Employee Safety and Security

August, 2015 Page i

Employee Safety and Security

August, 2015 Page 11.1

Employee Safety and Security

Overview

The Calgary Catholic School District believes that all District worksites should have a supportive work environment where violence against employees, or other individuals, is not tolerated. An employee’s ability to cope with stressful situations improves if the employee feels supported by the employer’s policies and procedures put in place to protect against workplace violence.

Principals or non-school based department heads are responsible for communicating the District’s position with regard to employee safety and security to employees and for monitoring and reporting of any violence, discrimination or harassment (See District Regulations ADD - District Workplace Health and Safety and GBAA – Discrimination, Harassment and Violence in the Workplace).

Legislative Requirements

This portion of the manual is to address the District's obligations as required by part 27 of the

Occupational Health and Safety Code respecting violence in the workplace. Violence under the OHS Code means the threatened, attempted, or actual conduct of a person that causes or is likely to cause physical injury.

Under provincial workplace health and safety legislation, the principal or non-school based department head is required to ensure that employees are instructed in:

1. How to recognize workplace violence,

2. The policy, procedures and workplace arrangements that effectively minimize or eliminate workplace violence,

3. The appropriate response to workplace violence, including how to obtain assistance, and

4. Procedures for reporting, investigating, and documenting incidents of workplace violence.

The principal or non-school based department head must also ensure that employees are advised to consult a health professional of the employee’s choice for treatment or referral if the employee reports an injury or adverse symptom resulting from workplace violence or if the employee is exposed to workplace violence.

Guidelines for Meeting Legislative Requirements

Principals or non-school based department heads shall provide each employee, at the time of commencement of work at each worksite, with the District brochure “Employee Safety and Security” and discuss and review workplace safety with all staff at least annually, or as necessary to promote and ensure employee awareness of worksite issues and processes.

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Review of the District Employee Safety and Security Workplace Checklist provided under the Forms section will also help to identify potentially hazardous areas or issues that need to be addressed at each District worksite.

Principals or non-school based department heads shall follow the process provided under District Regulation GBAA - Discrimination, Harassment and Violence in the Workplace when an employee reports any acts of discrimination, harassment or violence.

Training Requirements

The District will provide training to all employees as required by section 391 of the Code. In addition, the District will provide training to selective employee categories relative to the risks associated with each position and according to their job assignment, particularly to those employee categories exposed to higher levels of violence according to their job assignment e.g. special education teachers, administrators. Specific training will depend on the needs involved; however, it may include training in dealing with difficult individuals, or training in appropriate responses to violence from children with mental, physical or emotional issues. The District will identify those individuals and situations where training is required. All employees will be provided with orientation on District or school procedures designed to protect employees, students, volunteers or members of the general public. See the Employee Safety and Security - Workplace Checklist provided under the Forms section for areas requiring review and action at each worksite.

Implementation Process

Principals and non-school based department heads should review safety and security issues with their employees on a regular, ongoing basis. For compliance with provincial legislation, employees should be actively involved in identifying and addressing safety and security issues.

The District brochure, “Employee Safety and Security”, has been designed to assist in addressing the recognition, reporting, investigation and documentation of workplace violence. Employees should be encouraged to review this information and provide comments and feedback to the principal or non-school based department head. Signs indicating that violence will not be tolerated are posted in each workplace (See Appendix II).

In addition, the worksite checklist found under the Forms Section is intended to assist worksite managers in avoiding and reducing the risk of workplace violence. The principal or non-school based department head should utilize this form to review the major areas of concern and ensure that action plans are in place for each category that is applicable at their worksite. Employee involvement in the review is critical to the success of the process.

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Appendix I

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Appendix II

Safety and Security Signage

The Calgary Catholic School District supports the safety and security of all individuals at District worksites and promotes a Catholic community of caring, where the dignity and worth of all individuals is respected.

To this end, the District has posted all District worksite locations, signage which clearly articulates that abuse, harassment or bullying of students, District employees, parents or anyone else will not be tolerated. This signage ensures that individuals entering District worksites understand that acts of this nature are unacceptable to the District and will be dealt with in a serious manner.

Additionally, Occupational Health and Safety legislation requires that employers develop policies, procedures and strategies to address potential workplace violence and threats to workplace safety and security.

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Appendix III

Safety and Security District Regulations

ADD District Workplace Health and Safety EBBB Accident/Incident Reporting

EBCA School Disaster Planning ECAB Access to Buildings EGAF Use of Cell Phones

GBAA Discrimination, Harassment and Violence in the Workplace GBAA-E Discrimination, Harassment and Violence Complaint Form GBEBB Employee Conduct with Students

IJOC Volunteers in Schools JIC Student Conduct JIHA Locker Searches JK Student Discipline JLIA Student Supervision

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Forms

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Employee Safety and Security Workplace Checklist

S c h o o l : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ Refer to Employee Safety and Security Information on the following pages for specific detail. The following must be reviewed each year at District worksites and an appropriate action plan developed (if not applicable indicate N/A).

Categories for Review Addressed (X) Note:

1. Student Code of Conduct and Discipline Policy  2. Student Dress Code  3. Locker Procedures  4. Meeting Procedures  5. Emergency Response Plan 

6. Security 

7. Supervision  8. Catholic Community of Caring Program 

9. Police 

10. Signage (District provides) 

11. Picture ID 

12. Parking Lot Procedures  13. Cell Phone Policy  14. Youth Gathering Procedures  15. Discrimination, Harassment and Violence

Reporting



16. Difficult Telephone Calls  17. Conflict Management Training (District

provides)



18. Managing Student Medications 

_____________________________________ _____________________________________ Principal or non-school based department head Date

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Employee Safety and Security Workplace Checklist Information

It is the responsibility of the principal or non-school based department head to ensure that each area of the checklist is addressed (if applicable) in a manner appropriate to the worksite, in order to provide safeguards against the abuse of employees. Review the relevant references that are provided with most of the items on the checklist. For additional information regarding any of these items, principals or non-school based department heads should contact their immediate supervisor.

1. Student Code of Conduct and Discipline Policy [see School Administrators’ Handbook (Section C: Area Superintendents)- “Communication of Expectation Report”, District Regulations JK- “Student Discipline”, JIC- “Student Conduct”, and School Act (Section 12)] • A progressive student discipline plan will be in place, and

• Be consistently applied and monitored, and

• Be regularly communicated to students, parents and employees.

2. Student Dress Code [See School Administrators’ Handbook (Section C: Area Superintendents) - “Communication of Expectation Report” and District Regulation JIC - “Student Conduct” ]

• The Student Dress Code should be consistently applied to all students, and • Be monitored by all certified employees, and

• Be regularly communicated to students, parents and employees.

3. Locker Procedures [See School Administrators’ Handbook (Section C: Area Superintendents)- “Student Locker Search” and District Regulation JIHA - “Locker Searches” ]

• Locker Procedures should address assignment, use, access by students, periodic inspections and searches as required, and

• Be regularly communicated to students, parents and employees. • Unused lockers should be secured.

4. Meeting Procedures [See District Regulation GBEBB - “Employee Conduct with Students” ] • Procedures shall be developed to ensure the safety and security of employees when they

are involved in meeting situations which have the potential for conflict to arise (student/teacher, parent/teacher, student/administration, parent/administration, employee/administration, etc.).

• These procedures should address such issues as location, availability of assistance and tolerance levels for anger and conflict.

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5. Emergency Response Plan [See District Regulation GBAA - “Discrimination, Harassment and Violence in the Workplace” and EBCA - “School Disaster Planning”, School Administrators’ Handbook (Section A: Emergency Response), and School Act (Section 27)] • Outlines the immediate response to acts of violence, and

• Ensures the availability of communication devices to report serious issues demanding response (e.g., walkie-talkie), and

• Follows the District reporting and investigation process for dealing with acts of violence. 6. Security [See Volunteer Handbook - “Sign-in ID Tags”, School Administrators’ Handbook

(Section C: Area Superintendents, Section J: Support Services), and District Regulations ECAB - “Access to Buildings” , ECABA- Staff/Student/Visitor Identification and Security Procedures and IJOC - “Volunteers in Schools” ]

• Should address access to the building and the monitoring of people in the building, and • The responsibilities of employees for the security of persons and assets, and

• A visitor policy and identification requirements (should include parents, volunteers, outside agency staff, contractors, etc.) and

• That school keys are closely monitored and secured.

7. Supervision [See District Regulation JLIA - “Supervision of Students” andRisk Management Manual(Section 4: Supervision)]

• A school supervision plan must be in place and ensure that all areas are monitored. 8. Catholic Community of Caring [See District Regulation AD- “Educational Philosophy”]

• All District schools are expected to implement this program.

9. Police [See School Administrators’ Handbook - “Section C: Area Superintendents and District Regulation JIC - “Student Conduct” ]

• Guidelines should be established as to when police should be called and by whom. • Procedure for meeting with and/or directing police assistance.

10. Signage [See Occupational Health and Safety Manual (Section 11)]

• Signage should be posted at all entrances “directing visitors to report to the main office”. • Signage regarding “Treatment of Individuals” is to be posted at the main entrance of the

facility and in the main office area.

11. Picture Identification [See District Regulation ECABA- “Staff/Student/Visitor Identification and Safety Procedures]

• Principals or non-school based department heads may consider picture ID of students and employees if necessary for safety and security.

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12. Parking Lot Procedures [See District Regulation ECE- “Parking Procedures”]

• Procedures should address such issues as parking assignments, rules regarding access, use of lots by students and supervision of parking areas, and

• Be regularly communicated to students, parents, employees.

13. Cell Phone Policy [See District Regulation JIC - “Student Conduct” and EGAF “Use of Cell Phones”]

• Expectations should be regularly communicated to students, parents and employees. 14. Youth Gathering Procedures (Physical Confrontation) [See District Regulation JIC- “Student

Conduct”, and The School Act (Section 27)]

• The procedures should address both on-site and off-site situations, and • Establish communication procedures when intervention is required, and

• Articulate accountability of participants and spectators (part of school discipline policy), and

• Be regularly communicated to students, parents and employees.

15. Discrimination, Harassment and Violence Reporting [See District Regulation GBAA -

“Discrimination, Harassment and Violence in the Workplace” ]

• Clearly communicated to all employees, including where to obtain forms and follow-up procedures.

16. Difficult telephone calls

• Develop progressive procedures, including tolerance levels, for employees to use when confronted with inappropriate or abusive language by a caller.

• Establish reporting procedure for these types of calls. 17. Conflict Management

• District provided conflict management training for administrators and non-school based department heads

• Principals or non-school based department heads may arrange for training of employees as they deem necessary.

18. Administering Medications [See District Regulation JLCD - “Managing Students’ Medications and Emergency Medical Needs” ]