Workplace Policies

This chapter outlines policies and procedures that can support the governance and operational structure of your organization. The first section highlights two (2) policies that are required within your workplace – a bullying and harassment policy and a privacy policy – while subsequent sections provide suggestions of policies that you may want to consider for your workplace.

Depending on the size of your organization, you may choose to implement a HR policies and procedures manual or include your policies within an employee handbook. For smaller workplaces, an employee handbook may be sufficient. An Employee Handbook Template can be found here.

If you have additional questions or concerns, please consult your Engagement Partner.

MANDATORY WORKPLACE POLICIES

BULLYING & HARASSMENT POLICY

Must:

  • As per WorkSafeBC, employers must implement a bullying and harassment policy (sometimes known as a respectful workplace policy) that is applicable to all employees, contractors, board members, volunteers, etc.
  • Workplaces are required to ensure all employees are aware of the organization’s bullying and harassment policy.
  • Workplaces are required to review their bullying and harassment policy on a yearly basis.
  • Here is an example of a bullying and harassment policy (also known as a respectful workplace policy).
  • Additional resources are available in WorkSafe BC's Bullying & Harassment Resource Toolkit. 

Best Practice:

  • This policy may include sections on:
    • bullying, discrimination, disrespectful conduct, personal and psychological harassment, sexual harassment, workplace violence, and retaliation
    • Roles and responsibilities of the employer and employees
    • Conditions that are applicable to the policy, such as protection of complainants; confidentiality; complaints against the executive director or senior leader; etc. 
    • Procedures that are applicable to the policy, such as distribution of the policy and the complaint resolution process.
  • Workplaces are encouraged to include their bullying and harassment policy in a staff handbook, or as a document to review as part of the staff members onboarding process

PRIVACY POLICY

Must:

  • The employer must implement a privacy policy that is applicable to all employees, contractors, board members, volunteers, etc.
  • This policy may cover the collection, use and disclosure of personal information; the protection of personal information; accessing personal information; and retaining personal information.

Best Practice:

  • This policy may include sections on:
    • Definitions
    • Roles and responsibilities of the employer and employees
    • Conditions that are applicable to the policy, such as the collection, use and disclosure of personal information; the accuracy and protection of personal information; accessing and updating personal information; the retention and destruction of personal information; the employer’s right to access its own technology systems (e.g., internet use, email); potential data breaches; etc.

PERSONNEL POLICIES

Consider:

  • Implementing the following policies concerning personnel:
    • Recruitment
    • Employee Selection
    • Offer of Employment
    • Orientation
    • Probation Period
    • Termination Not for Cause
    • Voluntary Resignation of Employment
    • Termination for Cause
    • Retirement
    • Exit Interviews
    • Reference Inquiries

COMPENSATION & BENEFITS POLICIES

Consider:

  • Implementing the following policies concerning compensation and benefits:
    • Hours of Work
      • Meal and Rest Periods
      • Alternative Work Schedules
      • Flex Time Arrangements
      • Shift Scheduling
      • Overtime
      • Additional Hours Worked
    • Compensation
      • Salary Determination
      • Salary Progression
      • Promotion
      • Additional Responsibilities
    • Administration of Pay
      • Pay Schedule
      • Direct Deposit
      • Statutory Deductions
    • Benefits
      • Group Health and Welfare Benefits
      • Canadian Pension Plan
      • Employment Insurance Benefits
      • Benefits While On Leave
    • Leaves of Absence
      • Medical, Dental and Other Appointments
      • Court/Jury Duty
      • Voting
      • Professional Development and Education Leave
      • Sick Leave (Short-Term)
        • Long-Term Disability
        • Workers’ Compensation Coverage
        • Return to Work
      • Maternity, Parental and Adoptive Leave
      • Bereavement Leave
      • Compassionate Care Leave
      • Critical Illness or Injury Leave
      • Family Responsibility Leave
      • Leave Respecting the Disappearance of a Child
      • Leave Respecting the Death of a Child
      • Domestic or Sexual Violence Leave
      • General Leave Without Pay
    • Vacation and Holidays
      • Vacation
      • Statutory and Paid Holidays

TERMS & CONDITIONS OF EMPLOYMENT POLICIES

Consider:

  • Implementing the following policies concerning the terms and conditions of employment:
    • Confidentiality
    • Conflict of Interest
    • Secondary Employment
    • Employment of Family Members and Personal Relationships in the Workplace
    • Criminal Records Check
    • Personal Appearance
    • Substance Use
    • Attendance, Lateness and Absenteeism
    • Working Remotely
    • Inclement Weather
    • Pets at Work
    • Changing Employee Personal Information
    • Release of Employee Information
    • Personnel Files
    • Media Inquiries
    • Acceptable Use of Information Technology
    • Social Media
    • Personal Cellphone Use
    • Personal Property
    • Fraud and Theft
    • Professional Membership and Association Fees

EMPLOYEE RELATIONS POLICIES

Consider:

  • Implementing the following policies concerning employee relations:
    • Performance Appraisal
    • Progressive Discipline
    • Complaint Procedure
    • Investigations
    • Dispute Resolution
    • Job Abandonment
    • Duty to Accommodate

OCCUPATIONAL HEALTH & SAFETY POLICIES

Consider:

  • Implementing the following policies concerning occupational health and safety:
    • Occupational Health and Safety
    • Occupational Health and Safety Training
    • Inspections
    • Emergency Response and Preparedness
    • Working Alone or in Isolation
    • Right to Refuse Unsafe Work
    • Communicable Disease Prevention in the Workplace
    • Violence Prevention in the Workplace
    • First Aid
    • Reporting Workplace Accidents, Illness, Injury, and Near Misses and Fatalities
    • Incident Investigations
    • Joint Occupational Health and Safety Committee and Worker Health and Safety Representative

ALLOWANCE, EXPENSE & FINANCIAL CONTROL POLICIES

Consider:

  • Implementing the following policies concerning allowances, expenses and financial controls:
    • Reimbursement of Expenses
    • Meal Expenses
    • Travel Expenses
      • Air Travel
      • Accommodation
      • Automobile and Other Transportation
    • Personal Vehicles Required for Employer Business
    • Mileage
    • Company Credit Cards

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The Divisions of Family Practice acknowledge that we work on the traditional, ancestral, and unceded territories of many different Indigenous Nations throughout British Columbia.

Acknowledging that we are on the traditional territories of Indigenous communities is an expression of cultural humility and involves recognizing our duty and desire to support the provision of culturally safe care to First Nations, Inuit, and Métis people in BC.