1. University Wide Policy Library
  2. Administration and Operations
  3. Workplace Violence Policy
  4. Workplace Violence Procedure

Workplace Violence Procedure

Final Approval Body: Senior Leadership Team
Senior Administrative Position with Responsibility: Vice-Principal (Finance & Administration)
Date Initially Approved: January, 2000
Dates Revised: November 2023; July 2010

Procedure

This procedure outlines the steps for managing incidents or risks of Workplace Violence on University Property and in University Workplaces, in compliance with provincial regulatory requirements regarding Workplace Violence and within the scope of the Workplace Violence Policy. It also outlines the steps the university will take to educate employees on the Workplace Violence Policy and Procedure, and how the University will assess and mitigate the risk of Workplace Violence.

1. Reporting Active Threats and/or Threats of Workplace Violence

In the event of an active violent situation or immediate threat of violence that requires external intervention (e.g., active shooter, armed intruder, a suspicious package, an email containing a detailed threat of an imminent violent action), call 911 and Campus Security and Emergency Services (CSES).

CSES can be reached in the following ways:

  • Call the 24-hour Emergency Report Centre at ext. 36111 or 613-533-6111.
  • Activate one of the Blue Light Emergency poles or emergency phones on campus; and/or
  • Activate emergency call button in the SeQure App

CSES and/or Kingston Police Services will coordinate an immediate response and provide guidance on the responses and actions individuals should take based on the nature of the situation.

2. Reporting Imminent Threats of Workplace Violence

For situations of concern involving disruptive, threatening, or worrisome behaviour, there is reasonable cause to believe that the physical well-being of an individual(s) is in danger if no intervention is immediately initiated. CSES will take whatever immediate action is necessary to secure the safety of persons and shall alert senior leadership and the Threat Assessment Team (TAT) Coordinator regarding the situation . Once the immediate emergency has been addressed by CSES and/or other authorities, the Threat Assessment Protocol will be enacted and followed.

The TAT will meet according to their established protocol to discuss possible next steps, including how to reduce any further risk to an individual and/or the campus, and to arrange any on-going care or support for members of the university community involved with the situation.

CSES will file an incident report and record evidence (document and photograph).

3. Reporting Potential but not Immediate Threats of Workplace Violence

If there is no immediate emergency, but there is a reason to believe that there is potential for the safety of the community to be threatened or for disruption of the Workplace, alert CSES as soon as possible, including outside of normal business hours through the 24-hour Emergency Report Centre at 613-533-6111.

CSES will conduct an initial investigation to assess the risk and determine if it is necessary to contact the TAT Coordinator. The TAT will meet according to their established protocol to discuss potential solutions and next steps, including how to reduce any further risk to an individual and/or the campus, and to arrange any on-going care or support for members of the campus community involved with the situation.

If CSES or the TAT determine the reported activity is outside the scope of the definition of Workplace Violence, they may refer the matter to other departments, such as Human Resources, the Human Rights and Equity Office, Student Conduct Office, etc.

4. Assessment of the Risk for Workplace Violence

Under the Ontario Occupational Health and Safety Act, the university is responsible for assessing the risk of Workplace Violence. This risk assessment must be completed annually or  more frequently in the case of an incident debriefing to ensure the Workplace Violence Procedure elements continue to protect the University community.

 CSES and the Department of Environmental Health & Safety (EHS) will work together to identify and assess the risks of violence to employees of the university. The risk assessment will be based on the following:

  • Incident Reports generated by CSES.
  • Incidences of potential violence identified and managed through the Threat Assessment Team and Assessment and Assessment and Care Team processes.
  • Incident Reports submitted to the EHS.
  • Information gathered through the Council of Environmental Health and Safety Officers and the Ontario Association of Colleges and University Security Administrators to account for the experiences from other similar workplaces and environments.
  • Other information sources (e.g. surveys) as deemed necessary.

Based on the outcomes of the risk assessment, CSES  and the EHS  will update and revise, as needed, the Violence Prevention Policy and Procedure and supporting information and education.

EHS  will advise the Joint Health and Safety Committees (JHSC) of the outcomes of the risk assessment.

5. Confidentiality

The information, including personal information, collected under this procedure is confidential and will only be used and/or disclosed to investigate, assess risk, protect health and safety, take corrective action, to administer human resources and labour relations matters, and to administer the Workplace Violence Policy and this procedure.

6. Information and Instruction

The university is responsible for providing information and instruction so that the Violence Prevention Policy and Procedure elements are known and understood by employees. CSES, EHS, and the Sexual Violence Prevention and Response Coordinator will collaborate on the creation and delivery of violence prevention information and education for employees.

All employees will be required to complete a session on workplace violence prevention. New employees will be required to complete a workplace violence prevention session as soon as reasonably possible after their first day of employment with the university.

Information on the topic of violence and the reporting of potentially violent situations will be made available to the university community on an ongoing basis through the following channels:

Related Policies, Procedures, and Guidelines: Harassment and Discrimination Prevention and Response Policy, Threat Assessment Protocol, Policy on Sexual Misconduct and Sexual Violence Involving Students, Weapons and Replica Weapons Policy,  Interim Sexual Misconduct Policy, Student Code of Conduct and its procedures.
Responsible Officer: Vice-Principal (Finance & Administration)
Contact: Director, Campus Security & Emergency Services or Director, Environmental Health & Safety
Date for Next Review: November, 2024