Workplace Violence Prevention Procedure

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Policy Number: OHS 007Procedure Title: Workplace Violence Prevention
Supersedes Existing Procedure: YesProcedure Sponsor: Vice-President, Human Resources and Equity, Diversity, and Inclusion
Associated Policy: YesProcedure 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 is committed to providing a safe and respectful environment for all college community members, where workplace violence is not tolerated. All reports of violent incidents will be taken seriously, investigated, and responded to in a timely manner. The following procedure outlines the processes to be followed in the event that an incident or complaint of violence comes to, or is brought to, the attention of the college or a college community member.

The college may take actions which diverge from the processes outlined within this 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 procedure applies 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 assault and sexual violence, 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 under ADMIN 127 Discrimination and Harassment.

The associated policy and this procedure 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. Roles and Responsibilities

All Employees and College Community Members

  • Refrain from behaviours or actions that may constitute workplace violence. This includes the use of physical force that causes or could cause physical injury, the attempted use of physical force that could result in injury, and statements or behaviours that a reasonable person would interpret as a threat of physical harm.
  • Attend Occupational Health and Safety Act (OHSA) training and information sessions required by the college to reduce incidents of workplace violence.
  • Report instances of workplace violence experienced or witnessed.
  • Report circumstances where a threat of domestic violence may exist that would likely expose an individual to physical injury in the workplace.
  • Cooperate and participate with an inquiry or investigation in good faith, while respecting the privacy of others involved and the confidentiality requirements related to the process.

All Supervisors

  • Foster a safe work environment and model appropriate behaviour.
  • Communicate and review this procedure and its associated policy with individuals they supervise or manage, if necessary.
  • Encourage individuals to report complaints or incidents of workplace violence and support employees through the completion of complaint forms.
  • Promptly respond to and report all complaints or incidents of workplace violence in a professional manner, appropriate to the circumstances.
  • Immediately notify the Human Resources department of a complaint and forward the complaint form upon completion by the employee.
  • Complete workplace violence assessments as required by the OHSA for submission to the Joint Health and Safety Committee.
  • Keep victims of violence apprised of the status of the complaint and refer victims to appropriate supports.

The Joint Health and Safety Committee (JHSC)

  • Consult in developing and maintaining the workplace violence prevention program and assist with the development and implementation of this policy and procedure.
  • Recognize risks of workplace violence in the course of carrying out their regular functions, such as inspecting workplaces.
  • Review all completed workplace violence assessments.

Human Resources

  • Ensure training and education is provided to employees regarding workplace violence and employee conduct expectations, tailored to the specific job and the associated risks of workplace violence within the employee’s role.
  • Maintain, review, and update the workplace violence prevention program annually, including the management, update, and review process of this policy and procedure.
  • Collaborate with supervisors and the JHSC to mitigate risks of workplace violence and advise the JHSC of the results of an assessment (or reassessment) of workplace violence risks.
  • Develop any required employee safety plans and interim safety measures, in collaboration with stakeholders as necessary.
  • Provide the results of a completed workplace violence assessment or this policy and procedure upon the request of an employee.
  • Provide necessary information regarding persons with a history of violence to employees or individuals that require this information.
  • Administer this procedure and provide employees with information and guidance to make informed choices.
  • Provide reporting and notification to the JHSC, the union, the Workplace Safety and Insurance Board, and the Ministry of Labour, Immigration, Training, and Skills Development, as is directed by legislation and specifically in instances of a workplace violence incident resulting in a person being killed or critically injured.
  • Receive and respond to reports of employee behaviours that are contrary to this policy. This includes threatening comments and behaviour, violence, allegations of reprisal or retaliation, or frivolous or bad faith complaints.
  • Recommend appropriate disciplinary or corrective action to be taken by the college.
  • Facilitate resolutions and/or disciplinary actions.

CARE Team – (Concern, Assessment, Response, Evaluation – behavioural intervention team)

  • This team is consulted only in the event that there is a student respondent.
  • Receive information from the Human Resources department regarding incidents of workplace violence involving a student respondent and provide an assessment based on the National Association For Behavioural Intervention and Threat Assessment (NABITA) Risk Rubric. Share the results of the risk assessment  with the Human Resources department to inform safety planning, interim measures, and sanctions (if applicable).
4. Responding to Workplace Violence

The college has a responsibility to investigate complaints of workplace violence. All concerns and complaints related to workplace violence will be addressed in a manner that is timely, fair, and confidential. Every situation is unique in terms of immediacy, the circumstances surrounding incidents of workplace violence, and the needs of the specific situation and those involved. Therefore, the college provides multiple, flexible, and timely resolution options for addressing and resolving complaints of workplace violence or resolving conflict prior to their escalation.

4.1 College Support Provisions for Individuals

The college acknowledges that participation in this policy and this procedure may be difficult for complainants, respondents, and witnesses. The college will make best efforts to identify available support while maintaining procedural fairness and meeting all applicable legal obligations. Support may be provided before, during, and/or after a process described in this procedure.  Supervisors or the Human Resources department may direct workers to employee assistance program services or any other appropriate community support services.

4.2 Support Persons

A support person is an individual that accompanies a complainant, respondent, or witness to their investigation meetings. Their purpose is to provide emotional support. They may take notes on behalf of the person they accompany. They are not permitted to ask questions or make comments during the proceedings. Possible types of support persons include but are not limited to interpreters, individuals who assist people with disabilities, Elders or Knowledge Keepers (including individuals from the Tsi Titewaya’taró:roks Indigenous Centre), friends, and relatives. Support persons are commonly not legal advisors or lawyers and should not be anyone who has a conflict of interest with the situation.

4.3 Union Representation

Unionized employees have the right to union representation at all stages of the procedure. If both the respondent and complainant are from the same union, the union will take appropriate measures to ensure both members receive separate and confidential union representation.

4.4 Interim Measures

Upon receiving a complaint under the policy, the college will assess whether measures are required to support the safety of the parties and uphold the integrity of the process. The college may also take proactive steps to prevent reprisals by offering appropriate supports or modifications, such as a no contact order, remote learning or work arrangements, work assignment adjustments, or campus escort services. The rights and privileges of a respondent may be restricted by the college before it makes a final determination about the alleged misconduct with the use of interim measures. For example, a respondent may be restricted from entering certain parts of campus, or a respondent may be placed on an administrative leave during an investigation. Interim measures are imposed to protect the interests of both parties and imposed only as necessary. The college will take steps to minimize the impact of interim measures on respondents. Respondents may ask the college to review a decision to impose interim measures, but only to address the impact of the imposed measure and the preference of other alternatives.

4.5 Withdrawal of a Complaint

The complainant may withdraw the complaint at any stage of the process. If the complainant decides not to pursue their complaint through the procedures outlined, the college maintains the right to determine that the matter should continue to be pursued and, if appropriate, addressed. This is important to prevent workplace violence and to respect the college’s legal responsibilities. The college will determine the appropriate process to pursue the matter.

5. Procedure

Immediate Response to Violent Situations

A college community member who witnesses an occurrence of workplace violence or who believes workplace violence is likely to occur must seek immediate assistance by contacting Loyalist College Security on a college phone or call box and/or local law enforcement by dialing 911. Loyalist College Security employees will attend and intervene as required based on the requirements presented by the incident. Where applicable, Loyalist College Security may be instructed to immediately secure the scene and ensure all relevant physical and electronic evidence is secure. Loyalist College Security will record the names and contact information of individuals who are involved in the incident or who witnessed the incident. At the conclusion of their initial intervention, Loyalist College Security will complete a guard report and submit it to the Manager of Security, who will forward it to the Vice President, Human Resources and Equity, Diversity, and Inclusion. If the incident report involves a member of the Human Resources department, then the report will be raised directly with the President and CEO.   College community members should take any necessary measures to mitigate risk for self or others, such as seeking shelter or avoiding escalation of the situation. Immediate measures to lock-down, shelter-in-place, and manage violent threats are reviewed within ERP 001 Emergency Response Plan.

Step One: Intake

An employee can make a report or complaint to any supervisor under the OHSA. The supervisor will notify the Human Resources department, who will initiate the intake process. In instances where an employee is reporting a complaint and the respondent is a complainant’s supervisor, or when a complainant wishes to ensure the formal complaint is made to an impartial party, the complaint may be made to the Vice-President, Human Resources & Equity, Diversity, and Inclusion. In instances where the complaint is against a Human Resources employee, the complaint may be made to the President & CEO.

During the intake process, the individual responsible for the intake will meet with the complainant to:

  • record all concerns and allegations through the preparation of a statement of complaint using Appendix A Formal Complaint Form.
  • ensure the complainant fully understands the procedures of the policy and what may result from the decision to file a complaint.
  • ensure the complainant fully understands the necessity and limitations of confidentiality within the process. When making a report to any college office, individuals will receive clear and transparent information about the levels of, and limits to, confidentiality that apply.
  • advise of the right to procedural fairness, including the right to file a written complaint; the right to be informed of the complaint and provided an opportunity to respond to the allegations; the availability of counselling or additional resources as applicable; and the right to be accompanied by a support person, as defined by the policy.

The formal complaint must include the nature of the allegations, the name of the respondent (if known), the relationship to the respondent, as well as the location(s), the date(s), and a detailed description of any relevant incidents. The formal complaint must include any witnesses and any other relevant information regarding the instance(s). This information will be detailed within Appendix A Formal Complaint Form and the information will be collected in a confidential manner. The college will make best efforts to limit the number of times a complainant will need to repeat their allegations against a respondent.

Step Two: Notification & Reassessment

Human Resources will notify the union, the Joint Health and Safety Committee, the Workplace Safety and Insurance Board, and/or the Ministry of Labour, Immigration, Training, and Skills Development immediately as is applicable based on the circumstances of, and the individuals involved with, the incident reported. Human Resources may also notify and collaborate with other college departments, including the CARE (Behavioural Intervention) Team (in the event that the respondent is a student) to ensure a safe work environment for all college community members.

Human Resources will also contact the respondent in writing within seven days to let them know that a complaint of workplace violence has been filed. Human Resources will provide the respondent with the details of:

  • the allegations that have been made against them;
  • how the policy may be accessed for their use;
  • Information regarding any other relevant policies
  • each step of the resolution process;
  • the necessity and limitations of confidentiality within the process;
  • their right to procedural fairness, including the opportunity to respond to the allegations; the availability of counselling or additional resources as applicable; and the right to be accompanied by a support person, as defined by the policy.

The Human Resources department will work with area supervisors to ensure the completion of a reassessment of the affected workplace areas based on available information. This reassessment will include interim measures that will be utilized to maintain a safe college environment during the investigation and resolution process.

Step Three: Informal Resolution

Informal resolution is an opportunity to resolve a dispute without requiring a more formal resolution process. It can involve a range of options, such as a meeting with the complainant, the respondent, and an employer representative. An informal resolution of a complaint may not always be appropriate or possible. This will depend on how the complainant and the respondent would like the matter to be handled. It will also depend on the circumstances, including the nature and seriousness of the allegations. The Human Resources department will work with the complainant and the respondent to determine whether an informal resolution process is appropriate.

Step Four: Formal Investigation

An investigation into all instances and complaints of workplace violence that the college is made aware of will be conducted in some form, appropriate to the specific circumstances. If the parties do not agree to attempt an informal resolution, or if informal resolution is inappropriate for the circumstances, the college will initiate a formal investigation of the complaint and gather more information, where appropriate. The college will inform the complainant and the respondent that they have the option of being accompanied during all investigation interviews by union representation (if a unionized employee) or other support person. The complaint investigation will be timely, fair, and aim to address all relevant issues. The length of time an investigation requires will depend on the nature of the circumstances and the complexity of the incident or complaint. The college recognizes that these processes may be stressful for the individuals involved, and as such, investigations will be conducted as quickly as possible while ensuring sufficient time for a complete, thorough, and fair investigation. Throughout the investigation, the complainant and respondent will be kept informed about the status of the investigation.

Investigators

All investigators, whether internal or external to the college, will have training and expertise in the areas of investigation and workplace violence, as well as follow the mandate and scope of the investigation, as determined by the college.

A neutral, impartial person will conduct the investigation and be assigned based on the individuals involved and the specific situation. The investigator will not have been involved in the incident under investigation or under the direct authority of the respondent. Incidents involving a student respondent will be investigated via the Student Code of Conduct, in consultation with Human Resources.  Investigations may also be undertaken by an external investigator engaged by Loyalist College, as assigned by the college. Any investigation of a complaint made against a member of the Human Resources department or the College Executive Team will be conducted by an external investigator. The investigator will provide the college with a report and recommendations to conclude the investigation, which will be used to inform the college’s decision. The recommendations will be implemented as soon as possible to ensure that workplace violence is addressed quickly and effectively. At the latest, these recommendations will be implemented within one year of receiving the complaint.

Step Five: Notification of Decision

Within 10 working days of the decision being reached, the complainant and the respondent will be provided with a decision. Complainants and respondents involved with an investigation will be provided with an investigation closure letter at the conclusion of the college’s investigation. The closure letter will include a written summary of the investigator’s findings and the action, if any, relating directly to that party that the college will be taking to bring closure to the complaint. The complainant has the right to know that corrective action has been taken because of the report, but not the specifics of any disciplinary action.

If the complainant or respondent is not an employee or student, the college may elect not to provide an investigation closure letter to that individual.

Step Six: Resolution

Measures taken to resolve a complaint of workplace violence are intended to be corrective and preventative in nature and adapted to the specific situation. Employees who are found to have committed acts of violence or violent threats against another individual or supervisors who do not act properly to report workplace violence may be subject to disciplinary action, up to and including termination. Where an employee is found to have engaged in acts of workplace violence and/or reprisal, corrective measures may include non-disciplinary actions (e.g., education) or disciplinary measures (e.g. a written reprimand, a suspension, or termination). The Human Resources department will ensure such reasonable steps are taken to prevent a recurrence. Employees that are members of a bargaining unit will have any corrective measure(s) imposed in accordance with applicable collective agreement requirements. If an investigator finds that there is insufficient evidence to support an allegation of violence, the complaint will be considered unsubstantiated. Typically, this means that corrective and remedial action will not be required. In some cases, unsubstantiated complaints may reveal other sources of conflict which may require attention in the workplace. The Human Resources department will schedule any requisite follow-up discussions with each of the parties and will be responsible for leading efforts to facilitate the return to a healthy workplace.

7. References