Corporate Policies

Question 1

Definition conflict of interest

Answer 1

A situation in which a person is in to derive personal benefit from actions or decisions made in their official capacity. Even if there is no evidence of improper actions, a conflict of interest can create an appearance of inpropriety that can undermine confidence in the ability to act properly.

Question 2

Examples of Conflict of Interest

Answer 2

• Being in a position to make a decision or influence a decision that will affect in either a positive or negative way the personal, financial or business interests of either the employee, friend, relative or associate of the employee.
• Being in a position to use info or resources, which are available solely through their employment for the purpose of financial gain either to the benefit of the employee, friend, relative or associate.
• Engaging in employment outside the corporation that interferes with the performance of their duties as a city employee or from which an economic advantage may be derived as a result of info gained from employment with the city.
• Soliciting or being offered gifts, hospitality or favours of any kind from persons doing business with the city or seeking to do business or seeking employment.
• Engaging in political activity which would bring into question the employees neutrality with respect to political issues or particular elected municipal officials.

Question 3

What does not constitute a conflict of interest

Answer 3

A personal interest in common with all or most residents or tax payers or interest in common with all or a substancial number of employees.

Question 4

Respectful Workplace
Bullying def.

Answer 4

Is deliberate, aggressive behaviour by a person or group that is typically repeated over time. It is intended to cause harm, fear and distress or create a negative environment for another person. Bullying includes but not limited to:
* Abuse of power
* humiliation or embarrassment
* persistent and unjustified criticism
* exclusion and/or isolation
* threats
* rumours/gossip

Question 5

Respectful workplace
Discrimination def.

Answer 5

results from treating a person unequally, rather than treating the person fairly on the basis of individual merit. Discrimination can be either intentional or unintentional and is visually vased upon personal prejudices and steriotypical assumptions related to as least one of the protected grounds set out in the Ontario Human Rights Code.

Question 6

Respectful workplace
def.

Answer 6

a positive, safe and healthy workplace that results in the preservation of equal dignity and creates a culture that supports an individuals physical, emotional, social and psychological health and safety.

Question 7

Respectful workplace
workplace harassment def.

Answer 7

• engaging in a course of vexatious comments or conduct against an employee that is known or ought reasonably to be know to be unwelcome.
• A “course” of conduct means that a pattern of behaviour or more than one incident is usually required to establish Workplace Harassment or Workplace Sexual Harassment.
• However, a single significant incident may be sufficiently offensive to be considered Workplace Harassment or Workplace Sexual Harassment.

Question 8

respectful workplace
Workplace sexual harrasment def.

Answer 8

engaging in a course of vexatious comments or conduct against an employee because of sex, sexual orientation, gender identity or gender expression where the courst or comment is known or ought to be reasonably know to be unwelcome;

or making sexual solicitation or advance where the person is in a position to confer, grant or deny a benefit or advancement and the person ought reasonably to know that the solicitation or advance is unwelcome.

Question 9

Respectful workplace
examples of harrassment

Answer 9

Workplace harassment and sexual harassment are not defined by intent **but rather how the behavious would be perceived. **
* Physical actions such as touching, leering, violence which reinforces stereotypes and undermines self respect
* comments such as inappropriate jokes, psychological abuse or name calling
* Displays of offensive materials or offensive email or other electronic communications including social media
* Behaviours which create an environment which is hostile or offensive or which contribute to a poisoned work environment.
* Bullying

Question 10

Respectful workplace
harassment does not constitute:

Answer 10

• differences of opinion, interpersonal conflicts or unpleasant interactions unless they involve any behaviours described in the policy
• normal managerial functions such as the assignment of work, scheduling, approval of OT or vacation, management of performance and attendance, requests for med. documentation in support absences and the imposition of discipline, unless they involve any of the behaviours.
• Reasonable action taken by employee or management staff

Question 11

Respectful workplace
employee responsibilities

Answer 11

• promote and contribute to a respectful workplace
• refrain from violation of the policy
• report incidents
• attend an interview and provide info/documentation to the investigator when requested
• maintain confidentiality
• cooperate fully in investigation

Question 12

Respectful workplace
management responsibilities

Answer 12

• actively promote a respectful workplace
• set a good example
• keep a detailed written record of any violations
• address and resolve informal employee complaints by conducting and/or attempting to assist employees and as required consult with HR
• maintain confidentiality
• ensure that employees involved are aware of their responsibility to keep confidentiality
• cooperate in attempts to reach an informal resolution
• take corrective actions as required.

Question 13

Standard of behaviour
def.

Answer 13

• Employees are expected to behave in an ethical, professional and responsible manner at all times
• Applies on and off duty

Question 14

Standard of behaviour
use of pres. drugs

Answer 14

Employees are required to advise EHS if prescribed a drug including medicinal cannibis which may impact their job or duties.

Question 15

Standard of Behaviour
examples of unacceptable behaviour

Answer 15

• Failure to disclose a conflict of interest
• commission of fraud or theft in relation to city property
• discrimination, harassment or bullying in the workplace
• violence in the workplace
• excessive absenteeism or lateness
• possesion of illegal drugs, open alcohol, open cannabis
• working under the influence which may prohibit the safe or responsible performance of job duties whether medically prescribed or not
• Misrepresentation or falsification of employee record
• release of info confidential to the City
• incompetent negligent or improper conduct prejudicial to the interest of the city
• Insolence and/or subordination
• abuse of authority

Question 16

Workplace Violence
means:

Answer 16

1. the exercise of physical force by a person against a worker in the workplace that causes or could cause physical injury to the worker
2. an attempt to exercise physical force against a worker
3. a statement or behaviour that it is reasonable for a worker to interpret as a threat to exercise physical force against the worker

Question 17

Workplace violence
management staff responsibilities

Answer 17

• actively promote a workplace free of violence
• understand and abide by the requirements of this policy including the employee responsibilities
• immediately respond to all complaints/incidents
• report all complaints and/or incidents
• summon immediate assistance when extreme or immenant threats occur
• communicate and review this policy with employees they supervise
• ensure employees are trained in this policy
• take corrective action to address the conduct of employees who violate this policy, including but not limited to disciplinary action, coaching/counselling, training, education or such other measures as one deemed appropriate in the circumstances
• Encourage employees to report complaints/incidents
• ensure that all employees are aware of who to contact
• consult with the directort of HR or designate prior to releassing any personal info
• provide a written response to all written recomendations from the JHSC within 21 days
• Become familiar with all aspects of the workplace violence program

Question 18

Workplace violence
employee responsibilities

Answer 18

• promote a work environment free from workplace violence and refrain from contributing to or engaing in any acts of workplace violence
• comply with this policy
• immediately notify management staff or their HR rep of any workplace violence, whether the notigyer is the victim or not. In the case of an extrem/immenent threat contact security, corp. services dept., police
• where appropriate go to a safe location in the workplace and immediately report the incident to any management
• participate in training regarding this policy
• fully cooperate in investigations

Question 19

Workplace violence
reprisal examples

Answer 19

Employees who engage in reprisals may be disciplined
* any act of retaliation that occurs because a person has complained or provided info about an incident
* intentionally pressuring a person to ignore or not report an incident
* intentionally pressuring a person to lie or provide less than full coop with an investigation of a complaint

Question 20

Acceptable use of IT
what four policies its used in conjuction with?

Answer 20

Used in conjuction with laws, regs, professional standards, software licensing agreements, corp policy and procedures including:
* standard of behaviour
* respectful workplace
* fraud and theft
* conflict of interest

Question 21

Acceptable use of IT
primary purpose of it?

Answer 21

Primary purpose is for business. Occasional or incidental personal use is permitted within reasonable limits provided it does not conflict with business use of time, impact negatiely on other IT users/IT resources and doesnt adversly affect performance of work duties/responsibilities.

Question 22

Respectful workplace/workplace violence program
What is workplace violence?

Answer 22

• **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 iti is reasonable for a worker to interpret as a threat to exercise physical force against a worker, in a workplace, that could cause physical injury to the worker

Question 23

Respectful workplace/workplace violence program
Types of Workplace violence (4)

Answer 23

1.** Type 1- External perpetrator**–the violent person has no relationship to the worker in the workplace
2. Type 2- Customer/client–the violent person is a client at the workplace who becomes violent towards a worker or another client.
3. Type 3- Employment related–the violent person is a worker or has/had some type of job related involvement with the workplace
4. Type 4- Domestic violence–The violent person has a personal relationship with an employee or client

Question 24

Respectful workplace/workplace violence program
Dealing with a Potentially Violent person
Verbal Tips:

Answer 24

• Remain calm and professional, try to calm the other person
• use clear and simple language and speak slowly, quietly and confidently
• do not interrupt or offer unsolicited advice or criticsm
• be empathetic and non judgemental. Build rapport
• Redirect challenging questions to the issues at hand
• Acknowledge the other person’s feelings-indicate that you can see they are upset.
• Refer the person to your Manager or Supervisor

Question 25

Respectful workplace/workplace violence program
Non verbal communication tips and behaviour tips:

Answer 25

• use calm body language
• arrange yourself so that your exit is not blocked (if doing so is possible)
• position yourself at a right angle rather than directly in front of the person
• give yourself enough space between you and the person
• avoid putting your hands on your hips, pointing your finger, or crossing your arms
• try not to make sudden movements, which can be seen as threatening
• do not fight, walk or run away
• get assistance from security services or police

Question 26

Respectful workplace/workplace violence program
Reporting workplace violence- what info is needed?

Answer 26

• details of the incident
• the type of workplace violence
  1. actual
  2. intended
  3. threatened
• parties involved
• description of parties involved if names are unknown
• time and date of incident
• location of incident
• witnesses statements
• injury type
• potential for for future incidents
• severity of incident
• locatio of any physical evidence
• police contact information

Question 27

Corp 03-05-01 Acceptable Use of IT Resources – What act governs the collection, use and disclosure of information by the city?

Answer 27

Municipal Freedom of Information and Protection Act (MFIPPA)

Question 28

Corp 01-03-02 Conflict of Interest - What steps must be taken when there is potential for a conflict of interest?

Answer 28

• These must be disclosed to the employee’s supervisor and department head, in writing, as soon as the employee is aware of the potential for conflict.
• The department head will determine appropriate action to mitigate any conflict, which may include re-assignment of the employee.

Question 29

Corp 01-03-02 Conflict of Interest - What gifts, hospitality, benefits or favours are allowed?

Answer 29

• The City will tolerate the acceptance of gifts, hospitality, benefits or favours only when they can be viewed to be within the boundaries of generally accepted business practices.
• An employee who is in doubt about whether they should accept a gift, benefit or favour should politely decline or pay for their own entertainment.
• Employees may accept occasional business meals from a person doing business with the City or seeking to do business with the City.

Question 30

Corp 01-03-02 Conflict of Interest – When are Invitations or tickets to social/charity events and functions acceptable?

Answer 30

• The employee is one of many employees with similar municipal roles to attend the event.
• There is value in attending .
• The purpose of the event/function is information sharing or customer/partner appreciation where there may be an expectation that invited staff will attend as a representative of the City.
• Staff in attendance are there to represent or promote the City.
• The source of the invitation or tickets does not pose a real or perceived conflict of interest, and/or
• The employee will receive no personal gain or benefit in attending in their role as a representative of the City.

Question 31

Corp 01-03-02 Conflict of Interest – What are gifts of a nominal value?

Answer 31

• Employees can accept occasional gifts valued at $50 or less, given as gestures of courtesy or hospitality, but cash gifts are not permitted.
• Gifts exceeding this value or multiple nominal gifts from the same source should be declined or returned.
• Gift baskets or similar items may be accepted on behalf of a work group if precautions are taken to avoid conflicts of interest.
• Employees attending events or functions may retain prizes or gifts of nominal value won at these occasions.

Question 32

Corp 01-03-02 Conflict of Interest – What are city employees not allowed to do with regards to political activity?

Answer 32

• City employees may not publicly, in a personal capacity, state an opinion which is in opposition to an official City position on an issue, at any time or in any way that would identify the individual as a City employee.

Question 33

Corp 01-03-04 Respectful Workplace – What are the steps in the City’s Respectful workplace program/ Workplace Violence program?

Answer 33

• Reporting, Investigating, disclosure and resolution.

Question 34

Corp 01-03-04 Respectful Workplace/ 01-07-01 Workplace violence – What gives these policies legislative authority?

Answer 34

• This policy complies with the Accessibility for Ontarians with Disabilities Act, the Ontario Human Rights Code, and the Ontario Occupational Health and Safety Act

Question 35

Corp 01-03-04 Respectful Workplace – Every employee has the right to freedom from discrimination and workplace harassment/sexual harassment in the workplace which includes but not limited to?

Answer 35

• Race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex (includes pregnancy and breastfeeding), sexual orientation, gender identity, gender expression, age, record of offences, marital status, family status or disability.

Question 36

Corp 01-03-04 Respectful Workplace – What is management staff?

Answer 36

• Means any individual responsible for directing the work of others.

Question 37

Corp 01-07-01a – Respectful Workplace and Workplace Violence Program – What Values are the foundation of all we do in the City of Mississauga?

Answer 37

• Trust, Quality and Excellence

Question 38

Corp 01-07-01a – Respectful Workplace and Workplace Violence Program – What are an employee’s responsibilities?

Answer 38

• If you feel that there is a risk of personal injury to the employee or others in the workplace, or that a risk is likely to occur, you must encourage the employee to disclose the information to their Manager/Supervisor, a person in a position of leadership or Human Resources immediately.
• If the employee does not disclose the information and if there is a risk to the workplace, you must report the information to Management yourself so that measures can be taken to protect employees in the workplace.

Question 39

Corp 01-07-01a – Respectful Workplace and Workplace Violence Program - To recognize the hazards and assess risks of workplace violence, how does the City conduct workplace violence assessments?

Answer 39

• Collect Workplace Information.
• Identify Risks
• Review Policies & Training Programs
• Develop Workplace Procedures to Control Risks.

Question 40

Corp 01-07-01a – Respectful Workplace and Workplace Violence Program – What are some preventative tactics that will help to minimize the risks of workplace violence?

Answer 40

• Have access to a means of communication (e.g. telephone, email, two-way radio, etc.).
• Follow all procedures and protocols developed for your workplace.
• Be alert and make mental notes of your surroundings when you arrive at a new or different setting.
• Exercise your right to refuse work in clearly hazardous situations in accordance with the Occupational Health and Safety Act.
• Disclose any potentially violent situations to your Manager or Supervisor.
• Do not enter any situation or location where you feel threatened or unsafe.
• Check for exit routes in unfamiliar premises.

Question 41

Corp 01-07-01a – Respectful Workplace and Workplace Violence Program – How are ways to manage incidents of workplace violence?

Answer 41

• Call for help from others.
• Give bystanders specific instructions to help you.
• Do not chase the aggressor.
• Run to the nearest safest place, a safe office or work area.
• Call your Manager, Supervisor, Security Services or Police immediately.
• Take all reasonable steps to prevent injury.
• Have your Supervisor/Manager complete a 301 Form as soon as possible.

Question 42

Corp 01-07-01a – Respectful Workplace and Workplace Violence Program – What specific steps should a manager or supervisor take upon witnessing or receiving a report of workplace violence or a related incident?

Answer 42

• Determine the severity of the situation. If the employee or bystanders in the surrounding area are in immediate danger of physical violence, call 9-1-1. If the employee is threatened with physical harm or injury, and the individual behaviours continue to escalate (i.e. unresponsive to rational context of words), the Manager or Supervisor will contact Security Services and follow the instruction provided to them.
• Provide the detailed information collected from the employee immediately to Human Resources.
• Record the details of the incident on the Accident/Incident Form 301 with the employee.

Question 43

Corp 03-05-01 – Acceptable Use of IT Resources – When may the City electronically monitor employees’ use of IT Resources?

Answer 43

• While employees are working, including on City property or working remotely.
• While employees are using City resources or equipment.
• If there is suspected improper use of City resources, and
• Any other circumstances that the City deems appropriate, in accordance with this Policy and all statutes, regulations, and collective agreements.

Question 44

Corp 03-05-01 – Acceptable Use of IT Resources - IT Users who send communications in electronic format and do not want those communications forwarded by the receiver(s) should do what?

Answer 44

• Should expressly indicate this in the subject line or at the top of the e-mail by marking the electronic communication with “Do Not Forward”.
• If an IT User receives communication in electronic format which is marked “Do Not Forward”, it must not be forwarded unless express authorization has been received from the sender.

Question 45

Corp 03-05-01 – Acceptable Use of IT Resources – Who must abuses of IT resources be reported to?

Answer 45

• The individual’s immediate supervisor or the Director of IT and the departmental HR Manager.

Question 46

Corp 03-05-01 – Acceptable Use of IT Resources - Loss or theft of any City issued equipment must be reported to?

Answer 46

• Immediately to the employee’s immediate supervisor, the departmental IT Manager, the Access and Privacy Officer and Corporate Security.

Question 47

Corp 03-05-01 – Acceptable Use of IT Resources - What measures should supervisors or managers undertake to fulfill their responsibilities outlined in ensuring compliance with IT policies?

Answer 47

• Supervisors/managers are responsible for ensuring that IT Users under their supervision are aware of and comply with this policy;
• are properly authorized and trained to use IT Resources;
• that the access rights of IT Users who transfer, take a leave of absence exceeding three weeks, or leave the City are processed or rescinded in a timely manner;
• and that all IT Resources are returned to the City, if applicable.

Question 48

Corp 03-05-01 – Acceptable Use of IT Resources – What is the specific form required and the procedure to follow when requesting security access to City IT resources, including details about authorization, signing, and the subsequent approval and processing steps?

Answer 48

• Form 990 - Security Access must be completed, authorized and signed by the employee’s immediate manager or designate and forwarded to the applicable departmental IT Manager for approval and processing.

Question 49

Corp 03-05-01 – Acceptable Use of IT Resources – What are the general restrictions when it comes to IT resources?

Answer 49

• IT Resources may not be used for transmitting, accessing, retrieving, viewing, uploading, downloading or storing inappropriate communications.
  Inadvertently accessing an inappropriate site, or receiving an e-mail with an unacceptable attachment, will not be considered a violation of this policy.
  However, printing, saving or forwarding inappropriate material is a violation.
• IT Users must respect copyright restrictions on any downloaded information.
• The files or data of other IT Users may not be accessed, deleted or modified without the IT User’s consent, or in accordance with this policy.
• IT Users may not install or download software on any City issued IT Resource without the prior knowledge, approval and authorization of their departmental IT Manager.
  o Copying licensed software is strictly prohibited; only software that is licensed with the City of Mississauga and paid for through the designated channels is permitted.
• City staff posting information on external websites that relates to the City must not knowingly defame the City or post confidential information.
  o This includes, but is not limited to, chat groups, blogs, message boards, Facebook, etc.
• All IT Users are prohibited from sending credit card Primary Account Numbers (PAN) via E-mail or any other unencrypted electronic medium.
  o Online purchasing with a City issued credit card (PCard) for City business purposes is permitted.