Chapter 1: Introduction

1.1 Background

Workplace harassment is a significant challenge in creating safe, inclusive, and productive environments. Refugee Pathways & Integration Canada (RefPIC) recognizes the critical importance of fostering a workplace where all employees, volunteers, and stakeholders feel respected and protected from harassment. Harassment, in any form, undermines individual dignity, morale, and organizational effectiveness.

This policy reflects RefPIC’s unwavering commitment to providing a harassment-free workplace. It aims to prevent, address, and eliminate harassment and bullying by establishing clear standards of behavior and procedures for reporting, investigating, and resolving complaints.

1.2 Objective

The primary objectives of this Workplace Harassment Policy are to:(a) Define and prohibit all forms of workplace harassment and bullying.(b) Establish a zero-tolerance policy for harassment, ensuring accountability and transparency.(c) Provide mechanisms for reporting and resolving incidents in a fair and timely manner.(d) Protect and support employees, volunteers, and other stakeholders who report harassment.(e) Promote a culture of respect, dignity, and inclusion across all organizational operations.

By implementing this policy, RefPIC strives to create an environment where individuals can thrive without fear of discrimination or intimidation.

Chapter 2: Purpose and Scope

2.1 Definition of Workplace Harassment

Workplace harassment is defined as unwelcome conduct that demeans, humiliates, or threatens an individual or group within the workplace. It includes actions based on gender, ethnicity, religion, disability, or other protected characteristics. Examples include but are not limited to:(a) Verbal harassment, such as offensive comments or slurs.(b) Physical harassment, including unwelcome contact or intimidation.(c) Visual harassment, such as offensive images or gestures.

2.2 Stakeholder Involvement

This policy applies to all individuals associated with RefPIC, including:(a) Employees and volunteers operating within Canada and globally.(b) Contractors, consultants, and service providers engaged in RefPIC activities.(c) Partner organizations and stakeholders working in collaboration with RefPIC.

All stakeholders are expected to uphold the principles outlined in this policy and contribute to creating a safe and respectful work environment.

Chapter 3: Definitions of Harassment and Bullying

3.1 Harassment in the Workplace

Harassment in the workplace encompasses any behavior that is:(a) Unwelcome, intimidating, or offensive.(b) Targeted at an individual or group based on protected characteristics, such as:(i) Gender identity or expression.(ii) Race, ethnicity, or national origin.(iii) Religion or belief system.

Harassment may be verbal, physical, or psychological and includes actions such as:(1) Insults, jokes, or derogatory comments.(2) Threats, intimidation, or stalking.(3) Sharing offensive or explicit materials.

3.2 Bullying in the Workplace

Bullying refers to repeated, intentional, and hostile behavior aimed at undermining an individual’s confidence, reputation, or performance. Examples of bullying include:(a) Persistent criticism or humiliation in front of colleagues.(b) Deliberately excluding someone from workplace activities.(c) Assigning tasks intended to demean or overwhelm an individual.

Both harassment and bullying are strictly prohibited at RefPIC. The organization is committed to addressing and resolving any such incidents to safeguard the well-being of all individuals in its work environment.

Chapter 4: Zero-Tolerance Policy on Harassment

4.1 Organizational Stance

Refugee Pathways & Integration Canada (RefPIC) enforces a zero-tolerance policy for workplace harassment. This means that any behavior constituting harassment or bullying, as defined in Chapter 3, will not be tolerated under any circumstances. RefPIC is committed to:(a) Promptly investigating all allegations of harassment, regardless of the status of the accused or the complainant.(b) Ensuring fair and impartial resolution processes for all involved parties.(c) Taking appropriate disciplinary action against individuals found to have violated this policy.

Through this policy, RefPIC reaffirms its dedication to fostering an environment where respect and dignity are fundamental values upheld by all employees, volunteers, and partners.

4.2 Consequences for Harassment

RefPIC takes violations of its Workplace Harassment Policy seriously and imposes consequences proportionate to the severity of the violation. These consequences may include:(a) Verbal or written warnings for minor infractions.(b) Mandatory training or counseling for individuals who have engaged in inappropriate behavior.(c) Suspension, termination, or legal action for severe or repeated violations.

The organization will ensure that all disciplinary actions are documented and communicated clearly to the individuals involved.

Chapter 5: Reporting and Complaint Procedures

5.1 Reporting Channels

RefPIC provides multiple, accessible channels for employees, volunteers, and stakeholders to report incidents of harassment. These channels include:(a) Direct reporting to a designated Human Resources (HR) officer or supervisor.(b) An anonymous reporting hotline or digital platform to ensure confidentiality.(c) Written complaints submitted via email or a secure form on the organization’s intranet.

Individuals are encouraged to report incidents promptly to allow for timely intervention and resolution.

5.2 Confidentiality Assurance

Protecting the confidentiality of complainants is a cornerstone of RefPIC’s reporting process. The organization ensures that:(a) All reports are handled with the utmost discretion to protect the privacy of the complainant and accused.(b) Information is shared only with individuals directly involved in the investigation or resolution process.(c) Retaliation against complainants is strictly prohibited, with violators subject to disciplinary action.

Confidentiality measures aim to encourage individuals to report incidents without fear of retribution or exposure.

Chapter 6: Investigation and Resolution

6.1 Investigation Process

RefPIC’s approach to investigating harassment complaints is thorough, fair, and impartial. The investigation process includes:(a) A preliminary review of the complaint to determine its validity and scope.(b) Appointment of an independent investigator or an internal HR officer to lead the investigation.(c) Collection of evidence, including witness statements, documents, and relevant records.(d) Providing both the complainant and the accused with the opportunity to present their accounts of the incident.

Timelines for investigations are clearly defined to ensure that resolutions are reached promptly while maintaining fairness and due process.

6.2 Conflict Resolution Measures

Where appropriate, RefPIC may implement alternative dispute resolution (ADR) methods, such as:(a) Mediation between the complainant and the accused, facilitated by a neutral third party.(b) Restorative justice practices that aim to repair relationships and prevent future incidents.

If ADR is not suitable or effective, the organization will proceed with formal disciplinary actions as outlined in Chapter 8.

Chapter 7: Roles and Responsibilities

7.1 Role of Management

Managers and supervisors are key to implementing the Workplace Harassment Policy. Their responsibilities include:(a) Promoting a culture of respect and inclusion within their teams.(b) Monitoring workplace interactions to identify and address potential harassment proactively.(c) Acting as the first point of contact for individuals reporting harassment and ensuring that all complaints are escalated to HR without delay.

7.2 Role of Employees

Every employee and volunteer at RefPIC has a role in maintaining a harassment-free workplace. This includes:(a) Adhering to the standards of behavior outlined in this policy.(b) Reporting incidents of harassment promptly, either as victims or witnesses.(c) Participating in mandatory training programs to understand their rights and responsibilities under this policy.

By working collectively, RefPIC staff and stakeholders can ensure a respectful and inclusive workplace for all.

Chapter 8: Support for Affected Staff

8.1 Psychological and Emotional Support

Refugee Pathways & Integration Canada (RefPIC) is committed to supporting employees and volunteers who experience harassment. Key measures include:(a) Access to Counseling Services: RefPIC will facilitate access to professional counseling and psychological support for affected individuals. Where possible, these services will be provided at no cost to the individual.(b) Employee Assistance Programs (EAPs): Staff will be informed about available EAP resources, including hotlines and external support networks specializing in workplace harassment recovery.(c) Peer Support Networks: RefPIC will establish peer support groups to provide a safe space for individuals to share experiences and strategies for resilience.

8.2 Legal Support

In cases of severe harassment that may constitute a legal violation, RefPIC will:(a) Provide guidance on legal options available to affected staff, including filing complaints with relevant authorities.(b) Offer referrals to legal counsel or advocacy organizations for individuals requiring representation.(c) Support individuals in navigating legal processes by coordinating with law enforcement or other legal entities where necessary.

By prioritizing psychological and legal support, RefPIC ensures that affected individuals receive comprehensive care and protection.

Chapter 9: Monitoring and Compliance

9.1 Periodic Assessments

RefPIC will regularly assess the effectiveness of its Workplace Harassment Policy through:(a) Annual Workplace Climate Surveys: These surveys will measure employee perceptions of workplace safety and identify potential areas for improvement.(b) Incident Trend Analysis: Data on reported harassment incidents will be reviewed to identify patterns and implement targeted prevention strategies.(c) Third-Party Audits: Independent audits will be conducted periodically to ensure compliance with legal and organizational standards.

9.2 Compliance with Legal Standards

RefPIC is committed to adhering to national and international labor laws governing workplace harassment. This includes:(a) Regularly updating the policy to align with changes in legal frameworks or emerging best practices.(b) Ensuring that all employees and volunteers are aware of their legal rights and obligations under this policy.(c) Maintaining detailed records of all reported incidents, investigations, and resolutions to demonstrate compliance during audits or inspections.

Through rigorous monitoring and compliance mechanisms, RefPIC demonstrates its unwavering commitment to fostering a safe and respectful work environment.

Chapter 10: Review and Continuous Improvement

10.1 Periodic Assessments of the Policy

To maintain relevance and effectiveness, RefPIC will:(a) Review the Workplace Harassment Policy annually to incorporate feedback, lessons learned, and updates in legal requirements.(b) Engage stakeholders, including employees and volunteers, in the review process to ensure the policy addresses their concerns and needs.(c) Benchmark against industry best practices to adopt innovative approaches to workplace harassment prevention and resolution.

10.2 Policy Updates

Amendments to the policy will be made as necessary to reflect:(a) Changes in organizational structure, roles, or operations.(b) New legal requirements or regulatory guidelines.(c) Emerging trends in workplace safety and harassment prevention.

Updates will be communicated to all staff and volunteers through official channels, accompanied by training sessions or informational materials to ensure understanding and compliance.