L'Épicentre Saint-Henri's Comprehensive Policy Against Workplace Harassment and Violence

This organization's policy outlines a comprehensive commitment to preventing and addressing workplace harassment and violence, ensuring a healthy and respectful environment for all. It defines various forms of misconduct and establishes a detailed action plan focused on prevention through training, clear communication, and a culture of respect, alongside robust procedures for reporting and investigating complaints. The policy emphasizes confidentiality, strict non-retaliation measures, clear responsibilities across all organizational levels, and a commitment to continuous review and improvement in compliance with Quebec's Loi sur les normes du travail (LNT).

Organizational Commitment & Definitions

• Commitment to a Safe Environment: L'Épicentre Saint-Henri, a non-profit, pledges a healthy, respectful, and zero-tolerance workplace for staff, members, and volunteers, ensuring dignity and integrity in compliance with Quebec's LNT.
• Key Definitions: Provides LNT-based definitions for "psychological harassment" (repeated hostile conduct, or a single grave act, with examples like isolation or threats), "sexual harassment" (psychological harassment with sexual connotation, including unwanted advances or sexual comments), and "workplace violence" (force or constraint causing harm, like physical acts or verbal threats).
• Distinguishing Harassment: Clarifies that harassment is distinct from interpersonal conflicts, work-related stress, or legitimate management actions (e.g., disciplinary measures).

Comprehensive Prevention Plan

• Awareness and Training: A structured training program (June-Aug 2025) covers definitions, impacts, policy, and roles for all staff, with specialized content for managers on legal obligations and early identification. Initial mandatory sessions (Sept-Oct 2025) and annual refreshers are planned.
• Clear Communication & Culture of Respect: Ensures the policy is visible and accessible (physical display, digital platforms, new employee kits) and fosters a respectful culture through active management commitment, a clear code of conduct, and promotion of diversity and inclusion.
• Risk Analysis & Support Resources: Conducts initial risk assessments (anonymous surveys, focus groups by Aug-Sept 2025) to identify potential issues, followed by a mitigation plan (Oct-Dec 2025). A directory of internal and external resources (e.g., CNESST, EAP) is provided, and contact persons are trained in active listening and support.

Reporting and Complaint Resolution Procedures

• Reporting Channels: Encourages immediate reporting of harassment or violence, allowing for informal resolution if safe, and offers multiple contact points: immediate supervisor, HR, or designated persons (as per Annex 1).
• Complaint Processing: Outlines a structured process including acknowledgement, preliminary assessment, interim measures (e.g., temporary reassignment), and, if necessary, an impartial formal investigation (internal or external).
• Corrective Actions & Follow-up: Based on investigation findings, appropriate corrective measures are implemented, ranging from additional training to dismissal. A follow-up process ensures the effectiveness of measures and continued support for affected individuals.

Safeguarding Principles: Confidentiality and Non-Retaliation

• Confidentiality: Guarantees absolute discretion in handling complaints, limiting information sharing strictly to necessary parties (HR, management, investigators), with secure data protection.
• Limits to Confidentiality: Acknowledges exceptions for necessary investigation, legal obligations (e.g., CNESST, police, imminent danger), explicit consent, and managing retaliation.
• Protection Against Retaliation: Strictly prohibits any direct or indirect actions (professional, interpersonal, physical) to penalize individuals for reporting, collaborating, or exercising their rights. Severe disciplinary sanctions, up to dismissal, are applied to those found guilty of retaliation.

Shared Responsibilities and Policy Management

• Defined Roles: Clearly assigns responsibilities to Management (exemplary leadership, resource allocation, monitoring, continuous review), Managers/Supervisors (policy knowledge, diligent action, fostering a healthy environment, role modeling), and Staff (knowing/respecting the policy, contributing to a positive environment, reporting misconduct, collaborating in investigations, and refraining from retaliation).
• Policy Review Process: Mandates a systematic review of the policy at least every three years, or more frequently in response to legislative changes, organizational needs (e.g., structural changes, new trends), or feedback from complaint handling. The review process involves HR, management, stakeholder consultation, and evaluation of key indicators to ensure ongoing effectiveness.