact or application on an employee's service, seniority, length of employment, periods of employment, employment status (full-time, part-time (including seasonal for purposes of this Policy), temporary), continuity of employment, or otherwise, for any other purpose whatsoever. Pag$'§6e0 b8 bf 271 Appendix A to COR -2025-449 Application ❑X Employees (Indicate below which categories apply: All employees, Permanent full-time, Temporary full-time, Continuous part- time, Casual, Probationary, Student, Management, Non-union) All employees ❑ Unions (Indicate below which categories apply: All Unions, COPE 68 Civic, COPE 68 Mechanics, COPE 791, IATSE, IBEW, KPFFA) • C. Iliclk oir td: D heii",e:, to e: inteeir text, ❑ Council ❑ Specified Positions: .QI[J.ck.....q.!!r..:.a ..Ili.....112.g.p." s.....::t.:......t li „Dt li:....:at. .:::. ❑ Other: Local Boards and Advisory Committees Policy Content 1. Eligibility a) All employees reaching a five-year anniversary milestone (e.g., 5, 10, 15, 20 years, etc.). b) All retirees who resign having achieved their 25 -year anniversary milestone. c) Reemployment of retirees: employees who retire from the City of Kitchener and are subsequently reemployed will be considered new employees for the purpose of this Policy. Retirement constitutes end of employment, and any prior service with the City will not be counted toward future anniversary milestone recognition. 2. Presentations and Awards a) All eligible employees will be presented a certificate signed by the Mayor. Presentations of the certificate will be made by a departmental management representative at a time and location determined at their discretion. b) All employees who retire having achieved their 25 -year anniversary milestone as recognized by this Policy will select a gift of nominal value of the employee's choice (a gift, a gift card, a charitable donation (not tax-deductible) or a contribution to a workplace event). In addition, they will receive a lifetime membership to the Municipal Retirees Organization Ontario (MROO). If possible, the gift will be presented to the employee by the Department Head prior to the employee's departure. Results of Review ❑ No Edits Required ❑ Housekeeping Edits ❑x Substantial Edits ❑ Repeal/Replace Pag�QeoWbf 271 Appendix A to COR -2025-449 Policy History Administrative and Housekeeping Changes Date Nature of Change 2016-06-01 Policy II -255 template reformatted and to new numbering system and given number HUM -WOR -255. Substantial Changes Date Council/CLT Directive 1996-05-21 Resolution passed by Council 2001-12-10 Resolution passed by Council 2010-06-14 Resolution passed by Council 2013-02-04 Resolution passed by Council, repealed & replaced — FCS -13-012 2024-12-16 Resolution passed by Council, see report COR -2024-514 Page)%eo bhf 271 Appendix A to COR -2025-449 POLICY HUM -WOR -255 ANNIVERSARY MILESTONE RECOGNITION Category Sub -category HUM - Human Workplace Resources Practices Approval Type Department/Division Author and Position COUNCIL Corporate Human Resources Services/Human Resources Date Approved Last Next Review Date December 17, 1990 Reviewed/Amended June 1, 2029 December 16, 2024 Related Policies or Procedures • 1::::::iir Ilex � � ars of Seur lice Standaird O mratliii,.�� If„ iroced ire P ..............y............................................................................................................................................................................................................................................p........................................... ,�................................................................. i.r......... Policy Purpose To provide tangible recognition to employees reaching anniversary milestones and to long service employees and retirees. Definitions Anniversary Milestone: For the purpose of this Policy only, the date that corresponds with a completed year of service with the City of Kitchener, whether based on full-time, part-time (including seasonal for purposes of this Policy), or temporary employment. The employee's anniversary milestone date will not be impacted by non -continuous or non-consecutive periods of employment separated by less than one year. For clarity, non -continuous or non- consecutive periods of employment separated by more than one year will result in service recognition being reset for the purposes of this Policy to the start of the most recent period of employment. Policy Scope The service recognition with the City of Kitchener outlined in this Policy applies with respect to the Anniversary Milestone Recognition Program only. The service recognition outlined in this Policy has no impact or application on an employee's service, seniority, length of employment, periods of employment, employment status (full-time, part-time (including seasonal for purposes of this Policy), temporary), continuity of employment, or otherwise, for any other purpose whatsoever. Page'§660bg`bf 271 Appendix A to COR -2025-449 Application ❑X Employees (Indicate below which categories apply: All employees, Permanent full-time, Temporary full-time, Continuous part- time, Casual, Probationary, Student, Management, Non-union) • All employees ❑ Unions (Indicate below which categories apply: All Unions, COPE 68 Civic, COPE 68 Mechanics, COPE 791, IATSE, IBEW, KPFFA) � l,,.llk....�;�.!!':....:ta..:......Il,c,lr::.....:�:.�:�..._eilk.:t:��:.!!.:....:text.:::. ❑ Council ❑ Specified Positions: 1llir;Nll�.....oir....:t ..II .....II .�'.p." .....::...... 1! .::::".!!':....:: ". .:::. ❑ Other: Local Boards and Advisory Committees Policy Content Eligibility d) All employees reaching a five-year anniversary milestone (e.g., 5, 10, 15, 20 years, etc.). ,) ...................................IGS) All retirees and eu° SII - a�es who resign having achieved their 25 -year anniversary milestone. f f eeu � Ilc� n neu of rsf' n° tliirees: en71 2!2fs wll o a°°efliu°°e frorn the Cit of Il'litclheineir and .....................................................................................................................................................................Il....................y.................................................................................................................................................................................................y............................................................................................................................ au�e sull se uentll urveen n:llo ed wlillll the counsliden°-ed new eirT ?llo ees for the ...................................................................................t�................y............................ ..........................................................................................................................................................................................................................U....................y.......................................................................................... . !11 case of this Il::3olllic : If eflirerneint coinsflitutes end of en�n,�llo went an°nd a!2.y ou� C......................L.....................................................................................................................7..............................................................................................................................................................................................................................................................................'.........................................A.............................................................I ............................ seiiwiice With fll'ne Clitv wlillll not Ilbe counted toward future ainnliversaury mlillestoirne u'pco 2„l11l10111, 2. Presentations and Awards c) All eligible employees will be presented a certificate signed by the Mayor. Presentations of the certificate will be made by a departmental management representative at a time and location determined at their discretion. d) All employees who retire having achieved their 25 -year anniversary milestone as recognized by this Policy will select a gift of inoirm„nli!r�gll vakA_� of the employee's choice! a nff a ft gg.[d a cll°°n ritablle doinatlion°n a of tax deductlilbllepu oir a ............d.................................................................................A.......................................................................................................................................................................................•ffi..........................................................................................................................................A.......................................... � oiriti lilb utli u°�......:tq.............. a!!rk,)ll...: ....... y I!::i:.)....... .. ..... t....... D. .........e..xc...... °,. ...:.., . In addition, ret............ ... �... .. d..:tt. ,,, ° .a .....a r y.... tt iifesfor tll°r.....- will receive e-w-I-�.....I�. � � u..r......,. er�i". a lifetime membership to the Municipal Retirees Organization Ontario If possible, the gifts will be presented to the employee by the Department Head prior to the employee's departure. Phis, g4t GEN nRtu.d...........a-.........g..ii:.................g::u..........oen'i:: ,,,,m..,a...........c .. nte:�l..e..........d..n:ituon(a°io........:ta.x..,,, d.......ti.blle..).....o.r......c. 4tir'i. .r�...:ta.. .........e.. n.:qz Results of Review ❑ No Edits Required ❑ Housekeeping Edits ❑x Substantial Edits Appendix A to COR -2025-449 ❑ Repeal/Replace Policy History Administrative and Housekeeping Changes Date Nature of Change 2016-06-01 Policy II -255 template reformatted and to new numbering system and given number HUM -WOR -255. Substantial Changes Date Council/CLT Directive 1996-05-21 Resolution passed by Council 2001-12-10 Resolution passed by Council 2010-06-14 Resolution passed by Council 2013-02-04 Resolution passed by Council, repealed & replaced — FCS -13-012 2024-12-16 Resolution passed by Council, see report COR -2024-514 Appendix A to COR -2025-449 POLICY HUM-HIR-XXXX EMPLOYMENT AND RECRUITMENT Category Sub -category HUM - Human HR - Hiring & Resources Termination/Retirement Approval Type Department/Division Author and Position COUNCIL Corporate Services / Human Resources Human Resources Date Approved Last Reviewed/Amended Next Review Date suck Ihere to enter a GII dIkiihere to enter a date. Gluck Ihere to enter a date. Late: Related Policies or Procedures • HUM -WOR -140 Respect in the Workplace • HUM -HIR -110 Employment of Relatives of Staff Members and Elected Officials Policy Purpose The City of Kitchener is an equal opportunity employer committed to attracting a talented, diverse, and inclusive workforce, which broadly reflects the community and residents served and selecting candidates that best match the required skills, qualifications and experience. This policy: • Provides an overview of the recruitment process and standard practices that govern recruitment at the City of Kitchener. • Outlines accountabilities to ensure all recruitment practices are consistently applied, and • Provides equal access to employment, promotions, transfers and career opportunities for all employees and prospective employees. Definitions City: the Corporation of the City of Kitchener Credential verification: the process of checking and confirming that candidate's education, work experience, and other qualifications are accurate and legitimate. External Candidate: is an individual who is not currently employed by the City who wishes to be considered for employment. Hiring Leaders: the individual who requests a vacancy/position to be filled. In most cases, the hiring leader is also the individual who the new or transferring employee will report to once the recruit is complete. Intake Meeting: an in-person, virtual, telephone, email, etc., consultation between the Hiring Pa*Q@ 04of 271 Appendix A to COR -2025-449 Leader and the Recruitment Lead to develop a plan for the recruitment for the vacancy. Internal Candidate: an individual who is currently employed by the City who wishes to be considered for different employment. Permanent Accommodation: when an employee has limitations and restrictions due to a disability that will not improve, and the employee cannot be accommodated in their role, the City may accommodate an employee in an alternative permanent position with or without accommodations. Probationary Period: The initial period of employment during which the supervisor carefully considers whether the employee can meet the responsibilities and objectives of the position and be confirmed as a permanent employee. The probationary period does not apply to existing permanent employees who have surpassed their probationary period. Recruitment Leads: The Human Resources individual who is responsible for the full cycle of recruitment for the vacancy/position. Reference Checking: the process of contacting and gathering information from individuals who have worked closely and/or supervised the candidate in the past. These individuals, known as references, can provide insights into the candidate's qualifications. work performance, skills, and character. The purpose of reference checks is to verify the information provided by the candidates, gain a deeper understanding of their abilities and suitability for the role. Policy Scope This policy applies to all recruitment processes to fill vacant positions at the City. The process to fill unionized positions is governed by the terms and conditions of the applicable collective agreement. When an employee is covered by a Collective Agreement and its terms conflict with this Policy, the Collective Agreement will apply. Legislative Requirements This policy complies with the following legislation: • The Ontario Employment Standards Act, 2000 (ESA) • Ontario Human Rights Code • Accessibility for Ontarians with Disabilities Act, 2005 (AODA), and • The Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) • The Ontario Pay Equity Act • Municipal Act, 2001 Application X❑ Employees (Indicate below which categories apply: All employees, Permanent full-time, Temporary full-time, Continuous part- time, Casual, Probationary, Student, Management, Non-union) • All employees ❑ Unions (Indicate below which categories apply: All Unions, CUPE 68 Civic, CUPE 68 Mechanics, CUPE 791, IATSE, IBEW, KPFFA) • (."Illlck cir tap the ire, to eirr:'te it text. ❑ Council ❑ Specified Positions: ;.[I. IIS......!!r..:�:..�::......II .�":!�°:....::..... !! :9-e!!."...:9:..:�:::.. ❑ Other: Glick pair° tali: Iheir°e: to eirnte:irr text. Pa*Q3 Tb94of 271 Appendix A to COR -2025-449 Policy Content Principles 1. Merit - All selections, appointments and promotions shall be based on considerations of merit, and ability to perform effectively in a position. Hiring decisions will be free of nepotism in accordance with the terms HUM -HIR -110 Employment of Relatives of Staff Members and Elected Officials. 2. Objectivity - Selection criteria shall be developed in an objective and non-discriminatory manner and must be based on bona fide job-related requirements. 3. Consistency - Selection systems and procedures will ensure that candidates are treated in a fair and consistent manner. 4. Equal Opportunity - All City recruitment practices and procedures must comply with the Ontario Human Rights Code. All internal candidates and external candidates receive equal treatment with respect to employment without discrimination because of race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, gender identity and gender expression, sex, sexual orientation, age, record of offences, marital status, family status, or disability. 5. Accessibility - All City recruitment practices and procedures must comply with the AODA requirements for developing, implementing and enforcing accessibility standards for internal candidates and external candidates who may have a disability. This includes identifying and removing any barriers that may exist for persons with disabilities to apply for City of Kitchener positions; and if qualified, to participate in the interview process. Accountability: Hiring Leaders are accountable for: • Managing budgets associated with recruitment • Identifying a vacancy within their operational area and initiating the recruitment process with the Recruitment Lead. • Participating in an intake meeting. • Completing the required recruitment training, and • Complying with all legislative requirements, collective agreements, this policy and the associated guidelines. Recruitment Leads are accountable for: • Providing recruitment planning and recruitment strategy consultation and acting as an advisor to Hiring Leaders • Providing just -in -time recruitment training and job aids to Hiring Leaders • Organizing and participating in an intake meeting • Supporting and auditing the recruitment processes • Sourcing external and internal applicants, as required • Providing coaching, guidance and advice to Hiring Leaders throughout the recruitment process as required, and • Assisting Hiring Leaders to ensure that the recruitment process is equitable and complies with all legislative requirements, collective agreements, policy and the associated guidelines. Recruitment Framework An overview of the recruitment process is set out below. The guidelines that support this policy are available from the Recruitment Team and provide detailed direction. Pa*paag Tb24of 271 Appendix A to COR -2025-449 Recruitment Planning When a vacancy or recruitment need is identified, the Hiring Leader partners with the Recruitment Lead to initiate the recruitment planning process through an intake meeting. A requisition, which is completed by Hiring Leader, with support from the Recruitment Lead, is required. Job postings All vacancies must be posted internally and/or externally. Exemptions may include: • Less than 3 months duration or as per applicable collective agreement. • Filled by an employee requiring a permanent accommodation. • Temporary expression of interest or special project assignment as approved by CLT • Appointments supported by CLT and approved by CAO (see below). Appointments There may be situations when it is appropriate to appoint an employee instead of posting the vacancy, such as when an employee has successfully filled the role on an interim basis; or when a temporary position is made permanent and the incumbent is meeting or exceeding expectations. Appointees must meet the minimum qualifications for the role. Appointments should be limited to ensure equitable hiring practices are followed; and a business case must be prepared, discussed with CLT and approved by the CAO. Reference/Credential Checking • Prior to a job offer, references must be checked for all successful candidates to confirm suitability for employment. • Either the Recruitment Lead, the Hiring Leader or an external service provider conducts reference and/or credential checks. • A minimum of two favourable employment references is required for all hires except for continuous part-time/casual (e.g., seasonal hiring), for which references are optional. • For internal applicants, one reference must be from their current supervisor, who can comment directly on the candidate's performance. • For external applicants, one reference must be from their current or previous supervisor, who can comment directly on the candidate's performance. Probationary Period New non-union (other than casual) and management employees are required to serve an initial six (6) month probationary period. The probationary period does not apply to existing permanent employees who have surpassed their probationary period. Unionized employees will serve the required probationary period outlined in the applicable collective agreement. Former City Employees (Reemployment) • Former employees of the City who have left voluntarily, or through no fault of their own, e.g., natural end of a contract, and who make an application for re-employment are to be given fair and equal consideration in any/all hiring processes. Pa*paa� Tbhf 271 Appendix A to COR -2025-449 Employees who have been terminated by the City for cause are not eligible to be re-employed, in any capacity, at any time after their departure from the City. Such former employees may not be retained on contract as consultants, nor hired on a temporary basis. Reemployment of a retiree: o The reemployment of a retiree must be approved by the CAO or designate. o For employees who are retiring or have retired from the City, to be considered a bona fide retirement for the purposes of the OMERS pension plan, and according to the Canada Revenue Agency, there can be no pre -arranged offer of employment beyond the employee's retirement date. At no time will a retiree be considered for, or offered, a future position at the City before their retirement date. In addition, there must be a break in service of at least thirteen (13) weeks between the retiree's retirement date and new start date with the City. o Reemployment of a retiree should be limited and on an exception basis, typically on a temporary contract in the following situations: ■ an open competition is unsuccessful or where the retiree is the only qualified candidate through an open competition ■ the retiree has deep institutional or project -specific knowledge that cannot be sourced through an open competition Results of Review ❑ No Edits Required ❑ Housekeeping Edits ❑ Substantial Edits ❑ Repeal/Replace Policy History Administrative and Housekeeping Changes Date Nature of Chanae Substantial Changes Date Council/CLT Directive Pa*Q6 Tbg4of 271 Appendix B to COR -2025-449 Table of Contents — Appendix B (to be repealed) HUM -HIR -125 Hiring — Notice of Job Vacancy........................................................................2 HUM -HIR -130 Hiring —Senior Management —Vacancy .......................................................5 HUM -HIR -155 Inclusive Recruitment & Hiring Practices........................................................7 HUM -HIR -195 Probation — Non-union, Management.............................................................10 Page 1 of 11 Page 106 of 271 Appendix B to COR -2025-449 1 : I�TcxrNrR POLICY Policy Ivo: HUM -HIR -125 Policy Title: HIRING — NOTICE OF JOB Approval Date: December 17, 1990 ❑ VACANCY ❑ All Union Reviewed Date: June 2016 Policy Type: COUNCIL Next Review Date: June 2021 Category: Human Resources Reviewed Date - Sub -Category Hiring & Termination/Retirement Last Amended: February 7 2011 Author: Human Resources Temporary Dept/Div. Corporate Services/Human Resources Replaces: he ealed- Repealed- Student Rhe laced by: Replaced Related Policies, Procedures and/or Guidelines: ❑ POLICY PURPOSE: To provide notice of all permanent full-time vacancies. 2. DEFINITIONS: To be included at next review. 3. SCOPE: Note: Where terms of Collective Agreement differ from this Policy, the terms of the Collective Agreement will apply. Page 2 of 11 Page 107 of 271 POLICY APPLIES TO THE FOLLOWING: 0 All Employees ❑ All Full -Time Employees ❑ All Union ❑ Management ❑ C.U.P.E. 68 Civic ❑ Non Union ❑ C.U.P.E. 68 Mechanics ❑ Temporary ❑ C.U.P.E. 791 ❑ Student ❑ I.B.E.W.636 ❑ Part -Time Employees ❑ K.P.F.F.A. ❑ Specified Positions only: ❑ Other: ❑ Council ❑ Local Boards & Advisory Committees Page 2 of 11 Page 107 of 271 Appendix B to COR -2025-449 Policy No: HUM -HIR -125 Policy Title: HIRING — NOTICE OF JOB VACANCY 4. POLICY CONTENT: For all permanent full-time vacancies, a Notice of Vacancy (non-union) or a Job Posting (union) will be posted internally on designated bulletin boards. Employees who make written application for such vacancies will be given consideration in the recruitment process. The following order of consideration shall apply to internal candidates meeting the stated qualifications: Non Union Notice of Vacancy First - Permanent full-time employees Second - All other classifications of employees e.g. temporary, part-time, student Union Job Posting *First - Permanent full-time employees within the Local Second - Permanent full-time employees outside the Local Third - All other classifications of employees e.g. temporary, part-time, student NOTE: An exception will occur for Local CUPE 68 positions that fall under the Job Pool process. Where there are no successful permanent full-time candidates within the local, consideration will then be given to all active applications on file within the Job Pool. The Job Pool will be advertised twice yearly and all applications will remain on file for a six month period, or until the nest Job Pool is advertised. All other classifications of employees (e.g. full-time outside the Local, temporary, part-time, student) seeking consideration for these positions must submit an application within this Job Pool. Former temporary employees who remain inactive over six months have the same status as any outside candidates when applying for permanent vacancies. Advertisements may be placed within appropriate forms of media under the following situations: • No successful internal candidates have been found or, Page 3 of 11 Page 108 of 271 Appendix B to COR -2025-449 Policy No: HUM -HIR -125 Policy Title: HIRING — NOTICE OF JOB VACANCY Advertisements may be placed internal and external simultaneously: • When the position is a non-union management classification Grade 11 or higher, or • Where in the opinion of Human Resources the position is deemed highly specialized and expertise may not be found within the corporation. 5. HISTORY OF POLICY CHANGES Administrative Updates 2016-06-01 — Policy II -125 template reformatted to new numbering system and given number HUM -HIR -125. Formal Amendments 1993-02-07 — Resolution passed by Council. 2001-12-10 — Resolution passed by Council 2010-06-14 — Resolution passed by Council. 2011-02-07 — Resolution passed by Council. Page 4 of 11 Page 109 of 271 Appendix B to COR -2025-449 1 : I�TcxrNrR POLICY Policy Ivo: HUM -HIR -130 Policy Title: HIRING — SENIOR Approval Date: December 17, 1990 0 MANAGEMENT — VACANCY ❑ All Union Reviewed Date: June 2016 Policy Type: COUNCIL Next Review Date: June 2021 Category: Human Resources Reviewed Date - Sub -Category Hiring & Termination/Retirement Last Amended: August 29, 2011 Author: Human Resources I.Replaces: Dept/Div. Corporate Services/Human Resources Repealed, Student placed by: Related Policies, Procedures and/or Guidelines: ❑ POLICY PURPOSE: To provide a process whereby Council may elect to discuss the recommendation to hire staff at Job Grade 13 and above. 2. DEFINITIONS: To be included at next review. 3. SCOPE: Page 5 of 11 Page 110 of 271 POLICY APPLIES TO THE FOLLOWING: ❑ All Employees 0 All Full -Time Employees ❑ All Union 0 Management ❑ C.U.P.E. 68 Civic M Non Union ❑ C.U.P.E. 68 Mechanics ❑ Temporary ❑ C.U.P.E. 791 ❑ Student ❑ I.B.E.W.636 ❑ Part -Time Employees ❑ K.P.F.F.A. ❑ Specified Positions only: ❑ Other: ❑ Council ❑ Local Boards & Advisory Committees Page 5 of 11 Page 110 of 271 Appendix B to COR -2025-449 Policy No: HUM -HIR -130 Policy Title: HIRING —SENIOR MANAGEMENT —VACANCY 4. POLICY CONTENT: In the filling of staff vacancies resulting from the termination or retirement of an employee in a position Grade 13 and over, the respective Deputy CAO and Chief Administrative Officer, prepare a report setting out: i) nature and duties of the position ii) potential opportunities for re -organizing or re -assigning duties iii) potential opportunities to create a subsequent redundant position by re- organizing or re -assigning duties iv) consequences of not filling vacancy V) recommendation on intended action The above report be circulated to Members of Council and the recommended action be implemented after fourteen (14) days of the circulation of the report unless any Member of Council requests the Chief Administrative Officer to bring the subject before a caucus meeting of Council. 5. HISTORY OF POLICY CHANGES Administrative Updates 2016-06-01 — Policy II -130 template reformatted to new numbering system and given number HUM -HIR -130. Formal Amendments 2001-12-10 — Resolution passed by Council. 2010-06-14 — Resolution passed by Council. 2011-02-07 — Resolution passed by Council. 2011-08-29 — Resolution passed by Council. Page 6 of 11 Page 111 of 271 Appendix B to COR -2025-449 1 : I�TcxrNrR POLICY Policy Ivo: HUM -HIR -155 Policy Title: INCLUSIVE RECRUITMENT & Approval Date: June 14, 2010 HIRING PRACTICES Reviewed Date: June 2016 Policy Type: COUNCIL Next Review Date. June 2021 Category: Human Resources Reviewed Date - Sub -Category Hiring & Termination/Retirement Last Amended: Author: Human Resources Dept/Div: Corporate Services/Human Resources Replaces: Rhe ealed- Replaced by. Related Policies. Procedures and/or Guidelines: Respect in the Workplace 1. POLICY PURPOSE: That the City of Kitchener utilizes recruitment and hiring practices which are free from systematic barriers, with the goal to eliminating recognized barriers in order to develop a diverse workforce which is truly reflective of our community. Any staff member who is in a position to make or influence a hiring decision will be held accountable if found to be in violation of this policy, which may include remedial training and/or disciplinary action. Discrimination in matters of recruitment and hiring will only be permitted where such is a reasonable and bona fide qualification because of the nature of the employment. In such cases, this decision will be reviewed with Human Resources prior to it being exercised. 2. DEFINITIONS: Systematic Barriers: A combination of policies, guidelines and/or practices which inherently and/or unintentionally result in the exclusion of people identified by an Ontario Human Rights Code ground such as disability, ethnicity, creed or sexual orientation. Systematic barrier may be identified in five (5) specific types: Page 7 of 11 Page 112 of 271 Appendix B to COR -2025-449 Policy No: HUM -HIR -155 Policy Title: INCLUSIVE RECRUITMENT & HIRING PRACTICES a) Information/communication barriers, such as unclear signage, difficulties reading forms, manuals, web sites and other printed material, difficulty in getting information in person or by telephone, etc. b) Technological barriers, such as lack of access to computers, photocopiers, telephones and other technology; lack of assistive technologies for identified groups. C) Policy/practice barriers: Rules, regulations and protocols which limit participation of identified groups. d) Attitudinal barriers, such as inability to communicate appropriately with identified groups, failure to provide service, discriminatory behaviours. e) Physical/architectural barriers, such as lack of access for identified groups into buildings, elevators, washrooms, workstations, recreational facilities, etc. .Equity. Treating people differently, so that each person has equal opportunity or access. Equity means equitable outcomes for all. It is a concept which seeks to identify and remove systematic barriers and accommodate differences whereby individuals and groups can benefit equally. 3. SCOPE: To be included at next review. Page 8 of 11 Page 113 of 271 POLICY APPLIES TO THE FOLLOWING: ❑x All Employees ❑ All Full -Time Employees ❑ All Union ❑ Management ❑ C.U.P.E. 68 Civic ❑ Non Union ❑ C.U.P.E. 68 Mechanics ❑ Temporary ❑ C.U.P.E. 791 ❑ Student ❑ I.B.E.W.636 ❑ Part -Time Employees ❑ K. P. F. F.A. ❑ Specified Positions only: ❑ Other: ❑ Council ❑ Local Boards & Advisory Committees To be included at next review. Page 8 of 11 Page 113 of 271 Appendix B to COR -2025-449 Policy No: HUM -HIR -155 Policy Title: INCLUSIVE RECRUITMENT & HIRING PRACTICES 4. POLICY CONTENT: The City of Kitchener recognizes that systematic barriers in recruitment and hiring practices deny access and opportunity to employment to certain groups. The promotion of equity is a fundamental principle of this organization, and must be reflected in its recruitment and hiring practices. In matter of employment, the City shall hire and promote qualified individuals on the basis of merit. The City is committed to maintaining a workplace where recruiting practices are equitable and inclusive for everyone, and endorses as a matter of normal business practice, all provisions of the Ontario Human Rights Code. This includes freedom from discrimination in employment on the grounds of race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex (including pregnancy, gender identity), sexual orientation, age, record of offenses, marital status, same-sex partnership status, family status, or disability. Further, there will be freedom from discrimination based on political affiliation and place of residence with respect to any person who seeks employment with the City. The City further accepts, as a matter of normal business practice, all provisions of the Ontarians with Disabilities Act with respect to discrimination against persons with disabilities. 5. HISTORY OF POLICY CHANGES Administrative Updates 2016-06-01 — Policy II -155 template reformatted to new numbering system and given HUM -HIR -155. Formal Amendments No amendment history as yet, policy effective June 14, 2010. Page 9 of 11 Page 114 of 271 Appendix B to COR -2025-449 1 :Ivr: I�TCHrR POLICY Policy No. HUM -HIR -195 Policy Title: PROBATION — NON-UNION, Approval Date: December 17, 1990 0 MANAGEMENT ❑ All Union 0 Reviewed Date: June 2016 Policy Type: COUNCIL Next Review Date: June 2021 Category: Human Resources Reviewed Date - Sub -Category Hiring & Termination/Retirement ❑ Last Amended: June 14, 2010 Author: Human Resources ❑ I.B.E.W.636 Dept/Div: Corporate Services/Human Replaces: K.P.F.F.A. Resources Repealed, ❑ Other: Replaced bv: Related Policies, Procedures and/or Guidelines: ❑ 1. POLICY PURPOSE: To provide, in the case of an employee hired on a permanent full-time basis, the City with an initial period of time to assess the individual's suitability to the job. 2. DEFINITIONS: To be included at next review. 3. SCOPE: To be included at next review. Page 10 of 11 Page 115 of 271 POLICY APPLIES TO THE FOLLOWING: ❑ All Employees 0 All Full -Time Employees ❑ All Union 0 Management ❑ C.U.P.E. 68 Civic 0 Non Union ❑ C.U.P.E. 68 Mechanics ❑ Temporary ❑ C.U.P.E. 791 ❑ Student ❑ I.B.E.W.636 ❑ Part -Time Employees ❑ K.P.F.F.A. ❑ Specified Positions only: ❑ Other: ❑ Council ❑ Local Boards & Advisory Committees To be included at next review. Page 10 of 11 Page 115 of 271 Appendix B to COR -2025-449 Policy No: HUM -HIR -195 Policy Title: PROBATION — NON UNION, MANAGEMENT 4. POLICY CONTENT: Permanent full-time employees are required to serve one probationary period with the City of Kitchener. Commencing from the effective date of hire, they shall be on probation for six (6) consecutive months and discharge of such employee, for any reason during the probation, shall be at the discretion of the City and not subject to review under the Employee Complaints Resolution policy HUM -WOR - 85. In unusual circumstances, the probation period may be varied at the discretion of the Department Head and Human Resources. Temporary full-time, part-time and student employees are not subject to a probation period and their employment may be terminated at any time at the discretion of the City. 5. HISTORY OF POLICY CHANGES Administrative Updates 2016-06-01 — Policy II -195 template reformatted to new numbering system and given number HUM -HIR -195. Formal Amendments 2001-12-10 — Resolution passed by Council. 2010-06-14 — Resolution passed by Council. Page 11 of 11 Page 116 of 271