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River East Transcona School Division
creating student success
Workplace Violence Prevention Program

 Safe Operating Procedure

PURPOSE

 

To establish divisional expectations and standards regarding a workplace violence prevention program at River East Transcona School Division (RETSD) that meets or exceeds all municipal, federal and provincial legislated workplace safety and health program requirements.

 

A workplace violence prevention program must be defined and documented for compliance as part of Element 2, identify and control hazards and emergencies, for the effective development and implementation of a workplace safety and health program under Manitoba legislation.

 

Define strategies, procedures, program initiatives and consequences to mitigate or eliminate violence in the RETSD workplace.

 

SCOPE

 

This safe operating procedure and associated documents establish a procedure for a respectful schools and workplaces program for all workers at RETSD. The best practices apply to all RETSD worksites.

 

RESPONSIBILITY

 

By Facility

 

This safe operating procedure shall be implemented and applies to all River East Transcona School Division facilities and stakeholder groups that work at or attend said facilities, sites or departments.

 

Re: Students

 

The student stakeholder group is generally supported on matters of safety and health by Student Services policy and procedure, and therefore is generally not considered as workers under the jurisdiction of WSHMS policies and protocols.  Depending on the nature of the violence, incidents may be referred to the police or Child and Family Services for appropriate action in accordance with Policy JLEB – Student Welfare (Children in Need of Protection).

 

VIOLENCE DEFINED

 

For the purposes of this workplace safe operating procedure, violence is the attempted or actual exercise of physical force against a person and any threatening statement or behaviour that gives a person reasonable cause to believe that physical force will be used against the person or his/her family.

 

GENERAL BEHAVIORAL EXPECTATIONS REGARDING VIOLENCE IN THE WORKPLACE

 

The board of trustees of River East Transcona School Division recognizes its responsibility to promote a safe environment for all employees. River East Transcona School Division will ensure, as much as reasonably practicable, that no employees are subjected to violence in the workplace and that response, reporting, investigation and corrective action systems are in place to account for and address incidents of violence in the workplace.

 

Canada's Criminal Code prohibits acts of violence. All workers have the right to a respectful workplace. Violence is considered disrespectful behavior and is therefore subject to the provisions of related divisional policies and procedures.

 

The division will not tolerate acts of violence by any person against employees who are performing duties within the division and will ensure that corrective action will be taken against any person under its direction who subjects an employee to violence.

 

CONSEQUENCES FOR PERPETRATING WORKPLACE VIOLENCE

 

The handling of complaints or incidents of violence involving students shall be subject to the school's procedures and be consistent with divisional Policy JICDAA – Safe, Caring and Respectful Schools, as well as with the divisional Code of Conduct.  School administrators will institute disciplinary measures that will reflect the seriousness of the offences.

 

Employees who are proved to have been culpable in the perpetration of an incident of violence shall be subject to disciplinary action.

 

Individuals who are not employees or students of the division who are involved in violent acts shall be dealt with in accordance with the policies of the division, the Public Schools Act, the Criminal Code, or other penal statutes.

 

WORKPLACE VIOLENCE INCIDENT REPORTING, INVESTIGATION AND CORRECTIVE ACTION PROCEDURE

 

Situations involving violence shall be treated in strict confidence by the division.  All information from investigations pertaining to a complaint shall be shared only with the persons directly involved unless otherwise required by law.

 

The following procedures are to be followed in the event of an employee being subjected to violence within or outside the division in relation to his/her duties.  They are intended to ensure that appropriate actions are taken.

 

(1)        The employee (or if necessary a colleague) should immediately inform the administrator/supervisor of the incident by completing WSHMS-FRM-001 Safety Concern or Incident Report. If the complaint is against the supervisor/administrator, the report must be made to the alleged perpetrator's supervisor or person in charge.

 

(2)        The administrator/supervisor will determine an appropriate course of action in consultation with the staff member and the superintendent or designate in respect to:

 

(a)        Arranging for medical attention and/or counseling, if necessary.

(b)        Making a decision as to whether or not to continue working for the day.

(c)        Removing the violent person from the premises, if deemed necessary.

(d)        Identifying measures to protect the employee from any further violence.

 

(3)        The administrator/supervisor will conduct an investigation of the incident, establishing facts, questioning witnesses, and informing police if necessary.  A report summarizing all of the information gathered in the investigation will be submitted to the superintendent or designate. 

 

(4)        The employee will be informed of the outcomes of the investigation.

 

(5)        If an administrator/supervisor is the victim of violence, the superintendent or designate will be informed and procedures as outlined will be implemented.

 

(6)        The implementation of these procedures does not preclude further legal action being taken by the complainant.

 

When implementing corrective actions around incidents of violence in the workplace:

 

  1. Assess root cause and indirect causes of the violence incident.

 

  1. Ensure proposed corrective action solutions are identified against all identified causes (root and indirect).

 

  1. Ensure proposed corrective action solutions are reasonable and practicable, using combinations of administrative controls, personal protective equipment and engineering controls as reasonable and practicable.

 

  1. Engage expertise available internally or externally to define and or implement corrective actions.

 

  1. Fully implement corrective actions to close the incident file.

 

  1. Monitor effectiveness of solutions following corrective action implementation.

 

If you have any questions about corrective action implementation, contact your human resources department.

 

VIOLENCE RISK ASSESSMENT FOR RETSD SCHOOLS

PHYSICAL VIOLENCE

 

Based on reported safety incident data compiled by RETSD since 2010:

 

Student Initiated Employee Abuse: (i.e. students physically abusing or assaulting staff)

 

Frequency: Moderate to High

 

Severity: Low

 

Overall Probability Ranking: Moderate to High

 

Occupations with Highest Risk and Most Likely Exposure:

 

  • Paraprofessionals or Educational Assistants

  • Student Care Team (Clinicians, Resource Teachers, Occupational Therapists, Other)

  • Teachers

  • Administrators

 

Workplace Violence or Harassment (i.e. non-students physically abusing staff)

 

Frequency: Very Low

 

Severity: Very Low

 

Overall Probability Ranking: Low

 

Occupations with Highest Risk and Most Likely Exposure:

 

  • Staff (teaching or non-teaching)that have frequent and direct contact with the public and visitors, especially around student issues

 

  • Staff that work outside the school building as part of student supervision duties, with an exposure to the public and visitors

 

THREATS OF VIOLENCE

 

Based on reported safety incident data compiled by RETSD since 2010, the following actual threats of violence incidents have been reported:

 

Students to Staff: (i.e. students threatening staff)

 

Frequency: Low

 

Severity: Low

 

Overall Probability Ranking: Low

 

Occupations with Highest Risk and Most Likely Exposure:

                              

  • Paraprofessionals or Educational Assistants

  • Teachers

  • Administrators

 

All Other Stakeholders to Staff: (i.e. any person threatening staff)

 

Frequency: Very Low

 

Severity: Very Low

 

Overall Probability Ranking: Very Low

 

Occupations with Highest Risk and Most Likely Exposure:

 

  • Staff (teaching or non-teaching)that have frequent and direct contact with the public and visitors, especially regarding student issues

 

  • Staff that work outside the school building as part of student supervision duties, with an exposure to the public and visitors

 

RISK MITIGATION STRATEGIES PHYSICAL VIOLENCE

 

Student Initiated Employee Abuse: (i.e. students physically abusing or assaulting staff)

 

  • Working Effectively with Violent and Aggressive Students Training (WEVAS)

  • Nonviolent Crisis Intervention Training (NCI)

  • Behavioral Intervention Plans (BIP)

  • Individualized Education Plans (IEP)

  • Student Codes of Conduct and Disciplinary Procedures

  • Security Measures

  • Other

 

Workplace Violence or Harassment (i.e. non-students physically abusing staff)

 

  • Respectful Workplace Policies and Procedures

  • Worker Codes of Conduct

  • Internal workplace safety and health training and communications

  • Restricted access to facilities, visitor safety protocols, general security protocols, emergency lockdown procedures, in depth threat assessment protocols by trained professionals

  • Security Measures

  • Other

 

THREATS OF VIOLENCE

 

Students to Staff: (i.e. students threatening staff)

 

  • Working Effectively with Violent and Aggressive Students Training (WEVAS)

  • Nonviolent Crisis Intervention Training (NCI)

  • Behavioral Intervention Plans (BIP)

  • Individualized Education Plans (IEP)

  • Student Codes of Conduct and Disciplinary Procedures

  • Security Measures

  • Other

 

All Other Stakeholders to Staff: (i.e. any person threatening staff)

 

  • Workplace safety incident reporting, response, investigation and corrective action systems

  • Internal workplace safety and health training and communications

  • Restricted access to facilities, visitor safety protocols, general security protocols, emergency lockdown procedures, in depth threat assessment protocols by trained professionals

  • Security Measures

  • Other

 

NOTIFICATION OF RISK ALERTS

 

Workers who are directly exposed (i.e. it is reasonable to expect the worker to be in close physical proximity or in direct interactions with a violent person(s) will receive sufficient, accurate, effective and timely violent risk notification alerts appropriate to the facts and circumstances associated with the situation and circumstances. 

 

RETSD will only share as much information (including personal information within the limitations of the law) as needed to:

 

  1. alert workers to the violence risk

  2. safeguard the worker as far as reasonably practicable from injury due to violence

 

REPORTING

 

The Divisional Safety and Health Committee have real time access to the RETSD Safety Concern or Incident Reporting System (Divisional Committee Team Site) in advance of each committee meeting.

 

The incident summary and report scans are updated on an ongoing basis by the safety and health office.

 

The incident summary records are reviewed at each meeting by the committee as part of a standing agenda and minute item.

 

All safety incidents reported, including incidents of violence, are recorded in the centralized summary record. All incident reports are available to the committee members, which includes investigation notes and corrective actions taken and planned. Investigations are conducted by Site Safety Teams.

 

Recommendations for process improvements can be recorded on the incident or concern report form under corrective actions.

 

COMMUNICATION

 

A combination of hard-copy postings, distributions and electronic posting will be used to communicate safety and health program information within RETSD.

 

TRAINING

 

All stakeholders shall be trained to their required level of involvement in the WSHMS to become familiar with its structure, organization, and how to look up and access information both electronically and in hard copy form through:

 

  • New employee orientation, employee manuals or employment information packages

 

  • Return to work or remedial programs, as required on an individual basis

 

  • Planned ongoing training through team meetings, individual coaching or other methods as developed or adopted

 

ENFORCEMENT

 

Ultimately, the superintendent shall be responsible for the sustainability of the WSHMS, and shall enforce compliance to standards at a divisional level.

 

Workplace safety and health management system compliance shall be managed through the application of performance management and progressive discipline policies and procedures.

 

Worker failure to comply with provisions of the RETSD safety program may lead to discipline, up to and including discharge from employment and / or other remedies available at law.

 Document Number

WSHMS-02A-SOP-006-02
 


 Document Control

Prepared:

Divisional Safety and Health Officer

Controlled:

Divisional Safety and Health Officer

Reviewed:

Divisional Workplace Safety and Health Committee

Issued: 

Director of Human Resources

Approved:

Director of Human Resources

Origin Date:

February 23, 2010

Last Revised:

July 24, 2018

Last Reviewed:

July 24, 2018

Next Review On or Before:

July 24, 2021

 

 

 References

Manitoba Workplace Safety and Health Act or equivalent legislation as applicable

 

Manitoba Workplace Safety and Health Regulation or equivalent legislation as applicable

 

Manitoba Workplace Safety and Health Regulation Part 02 – General Duties

 

Manitoba Workplace Safety and Health Regulation Part 10 – Harassment

 

Manitoba Workplace Safety and Health Regulation Part 11 – Violence in the Workplace

 

Manitoba Workplace Safety and Health Program Element 02 – Identifying and Controlling Hazards

 

All other associated and applicable workplace safety and health management system documents