ADMINISTRATIVE REGULATIONS PREVENTION Page 1 This administrative regulation is written in accordance with the guiding principles in Board Policy No. HR- 4.1, Occupational Health and Safety. 1. Shared Beliefs The Kawartha Pine Ridge District School Board supports safe working and learning environments for all staff and students and is committed to the prevention of violence in the workplace. This administrative regulation applies to all members of the Board community including, but not limited to, trustees, students, employees, visitors such as parents, relatives and community members, volunteers, permit holders, contractors, and employees of other organizations who work on or are invited onto Board properties. This administrative regulation applies to all work activities that occur on Board premises, or while engaging in workplace activities or workplace social events. 2. Definition The Occupational Health and Safety Act defines workplace violence as: 2.1 the exercise of physical force by a person against a worker, in a workplace, that causes or could cause physical injury to the worker; 2.2 an attempt to exercise physical force against a worker, in a workplace, that could cause physical injury to the worker; 2.3 a statement or behaviour that is reasonable for a worker to interpret as a threat to exercise physical force by a person against a worker, in a workplace, that could cause physical injury to the worker. 3. Workplace Violence Prevention Program 3.1 The Board is committed to developing and maintaining a program to implement this regulation and to meeting the requirements of the Occupational Health and Safety Act. The program will include measures and procedures to protect workers from workplace violence and will include the following components:
PREVENTION continued Page 2 3.1.1 Workplace Violence Risk Assessment of each site. 3.1.1.1 Workplace Violence risk assessments will be conducted at each site. Common risks as well as site specific risks will be identified through initial and subsequent surveys as conditions change. The purpose of the risk assessment is to identify where, when and to whom the potential for violence exists. In establishing the risk assessment tool, the following should be considered: $ Potential risks arising from dealings with the public, students, parents, employees, working alone, at night or early morning hours or while traveling on business. $ Historical review of incidents of violence at the Board. $ Any past minutes or recommendations from the Joint Health and Safety Committee and/or CUPE Health and Safety Committee relating to violent incidents. $ Surveys of all employee groups. $ Making a list of all workplace situations where threats or actual violence may occur. $ The completion of the Environmental Risk Assessment of Rooms/Places to Work Alone with Students. 3.1.1.2 Violence-Threat Assessment As part of the Safe, Caring and Restorative Schools initiative, the Community Threat Assessment Protocol may be used as a tool to assess and manage violence potential. 3.1.2 A means of summoning assistance. The program will include measures and procedures for summoning immediate assistance when workplace violence occurs or is likely to occur. The development of the types of communication devices for summoning immediate assistance will take into account such things as the nature of the risk, the location, time of day and level of risk.
PREVENTION continued Page 3 3.1.3 A process for workers to report violent incidents or report concerns. The risk of violence will be considered a health and safety hazard. Employees will be directed to report violent incidents and concerns to their immediate supervisor as they would any other health and safety concern. The electronic Workplace Violence Report form is to be completed for all violent incidents. 3.1.4 A process to investigate and deal with incidents or complaints of workplace violence, including work refusals. All investigations will be done with a high degree of sensitivity and confidentiality taking into account the rights of the alleged perpetrator and targeted person(s), respectively. 3.1.4.1 Employees will report all incidents or complaints of workplace violence directly to their principal/supervisor. The principal/supervisor will investigate the concern in consultation with their superintendent, Human Resource Services staff or other support staff as may be appropriate. During the process of the investigation, the electronic Workplace Violence Report form will be completed and automatically routed to the principal/supervisor, the Human Resources Specialist Occupational Health and Safety, the union health and safety representatives and the Special Education Support Staff Manager. 3.1.4.2 All employees have the right to refuse work when they have reason to believe their health and safety is in danger. However, employees such as teachers have limited rights to refuse work in accordance with the Occupational Health and Safety Act, where the circumstances are such that the life, health and safety of a pupil is in imminent jeopardy. When a work refusal occurs as a result of an allegation of workplace violence, an investigation will take place in accordance with the Occupational Health and Safety Act and the Board=s internal investigative process.
PREVENTION continued Page 4 3.1.5 A process to deal with the risk of domestic violence at work. Domestic violence is considered workplace violence if there is a situation where an individual who has a personal relationship with a worker such as a spouse or a former spouse, current or former intimate partner or a family member may physically harm, or attempt to threaten to physically harm, that worker at work. Where an employee identifies that he or she is at risk of domestic violence at work, the employee will complete a Personal Safety Plan in consultation with the principal/supervisor and union representative as required, as part of a preventive measure. 3.1.6 Awareness for staff of the policy and program procedures with respect to workplace violence prevention. The Board is committed to ensuring that all employees are made aware of the policy and procedures respecting the Workplace Violence Prevention Program. Principals/supervisors may receive specific training. The program will be subject to regular reviews as conditions change. A Resource Guide which will include the programs and procedures to prevent workplace violence outlined above will be developed and posted on the Board=s internal website. Personal information, related to a risk of workplace violence from a person with a history of violent behaviour, shall be provided to a worker if: $ the worker can be expected to encounter that person in the course of their work, and $ this risk is likely to expose the worker to physical injury. No more personal information shall be disclosed than is reasonably necessary to protect the worker from physical injury. Workers will be informed of the risk of workplace violence from a person with a history of violent behaviour using the following procedures: $ use of the Management Process for the Risk of Injury/Violent Behaviours,
PREVENTION continued Page 5 $ the completion of the Notification of Risk of Injury/Violent Behaviour Form, $ the sharing of relevant information from a Personal Safety Plan developed for a worker. Other related policies and administrative regulations of the Board which support this administration regulation are: $ Policy No. HR-4.1, Occupational Health and Safety $ Administrative Regulation No. HR-4.1.1, Occupational Health and Safety $ Administrative Regulation No. HR-4.1.2, Occupational Health and Safety: Working Safely in Education with Students with Special Needs $ Policy No. ES-1.1, Safe, Caring and Restorative Schools $ Policy No. HR-4.2, Workplace Harassment $ Administrative Regulation No. HR-4.2.1, Workplace Harassment $ Policy No. HR-5.3, Code of Conduct for Employees Occupational Health and Safety Act and Regulations Ontario Human Rights Code Reference document: Working Safely in Education Procedures for the Protection of Workers Resource Guide for Workplace Violence Prevention Program Revised 2014 Established: June 1, 2010 Revision Dates: March 27, 2014