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7.18 Workplace Violence Prevention Policy

7.18 Workplace Violence Prevention Policy

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This online version is for convenience; the official version of this policy is housed in the University Secretariat. In case of discrepancy between the online version and the official version held by the Secretariat, the official version shall prevail.

Approving Authority: Board of Governors

Original Approval Date: June 1, 2010

Date of Most Recent Review/Revision: April 24, 2025

Office of Accountability: Chief Human Resources and Equity Officer

Administrative Responsibility: Safety, Health, Environment and Risk Management (SHERM)

1.00 Purpose

1.01 Wilfrid Laurier University (“Laurier” or “University”) is committed to providing a healthy, safe, and respectful working and learning environment that is free of violence and in compliance with the Occupational Health and Safety Act (OHSA).

1.02 This Policy formally establishes this commitment, which the University will implement through the Workplace Violence Prevention Program. The program provides measures and procedures so that reasonable precautions may be taken to prevent Workplace Violence at Laurier.

1.03 Focus of the Workplace Violence Prevention Policy and Program include:

  1. identifying appropriate means and resources for assessing risks to violence in the Workplace;
  2. promoting awareness on violence in the Workplace prevention through training and communication;
  3. informing the University community about response protocols for dealing with a violent or potentially violent situation;
  4. commitment to indigenization, equity, diversity, inclusion, anti-racism, and accessibility; and
  5. recognition that members from equity-deserving groups can be more vulnerable to Workplace
    Violence.

2.00 Definitions

Several of the following definitions are taken from legislation governing the subject matter of this Policy. The legislation supersedes this Policy; to the extent the relevant legislation is amended, the definitions below will be read as likewise amended until such time as the Policy is updated.

2.01 Complainant: Member of the University Community who has brought forward a complaint under the policy.

2.02 Domestic Violence: Occurs when a person who has a personal relationship with a Worker such as a spouse or former spouse, current or former intimate partner or a family member that may physically harm, or attempt or threaten to physically harm, that Worker at work. In these situations, Domestic Violence is considered Workplace Violence.

2.03 Employee: A person who performs work for wages in any capacity for the University. 

2.04 Environmental Risk Assessment: A physical safety assessment that evaluates a specific location and/or space to identify vulnerabilities, review Workplace Violence risk factors and implement measures that reduce the risk of violence.

2.05 Intimate Partner Violence ("IPV"): Occurs between two people involved in an intimate relationship. It is a non-gendered reference, acknowledging the interchangeable roles of aggressor and victim. IPV is inclusive of all forms of relationships, e.g. hetero/same sex, married/common law/dating.

2.06 Member(s) of the University Community: Persons who currently live, work, or study (in person or online) on any Laurier campus or location. Members include Students (including Student groups), Employees, adjunct and visiting faculty, and volunteers at Laurier. For the purpose of this policy, this includes contractors.

2.07 Occupational Health and Safety Act, RSO 1990, c. O.1 ("OHSA"): the Ontario legislation that outlines the Workplace health and safety responsibilities of employers, Supervisors and Workers.

2.08 Reprisal: The act or threat of penalizing, intimidating, or coercing an individual for acting in good faith to carry out or assist with any step provided for in the Policy. Engaging in an act of Reprisal constitutes a breach of this Policy.

2.09 Respondent: A Member of the University Community against whom allegations of violence have been made. Use of this term does not imply pre-determination that the respondent is culpable of misconduct.

2.10 Student: An individual registered in a course of study as a Student at the University, either full-time or part-time, pursuing undergraduate, graduate, or non-degree certificate programs.

2.11 Supervisor: A person who has charge of a Workplace or authority over a Worker.

2.12 University Facility/Facilities: All buildings and grounds, owned, leased or operated by the University, including without limitation outdoor playing areas, parking, athletic and recreational fields and all University residences and housing.

2.13 Violence Risk Assessment & Management: Involves identifying and analyzing relevant information to characterize people’s potential for violence, and the development of plans to reduce people’s potential for violence. The violence risk assessment is concerned with a more comprehensive and long-term evaluation of the risk posed by a person and is an essential component of violence prevention.

2.14 Violence Risk Triage: Evaluating, prioritizing and responding to Workplace Violence cases according to the perceived seriousness or imminence of violence risk. It is a decision-making tool intended to determine whether and when it is necessary to complete a full violence risk assessment as well as determine immediate action to be taken when there is a concern for violence risk. Violence Risk Triage is focused on immediate & interim response.

2.15 Worker: Includes all University Employees (whether full-time, part-time or contract) and as defined under the Occupational Health and Safety Act (OHSA).

2.16 Workplace: Any site at which the Employee works including any property or buildings owned, leased or managed by the University and any other place an Employee is located while performing work for the University or while representing the University in-person or virtually. This includes operating University equipment or a personal vehicle when the Employee is on duty. For the sake of this policy, this also includes remote work locations such as an Employee’s place of residence, or another remote location, where the Employee is not physically present at the University.

2.17 Workplace Violence: is defined by the Occupational Health and Safety Act (OHSA): 

  1. The exercise of physical force by a person against a Worker in a Workplace that causes or could cause physical injury to the Worker,
  2. An attempt to exercise physical force against a Worker in a Workplace that could cause physical injury to the 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, in a Workplace, that could cause physical injury to the Worker.

3.00 Jurisdiction/Scope

3.01 This policy applies to all Member(s) of the University Community at all Laurier campuses and locations where Workers perform work for the University (e.g. including but not limited to work or academic related travel, research in the field, and university sanctioned events or activities).

3.02 For situations involving Workplace harassment, sexual harassment or discrimination, not covered by this Policy, refer to Policy 6.1 Prevention of Harassment, Discrimination and Sexual Misconduct.

4.00 Policy

4.01 Laurier is committed to fostering a healthy and safe culture that is free of Workplace Violence in any form. It is the responsibility of every Member of the University Community to create and maintain a safe and supportive environment that precludes physical and/or threatened harm to others. No Member of the University Community shall engage in violent conduct or make threats of violence including technology-based violence, implied or direct, within University Facilities or in connection with University business or the Workplace.

4.02 All Workers shall work in compliance with this Policy and the supporting Program. Supervisors are obligated to oversee compliance and to provide Workers with information and training necessary to work safely when exposed to the risk of Workplace Violence.

4.03 Any Member of the University Community that becomes aware that violence or the threat of violence has taken place or has reason to believe that violence may take place towards a Worker must report that behaviour to their Supervisor and to Safety, Health, Environment & Risk Management (SHERM). If the threat of violence is imminent or already occurring, then contact Special Constable Service (SCS) immediately and follow up with your Supervisor and SHERM as soon as possible. Every effort will be made to keep reports and investigations confidential. Laurier will not disclose more personal information than is reasonably necessary to protect the Worker from physical injury. However, there may be instances where confidentiality may be compromised where it is believed that imminent danger exists or where an investigation requires disclosure to protect the safety of Member(s) of the University Community. Collection, use and disclosure of personal information and records gathered shall be in accordance with University policy and/or legal obligations.

4.04 The University is committed to addressing violence that affects the Workplace from all possible sources including Member(s) of the University community and domestic and/or intimate partners.

4.05 The University will take appropriate steps to fairly investigate all reports of violence or threats of violence in accordance with the procedures relating to the Workplace Violence Prevention Policy. Following an investigation, the University will take reasonable actions to rectify the situation and protect Workers from the risk of ongoing Workplace Violence.

4.06 Member(s) of the University Community who are found to have engaged in threats, intimidation or violence may be subject to disciplinary action which may include, but is not limited to, termination of employment, expulsion from educational programs, and a ban from University Facility/Facilities. In doing so, Laurier will act in accordance with the rights and obligations established by collective agreements and University policies.

4.07 The University will not tolerate any retaliation or reprisal, through any means including through social or other electronic media, against anyone who discloses or reports an incident of Workplace Violence or a threat of violence, or who participates in a University process that is addressing allegations of Workplace Violence. Retaliation or threat of retaliation or reprisal may result in disciplinary action under this or other University policies.

4.08 All Members of the University Community involved in Workplace Violence investigations will be treated fairly and impartially to maintain the rights, privileges and protections afforded to them under legislation, University policies or applicable collective agreements. 

4.09 This Policy will be reviewed by the Joint Health & Safety Committees and approved by the Board of Governors on an annual basis.

4.10 Workplace Violence Prevention Program:

  1. Control violence risks identified as likely to expose a person to physical injury.
  2. Summon immediate assistance when violence occurs or is likely to occur.
  3. Report incidents of Workplace Violence.
  4. Investigate and address incidents or complaints of Workplace Violence.
  5. Complete Workplace Violence Triage and Violence Risk Assessment.
  6. Complete the Environmental Risk Assessment.
  7. Appeal the outcomes of a Workplace Violence investigation.ence 

4.11 A Worker has the right to refuse work if there is reason to believe that they may be endangered by Workplace Violence. A right to refuse work should always be directed first to the Supervisor and/or employer.

4.12 When there are reasonable grounds to believe that a criminal offense may have occurred, the
appropriate law enforcement agency must be consulted before initiating any internal investigation. SCS will coordinate with law enforcement to determine whether criminal proceedings will take place. While we must respect the priority of a criminal investigation, this does not relieve the organization of its responsibility to conduct an internal investigation under OHSA. As a result, both criminal and internal investigations may occur simultaneously to support safety planning and interim measures. However, to protect the integrity of the evidence and the criminal case, the full internal investigation will be put on hold until the criminal proceedings are concluded. Consequently, this may lead to significant delays in the internal investigation.

Relevant Legislation

Related Policies, Procedures and Documents

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