E13 – Violence Prevention Procedures

1. Purpose

1.1

The purpose of this Procedure is to:

1. Outline the process to be followed by RRC Polytech and the College Community in the event of an incident of violence; and
2. Ensure compliance with The Workplace Safety and Health Act and Regulation.

2. Definition

2.1

The terms used in this Procedure shall be read consistently with the definitions set out in the Violence Prevention Policy and the RRC Polytech Glossary.

3. Application

3.1

The application of this Procedure shall be consistent with the application of the Violence Prevention Policy.

4. Assessment of Violence Risk at RRC Polytech

4.1

Schedule A below outlines the worksites and job functions at RRC Polytech where an incident of violence may reasonably be at risk of occurring. Schedule A also outlines the measures implemented by RRC Polytech to eliminate or reduce the risk of violence.

4.2

The Workplace Safety and Health Committee will review, and update Schedule A as needed.

5. Summoning Immediate Assistance and Reporting

5.1

Where an incident of violence is an emergency, first call 911 and then Security Services should be summoned for immediate assistance as follows:

• Direct Call:
  • Notre Dame Campus: 204-632-2323
  • Roblin Centre: 204-949-8305
  • Paterson GlobalFoods Institute: 204-631-3381
  • Manitou a Bi bi Daziigae: 204-949-8544
  • Regional Campuses and Winnipeg Stevenson: Call NDC Security Services 204-632-2323
• Use the nearest Safe Walk and Safe Ride Phone on the Notre Dame Campus and Exchange District Campus to connect directly to Security Services.
• Panic buttons (available in certain work areas) – push the button to alert Security Services.

5.2

Any incident of violence, including emergencies, non-emergencies, and incidents that occur on or off campus, should be reported to Security Services for further investigation.

5.3

A report of Violence that also involves discrimination or harassment can also be made through the No Wrong Door website.

5.4

Following a preliminary assessment of a report of an incident or threat of violence, Security Services may take immediate and necessary interim measures to ensure the safety of individuals involved in the incident and members of the College Community, including but not limited to:

1. Removal or barring of the violent individual from RRC Polytech premises;
2. Create a Safety Plan for the affected individuals;
3. The director of SHSS will determine if the Behavioural Intervention Team will be convened to establish appropriate measures.

5.5

Any member of the College Community who has been harmed or affected by an incident of violence at the workplace is encouraged to consult with a healthcare provider for treatment or referral for post-incident counselling, if appropriate.

5.6

Where an incident of violence meets the definition of a “Serious Incident” under Part 2.6 of The Workplace Safety and Health Act and Regulations, SHSS must immediately report the incident to the Manitoba Workplace and Safety Branch. The incident shall be investigated in accordance with The Workplace Safety and Health Act.

6. Investigation

6.1

RRC Polytech shall conduct an appropriate investigation into a complaint of violence as soon as reasonably practicable after it occurs.

6.2

Human Resource Services shall investigate an incident of violence initiated by an employee. Security Services shall investigate an incident of violence initiated by a student or other members of the College Community. Legal and Compliance will investigate where the incident could also amount to Sexual Violence, Discrimination, and Harassment under the H1 – Respectful Workplace and Learning Environment Policy.

6.3

The Investigation process shall be procedurally fair, unbiased and impartial. Investigations may include interviews with the Complainant, the Respondent, and any relevant witnesses as determined by the Investigator, as well as the review of any available evidence. The Investigator may develop and adopt specific procedures for the investigation process, including appropriate risk assessment tools.

6.4

Once an investigation has been concluded, the Investigator will prepare a confidential Investigation Report, which will include a decision about whether, on a balance of probabilities, the Respondent breached the Violence Prevention Policy and Procedure. The Investigator will share the Investigation Report or written summary with the Appropriate Administrator.

6.5

If it is determined that the Violence Prevention Policy has been breached, appropriate corrective action will be taken as soon as practicable by or at the direction of the Appropriate Administrator. Where the Respondent is a student, the Appropriate Administrator will be the Program Chair. Where the Respondent is an employee, the Appropriate Administrator will be their Manager, and corrective action will be taken in consultation with Human Resource Services in accordance with the Collective Bargaining Agreement.

6.6

SHSS and the affected department(s) will review existing control measures and implement new measures as the Investigation Report recommends.

7. Confidentiality

7.1

Neither RRC Polytech nor any member of the College Community involved in investigating a Complaint will disclose the name of a complainant or the circumstances of a complaint with respect to an incidence of violence on anyone unless the disclosure is necessary to investigate the complaint or to take corrective action, or it is required by law. Where the disclosure is considered necessary, the personal information provided will be the minimum amount required for the purpose identified.

7.2

All individuals involved in the complaint, including the Complainant, Respondent and any witness, are expected to observe confidentiality and to refrain from discussing any details of any allegations, complaint, and investigation process or outcome.

8. Annual Reports on Violent Incidents

8.1

Safety, Health and Security Services shall provide an annual report to the Workplace Health and Safety Committee that compiles the following:

1. The records of the incidents of violence at RRC Polytech;
2. The results of any investigation into an incident of Violence, including a copy of:
   • any recommendations for control measures or changes to the Violence Prevention Policy; and
   • any report prepared under section 2.9 of the Workplace Health and Safety Regulation in respect of such an incident.
3. The control measures, if any, implemented due to an investigation into an incident.

9. Duty to Inform

9.1

RRC Polytech shall inform employees and students of the nature and extent of violence in their respective work and learning environments.

9.2

Where an individual with a history of violent behaviour presents a threat of violence that is likely to expose an employee to harm, RRC Polytech may provide information, including personal information relating to the risk of workplace violence to an employee who can be expected to encounter that person in the course of their work. Any personal information provided shall be the minimum necessary to protect the employee from harm.

9.3

The Legal and Compliance department shall be consulted for specific advice prior to the sharing of any personal information to ensure compliance with FIPPA.

Schedule A

Work Areas and Job Tasks at Risk of Violence

1. Work areas at RRC Polytech that have been identified as having an increased risk include:
   1. Safety, Health and Security Services
   2. Student Services Centres
   3. Human Resource Services
   4. Financial Services
   5. Legal and Compliance Services
   6. Student Support Services
   7. Classrooms, labs, or offices
   8. Parking lots
   9. The Cave
   10. The Campus Store
2. Job tasks at RRC Polytech where workers are at an increased risk of exposure to violence include:
   1. Tasks that involve the implementation of disciplinary procedures or performance (work or educational) discussions.
   2. Tasks that involve the exchange of money.
   3. Tasks that involve counselling or other forms of emotional support (e.g. creation of safety plans).
   4. Tasks that involve enforcing College related Policies, Codes of Practice, and/or procedures.
   5. Tasks performed in licensed premises on campus within the meaning of The Liquor, Gaming, and Cannabis Control Act.

Measures to Eliminate or Reduce the Risk of Violence

3. RRC Polytech has developed and implemented a variety of measures to eliminate or reduce the risk of Violence to the College Community including but not limited to:
   1. Safe Work Procedures: Safe Work Procedures have been developed to inform and train employees about the risks of violence. Some of the Safe Work Procedures in place to minimize the risk of violent incidents include:
      • Procedure for working with volatile individuals
      • Procedure for cash handling
      • Procedures for working alone or in isolation
   2. Close Circuit Television (CCTV) cameras are installed across RRC Polytech campuses.
   3. Safety training is mandatory for employees and students during orientation. Additional training will be provided in a department or program where specific hazards and risks have been identified.
   4. Use of panic buttons in work areas with a higher risk of violent incidents to immediately alert Security Services.
   5. RRC Polytech has a system for flagging individuals who have demonstrated an increased risk for violent behaviour. Alerts are placed on the individuals’ records, and the information is shared with employees who are likely to encounter those individuals.
   6. Safe Walk/Safe Ride phones across the Notre Dame Campus and Exchange District campus to connect directly to Security Services.
   7. Security officers are on site 24 hours a day, seven days a week, on RRC Polytech campuses with a higher risk of violence.