Secure Staff Portal – Employee Manual

ABOUT HAPPY FACE NURSERY SCHOOL

Happy Face Nursery School (HFNS) is a non-profit charitable organization dedicated to providing quality child care. HFNS has been in operation for over 40 years. HFNS is overseen by a volunteer Board of Directors consisting of representatives with specific skill sets from the surrounding community. The Board of Directors meets monthly, and is responsible for ensuring the continued operation of quality childcare programs. Any eligible parent or community member can be an elected member of the Board of Directors.

Mission Statement

Happy Face Nursery School is a non-profit early learning and child care organization providing high-quality licensed child care since 1974 for children aged 12 months to 12 years. Our Board of Directors, executive team, and educators work collaboratively to ensure that the needs of every child are met. Children, families, and staff form strong relationships that are the foundation for quality care.

Vision Statement

Our Vision for Children…

All children deserve to be cherished and respected; caring relationships with responsive educators give children a sense of security. Children are capable and competent and deserve the chance to learn through play in an engaging environment that has been carefully planned by reflective educators.

Our Vision for Families…

Families deserve to feel confident that their children are well cared for by qualified educators in a safe, stable, and nurturing environment. All families are unique but share a desire for the best possible outcomes for their children. Families know their children best and are the first and most powerful influence on their children’s learning. Relationships between families and Happy Face personnel are built on mutual trust and respect.

Our Vision for Educators…

Educators deserve to be treated with respect and valued for the critical role they play in the lives of children and families. They develop trusting relationships and provide learning environments that support development, health, and well-being. They plan experiences that inspire children to explore and make sense of the world. They are reflective practitioners who are intentional in their everyday practice and deserve opportunities for professional growth and learning.

Facilities and Programs…

HFNS operates multiple sites, each of which offers its own unique programs. Employees may be required to work temporarily at a different site to fulfill staffing ratios as set forth in the Child Care and Early Years Act (CCEYA).

EMPLOYEE CLASSIFICATIONS

Full Time Employee:

Any employee who has signed an employment agreement and whose regular work week is more than 30 hours.

Part Time Employee:

Any employee who has signed an employment agreement and whose regular work week is 30 hours or less.

Casual Employee (Type 1):

Any paid employee who has signed an employment agreement and does not have a regular work schedule (ex: a listed supply teacher).

Casual Employee (Type 2):

Any paid employee who does not have a signed employment agreement and does not have a regular work schedule (ex: an urgent need/unlisted supply teacher). In most cases, a Casual Employee (Type 2) will be asked to sign a Casual Employee (Type 1) employment agreement after their first working opportunity.

Permanent Employee:

An employee who has been hired for a position without a pre-determined time limit. For permanent positions, the employee will be eligible for full employee benefits offered by Happy Face Nursery School after a probationary period of three months.

Temporary Employee:

An employee who has been offered a fixed term of full time or part time employment. It will be at the discretion of management whether a contracted employee will be eligible for employee benefits after a probationary period of three months.

CODE OF CONDUCT

HFNS expects employees to adhere to a certain standard of conduct in order to maintain our high standards and to create a positive work and learning environment for children, parents, staff, and community members.

General

Condescending or disrespectful conduct to clients, co-workers, management, or community partners will not be tolerated. We expect your cooperation in ensuring that our childcare environment is positive, productive, supportive, and motivating for one another, and that your decisions and behaviour will not reflect negatively on the organization. Adherence to the policies and procedures of HFNS is mandatory. All educators, whether or not they are Registered Early Childhood Educators, are expected to uphold the Code of Ethics and Standards of Practice of the College of Early Childhood Educators. If you have any questions regarding any policy, it is your responsibility to seek clarification from your Lead Educator or the Executive Director. The following are some examples of inappropriate behaviour, including but not limited to: • Violation of the HFNS Program Statement • Any action that may jeopardize the physical or emotional health or well-being of any child in the employee’s care at any time • Absence from work without proper authorization • Insubordination toward management, refusal to comply with instruction, or failure to perform reasonable duties which are assigned • Any violation of the Confidentiality Policy • Inappropriate relationships and/or disrespectful interactions with coworkers and individuals who have dealings with Happy Face • Falsifying employment applications, time cards, or other records • Engaging in acts of dishonesty, fraud, or theft • Abuse or unauthorized use of HFNS property or property belonging to another employee • Using loud or abusive or vulgar language, acting in a threatening or intimidating manner, or interfering with the performance of other employees • Violation of the centre’s Harassment and Discrimination Policy • Violation of criminal or civil laws • Violation of Computer and Internet Policy • Presenting yourself in the community in an unprofessional or inappropriate manner as a representative of HFNS • Any performance which, in the opinion of the Board of Directors, does not meet the requirements of the position All employees are expected to use common sense and good judgement regarding appropriate conduct.

Coworkers

The emphasis on and necessity of good team work in this organization means you are expected to make an extra effort when interacting with coworkers. Communicate honestly and directly, avoid gossip and rumour, be respectful of other employees, including administration and board members. Act professionally under stress and do not act out in the workplace. The childcare environment does not allow for the negative expression of feelings or opinions; address any complaints or problems in private. It is expected that any significant concerns or issues, particularly where they place in question the safety and well-being of the children, will be brought to the Lead Educator, who will then consult with the Executive Director regarding the proper course of action (if any). Happy Face acknowledges that employees may develop social and personal relationships in the workplace provided that these relationships do not interfere with the work performance or with the effective functioning of the workplace. Employees who engage in personal relationships (including romantic and sexual) should be aware of their professional responsibilities and are responsible for ensuring that the relationship does not raise concerns about abuse of power, harassment, favoritism, bias, or conflict of interest. In the event that a consensual personal relationship does exist in a supervisory context, the employee who is in the position of greater influence or authority must disclose the relationship to the Executive Director and initiate arrangements to address any issues of conflict of interest.

Clients

General expectations for interactions with clients (parents) are similar to that with coworkers, in that you are expected to conduct yourself professionally at all times. Any problems with parents should be brought to the Lead Educator where at all possible, who in turn should advise the Executive Director. The Lead Educator and Executive Director will decide on the proper course of action. If an employee has or develops social and personal relationships (including romantic and sexual) with clients, they should be aware of their professional responsibilities and maintain personal and professional integrity at all times. Given the focus on confidentiality and professionalism, the following policies and concerns shall govern situations where children of a spouse or partner of an employee attend the Centre at which the employee works: • Where at all possible, the child shall not be placed under the direct care and supervision of the employee. • The employee shall be advised that, given the increased possibility of conflict (i.e. upon a breakdown of the relationship or with the child’s other biological parent), the employee may be asked to transfer to another HFNS site. • The employee may request a transfer to another HFNS site where they feel the possibility (or reality) of conflict would make such a request prudent and/or necessary. Every effort will be made to accommodate the request. Failure to live up to the HFNS Code of Conduct will result in disciplinary action up to and including termination.

CONFIDENTIALITY POLICY

HFNS recognizes that, in order to ensure the best possible care for their children, families may divulge personal information and family circumstances that they may not otherwise choose to share. HFNS is committed to providing an environment where families feel comfortable sharing personal information with the expectation that all information will kept strictly confidential. • All child files will be stored in a locked filing cabinet accessible only to HFNS personnel. • No child may be named or identified in any way on any injury report or other document that will be viewed by anyone other than HFNS personnel and the child’s parent or guardian. Children may also not be identified in any way in conversation with a parent other than their own. • Financial information and tuition invoices will be protected from the view of others. • Family contact information such as phone numbers, address, email address, etc., will be kept in confidence and will not be given to others without written permission.

Employees

As an employee of HFNS, you are required to keep all information regarding the children, their families, your co-workers, and the organization strictly confidential. Information should be shared with co-workers only as needed and in a factual manner. Gossip will not be tolerated. Employees will be required to sign an Oath of Confidentiality. Childcare professionals are legally obligated under the Child and Family Services Act to report to the Children’s Aid Society or to the local police force any suspicion of child abuse or neglect and/or any situation that may endanger the safety of any child or group of children. The duty to report overrides any requirement of confidentiality and may result in the release of private information to those agencies as required by law. Failure to abide by this confidentiality policy may result in disciplinary action up to and including termination.

Board of Directors

As a member of the Board of Directors of HFNS, you are required to keep all information regarding the organization, the staff, the children and their families in the strictest confidence. Unless otherwise directed, information from the Board and its meetings will be distributed to staff and parents by way of the Executive Director, newsletter and, in certain cases deemed appropriate, directly by the Board Executives. Failure to abide by this confidentiality policy will lead to an immediate termination of your membership on the Board of Directors.

EMPLOYEE ORIENTATION

When an employee is hired, they will be expected to have an initial meeting with management to review and complete the appropriate forms (e.g. Tax forms, CPR/First Aid, Vulnerable Sector Check, Oath of Confidentiality, etc.) and discuss HFNS mission and vision. The employee is responsible for reading, understanding and following the policies and procedures outlined in the Employee Manual, and is required to execute an acknowledgement to that effect. New employees are expected to provide, at the Employee’s expense, an up-to-date first aid certificate, CPR certificate, physician health statement and immunization record. The Employee also agrees to provide a Criminal Reference Check with Vulnerable Sector Check (see CRC policy) every five years and must sign an Offence Declaration annually. Before interacting with children, employees are expected to complete orientation procedures at each site. The employee is responsible for reading, understanding and following the policies and procedures outlined in the classroom Policy and Procedure manual located at each site. The employee must sign an understanding of these policies annually. Sign off sheets are located in each binder. It is also the employee’s responsibility to familiarize themselves with Individual Support Plans, Emergency Procedures and Child Medical Reports.

“CELL PHONE” POLICY

Employees’ primary focus is the safety and well-being of the children. Employees shall not use, or have on their person, cell phones or any other personal electronic devices while directly supervising children. The personal use of cell phones and other personal electronic devices is strictly prohibited during classroom hours. Devices shall be left with the employee’s personal belongings and only used during breaks. Employees may be authorized to take their cell phone with them during excursions for emergency use only. In such authorized cases, the employee must adhere to the confidentiality expectations and policies. Violation of this policy may result in disciplinary measures up to and including dismissal.

INTERNET & SOCIAL MEDIA POLICY

The HFNS computer network is a work tool and is to be used by employees for legitimate work-related purposes. All such use is to be lawful and consistent with the agency’s general reputation, standards, and other workplace conduct rules. Internet use must be work-related, and offensive sites and material must be avoided. Incidental personal use of the computer network and internet is permitted during break periods, provided such use is minimal, does not interfere in any way with the performance of your duties, and does not otherwise violate this policy. The conduct of employees on the internet even outside of working hours may sometimes reflect on HFNS. Employees must therefore be prudent in their online behaviour at all times. This policy sets out guidelines for employees’ use of social networking and blogging websites which must be followed even outside of working hours.

Prohibited Use

The HFNS computer network will not be used for: • any illegal, unethical or immoral purposes; • sending, storing or transmitting offensive, objectionable, abusive, pornographic, obscene, sexist, racist, harassing or provocative messages, images or other materials, including adult-oriented web sites or news groups; • defamatory, derogatory or false messages; • running of a personal business; • participation in on-line games or any non-work related chat groups; • any use which compromises system integrity or which could degrade system performance; • unsecured or unauthorized disclosure of confidential or privileged information; and/or • downloading material from the Internet including software, shareware, pornography, games, screen savers, digital photographs and digital movies unless authorized by the Executive Director.

Monitoring

The computer network, which includes all hardware, as well as all software, data, files and e-mail which resides on it, is owned by HFNS. The agency reserves the right in its sole discretion and without further notice, to intercept, retrieve, access, review, archive, destroy and/or disclose to others (including law enforcement authorities and courts) all computer network data and uses. Users should have no expectation of complete privacy in anything they create, store, send or receive using the HFNS computer network. Use of the computer network constitutes an irrevocable consent to the monitoring and disclosure of system use and data and an agreement to comply with all other aspects of the computer network policy. In certain circumstances, the agency may access and disclose messages sent over its e-mail, Internet or computer system. These circumstances include but are not limited to: • Regular maintenance of the computer network • When the agency has a need to access particular documents • When the agency has reason to believe that the computer network is being used in violation of this policy

Confidentiality

Users will not reveal in external e-mail transmissions personal information, including for example, photographs, home addresses or home phone numbers of clients or co-workers, unless granted permission to do so. Unless expressly authorized to do so, users are prohibited from sending, transmitting or otherwise distributing proprietary or confidential information about HFNS. As discussed below, these restrictions apply even when employees are using their own computers during non-work hours.

Social Networking and Blogging

Even where employees access social networking, blogging or similar websites from their own personal computers outside of working hours, they are expected to consider whether their actions might impact HFNS. Employees must be cautious where there is a risk that their actions on the Internet will harm the reputation or business of HFNS. This means that employees must not make disparaging, threatening, defamatory or abusive comments about HFNS, about other employees, or about clients and/or children of clients on the Internet. Similarly, employees must not make comments that are reasonably likely to cause offence in relation to any of the prohibited grounds of discrimination set out in the Ontario Human Rights Code, including for example, race, gender, sexual orientation or national or ethnic origin. A failure to respect this requirement may expose HFNS to legal liability, either for defamation or for a breach of the Human Rights Code. Comments like these from employees could also seriously harm the reputation of HFNS. Employees must also remember that they are required to respect the confidentiality of information they receive in performing their jobs. This means that employees must not disclose in online comments information which might directly or indirectly identify clients, or information like addresses, phone numbers, or other personal information about clients.

Photographs depicting any client, child, co-worker, or childcare location of Happy Face must not be posted on-line.

Employees should take care to maintain distance and professionalism with clients at all times. Employees should be cautious about making or accepting contact with clients online and should be aware that any contact with clients carries risk as detailed above. If employees have clients as “friends” or contacts on Facebook or other social networking sites, they must be careful to maintain a very high degree of professionalism in all of their conduct on those sites.

Violations of Policy

Employees who contravene any part of this policy will be subject to disciplinary action, up to and including possible immediate termination of employment.

Professional Social Networking & Blogging

HFNS is obligated to protect the privacy, safety, and dignity of the children and families in their care. This is a responsibility that we do not take lightly, and one of the factors we must consider is social networking and blogging. While these forms of information sharing can be useful to promote our programs and inform our clients, every caution must be taken to ensure that children are never put at risk. For these reasons, the following procedures must be followed: • All social media pages must be approved and monitored by the Board of Directors • Client information (including names) must never be divulged directly or indirectly • Photographs of children and their families must never be posted • Information regarding specific times and locations of upcoming HFNS events such as field trips should not be posted • The Executive Director must be an administrator of any social media pages or blogs • Employees and/or volunteers must submit all information to be posted to the Executive Director. Information may not be posted until approval is received

*** Confidentiality is of primary concern at all times ***

CRIMINAL REFERENCE CHECK POLICY

Obtaining a vulnerable sector check is a precautionary measure that is used to help determine whether individuals who are involved in the provision of child care are fit and suitable to hold these positions of trust. Considering a person’s relevant criminal history helps to ensure the safety and well-being of children in care. (CCEYA manual). Criminal Reference Checks (CRC), including Vulnerable Sector Check (VSC) are required of all employees, volunteers, and Directors of Happy Face Nursery School. It is the responsibility of the employee/volunteer to obtain a CRC/VSC from the Ontario Provincial Police. Criminal Reference Checks will be kept in the staff/volunteer file in a locked file accessible only to Happy Face management and Lead Educators. Copies of the CRC/VSC may be made, but the employee must present the original for review by a member of the management staff. Copies must be marked as a true copy and be signed and dated by the management staff member performing the review.

Employees:

• All employees must have a current (within six months) and clear Criminal Reference Check conducted by a police force upon hiring and before interacting with children. • A new CRC/VSC must be obtained every five years, before the anniversary date, for all staff and submitted to management for verification. • A signed Offense Declaration must be submitted every year that a CRC/VSC is not required. It must be provided not less than 15 calendar days before the anniversary date of the last offense declaration or CRC/VSC.

Volunteers:

• All Volunteers must submit a current and clean Criminal Reference Check to the Executive Director before being allowed to volunteer within the site. • A new CRC/VSC must be provided every 5 years before the anniversary date and submitted to the Executive Director for review. • A signed Offense Declaration must be submitted every year that a CRC/VSC is not required. It must be provided not less than 15 calendar days before the anniversary date of the last offense declaration or CRC/VSC.

Board of Directors:

• All members of the Board of Directors must submit an up-to-date, clean Criminal Reference Check to the Executive Director. • A new CRC/VSC must be provided every 5 years and submitted to the Executive Director for review. In the event that a CRC/VSC cannot be obtained before the employee or volunteer will begin interacting with children, the following precautions will be taken: • The employee/volunteer will not be left alone with children • The employee/volunteer will not perform diapering or toileting routines • An offense declaration will be completed and signed by the prospective employee/volunteer • The employee/volunteer will provide proof from the police force that a CRC/VSC request was submitted within one week of the first day of work In the event of a positive reference check (a criminal background is revealed), the Board of Directors will meet to discuss the advisability of allowing an employee or volunteer to continue in their requested role. There must be a unanimous vote in favour of allowing the employee/volunteer to remain in their role. Certain restrictions will apply. A licensee may terminate a person’s employment or volunteer position after receiving the vulnerable sector check if the vulnerable sector check identifies past convictions that cause the licensee to believe the individual is unfit to work with children, including convictions for any offence set out in Section 9 of the CCEYA. (CCEYA manual)

HEALTH CHECK POLICY

After issuing a written offer of employment, but prior to the employment being confirmed and commenced, HFNS requires that potential employees submit, at their cost, a record of good health completed and signed by their physician. The record must include: • Confirmation that there are no medical concerns that may affect your ability to properly care for and/or supervise the children. • Confirmation that there are no medical issues or conditions that may expose HFNS children or staff to communicable illness or disease The requested health check will be maintained in a file separate from the employee’s regular employment file and shall be accessible only by the Executive Office.

PROGRESSIVE DISCIPLINE POLICY

HFNS’s (HFNS) Policy and Procedure Manual, Code of Conduct, Employment Agreements, and other regulations which exist or may be established provide the framework for positive and effective working relationships between the employer (HFNS) and employees. HFNS believes that an employee’s performance and conduct should contribute to the achievement of HFNS goals and objectives; as well as adhere to Policies and Procedures of HFNS. When conduct or performance is unsatisfactory or fails to meet the expectations, corrective action may be taken using progressive discipline. Progressive discipline is the process of using increasingly serious measures to correct behaviours and improve an employee’s performance and or conduct. It is applied by the Executive Director or designate in instances of misconduct or unsatisfactory performance. Misconduct is any behavior that does not abide by the rules and regulations of HFNS. Incompetence is the lack of knowledge or ability to perform the job effectively. Employees must read and sign an acknowledgement of understanding of the Policies and Procedures of HFNS annually (sign off sheets are located in the Policy and Procedure Manual at each site). It is the responsibility of the employee to ensure that he/she understands all Policies and Procedures. The Employee should seek clarification from his/her Lead Educator or the Executive Director if there is any confusion or question regarding the Policies and Procedures. In cases where a complaint is received regarding the contravention of any HFNS rules or regulations by an employee, there will be a thorough investigation by the Executive Director to establish the seriousness of the offence and determine if there is any risk of harm to the child(ren). Misconduct and/or incompetence may result in progressive disciplinary actions. The following steps will be taken:

1. Informal meeting and verbal warning. A written record of the warning will be placed in the employee’s file and a copy provided to the employee.

2. Formal meeting and letter of reprimand.

3. Suspension.

4. Removal from senior position.

5. Dismissal.

Discipline will be determined by the Executive Director in consultation with the President of the Board of Directors and the Director of Human Resources. When misconduct is determined to be significant, any or all progressive disciplinary steps may be omitted. Serious misconducts may result in immediate dismissal. Significant misconduct including, but not limited to, the following may result in automatic and immediate suspension:

1. Failures to comply with the directions of Management (e.g. perform work assignments, accept scheduled shifts, etc.).

2. Failure to comply with HFNS policies and procedures.

3. Investigation by the Children’s Aid Society as a result of an allegation of abuse.

4. Failure to report any witnessed acts of abuse to children.

5. Unauthorized use of, or damage to, HFNS property.

6. Violation of regulatory requirements (Ministry of Education, Child Care and Early Years Act, etc.).

Serious misconduct, including but not limited to the following, may result in automatic and immediate dismissal:

1. The employee commits a criminal action related to their duties and responsibilities with HFNS.

2. The employee deserts children in their care.

3. The employee endangers the health and/or safety of the children or other staff members.

4. The employee uses corporal punishment (e.g. spanking), or other forms of punishment or mistreatment that are not acceptable.

5. After appropriate investigation, an allegation of abuse is verified by the Children’s Aid Society.

6. The employee is guilty of gross incompetence (e.g. being under the influence of drugs and/or alcohol while performing duties).

SENIORITY

Seniority shall be defined as the total hours of an employee’s continuous employment as computed from the date on which he/she commenced work as a permanent employee of HFNS. • An interruption in continuous employment by an approved leave of absence, parental leave, or sick leave shall not negate an employee’s previous seniority. • An interruption in continuous employment due to employee termination for any reason, or due to employee resignation, will negate an employee`s previous seniority. • Casual and temporary employment shall not be considered in determining seniority. Seniority will be a significant consideration in matters of hiring, promotions and the determination of vacation schedules, however, the well-being of the children and best interests of HFNS shall always take precedence. If an employee is put on a disciplinary probationary period, seniority is not gained during this period of probation.

HIRING POLICY

Hiring, Vacancies and Promotions

All vacancies and new positions shall be posted internally. Information on posted positions will include: job title, description of duties, basic requirements, education requirements, hours of work, wage, and closing date of position. If there are no employees from within HFNS who apply and/or meet the qualifications of the position, the position will be advertised externally. All advertised and posted vacancies shall be filled on the basis of the relevance of the applicant’s experience and training to the demands of the vacant position. Where the qualifications and abilities of the internal candidates are deemed to be equal, the more senior candidate will be appointed to the vacancy or new position. All candidates must apply in writing. All candidates will be required to participate in the interview process.

Transfers

Employees may apply to the Board of Directors to transfer to another position or site within the HFNS organization. The following factors will be considered in the approval or denial of an application for transfer: • The best interests of Happy Face Nursery School • The best interests of the sites involved • The Employment Standards Act of Ontario • Seniority Temporary Transfers (e.g., for summer programs) may be granted only under the following conditions: • The position is vacant, or • The employee currently holding the position is in agreement, and • The Executive Director is in agreement. Applications for transfer must be submitted in writing to the Executive Director. The Executive Director will gather information from the Lead Educators and other employees involved. Written approval or denial of the application will be returned to the employee in a timely manner.

PERFORMANCE REVIEWS

Happy Face Nursery School has adopted this policy to ensure that all employees are provided with accurate and appropriate feedback regarding their performance within the organization. By utilizing a performance management system, Happy Face Nursery School will work with its employees to ensure organizational objectives are met through the achievement of individual performance goals and objectives. All employees and management staff will be subject to annual performance reviews. Performance reviews will be benchmarked against previously determined goals and objectives for the position. HFNS School values its employees and will endeavour to aid in the achievement of professional goals and objectives. Performance management will be utilized as a tool to help ensure the alignment of individual performance goals with that of the strategic direction of the organization through the use of collaborative performance planning, coaching and feedback, and yearly performance reviews.

EMPLOYEE BONUSES

At times, when finances allow, the Board of Directors may decide to provide end-of-year bonuses for employees. However, the Board is under no obligation to provide yearly bonuses, and the system used to assign bonuses is also at the Board’s discretion. If an employee’s employment ends during the year, HFNS is not obliged to pay any bonus to that employee

EMPLOYEE LEAVE

Vacation Time

Employees who have been employed for less than five years are entitled to two weeks (10 working days) of vacation time in each 12-month vacation entitlement year. A vacation entitlement year is a recurring 12-month period beginning on the date of hire. Employees who have worked five years and over are entitled to three weeks (15 working days) of vacation time in each 12-month vacation entitlement year. Requests for vacation time must be submitted in writing to the Executive office at least two weeks in advance. At certain times of the year, for example, summer vacation, additional deadlines may be set for vacation time applications. Vacation time requests for specific dates will be granted as long as suitable replacement or supply teachers can be found; all requests for specific vacation days are granted at the discretion of the Executive Director. Once vacation time has been approved, it will not be revoked. If a second employee submits a vacation request for the same day(s) as another employee, and the first employee’s vacation request has not yet been approved, and both requests cannot be granted, vacation time will be granted to the employee with the most seniority. Special or unique circumstances may result in the vacation time being granted to the employee with less seniority. Requests for vacation time in excess of 10 days will be granted at the discretion of the Executive Director and only if adequate supply coverage can be found. Vacation time is a separate employment standard from Vacation Pay – see below.

Vacation Pay

Vacation pay (4% of gross wages, excluding vacation pay, earned in the 12 month vacation entitlement year) will be paid every two weeks with each pay cheque as it accrues, or paid as a lump sum upon the employee’s written request, or reserved for payment during the time period in which Vacation Time is taken. Written request for vacation pay must be received by the Executive Director at least two weeks in advance of the payroll submission date. A Vacation Pay form must be completed and signed by the employee to inform HFNS of the employee’s preferred vacation pay procedure. As of August 1, 2018, Vacation pay increases to 6% after three years of full time employment and 8% after six years of employment.

Sick/Personal Day Leave

Full Time HFNS employees are entitled to a maximum of 10 days per calendar year of paid leave. Eight of these 10 days are to be used for sick leave (communicable illness). The other two days are to be used for a personal leave, either planned or unexpected. A paid personal day may be used for an employee’s birthday. Management staff will do everything possible to ensure that time off requests for birthdays will be approved as long as the request is submitted at least two weeks in advance. Employees are also eligible for 8 more sick/personal leave days, either planned or unexpected, which are unpaid. Full-time employees accrue one day of paid sick/personal leave per month worked, up to the maximum of 8 paid sick days and 2 paid personal days per calendar year. Part-time employees accrue one half day of paid sick/personal leave per month worked, up to a maximum of four paid sick days and 2 personal days per calendar year. Any accrued paid sick days not taken on or before December 31st will be carried over to the following year, up to the maximum eligible paid days per calendar year and will not be paid out at the end of the contract. Accrued sick days carried over to the following year will NOT increase the maximum allowable paid days per calendar year. Sick leave will be paid based upon the hours the employee was scheduled to work; for example, an employee who was scheduled to work a six hour shift but was unable to work due to illness will be paid six hours for that sick day. Sick/personal leave will not be paid in half day increments, for example, if an employee leaves sick part way through their shift, the employee may choose to use a sick day to compensate for those hours lost due to illness, or the employee may choose to leave early without pay. A medical certificate is required for consecutive leave exceeding two days when paid sick days are requested. Proof of illness may also be requested if an employee takes four or more sick days in any four-week period. Exceptions to this rule are to be handled on an individual basis. Any additional sick leave is at the discretion of the Board of Directors. Additional leave will be limited to statutory entitlements under the Employment Standards Act. The Employee must call their Lead Educator two hours before the start of their shift to report absence due to illness in order that supply coverage can be obtained. In the absence of the Lead Educator, the employee must inform the designate. Employees are expected to use sick days only when physical illness prevents the performance of their duties. Employees must advise the Executive Director of any communicable illness they may have or been exposed to and are expected to take proper measures to ensure the safety and well-being of the children. Proof of illness may be required either to confirm the illness or to confirm that you are sufficiently healthy to return to work and will not present a health risk to HFNS children or staff. Illness includes, but is not limited to, fever, vomiting, diarrhea, unexplained rash, and contagious illnesses that have been diagnosed by a physician or the Health Unit. Employees may return to work when symptoms have ceased or when a doctor has determined that the illness is no longer contagious. Any employee who is suspected of misuse of sick days will be subject to investigation. If misuse of sick days is proven, the employee will be subject to discipline measures up to and including dismissal. Temporary and Casual Employees are only eligible for personal emergency leave, as outlined in the Employment Standards Act.

Additional Leave

Additional leave is unpaid and, at the discretion of the Board of Directors, granted only if there are a sufficient number of teachers to fulfill staffing needs.

Returning from Leave

Shortly before an employee is to return from a period of leave, they will meet with the Executive Director or designate to discuss any changes that have been made during the time of leave and review and sign new policies. The employee may also be required to participate in any training sessions deemed necessary at time of return.

Returning from Maternity/Parental Leave

Employees have the right to take pregnancy/parental leave as outlined in the Employment Standards Act. If the employee wants to return to work he or she must provide minimum of four weeks’ of written notice.

REQUEST FOR TIME OFF

Completed requests must be submitted to the Executive Director for review and approval a minimum of two weeks in advance of the absence. Please see policy for time off as stated in the Employee Manual under “Vacation Time” and “Sick/Personal Day Leave”. Requests will be granted when possible, but only if adequate staff coverage can be obtained and if the best interests of the children are served. Name: ____________________________________ Site:______________________________________ Date(s) of requested time off:_________________________________________ Shift normally worked:________________________ Reason:___________________________________ Day will be used as: (Please check one)Unpaid Vacation Day ___Paid Vacation Day (Please fill out a vacation pay request form) ___Paid Personal Day ___Unpaid Personal Day Employee Signature: __________________________ Date: ______________________________________ For Office Use Only: Date Request Received: ________________________________ Approved_____ Denied _______ Notes: ___________________________________________________________________________ _________________________________________________________________________________ Name and Position: _________________________________________________________________ Signature: _____________________________________________ Date: ______________________

BEREAVEMENT LEAVE

Anyone employed for at least 30 days will be entitled to bereavement leave. Under The Employment Standards Act, employees are allowed to take up to three unpaid days as bereavement leave to deal with the death of a family member. Family is defined very broadly for Employment Standards’ purposes. Children, stepchildren, parents, grandparents, spouses, common law spouses, brothers, sisters, step-brothers, step-sisters, aunts, uncles, nieces and nephews are all considered family members. The definition also includes those who are not related, but whom the employee considers to be like a close relative.

Employees must tell their employer, as soon as possible, which days they will need off. HFNS can request reasonable verification (e.g. obituary from a local newspaper) that the leave is needed.

When an employee takes part of a day for bereavement leave, the employer may count that as a full day of the leave. HFNS is not obligated to accommodate an employee taking the leave in part days, as long as they allow the employee to take the leave.

Any modification in length of the bereavement leave over three days is at the discretion and approval of the Board of Directors.

PUBLIC HOLIDAY PAY

The following are days that Happy Face employees are entitled to have off work with pay under the Employment Standards Act (ESA).

Public Holidays in Ontario

1. New Year’s Day

2. Family Day

3. Good Friday

4. Victoria Day

5. Canada Day

6. Labour Day

7. Thanksgiving Day

8. Christmas Day

9. Boxing Day (December 26)

The amount of public holiday pay to which an employee is entitled is calculated following current ESA guidelines.

Happy Face Nursery Shool chooses to also pay holiday pay for the first Monday in August although there is no requirement for the organization to do so.

SCHEDULING

Under the Employment Standards Act, there are a variety of scheduling rules with which Happy Face Nursery School must comply. Among them:

• Employees have the right to request changes to their schedule or location after 3 months of employment without fear of retribution
• Employees can refuse shifts without fear of repercussions, if shifts are assigned with less than 96 hours’ notice
• Employers must keep records of the dates and times employees are scheduled to work, as well as any schedule changes

Minimum 3 Hours of Pay

Happy Face Nursery School will also be required to pay wages to the employees for three hours of work if the employee:

• regularly works more than three hours a day, shows up for work and works less than three hours or not at all (for example, the shift is cut short)

• the shift is cancelled within 48 hours of their scheduled start time, with certain exceptions • is scheduled to be on-call but, despite being available to work, is either not called in to work or works less than three hours. This will be required for each 24-hour period the employee is on call.

Exceptions

Cancellations
Employers will not be required to pay for a cancelled shift if they were unable to provide work because of:
• fire, lightning, power failure, storms or similar causes beyond their control or
• the employee’s work is weather-dependent and the employer is unable to provide work for weather-related reasons

Three hour rule
Employers will not be required to pay wages for three hours for a shift that lasts fewer than three hours if they were unable to provide work because of fire, lightning, power failure, storms or similar causes beyond their control.
• Refusing a shift with less than 96 hours’ notice
• Employees cannot refuse a shift if the reason that the employer is asking them to work or be on call is to:
• deal with an emergency
• remedy or reduce a threat to public safety
• Ensure the continued delivery of essential public services, regardless of who delivers those services.
• If an employee is scheduled for a shift that is less than three hours they will only be paid for the scheduled time.

DRESS CODE

The dress code requires that employees be suitably dressed to demonstrate a professional appearance, to ensure ease and safety of supervision, and to reflect the spirit of the organization.
The following guidelines apply to all employees:
• Clothing must be neat and clean and project a professional image
• Shoes that allow the ability to move safely on uneven ground, climb equipment etc. must be worn
• Kitchen staff must have their hair pulled back from the face and wear a hat or hair net when preparing and serving meals and snacks
• Aprons and disposable gloves are available for employees to wear when changing children’s soiled clothing and diapers and/or for messy activities
• All employees must wear HFNS staff shirts/clothing at all times and in a manner which allows them to be clearly identified as staff.
• Happy Face will provide one shirt with logo to each permanent staff member. This shirt must be returned upon termination of employment with Happy Face Nursery School.
The following types of clothing are considered inappropriate for the organization’s work environment:
• Abbreviated tops that expose the midriff
• Tube tops, halter tops and tops with spaghetti straps (tops must have a shoulder of approximately two (2) inches or five (5) cm or more)
• Clothing displaying inappropriate logos (inappropriate language, promoting drug or alcohol use, racist messages, etc.)
• Shorts, skirts and dresses must reach mid-thigh (at least as long as the employee’s finger tips when arms are extended) and must allow bending without exposing undergarments or any other inappropriate view. Shorts must be worn under skirts and dresses.
• Low cut or form fitting pants that expose the midriff and/or the buttocks, leggings can be worn, but must be paired with a long top, projecting a professional image at all times.
• Bikinis (for swimming excursions)
• Clothing that is ripped/torn
• Exposed undergarments

Lead Educators are responsible for monitoring the dress code and ensuring all staff are in compliance. If the Lead Educator determines that the dress code has been contravened, the Lead Educator may send the employee home to dress appropriately. The employee will not be paid for the period of time that s/he is absent in order to acquire appropriate clothing.

WORKPLACE SMOKING POLICY

Happy Face Nursery School maintains a commitment to the health and safety of all its employees and the children in our care. Smoking has been scientifically proven to be harmful to the health of both smokers and non-smokers that come into contact with second-hand smoke, especially children. In the interest of promoting a safe and healthy work environment, Happy Face Nursery School has adopted this smoke-free workplace policy.
This policy is applicable to all employees, guests, contractors, and parents. This policy also extends to include company vehicles.
Smoking is prohibited in all areas of Happy Face Nursery School centres, including the outdoor play areas or pathways, or on school grounds. Smoking is prohibited in sight of any children or parents of children in our care, even outside of paid hours of work. Even when employees are not on duty, they are still a representative of Happy Face Nursery School and of our profession and must represent themselves as such.
If a staff member wishes to smoke on his/her break, it must be off school property and out of sight of the centre.
When on field trips or off site, and when wearing clothing featuring the Happy Face logo, the employee must move out of sight of children/parents of children in our care, as well as cover up the Happy Face logo while smoking.
Employees who take unscheduled breaks for the purposes of smoking may be subject to disciplinary action. Happy Face Nursery School has no intention to influence employee smoking habits, or the actions of employees outside of the workplace, and will not pursue disciplinary action for those that smoke off of Happy Face Nursery School premises outside of work hours.
In the event of a violation of this policy, Happy Face Nursery School may pursue disciplinary action up to and including termination of employment. Employees who witness violations are required to report the infraction to their Lead Educator or the Director of Human Resources.

TIME CARD PROCEDURE

Lead Educators will print all employee timeclock cards from Sandbox. Employees must review and sign their time cards and submit in a timely manner to their Lead Educator who will then submit to the Executive Office.

All time cards must be signed by the employee.

All supply teachers will sign in/out of Sandbox as well as fill out a written time card which they will then sign.

Employees will be paid in 15-minute increments.

The wages shall be payable bi-weekly, on the Wednesday, for the prior two weeks for all employees.

If time cards are received late, wages will be paid on the next payroll effective day as payroll deadlines are controlled by ADP Canada.

Employee hours will be paid based on the weekly schedule, unless prior approval is obtained. This includes break and reflective as well as administrative times.

Overtime

Employees may not work more than 40 hours per week without prior approval from the Executive Director. Employees who work more than 44 hours in one week (with approval) will be paid overtime wages on their regular pay. Any hours over 44 in a week are overtime hours and are paid at 1½ times regular base wage. Wage enhancements (if applicable) will be paid at regular rates.

EMPLOYEE BENEFITS

HFNS will provide employee benefits to all permanent employees who regularly work more than 20 hours every week. Benefits come into effect upon completion of the initial new employee probationary period. The benefits package will be determined by the Board of Directors.
As of March 1, 2017, monthly benefit costs will be shared. HFNS will pay 80% of monthly benefit costs, save and except for the long term disability (LTD) portion. The remaining 20% of benefit costs will be paid by the employee. LTD premiums are specific to each employee and for tax reasons must be paid in full by each individual. Benefit premiums will be deducted from each employee’s bi-weekly pay and will show up on employee pay stubs provided by ADP.
An employee that takes an approved leave of absence for any reason other than maternity/parental leave shall be given the opportunity to maintain their benefits at 100% their own expense. Arrangements for the payment of continued coverage shall be made on an individual basis with the Executive Director no later than 14 days following the commencement of the leave, after which point the employee will be deemed to have chosen not to maintain their coverage. This option to continue to maintain benefits at the employee’s own cost will expire after 12 months of leave.
If an employee takes leave unexpectedly, they may maintain their benefits by paying their employee portion up to a period of no longer than three months. At this point, the employee can choose not to maintain their coverage or may pay 100% of the cost of their benefits. This option to continue to maintain benefits at the employee’s own cost will expire after 12 months of leave.
Employees on maternity/paternity leave can maintain their benefits during their leave but must continue to pay the employee portion of the benefits.
Where an employee on leave chooses not to maintain their coverage, or where an employee that made arrangements to maintain coverage but fails to make payments as agreed as such that they are equivalently two months in arrears, the employee’s coverage shall be immediately suspended.
Coverage may be reinstated on the earlier of the employee’s return to work or upon the employee and the Executive Director reaching an alternative payment agreement.
Payment of any costs of reinstatement shall be the responsibility of the employee.
Employee benefits are a term of employment and are not negotiable.

STAFF MEETINGS

Employees are expected to make every effort to attend staff meetings at their site. A maximum of one hour monthly will be paid for site staff meetings. At times, the Executive Director or the Board of Directors may feel it is necessary or advisable to have additional meetings. Attendance at these meetings will be either voluntary or mandatory as determined by the Executive Director. Employees who attend mandatory staff meetings will be paid one hour at regular base wage.

ADMINISTRATIVE TIME

Each location is provided with a scheduled amount of administrative time every week.
Any extra administrative time must be approved beforehand by the Executive Director.
This time will be used weekly, typically by the Lead Educator, to:
• Scan attendance
• Bank deposit
• Answer emails/messages from parents
• Time cards
• Other administrative tasks as required

PROFESSIONAL DEVELOPMENT

HFNS recognizes the importance of knowledgeable Early Childhood Educators. Educators deserve to be treated with respect and valued for the critical role they play in the lives of children and families. They develop trusting relationships and provide learning environments that support development, health, and well-being. They plan experiences that inspire children to explore and make sense of the world. They are reflective practitioners who are intentional in their everyday practice and deserve opportunities for professional growth and learning.

Employees must participate in at least two professional development opportunities every year. Valid professional development must be related to the ECE field and can include conferences, workshops, webinars, courses, etc. Proof of participation must be submitted to the Executive Director and will be recorded in the employee’s staff file. Professional development must be completed on the employee’s own time and will not be paid.

Professional development can be used to meet the expectations of both Happy Face Nursery School as well as the College of Early Childhood Educators Continuous Professional Learning Portfolios.

At times, funding may be available to assist with costs associated with professional development; if interested, please speak to the Executive Director. If fees are paid in advance for an employee, and the employee does not attend, the fees will be deducted from the next pay.

Failure to complete adequate and/or appropriate professional development may result in disciplinary action up to and including suspension or termination.

Individual efforts with regards to professional development will be a significant consideration in hiring and advancement decisions.

FIRST AID AND CPR POLICY

Happy Face Nursery School protects the health and safety of the children in our care by requiring that all employees who may be counted in staff: child ratios have a valid certification in Standard First Aid and infant and child CPR. First Aid/CPR certification must be obtained through a training agency recognized by the Workplace Safety and Insurance Board. Employees who must have valid certification include: Lead Educators, full time and part time RECE’s, full time and part time Assistant Educators, and occasional educators.

ENROLLMENT OF EMPLOYEES’ CHILDREN

HFNS recognizes that employees may seek care for their own children within the organization. In order to maintain a fair and equitable child care environment for parents and coworkers, employees must adhere to the following policies:

Enrollment and Attendance

Employees whose children attend HFNS are responsible for following the policies and procedures as outlined in the Parent Handbook. HFNS strongly encourages Lead Educators to make every effort to place employee’s children in a group separate from the employee.

Tuition Rates

Employees are responsible to pay tuition and registration fees promptly. Fees will be charged following the policies of the centre in which the child is enrolled; employees will receive a 25% discount on tuition fees.

Waiting List

Enrollment and attendance of employees’ children is based upon the availability of space within the site. When space is not available, employees may place their child on a waiting list. Priority will be given to employees’ children, but other factors may cause another child to be placed before the employee’s child. Employees may apply for a transfer to a site where child care space is available. Transfers are not guaranteed. Space is NOT guaranteed at the time of return. Once a space becomes available, the employee will also be responsible for ensuring a smooth integration of their child(ren) into the program.

HARASSMENT/DISCRIMINATION POLICY

HFNS is committed to providing a safe and respectful work environment for all employees. It is our policy to recognize the dignity and worth of each member of our workforce and to provide for equal rights and opportunities without discrimination. Every employee has the right to work in an environment free of harassment and discrimination and to be treated with respect, courtesy, and tact. HFNS will not tolerate harassment and discrimination in the workplace nor expressions of prejudice and objectionable attitudes.
Employees may register complaints about harassment and discrimination with assurance of prompt action and without fear of reprisal. All complaints will be treated seriously. This Policy applies to all employees and Board Members of HFNS and all activities that occur while on any of our premises or while engaging in work, related activities, or our social events.
Harassment is considered an offence, subject to disciplinary measures, up to and including dismissal.

Harassment is against the law.

The Ontario Human Rights Code prohibits harassment on prohibited grounds (see below for a definition of prohibited grounds). The Ontario Occupational Health and Safety Act protects us from workplace harassment. You have a right to live and work without being harassed, and if you are harassed, you can do something about it.

Employees’ responsibilities

All employees have the responsibility to treat each other with respect, and to speak up if they or someone else is being harassed. Employees who believe they have been treated in an improper and offensive manner are expected to first communicate to the offending party, as soon as possible, directly or through their Lead Educator, their disapproval or unease. All employees have a responsibility to report harassment to the appropriate person and to comply with this Policy. All employees are responsible for respecting the confidentiality of anyone involved in a harassment complaint and for cooperating in any investigations of complaints.

Lead Educators’ responsibilities

Each Lead Educator is responsible for fostering a safe working environment, free of harassment. Lead Educators must set an example for appropriate workplace behaviour, and must deal with situations of harassment immediately on becoming aware of them,
whether or not there has been a complaint. All situations of harassment must be reported to the Executive Director immediately. The Executive Director is responsible for supporting Lead Educators in any circumstance of harassment and for taking action when the Lead Educator is unable or unwilling to manage a situation of harassment or discrimination.

DEFINITIONS

Complainant is the person who files a formal complaint in writing pursuant to this Policy.
Respondent is the individual against whom allegations that could constitute a violation of this Policy have been made.
Prohibited ground is one of those listed in the Ontario Human Rights Code: race, colour, creed (religion), place or ethnic origin, sex (including pregnancy and gender identity), age (eighteen years old and over), disability (including mental, physical, developmental or learning disabilities), ancestry, citizenship, sexual orientation, marital status (including the status of being married, single, widowed, divorced, separated, or living in a conjugal relationship outside of marriage), or family status (such as being in a parent-child relationship).

Harassment

is any improper behaviour that is directed at and is offensive to an individual and which the person knew or should have known would be unwelcome. Harassment includes objectionable conduct, actions, comments or displays that demeans, humiliates or embarrasses an employee based on a prohibited ground as defined in the Ontario Human Rights Code. It may be a single incident or continue over time. Harassment may include, but is not limited to the following:

• unwelcome remarks, slurs, jokes, taunts or suggestions about a prohibited ground, such as a person’s race, national or ethnic origin, colour, religion, age, sex, marital status, family status, physical or mental disability, sexual orientation or pardoned conviction;
• the display or circulation of offensive material, including offensive slides and cartoons;
• degrading words used to describe a person based on a prohibited ground; and
• derogatory or degrading remarks directed towards all members of a group who share characteristics based on a prohibited ground.

Personal Harassment

means being subjected to objectionable conduct or comment, not related to a prohibited ground, which serves no legitimate work purpose, and creates an intimidating, humiliating, hostile or offensive work environment. Personal harassment
includes “workplace harassment” as defined in Ontario’s Occupational Health and Safety Act and is defined as 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. Personal harassment is targeted at a person or group of people because of a personal dislike or personality conflict, and not solely because of a prohibited ground.

Personal Harassment includes:

• spreading malicious rumors, gossip or innuendo that is not true;
• intimidation, verbal abuse, threats, belittling or humiliating an employee in front of co-workers;
• deliberately not speaking to someone, thereby ostracizing them;
• yelling or using profanity;
• refusal to work with a person;
• unwarranted (or undeserved) punishment;
• tampering with a person’s personal belongings or work equipment;
• making jokes that are obviously offensive (written or oral);
• vandalism of personal property;
• Written or verbal abuse or threats.

An isolated incident of offensive behavior is not considered “workplace harassment”; however, this behavior is considered unacceptable and may result in disciplinary action up to and including dismissal.

Sexual harassment

means any unwelcome conduct, comment, gesture or contact of a sexual nature, whether on a one-time basis or a series of incidents, that might reasonably be expected to cause offence or humiliation or that might reasonably be perceived as placing a condition of a sexual nature on employment, on an opportunity for training or promotion, or on the receipt of services or a contract.

Sexual harassment includes:
• unwelcome sexual remarks, invitations or requests (including persistent, unwanted contact after the end of a sexual relationship);
• displays of sexually explicit, sexist, racist or other offensive or derogatory material;
• sexist jokes;
• the display or circulation of sexually offensive slides/cartoons;
• sexually degrading words used to describe a person or directed towards members of one sex;
• leering (suggestive staring) or other obscene/offensive comments or gestures;
• unwelcome physical contact, such as patting, touching, pinching, hitting;
flirtations, advances, propositions;
• persistent unwanted contact or attention after the end of a consensual relationship;
• requests for sexual favours; and
• unwanted touching/ sexual assault

What is not Harassment?

• Appropriate performance evaluations, counselling or discipline by a Lead Educator is not harassment.• Consensual banter or romantic relationships, where the people involved agree with what’s happening, is not harassment.

Complaint Procedures

Employees who believe that they have been subjected to harassment have both formal and informal options available to them.   Employees should:

-Speak up
If you believe you are being harassed, speak up right away. If possible, tell the person that you are not comfortable with their behaviour, and want it to stop. Usually, that will be all you need to do. The person may not realize the behaviour is offensive. Clearly state that you perceive the behaviour as harassment under the terms outlined in this policy. You can speak to them directly, or write them a letter (date it and keep a copy).

-Keep notes
Record all unwelcome or harassing behaviour. Write down what has happened, when, where, how often, who else was present, and how you felt about it. Write down every instance of harassment.

-Report it
• If the harassing behaviour occurs again, or if you are unable to deal directly with the person harassing you, report it to your Lead Educator as soon as possible. The Lead Educator will contact the Executive Director about the matter. If you are not comfortable, for whatever reason, to bring this matter to the attention of your Lead Educator, you may contact the Executive Director directly. Once a person reports harassment, the Executive Director will ask questions such as what happened, when, where, how often and who else was present and will keep notes of this conversation.
• If you are unsatisfied with the response you received from the Lead Educator or the Executive Director, or if you are not comfortable, for whatever reason, to bring this matter to their attention, you may contact the Director of Human Resources. The Director of Human Resources will bring the matter to the attention of the Executive Director. If the complaint involves the Executive Director, the Director of Human Resources will bring the matter to the Board of Directors.

Informal procedures

You may want to proceed informally at first. This means you can ask your Lead Educator or the Executive Director to help you communicate with the other person, or to speak to them on your behalf, without going through a formal complaint. The informal approach may not always be possible or successful, but when it is, you may be able to resolve the situation quickly.

The Investigation

If you want to go ahead with a formal complaint, it will be investigated by a committee comprised of the Executive Director and one or more members of the Board of Directors. Formal complaints should be filed within a reasonable period of time following the incident(s) complained of. An investigation will involve:
• Getting all pertinent information from the complainant;
• Informing the alleged harasser of the details of the complaint and getting her/his response;
• Interviewing any witnesses;
• Deciding whether, on a balance of probabilities, the harassment did take place; and
• Recommending appropriate remedies, penalties or other action.
The investigating committee will report its findings and recommendations to the President of the Board of Directors. The President, after appropriate board and/or legal consultation, will decide whether to dismiss the complaint or act upon the report and will inform both parties of the decision, in writing, ideally within two weeks of the report being submitted.
• All files and materials relating to the investigation will be held separately and securely from the personnel files. No record of the event will be noted on the complainant’s personnel file, unless disciplinary actions arise from a vexatious complaint or are taken against the respondent.
• Should an employee feel that satisfactory resolution has not been attained through HFNS’s investigation process, the employee has the right to lodge a complaint with the Ontario Human Rights Tribunal.
• Once an investigation is completed and appropriate corrective measures taken, the matter will be considered closed.

No Reprisals

HFNS will not tolerate reprisals or retaliatory measures against an employee who, in good faith, raises a complaint of workplace harassment within the meaning of this Policy or cooperates in the investigation of a complaint.

Violations of this Policy

Discipline, up to and including immediate dismissal, may be imposed on the following individuals in the following circumstances:
• On respondents when a complaint of harassment has been substantiated against them;
• On Lead Educators who were aware of harassment and permitted it to take place;
• On employees who bring forward complaints in bad faith or for vexatious reasons;
• On employees who have made a false accusation of harassment, knowingly or in a malicious manner;
• On any employee or Lead Educator who retaliates against an employee for having invoked this Policy; and
• On any employee or Lead Educator who retaliates against any individual for having conducted, participated or cooperated in any investigation of a complaint under this Policy.

Confidentiality

Confidentiality is required to properly investigate a complaint and to offer appropriate support to those involved. HFNS will maintain confidentiality to the extent practicable and permissible by law and expects its employees to do the same. Gossiping about an incident undermines the privacy of all parties involved and will not be tolerated. Policies and procedures regarding Harassment and Discrimination in the Workplace will be reviewed with each new employee, student and volunteer, prior to commencement of employment or placement.

GRIEVANCE POLICY

Employees

In the event that an employee wishes to submit a formal complaint or concern, the following procedures shall apply:
• The employee shall submit details of the incident/issue in writing to the Executive Director and/or the HR Director.
• Investigation will take place.
• Board of Directors may be consulted if deemed necessary by the Executive Director and HR Director.
• Results of the investigation will be delivered in writing to the employee including a list of any actions deemed necessary
Unless the complaint/concern involves the employee’s respective Lead Educator, it is expected that the issue will be brought to the Lead Educator’s attention directly and that the written complaint will be submitted to the Executive Director and/or Director of Human Resources via the Lead Educator.
The below form may be used to submit any grievance, complain or concern.

Parents

In the event that a parent wishes to make a complaint or raise a more significant or formal concern, they should be provided with a copy of the form below and provided directions to submit the complaint directly to the Executive Director. The Executive Director will in turn seek input or direction from the Board where deemed necessary and the appropriate response determined.

COMMUNICATION/COMPLAINT FORM

Complaint by:     ____Parent     ____Employee Date: ___________________________________ Issued by:________________________________ Description of Complaint: ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ _____Action Taken      _____Proposed Solution Description of Action Taken or Proposed Solution ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Complaint Resolved By: ______________________ Date Resolved:_______________________

ACCESSIBILITY FOR ONTARIANS WITH DISABILITIES

Intent

Happy Face Nursery School (HFNS) is committed to ensure that policies, practices and procedures we establish reflect the principles of integration, independence, dignity and equal opportunity for persons with disabilities. We will use all reasonable efforts to ensure we are consistent with the Accessibility Standards for Customer Service (Ontario Regulation 429/07) created under the Accessibility for Ontarians with Disabilities Act, 2005 (AODA).

The following policies apply to the provision of services to the public or other third parties, the information and communications of services and materials for people with disabilities, provision of accessible employment services for persons with disabilities, as well as emergency procedures as it applies for persons with disabilities.

Customer Service Policy

Purpose

To demonstrate our commitment to providing accessible services that allows persons with disabilities to fully participate in community activities by receiving services in a similar way as provided to other customers.

Scope

This Policy applies to all Happy Face staff, contractors and partners.
Process
Happy Face will strive to make communication more accessible by considering the needs of people with disabilities during the planning stage of services.
Happy Face will communicate with an individual with a disability in a way that takes the person’s disability into account. Happy Face will consider how the disability affects the way that the person expresses, receives or processes communications. Where possible, Happy Face will ask the person directly how to communicate with them.
The following are examples of strategies and methods that Happy Face will use to communicate in a variety of ways:
▪ using e-mail to communicate with customers who are deaf or have speech impairments;
▪ providing written hand-outs of commonly spoken information;▪ using large print for people who have low vision;
▪ providing easy-to-read, simplified summaries of materials for people with developmental or intellectual disabilities;
▪ offering phone service rather than requiring in person service for people with physical disabilities;
▪ offering the assistance of an employee when needed.

Training

The training about how to serve customers with disabilities is mandatory for all new staff, contractors and volunteers under the Accessibility Standards for Customer Service. Happy Face will provide training to all new staff, contractors and volunteers who deal with members of the public as soon as is practicable after they have assumed their job responsibilities.

Integrated Accessibility Standards Regulation (IASR) Employment Policy

Recruitment, Assessment and Selection

Happy Face will notify employees and the public about the availability of accommodation for job applicants who have disabilities. Happy Face will accommodate the needs of people with disabilities in its hiring process.
This information will be included in all job postings and on our website. All job postings will have a notification that will read:
“Happy Face Nursery School welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.”
Applicants will be informed that these accommodations are available, upon request, for the interview process and for other candidate selection methods. Where an accommodation is requested, Happy Face will consult with the applicant and provide or arrange for suitable accommodation.
Successful applicants will be made aware of Happy Face policies and supports for accommodating people with disabilities.
Accessible Formats and Communication Supports for Employees
Happy Face will ensure that employees are aware of its policies for employees with disabilities and any changes to these policies as they occur.
If an employee with a disability requests it, Happy Face will provide or arrange for the provision of accessible formats and communication supports for the following:
• Information needed in order to perform his/her job; and
• Information that is generally available to all employees in the workplace. For example: company newsletters, bulletins/memos about company policies and health and safety information. Happy Face will consult with the employee making the request to determine the best way to provide the accessible format or communication support.

Performance Management and Career Development and Advancement

Happy Face will consider the accessibility needs of employees with disabilities when implementing formal or informal performance management processes/reviews, or when offering career development or advancement opportunities. Individual accommodation plans will be consulted, as required.

Information and Communications Policy

Accessible Formats and Communication Supports

Unless deemed unconvertible, Happy Face will provide or arrange for the provision of accessible formats and communication supports for persons with disabilities, upon request. Accessible formats and communication supports will be provided in a timely manner and at no additional cost to the individual. ,
Happy Face will take into account the person’s accessibility needs when customizing individual requests and shall consult with the individual making the request to ensure suitability.
Happy Face will make the availability of accessible formats and communication supports publicly known. Happy Face will disseminate this information by use of:
• Newsletters
• Emails
• Letters
• Website
• Bulletin boards
• At Staff meetings
• One on one

PROFESSIONAL ADVISORY: DUTY TO REPORT

Please visit the following link to view the resources from the College of Early Childhood Educators and refer to Happy Face Nursery School’s Policy and Procedures Manual

https://www.college-ece.ca/en/Members/Resources

EMPLOYMENT STANDARDS

Happy Face Nursery School will abide by regulations as stated in the Employment Standards Act. For more information, please visit: Ontario.cadards or call: 1-800-531-5551