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Violence in the Workplace Policy and Program

In support of the McMaster University Workplace Environmental Health and Safety Policy, the University is committed to the prevention of workplace violence. All acts of workplace violence are strictly prohibited. Every worker must work in compliance with this policy and the supporting program.

 

McMaster university building on campus.

Policy and Program Overview

McMaster University is committed to fostering, creating and maintaining a violence-free environment for all members of the University community. Focus of the Violence Prevention Policy and Program include a. identifying appropriate means and resources for assessing risks to violence in the workplace; b. promoting awareness of the McMaster University Policy on Violence in the Workplace through training and communication; and c. informing the University community about response protocols for dealing with a violent or potentially violent situation. This policy and program have been developed to meet the University’s obligations under the Occupational Health and Safety Act.  

Purpose 

The purpose of the program and guidelines is to:

  • affirm the University’s commitment to the safety and well-being of our community,
  • define and identify types of workplace violence,
  • review methods to recognize, assess, and mitigate violence risk;
  • communicate means to obtain emergency assistance, reporting obligations, investigation process, and supports available to the University community.

Scope 

All faculty, staff, students, volunteers and contractors that are involved in activities at any location approved by McMaster University. 

Definitions

Workplace violence is defined in the Occupational Health and Safety Act (OHSA) as:  

  • the exercise of physical force by a person against a worker, in a workplace, that causes or could cause physical injury to the worker; 
  • an attempt to exercise physical force against a worker, in a workplace, that could cause physical injury to the worker; 
  • 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. 

Sexual Violence is a form of workplace violence. McMaster University’s Sexual Violence Policy defines Sexual Violence as any sexual act or act targeting a person’s sexuality, gender identity or gender expression, whether the act is physical or psychological in nature, that is committed, threatened or attempted against a person without the person’s Consent, and includes Sexual Assault, Sexual Harassment, stalking, indecent exposure, voyeurism and sexual exploitation.

Information Box Group

Violence in the Workplace Policy Learn more

This Policy provides a framework within which established protocols are identified for assessing the risk of violence in the workplace, dealing with violent situations, specific threats of violence, and emergency responses to violent behavior.

Violence in the Workplace Program Learn more

The intent of the McMaster University Program and Guidelines on Violence in the Workplace is to provide procedural guidance in support of the McMaster Policy on Violence in the Workplace.  This program is designed to foster a culture of respect, civility, and belonging for all members of the McMaster community.

 

Violence and Harassment Prevention in the Workplace Training  Learn more

As part of the University’s commitment to health and safety, the Violence and Harassment Prevention in the Workplace training program is mandatory for all employees. 

This training module will provide employees and leaders with tools to recognize and report violence, discrimination, harassment, and hate in the workplace, and with an understanding of the processes available to address these issues.  

Protected: Types of Violence

There are four categories that distinguish types of workplace violence: 

  • Criminal intent – the person committing violence may have no legitimate relationship to the workplace.  
  • Customer/client – a customer/client at the workplace may become violent towards a worker or another person during a regular transaction.  
  • Employment related– a worker becomes violent in the workplace.  
  • Intimate partner – a potential for violence in the workplace results from conflict in an intimate personal relationship.  

Employers who are aware of, or who ought reasonably to be aware of, domestic violence that would likely expose a worker to physical injury in the workplace must take every precaution reasonable in the circumstances to protect the worker [OHSA section 32.0.4].  

*Domestic violence as noted in the Occupational Health and Safety Act is more commonly referred to as intimate partner violence.  

Protected: Risk Assessment Measures

Campus Safety Services (CSS) may carry out a building audit using the Crime Prevention Through Environmental Design (CPTED) philosophy. The proper design and effective use of the built environment can lead to a reduction in incidences.  

Supervisors will identify violence risk when conducting a Job Hazard Analysis (JHA). Additionally, University Health and Safety (UHS) has made available a risk assessment for all job categories. This high-level assessment describes potential risks, and standard measures and procedures to mitigate risks. The Faculty of Health Sciences Safety Office (FHSSO) completes local workplace violence risk assessments in collaboration with hospital partners for McMaster occupied spaces.  

Controls must be implemented to mitigate violence risk. This may include but is not limited to physical upgrades to the workplace such as panic alarms or barriers, emergency response procedures, working alone Standard Operating Procedures (SOP), request to CSS to provide a CPTED.   

Protected: Risks of Workplace Violence

The following factors should be jointly reviewed by employees and supervisors when developing, reviewing or refreshing Standard Operating Procedures (SOPs) related to Violence in the Workplace.  

Expandable List

Those working alone or in isolation may be at an increased risk of violence in the workplace. Risk Management Manual (RMM) #304 Working Alone Program provides documented plans and potential physical upgrades to address potential issues that may arise while working alone.  

The University has made available Risk Management Manual (RMM) #801 Field Trip and Electives Planning Program. This program requires individuals to consider warnings from the Federal government on travel to specific areas of the world. It also requires participants to create and have plans for various types of travel-related emergencies.  

Faculty, staff, and students may access medical and security assistance through Healix while they are travelling or living abroad within a McMaster capacity. The travel safety webpage contains Healix travel resources and emergency support resources.  

The University has programs available to assist both employees and students in crisis. 

Student supports: These services include Student Case Management (SCM) for general support and crisis intervention, Student Wellness Centre (SWC) for mental health and wellbeing resources, and Student Accessibility Services (SAS) for students with disabilities. 

Employee supports: The University has an established Employee and Family Assistance Program (EFAP) for employees in need of access to mental, physical, social and financial wellbeing supports. Employees are also encouraged to speak with their Supervisor, HR Strategic Partner, or contact the Employee Health & Well-being team for more information about workplace supports available to them. 

Campus Safety Services (CSS) can assist when handling cash or other sensitive items. This may be provided as on-site security, or guidance on physical upgrades to an area for the protection of property or people. If an Employee has concern about handling cash, they should speak with their Supervisor.

On main campus, regular patrols are conducted by Campus Safety Services (CSS). Supervision of CCTVs is conducted by the CSS dispatcher with the aid of other staff. Off-site locations initially rely on contracted security guards, with CSS responding (Hamilton only) as required and/or the local police departments.  

Red Assistance poles are available throughout main campus and at some offsite locations. CSS is contacted by pushing the button on the phone located on the pole.  

In case of emergency, CSS may utilize the emergency notification system. This may include siren alerts, smartphone and computer alerts, video information on screens, and updates on the McMaster main webpage and McMaster News (formerly Daily News). 

Given the fundamental importance of Freedom of Expression to the mission of the University, the institutional goal is to enable planned events to proceed wherever reasonably possible. The cancellation, suspension, or postponement of approved events are not desirable outcomes, and such measures should be taken only in extreme cases, such as where there are serious concerns for community safety. Depending on the circumstances, a range of University offices including University Health and Safety (UHS), Student Affairs, Campus Safety Services (CSS), the President’s Office, and the Equity and Inclusion Office (EIO) will be consulted in these cases. The University has made available the Freedom of Expression, Protest and Dissent: Guidance for Event Organizers and Participants.  

The University recognizes the imbalances in power that exist within our community and the disproportionate impact such imbalances have upon groups and individuals that face discrimination and marginalization. The University’s guidance for event organizers document includes a requirement to consider the potential impact on groups who may be affected by a particular event, and any response or supports that might be needed. The Equity and Inclusion Office (EIO) offers confidential support to individuals who may be impacted. 

Protected: Reporting Imminent Violence, Threats or Emergencies

Emergency phone contact  

In case of a violent situation or imminent threat contact the following: 

  • At main campus, call Campus Safety Services (CSS) by dialing ext. 88 using a land line or by dialing 905-522-4135 from an external line, or by using the MUSST App
  • At Hamilton Health Sciences (HHS) locations, call security by dialing ext. 5555
  • At St. Joseph’s, dial ext. 7777
  • At all other locations, for emergency response dial 911

Panic buttons and Red Assistance poles that connect directly to CSS are also available throughout main campus and at some off-site locations. 

Emergency Contact Resources

McMaster Emergency Guidebook Learn more

Campus Safety Services has prepared a McMaster Emergency Guidebook to outline the appropriate response and contacts for various types of emergencies on main campus and off-site locations.

McMaster Safety App Learn more

Campus Safety Services’ mobile app, McMaster Safety App, provides both important safety alerts and access to campus safety resources. All community members are strongly encouraged to download the Safety App.

Protected: Reporting Concerns Relating to Workplace Violence

Reporting Violence

Any member of the McMaster University community who has any concerns relating to Thoughts, Threats, or Acts of Violence, or who becomes aware of any indication of primary warning signs, should contact Campus Safety Services (CSS) and their supervisor, if applicable. CSS will liaise with the appropriate responding offices listed below.

Everyone has a duty to report; no concern is too small. An individual can consult confidentially with any of the offices listed below, who can help advise on whether full reporting is required. 

  • Employee & Labour Relations (ELR) for faculty and staff   
  • Student Support & Case Management (SCM) for students  
  • Campus Safety Services (CSS) for people other than faculty, staff, or students  
  • Sexual Violence Prevention and Response Office (SVPRO) for all community members  

A University Injury/Incident Report Form shall be submitted to University Health and Safety or the Faculty of Health Sciences Safety Office.  

Warning Signs for Violence

The presence of primary warning signs may establish reasonable grounds to believe there is a risk for future violence. These warning signs include thoughts, threats, or acts of violence. Acts and threats of violence have the potential to cause physical or grave psychological harm, or fear of such harm.   

Secondary warning signs are indications or problems in daily living that may increase violence risk, given the presence of primary warning signs. These warning signs include problems with conduct (such as disruptive or antisocial behaviour), adjustment (such as problems with personal relationships, or health, both physical and/or mental). Secondary warning signs on their own do not establish reasonable grounds to believe there may be a risk of future violence.   

Source: Protect International

Violence Risk Mitigation Process   

The University has established a comprehensive violence risk mitigation process, to be applied when the University becomes aware of information that raises concern about whether an individual poses a future risk of violence to members of the community. Information is then considered by trained University representatives to identify potential risks and appropriate mitigation measures to manage such risks.   

When a responding office is notified of a concern relating to risk of violence, an objective and evidence-based violence risk triage is completed to determine whether there are reasonable grounds to believe there may be a future risk of violence and, if so, what immediate actions need to be taken.  Depending on the outcome of the triage, the University may, for example:     

  • Determine there are no reasonable grounds to believe there is a future risk of violence, and follow up with support to the person who raised the concern. 
  • Determine there may be reasonable grounds to believe there is a future risk of violence, and initiate an investigation to find out more information.   
  • Determine there are reasonable grounds to believe there is a future risk of violence, and convene a response team, including Campus Safety Services (CSS), relevant professionals, and other experts as may be appropriate in the circumstances, to identify actions to mitigate identified risk and support those potentially impacted. Such actions may include providing support resources, issuing a safety bulletin on a need-to-know basis, arranging for safety planning, restricting individuals from accessing McMaster property, and making a disclosure to Police Services.    

Source: Protect International

Confidentiality

As part of the University’s internal responsibility, communication regarding violence risk triages and assessments will be managed on a need-to-know basis, and in compliance with the Occupational Health and Safety Act (OHSA).   

Provision of information 

Identifying information will be shared only in circumstances where it is necessary in order to administer the violence risk mitigation process, to address safety concerns, or to satisfy a legal reporting requirement. Only information that is reasonably necessary to protect an individual will be disclosed. Where there are reasonable grounds to be concerned about the risk of future violence or the safety of the broader community or the public, or where the University is otherwise obligated to do so, the University may report the incident to Police Services or another external agency. 

The following are relevant excerpts from the Occupational Health & Safety Act, to support disclosure as appropriate in the circumstances: 

(3) An employer’s duty to provide information to a worker under clause 25 (2) (a) and a supervisor’s duty to advise a worker under clause 27 (2)

(a) include the duty to provide information, including personal information, related to a risk of workplace violence from a person with a history of violent behaviour if, (a) the worker can be expected to encounter that person in the course of his or her work; and

(b) the risk of workplace violence is likely to expose the worker to physical injury. 2009, c. 23, s. 3.

 Limit on disclosure 

(4) No employer or supervisor shall disclose more personal information in the circumstances described in subsection (3) than is reasonably necessary to protect the worker from physical injury. 2009, c. 23, s. 3.

Protected: Additional Resources

McMaster Resources

The primary responsibility for protection of people and property within the McMaster main campus community is assigned to Campus Safety Services (CSS). Methods and approaches to assist in achieving a safe and secure environment are developed through community prevention programs and law enforcement. CSS provides immediate emergency response when notified of a violent act or the threat of violence.   

The group is composed of appointed members of the University faculty and staff who determine and implement all appropriate measures in response to any crisis that may affect the University. The Crisis Management Group is chaired by the Vice-President, Operations and Finance, and when convened in response to an actual or perceived crisis, has total decision-making powers regarding the University response. 

A volunteer organization, on call 24 hours a day, 7 days a week during the school year. The team responds to all medical emergencies on campus. Responders are certified as Canadian Red Cross Emergency Medical Responders, with some members having completed the International Trauma Life Support course and Advanced Medical Life Support.  

For emergencies on campus:

Dial 88 from any campus phone or dial 905-522-4135 from all other phones.

Emergency First Response Team 

Provides access to mental, physical, social and financial wellbeing supports.

Employee and Family Assistance

 

 

Employee Health and Well-being is available to assist employees to maximize the relationship between your job and your health.

Provides proactive and strategic employee/labour relations guidance, advice and recommendations in line with employment legislation, collective agreements and University policies.

Employee Labour Relations is an Intake Office under the Discrimination & Harassment and Sexual Violence Policies.

The Equity and Inclusion Office (EIO) promotes and supports institution-wide commitments to equity, diversity, inclusion, and accessibility, and principles of inclusive excellence, to foster a campus culture and community that respect the human rights, integrity and dignity of all community members. Equity and Inclusion is an Intake Office under the Discrimination & Harassment and Sexual Violence Policies.

Responsible for Security at the main hospital locations.  

Hamilton Health Sciences Safety

Functions as a community resource for all Faculty of Health Sciences (FHS) members to educate, promote, support and address respectful conduct and behaviour across academic and clinical environments. 

Office of Respectful Conduct in Clinical and Academic Environments is an Intake Office under the Discrimination & Harassment and Sexual Violence Policies. 

University Health and Safety (UHS) – A team of health and safety specialists that provide professional and technical support to the University community.   

Faculty of Health Sciences Safety Office (FHSSO) – A team of health and safety specialists that provide professional and technical support specifically within the Faculty of Health Sciences.  

Provides a variety of supports, including counselling and accommodations, to all members of the University community. 

Sexual Violence Prevention and Response Office

Responsible for security at St. Joseph’s Healthcare Hamilton locations. 

St. Joseph’s Healthcare Hamilton (SJHH) Security

Promotes student rights and responsibilities through the administration of the Student, Residence, and Athletic Code of Conduct. Student Case Management is an Intake Office under the Discrimination & Harassment and Sexual Violence Policies.

A volunteer team of one male and one female provide safe, friendly accompaniment for students that wish to be escorted to their vehicle.     

Student Walk Home Attendant Team 

Provides personal counseling for students in distress or facing crisis. 

Student Wellness Centre – Student Wellness Centre

Additional supports may be available to some union members. Contact the applicable union representative for assistance.

 

City Community Resources

Local Police Department which provides direct patrol, back up and specialized services when requested. 

Hamilton Police Service | To Serve & Protect in Partnership with Our Communities

Offers services to people experiencing a crisis related to mental health and addictions.

Crisis Outreach and Support Team (COAST) | SOAR Community Services

Local Police Services are responsible for providing law enforcement and emergency response activities at offsite locations. 

Reference Materials

Occupational Health and Safety Act of Ontario R.S.O. 1990 Learn more

Risk Management Manuals Learn more

Risk Management Manuals #100 – Workplace and Environmental Health and Safety Policy; #304 – Working Alone Program; #114 – Work Refusal Program;  #1200 – Crisis Management Response Plan; #801 – Fieldtrip and Electives Planning Program; #324 – Job Hazard Analysis Program  

McMaster University Discrimination and Harassment Policy Learn more

McMaster University Sexual Violence Policy Learn more

Code of Student Rights and Responsibilities Learn more

Closed Circuit Television Surveillance Policy Learn more

Information Security Policy Learn more

Policy on the Use of University Facilities for Non-Academic Purposes (PUFNAP) Learn more

Freedom of Expression, Protest and Dissent: Guidance for Event Organizers and Participants Learn more

Standard Operating Procedure Template - Violence in the Workplace Learn more

McMaster Injury/Incident Report Form Learn more