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Working Environment Policy (HRENV - POL - 0001)
Page 1 of 8
THE CORPORATION OF THE CITY OF WINDSOR
POLICY
Service Area: Office of the City Clerk
Policy No.:
HRENV - POL - 0001
Department:
Human Resources
Approval Date: March 7, 2016
Division:
Organizational Development
Approved By:
City Council CR 127/2016
Effective Date:
March 7, 2016
Subject:
Working Environment
Procedure Ref.:
Review Date: December 1, 2020
Pages:
Replaces: Blood Donor Policy, Facility
Access and Identification Badge Policy, Flex
Time Policy and Guidelines, Inclement
Weather Policy, Moving Expenses, References
- Releasing Information Policy, Retirees -
Policy for Corporate Gifts, Council Resolution
254/73 re LOA Policy, Visitor Sign in Policy,
Work at Home Policy in the Event of an
Emergency, Hours of Work/Overtime for Non-
Union Policy
Prepared By: Mary Nouvion - HR Policy Coordinator
Date:
1.
POLICY
1.1 The City of Windsor (the Corporation) strives to create a good place for its employees
to work while remaining cognizant of its fiscal responsibilities to the citizens of
Windsor. Every employee can contribute to the quality of the work environment
through good work habits, personal responsibility, respect for others, professional
decorum and cooperation with approved policies, procedures and practices.
2.
PURPOSE
2.1 This policy covers various areas and topics that have not been addressed in the other
six (6) Human Resource policies as per the HR Policy and Procedure Plan, Council
Resolution M517-2012.
2.2 This policy establishes general principles, statements and goals that assist in
establishing the framework for a structured, transparent, productive, positive,
equitable, and cohesive work environment.
3.
SCOPE
3.1 This policy applies to all City of Windsor employees regardless of employment
status.
3.2 This policy applies to individuals, inclusive of, but not limited to volunteers, non paid
placements, contract employees, Transit Windsor and other individuals who access
City premises.
Working Environment Policy (HRENV - POL - 0001)
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4.
RESPONSIBILITY
4.1 The Mayor and City Council are responsible to:
4.1.1
Support the Working Environment Policy in principle and by providing
the necessary financial and human resources to carry out its intent.
4.2 The Chief Administrative Officer is responsible to:
4.2.1
Support the Working Environment Policy including providing guidance,
direction and final authority on issues that may arise where the Corporate
Leadership Team ("CLT"), Executive Director of Human Resources and
applicable department(s) were unable to achieve resolution.
4.2.2
Recommend to City Council adequate budgetary resources to meet the
obligations under this policy.
4.3 The Corporate Leadership Team (CLT), Executive Directors, Managers and
Supervisors are responsible to:
4.3.1
Communicate this policy to staff.
4.3.2
Support the Working Environment Policy by facilitating compliance and
consistency in its application.
4.3.3
Allocate appropriate budget dollars to implement this policy.
4.4 The Executive Director of Human Resources is responsible to:
4.4.1
Ensure the Corporation has a current policy on the Corporation's working
environment and it is made available to staff.
4.4.2
Assess, develop, review, administer, direct and manage all matters related
to the Working Environment Policy and related procedures.
4.4.3
Request an annual budget allocation for resources to implement this policy
as may be necessary.
4.4.4
Support appropriate training requirements to effectively carry out this
policy.
4.4.5
Endeavour to apply the policy and applicable procedures consistently
across the Corporation and where issues arise that cannot be resolved at
the department level, they shall be forwarded to the applicable CLT
member and if no resolve is achieved, to the Chief Administrative Officer.
Working Environment Policy (HRENV - POL - 0001)
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4.4.6
Review this policy one year after initial implementation and every five (5)
years thereafter or as required.
4.5 Human Resource staff are responsible to:
4.5.1
Be familiar with, abide by and provide consistency in the application of
the Working Environment Policy and applicable procedures, including
advising their respective Manager or designate of any issues arising from
the application of this policy.
4.5.2
Endeavour to ensure departments are aware of and abide by the policy and
applicable procedures.
4.6 Employees and other individuals identified in Section 3 are responsible to:
4.6.1
Be aware of and comply with the Working Environment Policy, applicable
procedures and practices as a condition of continued employment,
placement, volunteer assignment, separation or retirement.
4.6.2
Provide Human Resources with all required information, as requested as a
condition of continued employment with the Corporation, and accordingly
following separation or retirement.
5.
GOVERNING RULES AND REGULATIONS
5.1 DEFINITIONS:
5.1.1
Working Environment pertains to everything that forms part of an
employee's involvement with the work itself. It is the surrounding
conditions in which an employee operates and includes, but is not limited
to: the relationship with co-workers and managers/supervisors;
organizational culture; personal development; physical atmosphere and
surroundings; perks and benefits of employment; work processes and
procedures (that have not been addressed in the other six Human Resource
policies).
5.1.2
Employee Recognition is the acknowledgement of an individual or
team's behaviour, effort and accomplishments that support an
organization's goals and values. It lets employees know their hard work is
valued. It does not have to be costly however recognition is not a one-size
fits all. Consideration should be given as to what would be appreciated by
the person(s) being recognized.
5.1.3
ID Badge/Card Access System is an electronic system whose primary
function is to provide:
5.1.3.1
Employee identification through an ID badge.
5.1.3.2
An access system for entering Corporate facilities
Working Environment Policy (HRENV - POL - 0001)
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5.1.4
Employee Docket is a separate file(s) for each employee containing
documents and records specific to that employee. The Employee Docket
provides the Corporation with a consolidated place to store employee
information and provide documentation to substantiate decisions made in
the employee/employer relationship. It allows the Corporation to
effectively manage the workforce. It should be noted that certain highly
confidential employee information is maintained separately so as to ensure
its privacy. The Employee Docket is maintained and stored in the Human
Resources Department and is regarded as the official file for that
employee of the Corporation.
5.1.5
Human Resources Management Information System (HRMIS) is a
system which seeks to merge the activities associated with human resource
management (such as compensation & benefits, recruitment and applicant
tracking, position control, payroll, labour distribution, etc) and information
technology into one common database.
5.1.6
Leave of Absence is a continuous period of time where the employee is
absent from work, i.e. not actively at the work site and/or actively
performing work for the Corporation, for reasons other than compensable
injuries or sick leave. A Leave of Absence must comply with the
minimum standards required by law; can be with pay or without pay; is
normally authorized in advance; and implies that the employee intends to
return to the same or similar position, which will be available upon the
employee's return.
5.1.7
Alternative Work Arrangement refers to work arrangements that are
variations from the standard workday, workweek and/or work location. It
occurs when the Corporation, an individual employee, or group of
employees, who for specific reasons, wishes to vary the work hours or
location from the standard work schedule/location that is based on a five
(5) day per week basis. Alternative Work Arrangements may include:
5.1.7.1
Flextime - fluctuating start and end times during the workday
and/or workweek
5.1.7.2
Compressed Work Week - working the equivalent of a full-time
week in fewer than five days or working longer shifts in exchange
for a reduction in the number of working days in one's work cycle.
Examples (for a 40 hour work week) may include:
- Working four 10-hour days with every Friday off OR
- Working nine 9-hour days over a two-week period with
every other Friday off.
5.1.7.3
Job Sharing - when two employees fill one approved full-time
position. In sharing the one job the employees work a regular
schedule that is less than the standard hours per week for that job.
5.1.7.4
Working At Home In The Event Of An Emergency - as noted
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5.1.7.5
Telework - An employee has approval to carry out some or all of
their work duties away from their official workplace
5.1.7.6
Reduced Work Week or Graduated Return To Work - As per
approved accommodations working less than the regular hours of
the job (i.e. part-time hours) with the goal of increasing hours up to
the employee's regular hours of work
5.1.7.7
Any other type of alternative work arrangements that deviates from
the established norm.
5.1.8
Vacation is annual time off for employees as outlined in the
Employment Standards Act and applicable union/association collective
agreements and/or terms and conditions of employment.
5.2 OVERALL PRINCIPLES, GOALS AND OBJECTIVES
5.2.1
The Corporation shall follow applicable governmental legislation and
Council By-laws in the development of various policies and procedures.
5.2.2
The Corporation is committed to adhering to City of Windsor's
Union/Association Collective Agreements, the Civic Association of Non
Union Employees (CANUE) Terms & Conditions of Employment and the
Senior Management Team (SMT) Terms & Conditions of Employment.
5.2.3
In the absence of clear language and details in various Union/Association
Collective Agreements or SMT or CANUE Terms & Conditions of
Employment, Corporate policies and procedures shall be developed in
consultation with various employee groups to address specific areas,
operational needs and business processes.
5.2.4
All employees and others, as noted in Section 3.2, shall follow Corporate
policies, procedures, rules and practices, as applicable.
5.2.5
Employees and those as defined in Section 3.2 that fail to comply with this
policy may be subject to disciplinary action up to and including
termination.
5.2.6
The Corporation, its employees and other persons noted in Section 3.2,
share the responsibility to communicate and know the rules.
5.2.6.1
The Corporation has an obligation to communicate policies,
procedures, information and various rules and operational
standards to its employees in a clear and concise manner.
5.2.6.2
Employees and those noted in Section 3.2 have an obligation to
familiarize themselves and inquire about situations that may affect
them.
Working Environment Policy (HRENV - POL - 0001)
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5.2.7
Every employee/person under Section 3.2 shall maintain a professional
demeanour. They shall treat all persons they come in contact with during
their work day with respect, dignity and professionalism both within and
outside of the work environment.
5.2.8
The Corporation acknowledges the value of employee recognition as: a
method to let employees know their hard work is valued and appreciated;
to give employees a sense of ownership and belonging in their work place;
to improve employee morale; enhance loyalty; increase employee
motivation; and help build a supportive work environment.
5.2.9
The complexity of the Corporation is reinforced by the various hours of
work in which the Corporation does business. Each office or work
location shall be sufficiently staffed for its hours of business in order to
ensure the delivery of services in the most efficient and effective manner.
Procedures on hours of work shall reflect this principle as well as reinforce
a working environment that respects a balance between work and personal
responsibilities.
5.2.10 The Corporation recognizes the strategic importance of addressing work
and personal life integration. As such, there may be a need amongst some
employees to apply for alternative working arrangements and/or apply for
a leave of absence. Procedures shall be developed to ensure that
consistency is maintained when considering such arrangements, to
guarantee that efficient service to the public is not compromised and to
comply with applicable legislation, Union/Association Collective
Agreements, and/or SMT or CANUE Terms & Conditions of
Employment. The Corporation may also require the implementation of
alternative work arrangements for an employee or group of employees as
part of ensuring the operational and business needs of the Corporation are
maintained.
5.2.11 Work and vacation schedules shall be established as appropriate to meet
business needs and to comply with applicable legislation and
Union/Association Collective Agreements and/or SMT or CANUE Terms
& Conditions of Employment.
5.2.12 The first obligation of staff and others conducting business on the City's
behalf is the preparation for and carrying out of official Corporate duties.
Full-time staff are expected to devote full-time effort and part-time staff
are expected to devote a corresponding part-time effort to their
institutional responsibilities.
5.2.13 The Corporation recognizes the importance of community involvement
and encourages employees to participate in volunteer activities that
promote the well being of the community. Such events may include
participating in Blood Donor drives; United Way Initiatives, Sparky's Toy
Drive/other toy and can drives and other charitable fundraisers.
Working Environment Policy (HRENV - POL - 0001)
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Corporate wide procedures shall be established by Human Resources, and
approved by the CAO, consistent with existing policy and financial
funding dedication that support participation in community initiatives
while remaining cognizant of the employee's primary duty to provide
customer service in an efficient manner.
5.2.14 Employees and others as noted in Section 3.2 are expected to follow and
implement safe security measures as established by the Corporation in
their every day work environment. Procedures shall be developed that
incorporate the following requirements:
5.2.14.1 All employees and persons noted in Section 3 regardless of status
are to carry a Corporate identification badge with them at all times
during their work day or while conducting business on City
premises, in a visible location, remaining cognizant of any health
and safety issues associated with their work that requires one to
modify this requirement.
5.2.14.2 All visitors and other persons noted in Section 3 attending at
City of Windsor facilities and going beyond areas designated as
"public areas" must report to the designated staff person in the
area. A record of the visit shall be maintained for security
purposes.
5.2.14.3 Employees are responsible for ensuring the security of the
Corporation's confidential/proprietary material in their possession
and similarly maintaining the security of company provided
equipment. Employees concerned for the security of their work
area or equipment must inform their supervisor of such concerns.
5.2.14.4 The Corporation shall take measures to ensure the security of
Corporate property, technology, buildings, and information
remains secure while an employee is absent from work due to
various reasons.
5.2.14.5 Human Resources, in collaboration with Information Technology
and Facility Management, shall be responsible for the
administration, implementation and maintenance of the ID
Badge/Card Access system, while Information Technology will be
responsible for Corporate Security and all the software/technology
needs of the ID Badge/Card Access system.
5.2.15 The Corporation recognizes that weather conditions can, at times, create
difficult and dangerous travel conditions for its employees and
subsequently interfere with the normal business operations of the
Corporation. Procedures shall establish proper protocols to be followed
under severe weather conditions including the expectation that employees
are required to account for their time off work and the options available.
Working Environment Policy (HRENV - POL - 0001)
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Procedures shall further identify the CAO as the individual responsible to
issue directives on the closure of facilities and services.
5.2.16 The Corporation understands the importance of planning for emergency
situations, such as a pandemic. Procedures on working at home in the
event of an emergency shall establish the protocol and process to: identify
designated employees who are required to work at home during a declared
emergency; assist Managers/Supervisors in managing employees who
have been designated to work at home; establish guidelines related to the
Workplace Safety and Insurance Act, Occupational Health & Safety Act,
and any other related legislative requirements; and provide direction and
guidance to those designated employees who have been directed to work
at home during an emergency situation.
5.2.17 The Corporation shall develop a Moving Expenses procedure that
recognizes the importance of attracting qualified applicants to positions of
a specialized nature. Each request for payment of moving expenses shall
be reviewed on an individual basis. Procedures shall outline the criteria
for review and payment, including giving the Chief Administrative Officer
discretionary power to expend monies where necessary for other expenses
incurred by the employee by reason of their relocation.
5.2.18 The Human Resources Department shall be responsible for the
management and retention of employee information and records.
Departments are required to forward employee information to the Human
Resources Department accordingly. The release of employee information,
such as employment reference information, on current or former
employees is to be referred to the Human Resources Department.
5.2.19 Human Resources shall develop and maintain a Document Management
procedure that identifies the type of information collected and retained in
employee dockets and other HR files, why the information is collected,
who has access to that information, how it is used and a retention schedule
in accordance with the City of Windsor's Records Retention Disposal By-
Law 21-2013.
5.2.20 The Human Resources Department, in collaboration with Information
Technology, shall develop, administer and maintain a viable Human
Resources Management Information System (HRMIS).
6.
RECORDS, FORMS AND ATTACHMENTS
6.1 All documentation related to matters under this policy shall be retained and filed in
the Human Resources Department.
6.2 Records will be retained in accordance with the record retention requirements of the
Municipal Freedom of Information and Protection of Privacy Act and the City of
Windsor's Records Retention Disposal By-Law 21-2013.