RESPECTFUL WORKPLACE POLICY AND PROCEDURES

Introduction
The OLT is committed to building and preserving a safe, productive, and healthy working environment based on mutual respect, and is committed to taking all reasonable steps to protect our employees and volunteers. The Board, staff and volunteers have pledged to a workplace that fosters openness and acceptance; acts of discrimination, any form of harassment, or acts or threats of workplace violence will not be tolerated. All reports of any form of harassment, violence or discrimination will be taken seriously.

OLT is a signatory of the Canadian Arts Coalition “Respectful Workplaces in the Arts” Code of Conduct.

Purpose

It is the primary objective for all associated with our theatre to ensure the working environment:

  • promotes a positive experience and a harmonious and respectful working environment
  • ensures compliance with the requirements of the Ontario Occupational Health and Safety Act (“OHSA”) relating to workplace violence and harassment
  • sets high standards of service integrity, minimizes discord, and promotes the effective resolution of conflicts.

A respectful and safe workplace that fosters creativity and camaraderie is fundamental to achieving our mission and fostering a culture of excellence.

Scope

The policy applies to all OLT staff, volunteers, guests, and contractors. The conduct prohibited by this policy specifically includes, but is not limited to, discrimination, violence, or harassment by any means – verbal/nonverbal, written, and/or digital, including electronic and social media communication.

Expectations

Staff and volunteers are expected to:

  • treat one another and the public with dignity, respect, and openness
  • act with honesty and integrity
  • observe high standards of appearance and conduct
  • avoid conflicts of interest
  • conduct themselves in a manner that reflects positively on the public image, fully supports our mission/mandate, and is in the best traditions of the Theatre
  • maintain confidentiality in handling and reporting complaints to protect all parties involved.

 Reporting

OLT recognizes that individuals who experience or observe discrimination, harassment, or violence may be reluctant to report.

OLT will not retaliate in any way against anyone who files a complaint in good faith or who acts as a witness in good faith relative to a complaint.

OLT prohibits retaliation by anyone against another individual who makes a complaint in good faith or acts as a witness. Anyone who retaliates may be subject to discipline, up to and including dismissal for cause. Any, and all staff/volunteers bearing witness to bullying, harassment, or discrimination are asked to document the incident and report it to the Board Designate(s).

Reporting Process
Those who believe they have experienced harassment, bullying or discrimination should:

    1. Communicate disapproval: If comfortable, the complainant should communicate their disapproval to the person(s) engaging in unwelcome behavior, including informing the Director, and request that it cease.

    2. Report to Board Designate: If the complainant is not comfortable addressing the alleged harasser directly, they should inform the Board Designate(s) to act on their behalf.

    3. File a formal complaint: If informal attempts are inappropriate (e.g., involving violence or sexual harassment) or ineffective, a formal complaint letter should be filed with the Designate(s).

    4. Report serious threats to 911: Serious threats or violence, such as sexual or physical assaults, should be reported to 911 immediately, with the Board Designate notified as soon as possible afterwards.

Appointment of the Board Designate

The Board shall designate two individuals from the membership to oversee concerns and complaints. OLT will train and assure competency of the Board Designates who will receive ‘Respectful Workplace’ training from an independent, external HR Firm.

The Board Designates will:

  • Act as primary contacts for complaints and concerns related to workplace violence, harassment, and discrimination.
  • Ensure all complaints are handled confidentially and professionally.
  • Ensure that this document be reviewed at the beginning of the First Read of every production by either one of the Board Designates or by the Volunteer Liaison to ensure everyone is aware of and adheres to these guidelines.

    • Consequences
    Any staff member or volunteer found to have engaged in discrimination, harassment, violence, or retaliation against someone who has made a complaint in good faith or acted as a witness will be subject to disciplinary action. The consequences may include, but are not limited to:

  • Verbal or written warning
  • Suspension with or without pay
  • Termination of employment or volunteer position
  • Legal action, if applicable

    • False Allegations and Retaliation against Complainants
    Making knowingly false or malicious accusations of harassment, abuse or misconduct can have serious consequences for those who are wrongly accused. OLT prohibits the making of false or malicious allegations, as well as deliberately providing false information during an investigation. Non-compliance is subject to disciplinary action.

    Review and Updates
    This policy will be reviewed every January by the Board of Directors and updated as necessary to ensure compliance with relevant laws and to reflect the evolving needs of our workplace

     APPENDIX A:  DEFINITIONS

     OLT adheres to The Ontario Occupational Health and Safety Act (OHSA) definition of Workplace Abuses:

    • The OHSA defines “Workplace violence” as:
    1. the exercise of physical force by a person against a worker, in a workplace, that causes; or could cause physical injury to the worker, or
    2. an attempt to exercise physical force against a worker, in a workplace, that could cause physical injury to the worker, or
    3. a statement or behaviour that it is reasonable for a worker to interpret as a threat to exercise physical force against the worker, in a workplace, that could cause physical injury to the worker.
    • “Workplace harassment” as
    1. engaging in a course of vexatious comment or conduct against a worker in a workplace that is known or ought reasonably to be known to be unwelcome, or workplace sexual harassment.
    • “Workplace sexual harassment” as
    1. engaging in a course of vexatious comment or conduct against a worker in a workplace because of sex, sexual orientation, gender identity or gender expression, where the course of comment or conduct is known or ought reasonably to be known to be unwelcome, or
    2. making a sexual solicitation or advance where the person making the solicitation or advance is in a position to confer, grant or deny a benefit or advancement to the worker and the person knows or ought reasonably to know that the solicitation or advance is unwelcome.

    APPENDIX B: Policy review to be read at every first reading of new productions:

    “Welcome, everyone. As we begin this production, the Board of Directors of the Ottawa Little Theatre wants to remind our volunteers and staff of our ongoing commitment to maintaining a respectful and safe working environment. We have always been dedicated to fostering an atmosphere of mutual respect, openness, and acceptance. Discrimination, harassment, and violence of any kind will not be tolerated.

    A respectful and safe workplace that fosters creativity and camaraderie is fundamental to achieving our mission and fostering a culture of excellence. We remind you that if you encounter any form of harassment, bullying, or discrimination, there is a clear process in place for addressing these issues. We encourage anyone experiencing or witnessing unacceptable behavior to speak up. You can communicate your disapproval directly, report the issue to our Board Designate(s), file a formal complaint, or, in cases of serious threats or violence, contact 911 immediately.”

    REPORTING PROCEDURE

    This document is a supplementary guide to OLT’s “Respectful Workplace Policy and Procedures” to help individuals quickly find information on reporting incidents of discrimination, harassment, bullying, or violence.

    Reporting Process
    Those who believe they have been subjected to harassment, bullying, or discrimination should follow these steps:

    1. Communicate disapproval: If comfortable, the complainant should communicate their disapproval to the person(s) engaging in the unwelcome behavior, including informing the Director, and request that it cease.

    2. Report to Board Designate: If the complainant is not comfortable addressing the alleged harasser directly, they should inform the Board Designate(s) to act on their behalf.

    3. File a formal complaint: If informal attempts are inappropriate (e.g., involving violence or sexual harassment) or ineffective, a formal complaint letter should be filed with the Designate(s).

    4. Report serious threats to 911: Serious threats or violence, such as sexual or physical assaults, should be reported to 911 immediately, with the Board Designate notified as soon as possible afterwards.

    CONTACT INFORMATION

    Board Designates

    Venetia Lawless and Ross Dumontet
    E-mail: Respectfulwp@ottawalittletheatre.com

    Updated November 11, 2024