Workplace Violence Prevention

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Policy Number: OHS-007Policy Title: Workplace Violence Prevention
Supersedes Existing Policy? YesPolicy Sponsor: Vice President, Human Resources and Equity, Diversity, and Inclusion
Associated Procedure: YesPolicy Owner: Organizational Health and Wellness Specialist
Next Review Date: December 2028Date Last Approved by the CET: December 10, 2025
1. Introduction and Purpose

Loyalist College’s commitment to fostering a climate of respect and integrity is demonstrated through the college’s dedication to provide college community members with a safe environment in which to work and learn. Violence will not be tolerated by any member of the college community, or by any individual on college property. All reports of violent incidents will be taken seriously, investigated, and responded to in a timely manner. This policy sets out Loyalist College’s commitment to preventing workplace violence and the measures that are taken to manage reports of violent threats and acts of violence in the workplace in accordance with the Occupational Health and Safety Act.

The college may take actions which diverge from the processes outlined within this policy and procedure when:

  • the safety of college community members is deemed to be at risk, or,
  • a violation is deemed to be so serious that immediate action is required, or,
  • other action is necessary to ensure that the college meets its legal obligations.
2. Application

This policy and associated procedure apply to incidents of workplace violence against employees from all sources, including members of the college community, and the public. Students who are employed at the college during the course of their studies are also defined as employees for the purposes of this policy when they are engaged in employment activities, but not otherwise. All college-sanctioned activities and functions are covered by this policy. This policy extends beyond the physical boundaries of Loyalist College, including but not limited to placements, college-owned and operated student residences, field trips, work-related travel, and social events, regardless of whether they take place on or off college premises. It applies to virtual environments and to individuals who communicate violent threats indirectly or directly by means of computers, mobile phones, and other electronic devices. It may also apply if violence occurs outside Loyalist College but has a direct link to, or an adverse effect on, college community members’ relationships or experiences at the college. Threats of violence and emergency responses to active violence are covered by ERP 001 Emergency Response Plan. Sexual violence and sexual assault, as they apply to all members of the college community, are covered under ADMIN 125 Responding to Sexual Assault and Sexualized Violence. Behaviours that constitute harassment, sexual harassment, bullying, or discrimination are covered within ADMIN 127 Discrimination and Harassment. The associated procedure and this policy do not intend to prevent an individual from accessing or utilizing alternate procedures, such as those found in a collective agreement or an external legal proceeding. 

3. Definitions

College Community. Consists of all individuals engaged in the life and operations of the institution, including students, employees, contractors and the College Executive Team.

Complainant. The individual who files a formal complaint in writing under this policy.

Domestic Violence. A form of violence in which a person who has a personal relationship with an employee – such as a spouse or former spouse, current or former intimate partner, or a family member – may physically harm, or attempt or threaten to physically harm that employee at work. In these situations, domestic violence is considered workplace violence.

Employee. Any individual employed by Loyalist College, including but not limited to employees who are members of a bargaining unit, and employees who are not. Students who are employed at the college during the course of their studies and students completing placement on site at Loyalist College are also defined as employees for the purposes of this policy when they are engaged in employment activities, but not otherwise.

Respondent. The individual against whom allegations have been made that could constitute a violation of this policy.

Safety Plan. A documented process designed to help mitigate the risk of an act or acts of violence towards an individual.

Supervisor. A person who has charge over a workplace or authority over an employee as defined by the Occupational Health and Safety Act. This may include but is not limited to supervisors, managers, chairs, deans, and members of the College Executive Team.

Threat. The statement of an intention to inflict pain, injury, damage, or other hostile action on someone.

Weapon. Anything used, designed, or intended to cause injury. For the purposes of this policy, this includes replicas of weapons.

Workplace. The space in which an employee or student attends for the purpose of work or study, on or off campus, involving work or learning activities sanctioned by the college, including a virtual or cyberspace environment.

Workplace Violence. As defined by Occupational Health and Safety Act, workplace violence is: 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. Workplace violence includes, for example, verbally threatening to attack a worker, shaking a fist in a worker’s face, wielding a weapon at work, hitting or trying to hit a worker, or throwing an object at a worker. Accidental situations – such as a worker tripping over an object and pushing a co-worker as a result – are not meant to be included.

4. Policy Statement

Loyalist College is committed to providing a space where staff and students may work safely, free from the threat of violence. Workplace violence is prohibited. All reported incidents of violence or serious threats of violence must be reported immediately. Every reported incident will be investigated in a fair and timely manner that ensures due diligence, compliance with provincial health and safety legislation, and respect for the involved parties’ privacy. An employee who violates this policy may be subject to disciplinary action, up to and including immediate dismissal for cause. Individuals who have engaged in workplace violence may also be subject to sanctions through other applicable policies (ex. Student code of conduct, for student respondents), by applicable regulatory bodies and professional associations and/or subject to criminal or civil proceedings. Measures taken by the college to address workplace violence include prevention and response. Employees are expected to understand and comply with this policy in accordance with HR 100 Employee Code of Conduct, the Violence and Harassment Prevention Policy Statement, and the Occupational Health and Safety Act.

5. Violence Prevention Measures

    While the college is committed to taking actions to maintain an environment free of workplace violence, it recognizes that no workplace is immune from this risk. Therefore, measures are taken by the college to prevent dangerous situations from occurring.

    5.1 Training and Education

    This policy is posted on the college’s website and made readily available for reference and use. All employees and supervisors will receive appropriate Occupational Health and Safety Act information and instruction on workplace violence. Supervisors are responsible for ensuring that measures and procedures are followed by employees and that employees have the information they need to protect themselves. Employee training will be prioritized for developing communication strategies, risk and threat assessments, safety procedures and consideration of emergency situations such as lockdowns, evacuations, and emergency communications systems, etc., depending on the employee’s role and job requirements.

    5.2 Persons with a History of Violence

    The college may provide its employees with information, including personal information, about a person with a history of violent behaviour if the employee can be expected to encounter that person in the course of their work and the risk of workplace violence is likely to expose the employee to physical injury. The college will not disclose more information than is necessary for the protection of an employee from physical injury and in accordance with applicable privacy legislation.

    5.3 Domestic Violence

    In situations where the college becomes aware that a domestic violence situation exists that would likely expose an employee to physical injury while in the workplace, the college will take reasonable precautions to protect the employee. This may include the development of a safety plan in consultation with the impacted employee and completing a workplace violence risk assessment for any applicable areas affected.

    5.4 Workplace Violence Risk Assessments

    The college will maintain workplace violence risk assessments, completed at regular intervals and as often as necessary. Supervisors will complete OHS 007 Appendix C Workplace Violence Risk Assessment, Part B in conjunction with employee feedbackfor submission to the Organizational Health and Wellness Specialist. The Organizational Health and Wellness Specialist and Senior Director, Facilities Management or designate will complete OHS 007 Appendix B Workplace Violence Risk Assessment, Part A for the main campus grounds and non-departmental specific common areas. This may include a review of security or incident reports, staff surveys, etc.

    The workplace violence risk assessments consider specific and generalized elements that may lead to risk. These elements include:

    • Contact with the public.
    • Handling money or valuables.
    • Working with unstable, volatile people, those under the influence of drugs or alcohol, or those in severe states of distress or in mental-health crisis.
    • Working with students who have violated the Student Code of Conduct.
    • Working alone or in small numbers.
    • Working late at night or during early morning hours.
    • Working in home-based settings.

    Additional guidelines for the completion of workplace violence risk assessment include:

    • A reassessment, which is required whenever the risk factors change for a respective area(s). If risk factors change in an area due to an incident involving a student, the college’s CARE (Concern, Assessment, Response, Evaluation) Team completes a National Association for Behavioural Intervention and Threat Assessment (NABITA) Risk Rubric assessment and recommendations from that process must be referenced in the completion of the reassessment form. Human Resources may use the NABITA Risk Rubric when assessing employee respondent incidents, if applicable. Limits on disclosure outlined in the Occupational Health and Safety Act must be followed when referencing assessment recommendations.
    • If a department operates in more than one building or in significantly different areas within one building, a separate workplace violence risk assessment must be completed for each area/building.
    • If concerns are flagged on the workplace violence risk assessment, the area supervisor will identify opportunities to reduce the risk of workplace violence, considering:
    •   Workplace design,
    •   Environmental conditions (lighting, signage, etc.),
    •   Work practices, and/or
    •   Training.
    • Concerns identified in the workplace violence risk assessment must be addressed in a timely manner with due respect to the severity. 
    • The completed forms must be submitted to the Joint Health and Safety Committee (JHSC) to ensure issues are addressed and the recommended action steps can be taken to address concerns. Employees may request a copy of the results of the assessments through the JHSC or the Human Resources department.
    6. Reporting Instances of Workplace Violence

    6.1 Duty to Report

    Any college community member who feels that an employee’s rights under this policy have been violated, has witnessed threatening or workplace violence targeting a college community member, or experiences workplace violence themselves, is expected to report the incident or make a complaint under this policy. Any manager or supervisor who is made aware of an incident of workplace violence is required to report under the Occupational Health and Safety Act. Members of the college community must also report circumstances where a threat of domestic violence may exist that would likely expose an individual to physical injury in the workplace under the Occupational Health and Safety Act.

    6.2 Individual Rights in Filing Complaints

    Every individual retains their right to pursue other applicable legal avenues, such as through a collective agreement or the justice system, even when steps are being undertaken by the college. The college procedures may continue at the same time a person is exercising their rights outside of this policy. This policy does not affect the right of any person to exercise their rights under municipal, provincial, or federal law, within the time limits specified by the applicable legislation. If the complaint involves workplace violence or harassment and an employee feels that the college is not complying with their requirements under the Occupational Health and Safety Act, employees can contact the Ministry of Labour, Immigration, Training, and Skills to file a complaint. Any complaint that is not addressed through institutional processes can be referred to the Ontario Ombudsman. Unionized employees also have the right to file a grievance and the right to union representation at all stages of the process.

    6.3 Anonymous Complaints

    Loyalist College will consider and review anonymous complaints, although they may provide barriers to investigation processes and resolutions. The college may undertake an investigation in the absence of an individual complainant. While such investigations may vary, it will follow the process outlined within the procedures associated with this policy as closely as possible.

    6.4 Time Limitations

    Individuals are encouraged to report a complaint at their earliest opportunity. While there is no specific time limit for a current employee to submit a complaint of workplace violence to their employer, a delay in making a complaint may affect the college’s ability to assess and investigate the alleged occurrence. The college is not required to investigate complaints provided by respondents that no longer work for the college, but a review and update of the workplace risk assessment will occur.

    6.5 Confidentiality

    The college has a responsibility and obligation to ensure that any private and personal information provided in a disclosure, report, and/or investigation of workplace violence is collected, used, maintained, and secured appropriately. The college will make every effort to maintain the confidentiality of all persons involved in the disclosure or reporting of an incident of workplace violence, including witnesses. Any individual involved in the disclosure, reporting, assessment, and/or investigation of an incident of workplace violence is required to keep all information confidential.

    Limits to Confidentiality

    The college will restrict access to all information provided in the processes related to a report and investigation of an incident of workplace violence to the individuals with a legitimate need for such access. The college will provide education and training to those who are regularly involved in receiving disclosures and the administration of reports.

    The college will endeavour to maintain confidentiality to the extent possible within the limits of the law. Confidentiality cannot be assured in circumstances where:

    • The college determines that there is a risk of harm to a member of the college community. In such instances, the college has a duty to contact authorities and request intervention when necessary.
    • A report has been made, and the respondent must be informed of the details of the report as part of the investigation to assure procedural fairness.
    • Reporting is required by law.

    Community members should be made aware that there are other instances where information may be shared among employees of the college to facilitate requests for accommodations, support, and/or complaints. In cases where information has been shared among college employees, the party will be kept informed about the college offices notified and the information provided.

    The outcome of any investigation conducted will be shared only with the relevant parties in accordance with applicable laws.

    6.6 Work Refusals

    In accordance with the Occupational Health and Safety Act, an employee may refuse to work or do particular work where they have reason to believe that workplace violence is likely to endanger themselves. Upon refusing to work or do particular work, the employee must immediately report the circumstances of the refusal to their supervisor, who will investigate the report in the presence of the worker and a JHSC representative, if available. Until the investigation is completed, the employee will remain in a safe place that is as near as reasonably possible to their workstation and available to the employer or supervisor for the purposes of the investigation. This investigation will be conducted in accordance with OHS 003 Joint Health and Safety Representatives. Depending on the circumstances, the supervisor or JHSC representative may follow OHS 007 Violence Prevention Procedure to ensure other employees in the work area are safe in their duties, order a work stoppage, or implement elements of ERP 001 Emergency Response Plan.

    7. Investigation and Resolution of a Complaint

    7.1 Complaint Investigation

    Every individual has the right to file a complaint of workplace violence, participate or cooperate in an investigation, provide information relevant to the complaint, or act in any role under this policy without fear of retaliation or reprisal. The rights of both complainants and respondents will be safeguarded to the greatest extent possible with respect to the hearing of complaints.

    The college treats all allegations and complaints of workplace violence seriously, whether they are made informally, anonymously, or formally. If a breach of this policy is alleged, the college will respond promptly and strive to achieve a fair and timely resolution.

    7.2 Complaint Resolution

    Documented and substantiated complaints may result in discipline of an employee, up to and including termination.

    The college is dedicated to utilizing the outcome of the complaints process to foster a safe and positive work and learning environment. Loyalist College is committed to the positive duty to proactively assess and investigate indicators of workplace violence within the institution’s operations, especially where patterns or repeated allegations are raised, and to prevent future occurrences.

    7.3 Record Keeping

    In accordance with the Occupational Health and Safety Act, the college will keep records of all complaints or incidents of workplace violence, including copies of the complaint, a record of the investigation, any notes, witness statements, the investigation report (if any), the results of the investigation that were provided to the complainant and respondent, and copies of any corrective action taken to address the complaint or incident(s).

    The documents associated with a workplace violence complaint, incident, and/or investigation must not be disclosed unless necessary to investigate an incident or complaint of workplace violence, take corrective action, or otherwise as required by law. These documents will be kept for a minimum of one year from the conclusion of the investigation.

    8. Protections from False Accusation and Reprisal

    8.1 False Accusations

    An individual that makes a false accusation under this policy, knowingly or in a malicious or bad faith manner, may be subject to disciplinary action up to and including immediate dismissal with cause.

    8.2 Reprisals

    Loyalist College will not tolerate reprisals or retaliatory measures against an individual who, in good faith, raises a complaint of workplace violence under the terms of this policy. These protections extend and apply to anyone who cooperates in the investigation of a complaint. Interference with the conduct of an investigation or retaliation against a complainant or witness will not be tolerated.

    Reprisal includes:

    • Any act of retaliation that occurs because a person has complained of, or provided information about, an incident of discrimination, harassment, or violence.
    • Intentionally pressuring a person to ignore or not report an incident of discrimination, harassment, or violence.
    • Intentionally pressuring a person to lie or provide less than full cooperation with an investigation of a complaint or incident of discrimination, harassment, or violence.

    Disciplinary action, up to and including termination with cause, may be taken against any employee who commits a reprisal or retaliatory measure against an individual who reports workplace violence or who cooperates in an investigation.

    10. References