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RCDSO Governing Policies for Candidates Seeking Election or Selection to Council of the College

2 RCDSO Governing Policies

TABLE OF CONTENTS Confidentiality (Regulated Health Professions Act, 1991, excerpt) .............................................................. 3 Policies Policy 1: Mission Statement, Core Purposes, Core Values and Core Goals ............................................... 6 Policy 2: Guidelines for Candidates Seeking Election to Council ................................................................. 7 Policy 3: Election Self-Nomination and Eligibility Form or Application and Eligibility Form for Non- Council Committee Appointments .............................................................................................................................. 8 Policy 4: Operational Policy for Nominating Committee - Timing of Meeting ............................................... 9 Policy 5: Operational Policy for Nominating Committee - Appointment of Committee Chairs .................... 10 Policy 6: Operational Policy for Nominating Committee - Appointment of Committee Members ............... 11 Policy 7: Media Relations ............................................................................................................................ 12 Policy 8: E-mail Blast Policy for Council Members ..................................................................................... 14 Policy 9: E-mail Blasts in Election Year ...................................................................................................... 15 Appendix A - Facilitation of Council Members Communicating with district members via email.. 16 Policy 10: Interaction of Councillors and Committee Members with Staff .................................................. 17 Policy 11: Committee Reports .................................................................................................................... 19 Policy 12: Releasing Members Contact Information or Mailing Labels to Third Parties Upon Request ..... 20 Policy 13: Attendance at International Conference for Council Members .................................................. 21 Policy 14: Workplace, Violence and Harassment ....................................................................................... 22 Appendix A - Signs of Domestic Violence ................................................................................. 29 Appendix B - Emergency Contacts ............................................................................................ 30 Appendix C - Violence Harassment Incident Checklist ............................................................. 31 Policy 15: Electronic Technology ................................................................................................................ 32 Policy 16: Workplace Social Media ............................................................................................................. 35 Policy 17: Human Rights ............................................................................................................................. 37 Policy 18: Interactions between Members of Council / Non-Council Committee Members (Anti-Harassment Policy) ............................................................................................................................ 41 Policy 19: Reimbursement of Expenses of Members of Council and its Committees and Working Groups ................................................................................................................................... 43 Appendix A ................................................................................................................................. 46 Policy 20: Making Council Meeting Materials Accessible on the College's Website .................................. 47 Policy 21: Distribution and Retrieval of College Issued Electronic Devices for Council Members ............. 48 Policy 22: Accessibility and Accommodation: Professional Conduct and Regulatory Affairs Procedures . 49


Confidentiality Regulated Health Professions Act, 1991 (Excerpt) 36. (1) Every person employed, retained or appointed for the purposes of the administration of this Act, a health profession Act or the Drug and Pharmacies Regulation Act and every member of a Council or committee of a College shall keep confidential all information that comes to his or her knowledge in the course of his or her duties and shall not communicate any information to any other person except,

(a) to the extent that the information is available to the public under this Act, a health profession Act or the Drug and Pharmacies Regulation Act; (b) in connection with the administration of this Act, a health profession Act or the Drug and Pharmacies Regulation Act, including, without limiting the generality of this, in connection with anything relating to the registration of members, complaints about members, allegations of members’ incapacity, incompetence or acts of professional misconduct or the governing of the profession; (c) to a body that governs a profession inside or outside of Ontario; (d) as may be required for the administration of the Drug Interchangeability and Dispensing Fee Act, the Healing Arts Radiation Protection Act, the Health Insurance Act, the Independent Health Facilities Act, the Laboratory and Specimen Collection Centre Licensing Act, the Ontario Drug Benefit Act, theCoroners Act, the Controlled Drugs and Substances Act (Canada) and the Food and Drugs Act (Canada); (e) to a police officer to aid an investigation undertaken with a view to a law enforcement proceeding or from which a law enforcement proceeding is likely to result; (f) to the counsel of the person who is required to keep the information confidential under this

section; (g) to confirm whether the College is investigating a member, if there is a compelling public

interest in the disclosure of that information;

(h) where disclosure of the information is required by an Act of the Legislature or an Act of Parliament;


(i) if there are reasonable grounds to believe that the disclosure is necessary for the purpose of eliminating or reducing a significant risk of serious bodily harm to a person or group of persons; or

(j) with the written consent of the person to whom the information relates. 2007, c. 10, Sched. M, s. 7 (1). Reports required under Code (1.1) Clauses (1) (c) and (d) do not apply with respect to reports required under section 85.1 or 85.2 of the Code. 1993, c. 37, s. 1. 1998, c. 18, Sched. G, s. 7 (2). Definition (1.2) In clause (1) (e), “law enforcement proceeding” means a proceeding in a court or tribunal that could result in a penalty or sanction being imposed. 1998, c. 18, Sched. G, s. 7 (2); 2007, c. 10, Sched. M, s. 7 (2). Limitation (1.3) No person or member described in subsection (1) shall disclose, under clause (1) (e), any information with respect to a person other than a member. 1998, c. 18, Sched. G, s. 7 (2); 2007, c. 10, Sched. M, s. 7 (3). No requirement (1.4) Nothing in clause (1) (e) shall require a person described in subsection (1) to disclose information to a police officer unless the information is required to be produced under a warrant. 1998, c. 18, Sched. G, s. 7 (2); 2007, c. 10, Sched. M, s. 7 (4). Confirmation of investigation (1.5) Information disclosed under clause (l) (g) shall be limited to the fact that an investigation is or is not underway and shall not include any other information. 2007, c. 10, Sched. M, s. 7 (5). Not compellable (2) No person or member described in subsection (1) shall be compelled to give testimony in a civil proceeding with regard to matters that come to his or her knowledge in the course of his or her duties. 1991, c. 18, s. 36 (2). Evidence in civil proceedings (3) No record of a proceeding under this Act, a health profession Act or the Drug and Pharmacies Regulation Act, no report, document or thing prepared for or statement given at such a proceeding and no order or decision made in such a proceeding is admissible in a civil proceeding other than a proceeding under this Act, a health profession Act or the Drug and Pharmacies Regulation Act or a proceeding relating to an order under section 11.1 or 11.2 of the Ontario Drug Benefit Act. 1991, c. 18, s. 36 (3); 1996, c. 1, Sched. G, s. 27 (2). Offences 40. (1) Every person who contravenes subsection 27 (1) or 30 (1) is guilty of an offence and on conviction is liable,


(a) for a first offence, to a fine of not more than $25,000, or to imprisonment for a term of not more than one year, or both; and (b) for a second or subsequent offence, to a fine of not more than $50,000, or to imprisonment for a term of not more than one year, or both. 2007, c. 10, Sched. M, s. 12.

Same (2) Every individual who contravenes section 31, 32 or 33 or subsection 34 (2), 34.1 (2) or 36 (1) is guilty of an offence and on conviction is liable to a fine of not more than $25,000 for a first offence and not more than $50,000 for a second or subsequent offence. 2007, c. 10, Sched. M, s. 12. Same (3) Every corporation that contravenes section 31, 32 or 33 or subsection 34 (1), 34.1 (1) or 36 (1) is guilty of an offence and on conviction is liable to a fine of not more than $50,000 for a first offence and not more than $200,000 for a second or subsequent offence. 2007, c. 10, Sched. M, s. 12.


College Policy 1:

Mission Statement, Core Purposes, Core Values and Core Goals Mission Statement The Royal College of Dental Surgeons of Ontario is the statutory governing body for dentists in Ontario that protects the public’s right to quality oral health services by providing leadership and education to the dental profession in self-regulation. Core Purposes

• Sets the qualifications to enter the profession. • Develops programs to ensure that dentists continue to enhance their knowledge and skills and to

promote high standards of continuing dental education. • Ensures the continued development of professional standards for all of dentistry. • Ensures the development and continued adherence to ethical principles for all of dentistry. • Ensures public protection and safety through effective self-regulation.

Core Values

• Trust • Transparency • Accountability • Equality

• Accessibility • Fairness • Responsiveness

Core Goals

• To regulate the practice of the profession and to govern the members in accordance with the Dentistry Act, 1991, the Health Professions Procedural Code and the Regulated Health Professions Act, 1991, and the regulations and by-laws.

• To develop, establish and maintain standards of qualifications for persons to be issued certificates of registration.

• To develop, establish and maintain programs and standards of practice to assure the quality of the practice of the profession.

• To develop, establish and maintain standards of knowledge and skills, and programs to promote continuing competence among the members.

• To develop, establish and maintain standards of professional ethics for the members. • To develop, establish and maintain programs to assist individuals to exercise their rights under this

Code and the Regulated Health Professions Act. • To administer the Dentistry Act, the Regulated Health Professions Act, the Health Professions

Procedural Code as they relate to the profession and to perform the other duties and exercise the other powers that are imposed or conferred on the College.

• To address any other goals relating to human health care that the Council considers desirable. Passed by Council: Jun/08


College Policy 2: Guidelines for Candidates Seeking Election to Council These guidelines are for dentists seeking election or re-election to the Council of the Royal College of Dental Surgeons of Ontario and are intended to apply to written campaign materials, oral presentations/speeches and general decorum of candidates:

• Be respectful, polite, dignified and professional in everything you do. • It is more effective and credible to announce your qualifications than to try to denounce another

candidate’s qualifications. • Only rely on and promote information that is both factual and provable. • It is not appropriate to mount a personal or professional attack on any candidate. • Focus on your ideas and the positives that you have to offer. • Ensure that the words that you use are inclusive and would not offend any specific demographic

group. • Remember the mandate of the College and the Council and do not make promises that could be

viewed as contrary to that mandate. • Avoid empty rhetoric. • Be mindful of the College’s Code of Ethics, Code of Conduct, Professional Misconduct Regulations

and common law. • Remember that you are a professional and a member of an exquisite profession and so are your

opponents. College staff cannot support any particular candidate or incumbent and while they may be a resource for certain information, where appropriate, they should not be asked to assist in a campaign.

Passed by Council: Nov/09


College Policy 3: Election Self-Nomination and Eligibility Form or Application and Eligibility Form for Non-Council Committee Appointments In the event of a candidate's Election Self-Nomination and Eligibility Form or Application & Eligibility Form for Non-Council Committee Appointment contains minor errors, RCDSO staff should return the form to the candidate to have the member correct the error, initial the change, and return the form to the College.

Passed by Council: Oct/11


College Policy 4: Operational Policy for the Nominating Committee

Timing of the Meeting of Nominating Committee

• After Council elections in December and prior to the meeting of Council in January, Council members will be asked to provide their first and second choices of committees on which they wish to serve. It will be clear that while preferences will be considered, there is no guarantee they can be accommodated.

• At the first Council meeting following the Council elections in December, an afternoon orientation

meeting will be held (typically on a Wednesday).

• A Council dinner will follow the orientation session.

• Following the dinner, Council will commence a formal public meeting where nominations, speeches and the elections for the positions of President; Vice-President and the remaining three positions on the Executive Committee will be held, as set out in Schedule 1 to By-Law 1. The meeting of Council will be adjourned until 11:30 a.m. of the following day (typically a Thursday) or such other time as the Nominating Committee shall determine.

• The Nominating Committee will take as much time as it needs to complete its task during the evening

and the following morning. Before releasing any proposed slate of committee members and chairs, the Nominating Committee shall advise any councillor who did not get one of their two stated preferences of that fact and give that Council member an opportunity to address the Nominating Committee if he/she wishes to do so. In addition, the Nominating Committee may meet with other individual Council members if the Nominating Committee feels it is appropriate to do so before finalizing the proposed slate.

• When Council reconvenes, a draft proposed slate of committee members and chairs will be handed

out to Council members following which the meeting will be adjourned to a time determined by the chair.

• During this adjournment, Council members will be asked to remain on site. Any Council member who

wishes to have a private meeting with the Nominating Committee may do so by making a request through the Registrar.

• After the break, the Council meeting will reconvene for Council members to consider a motion to

accept the final proposed slate of committee members and chairs as presented by the Nominating Committee.

Passed by Council: Mar/10


College Policy 5: Operational Policy for the Nominating Committee Appointment of Committee Chairs

• The Nominating Committee, with limited exceptions, is responsible for recommending a slate of appointments of committee members and committee chairs to Council for approval.

• As a general rule, the Nominating Committee will not appoint a person as chair of a committee if that

person has already served as chair of that committee for the last two consecutive terms.

• If there are exceptional circumstances and the Nominating Committee wishes to appoint someone as chair of a committee for the third or more consecutive term, it must explain to Council the reason(s) why such an exception is in the best interests of the College and the approval of the chair must be passed by Council, along with the remainder of the slate.



College Policy 6: Operational Policy for the Nominating Committee Appointment of Committee Members

• The Nominating Committee, with limited exceptions, is responsible for recommending a slate of appointments of committee members and committee chairs to Council for approval.

• The Nominating Committee recognizes the value to the organization in allowing Council members to

serve on various committees during their tenure as Council members.

• As a general rule, the Nominating Committee will not appoint a person to serve on a committee if that person has already served as a member of that committee for the last three consecutive terms.

• If there are exceptional circumstances and the Nominating Committee wishes to appoint someone to

serve as a committee member for a fourth or more consecutive term, it must explain to Council the reason(s) why such an exception is in the best interests of the College and the approval of the committee member must be passed by Council, along with the remainder of the slate.



College Policy 7: Media Relations General Policy The Royal College of Dental Surgeons of Ontario recognizes the important role that the news media performs in our democratic society. RCDSO recognizes that the media has an interest in reporting on our activities and views on various issues, and that the media is a major channel to communicate RCDSO's messages to the profession and to the public. RCDSO endeavours to work diligently to build a constructive relationship with the media. Relationships with the media are based on the following values and operating principles:

• openness, accessibility and fairness • clear and effective communication • accountability to the public • quality service • transparent decision-making • ethical behaviour

Official Spokesperson The President and the Registrar are the official spokespersons for the College. Any request for a formal media interview will be reviewed by the Registrar to determine the most appropriate spokesperson. This responsibility may, at the discretion of the Registrar or the President, be delegated to another Council member, a Council committee member, a staff person or a member of the RCDSO. Media Inquiries The Director of Communications is the initial point-of-contact for all media in their dealings with the College. The Director of Communications is the College's day-to-day spokesperson on routine matters. She/he will identify when an inquiry requires handling by an official RCDSO spokesperson, and if needed, assist the spokesperson(s) to respond. All media inquiries that RCDSO staff, Council or committee members may receive directly at the office or home related to the College activities, programs and policies, should be rerouted to the Director of Communications before a formal response is made.


In order to protect the Registrar and the President, and to allow adequate time for preparation of responses, all media calls must be directed immediately to the Director of Communications. When approached by the media to speak as a representative of the RCDSO, the College representative should only provide general information about the College (e.g. role and services, location, number of members). It is important to maintain accuracy by not commenting on unfamiliar matters or issues. It is also important to maintain the confidentiality of any in camera discussions or privileged information. Media Release Approval Policy All media releases on behalf of the College will be developed and distributed by the Communications department. The content of news releases will be approved by the Director of Communications, the President and Registrar before distribution. Any individuals who are quoted in the releases will be asked to sign off on the quotes attributed to them. Media Monitoring To assist in monitoring of media interest and activities, the Director of Communications should be advised of all media contacts related to the College's activities, programs and policies made to Council and Committee members and staff. Any specific requests for copies of articles and/or broadcasts should be directed to the Director of Communications.


College Policy 8: E-mail Blast Policy for Council Members The College encourages registrants to share their e-mail addresses to enhance communications. These e-mail addresses are not shared with or sold to anyone outside the organization. Any exception must be approved by the Executive Committee. The College tries to be judicious in distributing e-mail blasts so that messages are not considered as spam and blocked by the member. In addition, overuse of these e-mails could eventually discourage members from reading messages from the College. The College offers an e-mail blast service through the Communications department for Council members to use as a possible supplement to the regular material sent by the College. These e-mail messages sent out on behalf of Council members are branded with the name and logo of the College for legitimacy and have the Council member identified as the sender. However, with this capability comes accountability. To ensure that these messages are congruent with College policy and messaging, the content proposed by the Council member must be reviewed and approved by the Director of Communications and/or the Registrar. Council members are encouraged to make the recommended changes to ensure that the content of the e-mail blast is in line with Council decisions and College policy and with the guidelines below. To assist Council members in complying with this policy, the following guidelines will be helpful:

• Messages must be for legitimate College business. No opinionated or personal messages may be sent through the College e-mail blast system.

• Messages must only be sent to members of the Council member’s own district. In no case is a Council member permitted to send an e-mail message to a district other than his or her own.

• Council members may not use the blast e-mail service to promote events or initiatives or personal opinions or views that are inconsistent or in conflict with motions passed by Council, or with the mission, policies or procedures of the College.

• Council members may not use the blast e-mail service to send information that includes immoral, unethical, illegal, defamatory or other inappropriate or offensive content.

• Council members must adhere to the existing policy that imposes a moratorium on e-mail blasts to district members in an election year. The cut-off date is three months immediately preceding the date of Council elections.

If a Council member would like to appeal the recommendations/decision of staff, he or she may submit the proposed content for the e-mail blast to the Executive Committee for review and a final decision. The College reserves the right to edit or refuse dissemination of any message proposed to be sent using the e-mail blast service or to remove a Council member’s access to this service should violations of this policy occur. Passed by Council: May/13


College Policy 9: E-mail Blasts to Constituents in Election Year In an election year, the College will not deliver or facilitate any e-mail blasts/communications from a Council member to members/constituents in the three months immediately preceding the date of the Council elections which are held in December every other year. To be clear, if in a given year the Election Day is December 12, the College will not send any e-mail blasts on behalf of a Council member after September 12 of that year, which is three months before the election. This policy applies regardless of the contents of the e-mail in order to ensure the fairness and integrity of the College’s elections processes and to even the playing field so an incumbent candidate does not have an advantage over a candidate who is not. The College can, of its own volition and on its own behalf, send e-mail blasts to the membership or any portion of it during this time period in the course of regular College business. At all times, e-mail blasts from Council members sent by the College on a councillor's behalf are governed by the College’s policy regarding facilitation of Council members communicating with district members via e-mail, that was passed by Council on May 5, 2011 and is attached as Appendix A to this policy. That policy prohibits e-mail blasts for the purpose of election campaigning at all times. Passed by Council: Jun/12


College Policy 9: E-mail Blasts to Constituents in Election Year APPENDIX A: Facilitation of Council members communicating with district members via e-mail Some Council members have requested the ability to communicate from time-to-time with the dentists in their districts by group e-mail or, as often called, e-mail blasts. This is possible but there are several challenges. They include:

• overcoming privacy legislation restraints that arise if the College gives Council members lists of registrants’ e-mail addresses as these addresses were not given to the College for this purpose;

• addressing technical challenges in copying e-mail lists from the College’s system to Council members’ smartphones or computers;

• ensuring the ongoing accuracy of the content of the messages as the information would be distributed in the name of the College in a format that has no restrictions on where and how it is shared or changed.

To address these challenges, it is recommended that Council members use the College’s system designed specifically to send out e-mail blasts. Here is how the process would work.

• The Director of Communications would act as the primary contact for Council members to access this service. This is the same process currently used with activity reports requested by some Council members. This ensures there is no inadvertent misrepresentation of College programs or policies.

• The main message in the e-mail would be branded with the College logo and the content would be created and/or reviewed by the Director of Communications. The content of this main message is locked and cannot be changed if the message is forwarded or shared with others.

• Council members would be able to add their own personal comments in the message and review the final draft of the entire message before it is sent.

• The Council member would supply a personal e-mail address to be used for replies. • The message would be delivered in the name of the Council member. It is the Council member’s

name and reply address that would be in the From field. • The recipient of the message would only see his or her name and address in the To field. The names

and e-mail addresses of the others receiving the same message would not be shown. This overcomes confidentiality and privacy concerns.

• All e-mail lists would be managed, maintained and secured by the College. The e-mail addresses would be the most current that have been provided to the College by the members. This would relieve the Council member of the burden of maintaining the address lists and protecting them securely.

• All recipients of these e-mail blasts would have the option of opting out from future e-mail blasts in accordance with the anti-spam legislation.

During discussion at an Executive Committee meeting, the above process was accepted and Executive decided that there would two limitations on the use of this service:

1. These e-mail blasts could not be used for the purposes of election campaigning. 2. These e-mail blasts could only be sent to members in the Council member’s own district.


College Policy 10: Interaction of Councillors and Committee Members with Staff

The College is committed to providing a work environment in which all staff members are treated with dignity and respect. Both councillors and committee members must ensure that all communication and interactions with College staff are both professional and appropriate in nature to ensure that no staff person is caused discomfort or that harassment occurs. Harassment in the workplace includes personal harassment, sexual harassment and abuse of authority. Harassment can make an employee feel uncomfortable, embarrassed, offended or intimidated. Councillors and committee members must be aware that they are perceived by staff as people who could have a significant impact on their livelihood and advancement at the College. As such, councillors and committee members must be extremely careful to ensure that interactions between them and staff are not perceived by the staff person to be personal in nature and do not make the staff person feel uncomfortable or threatened. Also, as council or committee members may function in the role of advocate and/or adjudicator, it is wise to avoid any issues of bias or the appearance of bias. This type of discomfort or harassment can occur in the many circumstances, including, but not limited to the following circumstances when a councillor or committee member:

• communicates by e-mail or telephone to a staff person at his or her home; • communicates by e-mail or telephone with a staff person on matters that do not relate to College

business, such as jokes or personal matters; • offers to meet the staff person after business hours or outside of the College, even if for legitimate

business reasons; • makes comments of a personal nature about the staff person, about other staff or about him or

herself; • engages in discussion of a personal nature with a staff person about his or her personal life or

circumstances that go beyond the boundaries of normal business situations; • makes inquiries of a personal nature to a staff person about another staff person, such as questions

about sexual orientation or marital status; • engages in physical touching that may make staff feel uncomfortable, such as greeting staff with a

hug and/or a kiss on the cheek; • gives or exchanges gifts with staff; • enters into financial dealings with a staff person, such as borrowing or lending money, soliciting

charitable donations, entering into business dealings, or offering of free or discounted treatment or dental advice;

• communicates by e-mail or telephone with a staff person on matters that do not relate to College business;


• makes requests of staff to do something that is not within the staff person’s normal job

responsibilities; • makes requests of staff for special service or treatment outside the staff person’s normal job

responsibilities or College processes.

Passed by Council: Oct/11


College Policy 11: Committee Reports

Effective immediately, the College discontinues the process of production and distribution of committee reports, except Executive Committee reports, to Council members between meetings of Council. Passed by Council: Nov/03


College Policy 12: Releasing Members' Contact Information or Mailing Labels to Third Parties Upon Request

From time to time, the College receives requests from third party organizations for mailing labels or member information in order to advise dentists of continuing educational courses, initiatives or professional seminars. Typically these requests come from organizations including but not limited to component societies of the Ontario Dental Association and continuing education departments at dental faculties. In light of the obligations created by privacy legislation, the College will ask to receive all such requests in writing. When the College receives any such written request for member information, the College's Privacy Officer (currently Irwin Fefergrad) and/or his designate will review the organization's privacy policy for collection, use and disclosure of personal information. As it is part of the College's mandate to promote education of members, if the requesting organization meets the approval of the College's Privacy Officer, the information will be released in accordance with the College's voluntary privacy policy1. The College will not release home addresses for this purpose without express consent of the member, which may be obtained either verbally or in writing. Passed by Council: Mar/04 1 The College's current voluntary privacy policy can be found on the College's website at www.rcdso.org. The privacy policy may be amended from time to time by College Council.


College Policy 13: Council Members Attendance at International Conferences Attendance at international conferences by members of Council must be approved in advance by the Council of the College and not by any committee of the Council and further that Council include in its consideration the following:

• whether the meeting, conference or workshop can be demonstrated to serve the legislative mandate of the College by providing information or expertise that will lead to the defined change and improvement of a program, policy or other relevant activity;

• whether the individuals authorized to attend the meeting have the leadership expertise and authority to integrate the information gathered into firm working proposals or policy modifications ready for approval;

• whether the number of individuals authorized to attend the meeting is the minimum required to accomplish College objectives;

• whether sufficient relevant information has been provided to Council to make an informed decision; • whether the proceedings of the conference with particular reference to the information to be used by

the College can be reported back to Council. Passed by Council: Jun/12


College Policy 14: Workplace Violence and Harassment

The Royal College of Dental Surgeons of Ontario is committed to the prevention of workplace violence and harassment. RCDSO will take all reasonable precautions to promote a safe working environment in which all individuals are treated with respect and dignity. Workplace violence and harassment is strictly prohibited. Any employee who is found to have engaged in workplace violence or harassment will be subject to disciplinary action, up to and including discharge from employment. Everyone is expected to uphold this policy and to work together to prevent workplace violence and harassment. This policy is not intended to limit or constrain the reasonable exercise of management functions in the workplace. This policy is implemented through a workplace violence and harassment program. It includes practices and procedures to reduce the risk of workplace violence and harassment, a means to request immediate assistance and a process for reporting and responding to incidents or concerns. Responsibility and Implementation As the employer, RCDSO is responsible for implementation of this policy and the supporting program. RCDSO is also responsible for investigating and responding to incidents and complaints of workplace violence and harassment in a timely and fair manner, respecting the privacy of all concerned to the extent possible. RCDSO will provide appropriate instruction and information to workers and supervisors and will work with the Joint Occupational Health & Safety Committee and, where appropriate, security personnel. Supervisors are required to comply with the practices and procedures set out in this policy and the supporting program. Supervisors are also required to provide employees with sufficient information to enable them to work in compliance with this policy and the supporting program. Every employee must be in compliance with this policy and the supporting program. All employees are encouraged to raise any concerns about and report any threats or incidents of workplace violence or harassment. Purpose The purpose of this program is to establish procedures to minimize and/or prevent workplace violence and harassment and to promote the safety and security of RCDSO employees, members and visitors while on our premises.


Application This policy and program applies to all RCDSO employees, visitors and suppliers. It applies wherever RCDSO business is conducted (whether or not during business hours and whether or not on RCDSO property) and at all RCDSO-sponsored events. Definition of Terms Workplace: Any place where business or work-related activities are conducted. It includes, but is not limited to, the physical work premises (i.e. office), work-related social functions (i.e. parties, picnics), work assignments outside the RCDSO office, work-related travel and work-related conferences or training sessions. Threat: The implication or expression of intent to inflict physical harm or actions that a reasonable person would interpret as a threat to physical safety. Workplace violence: The use, or attempted use, of physical force against an employee that could cause physical injury. Workplace violence also includes a statement or behaviour that an employee could reasonably interpret as a threat to use physical force against him/her that could cause physical injury. Workplace harassment: A course of harassing comments or conduct against an employee that is known or ought reasonably to be known to be unwelcome. Harassment may, but is not required to, relate to discrimination based on one of the prohibited grounds as set out in the Ontario Human Rights Code (see RSDSO’s Human Rights Policy). Domestic violence: a pattern of behaviour used by one person to gain power and control over another person with whom he/she has or has had an intimate relationship. This pattern of behaviour may include physical violence, sexual, emotional, and psychological intimidation, verbal abuse, stalking, and using electronic devices to harass and control. See Appendix A for a fact sheet on recognizing the signs of domestic violence. Prohibited Behaviour The following behaviour is prohibited, regardless of whether or not any physical injury results, and will lead to discipline up to and including discharge from employment.

• Workplace violence or harassment, including: • physical attacks such as hitting, shoving, pushing, kicking, spitting. • swearing, insults or condescending language, rumours, verbal abuse, malicious pranks, property damage, vandalism sabotage, anger-related incidents.

• obscene or harassing telephone calls. • Threats or intimidation, including:

• behaviour such as shaking fists, throwing objects. • verbal or written threats that include any expression of an intent to inflict harm, leaving threatening notes or sending threatening emails to an employee or workplace.

• possession of weapons of any kind on RCDSO property (including parking lots and other exterior premises), while engaged in activities for RCDSO in other locations, or at RCDSO- sponsored events

• assault • physical restraint or confinement • dangerous or threatening horseplay


• blatant or intentional disregard for the safety or well-being of others • arson or other destruction of property • retaliation against anyone who has made a complaint or who has participated in an investigation

under this policy • failure to report an incident of workplace violence or harassment of which a worker is aware

Also included is any other act which is considered to be a violation of this policy, whether or not specifically set out above. Disclosure of Risk of Violent Behaviour RCDSO will provide information to an employee if he/she is expected to encounter an individual with a history of violent behaviour of which RCDSO is aware and if that individual poses a risk of workplace violence that is likely to result in physical injury. However, RCDSO will only disclose the information reasonably necessary to protect the employee from violence. Responsibility of Employees Employees should take the following safety measures:

• follow all RCDSO health and safety policies and procedures; • follow applicable sign-in procedures and let your supervisor/co-workers know your whereabouts; • inform a supervisor/co-worker if you will be working late and alone in the workplace; • inform your supervisor/co-worker if you will be attending in an unfamiliar workplace; • if you see an unaccompanied stranger or suspicious person in the workplace, notify reception or

building security immediately; • report any safety risks in the workplace such as a broken telephone or unlit areas; • familiarize yourself with the location of all exits.

Employees are responsible for reporting to their supervisor, Human Resources or the Registrar any incident of violence, potential risk of violence, or prohibited behaviour they may experience or witness. This includes reporting any domestic violence situations that are likely to expose the employee or a co-worker to physical injury in the workplace. This reporting requirement does not preclude employees from contacting the police where they feel it is appropriate and it is not intended to discourage employees from reporting an incident to the police. Employees are responsible for attending any training or information sessions provided by RCDSO relating to workplace violence or harassment. Employees are expected to co-operate with the police or other authorities as required during any investigation related to workplace violence. Responsibility of Supervisors Supervisors are responsible for assessing the risk of violence to employees under their supervision, minimizing those risks where necessary or reasonably possible, and informing any affected employee of such risk or potential risk.


Supervisors are responsible for ensuring employees receive training to:

• recognize the potential for violence; • follow the policy and program developed to minimize risk; • respond to incidents appropriately; • report and document such incidents.

Supervisors are responsible for tracking and reporting incidents, threats and risks of workplace violence and harassment to the Human Resources manager and the Registrar immediately. Supervisors are responsible for organizing first aid and/or medical care for anyone involved in an incident and for securing the safety of employees before investigating the incident or taking reports. Supervisors are responsible for co-operating with the police, Registrar, Human Resources manager, investigators or other authorities as required during any investigation related to workplace violence or harassment. Responsibility of RCDSO RCDSO will conduct re-assessments as necessary for the ongoing protection of employees from workplace violence and will provide training and education to employees regarding the requirements of this policy and program and how to minimize the risk of workplace violence and harassment. RCDSO will be responsible for:

• receiving complaints or reports of incidents of workplace violence or harassment; • ensuring an investigation is carried out in accordance with this program; • assessing and implementing discipline in response to violations of the policy or program.

RCDSO is responsible for complying with reporting obligations under the Occupational Health and Safety Act. Procedures in the Event of an Incident If someone is physically harming you or if you anticipate a violent incident may occur:

• do whatever is necessary to remove yourself from the situation; • contact emergency services. See Appendix B for a fact sheet on emergency service contact

information; • ask supervisors or co-workers in the area for assistance where appropriate.

If someone is angry or hostile, keep the situation in your control. You should:

• stay calm and listen attentively; • maintain eye contact; • be courteous and patient.

If someone is swearing, shouting or threatening:

• discreetly signal a co-worker or a supervisor that you need help; • do not make any calls yourself; • have someone call Human Resources.


If someone is threatening you with a weapon:

• stay calm and, if possible, quietly or discreetly signal for help; • maintain eye contact; • stall for time; • keep talking but follow instructions; • don’t try to grab the weapon; • watch for a safe chance to escape.

If you are a witness to a violent incident:

• immediately call emergency services if a physical injury is sustained; • contact Human Resources or your supervisor to report the incident; • stay with the victim and provide first aid if it does not endanger your own well-being.

If you experience unwelcomed conduct in the workplace:

• where possible, attempt to resolve concerns directly with the person carrying out the unwelcome conduct by identifying the conduct and requesting the conduct cease immediately;

• keep a written record of the date, time and details of the conduct and any witnesses. If an employee is not comfortable speaking to the other person directly, if the conduct does not stop, or if the conduct results in a risk of harm to yourself or others report the incident immediately to a supervisor or to Human Resources in writing (i.e. letter or e-mail from the complainant) setting out:

• the nature of the incident; • when it occurred; • who was present; • the remedy sought.

Role of Supervisor/Manager Once a supervisor/manager gets involved, he/she should take control of the situation in order to reduce the risk to employees. If it is safe to do so:

• attempt to speak to the individuals involved in an effort to identify and diffuse the problem; • clearly inform the person that RCDSO does not tolerate violent, threatening, intimidating or harassing

behaviour; • outline for the person RCDSO’s standard for behaviour and the ramifications for offenders; • if the

person refuses to cease/correct his/her behaviour, refer the matter to Human Resources, the Registrar and/or police;

• if the person has threatened violence, or if others present feel afraid for their safety, immediately refer the matter to Human Resources and/or the police;

• if violence appears imminent, or is in progress, notify Human Resources immediately and contact the police. If you cannot do so safely, try to motion someone else to get help;

• if anyone has suffered an injury, apply first aid and call an ambulance if necessary; • offer emotional support; • advise the injured person to consult a health professional for treatment and counselling; • debrief the employee on the incident, as appropriate.


If possible, the supervisor/manager should make sure all victims and bystanders remain near the scene, their workstations or another safe place until an initial investigation takes place so they will be available for questioning. Investigations An incident or complaint of potential or actual workplace violence or harassment will be investigated promptly and impartially. Although RCDSO makes every effort to keep the incident or complaint as confidential as possible, it is not always possible to do so in the course of investigating or resolving an incident or complaint of potential or actual workplace violence or harassment. In all situations involving violence and/or harassment, the Human Resources manger and/or Registrar will be responsible for ensuring an investigation is conducted in a manner appropriate in the circumstances. The manager is the co-chair of JOHSC and has received training to conduct investigations. The manager may carry out the investigation or he/she may appoint an internal investigation team and/or utilize external resources to conduct the investigation. The investigator(s) may undertake some or all of the following procedures as deemed appropriate in the circumstances:

• review the allegations; • conduct interview(s) of the complainant, potential witnesses, the subject of the complaint, or anyone

with relevant information; • collect and review documents; • review the workplace or sites of the incident.

The violence and harassment incident checklist attached in Appendix C provides additional information to assist the investigators in reviewing all aspects of the incident. RCDSO may reassign or place on paid leave either or both of the complainant and the individual who is the subject of the complaint during or (depending on the outcome) after the investigation is complete. After conducting its investigation, the investigation team will make an objective assessment of whether there has been a violation of this policy and, where appropriate, may make recommendations to prevent similar occurrences. The outcome of the investigation will be communicated to the complainant, the individual that is the subject of the complaint, the Registrar and JOHSC. Any recommended actions to prevent similar occurrences resulting from the investigation will be communicated to JOHSC and to the Registrar. The manager may, in appropriate circumstances involving workplace harassment, assist the parties to mediate the issues or appoint an external mediator. Disciplinary Action Any employee found to have engaged in prohibited behaviour will be subject to disciplinary action, up to and including termination of employment without notice for just cause. In appropriate circumstances, RCDSO may, at its discretion:

• refer the employee to RCDSO’s Employee Assistance Program; • issue a verbal or written reprimand; • relocate the employee to another department; • suspend the employee, with or without pay; • require the employee to attend additional training or participate in counselling.


A finding that prohibited behaviour did not occur or that there is insufficient evidence to conclude that prohibited behaviour occurred will not be subject to disciplinary action, unless the employee who made the complaint is found to have made a deliberately false allegation, in which case the employee will be subject to disciplinary action up to and including termination without notice for just cause


College Policy 14: Workplace Violence and Harassment APPENDIX A: Signs of Domestic Violence Domestic violence doesn’t stay at home when the victim leaves for work. It often follows the employee right into the workplace. This means that not only is the intended target at risk, but so too are those around them. Employers and co-workers must not disregard signs that they think are a result of domestic violence because they don’t want to be viewed as nosy or meddling into the personal or private lives of others. Offering assistance or support to a person believed to be a victim of domestic violence may open the door for them to divulge what is happening and allow for security measures to be put in place for their safety and for the safety of others.

• Possible indicators that a person may be a victim of domestic violence include: • attempts to cover bruises; • appears sad, lonely, withdrawn or afraid; • has difficulty concentrating; • apologizes for the abuser’s behaviour; • nervous in the presence of the abuser; • makes last-minute excuses to cancel appointments; • uses or abuses alcohol or drugs as a coping mechanism; • recently separated from partner/spouse; • has high absenteeism rate.

Also, workers should be aware of some of the warning signs that an abuser may exhibit, including:

• phoning or e-mailing victim repeatedly; • stalking or watching victim; • showing up at workplace frequently; • questioning co-workers about victim; • displaying jealous or controlling behaviours; • threatening co-workers; • verbally abusing victim or co-workers; • trying to destroy property belonging to the victim or the employer.


College Policy 14: Workplace Violence and Harassment APPENDIX B: Emergency Contacts In an emergency, seconds count! When police, fire or medical emergencies occur, call 9-1-1. Trained personnel will provide you with the information and assistance you need. When you call 9-1-1, it is important that you do not hang up until the person taking the call tells you to do so. General Numbers:

• Toronto Police Services: 416-808-2222 • Toronto Fire Services: 416-338-9050 • Toronto Shelter, Support Housing Services: 311

Toronto Shelters:

• Women – Nellie’s at 416-461-1084 • Men – Seaton House at 416-392-5522


College Policy 14: Workplace Violence and Harassment APPENDIX C: Violence Harassment Incident Checklist

• name, address, phone numbers of complainants, assailants and witnesses • occupation of complainants, assailants and witnesses • date and time of incident • date and time of incident reported to employer • exact location of incident • exact location of complainants, assailants and witnesses • activities of complainants, assailants and witnesses before, during and after incident • statements of witnesses and their locations • detailed explanation of events in order of occurrence • complainant’s account of events • description of assailant • description of any vehicles involved in incident • assailant’s account of events • description of what participants said and did immediately before and after incident • physical conditions or work environment at time of incident • assailant’s physical and mental state prior to and at the time of incident • unusual activity that may have contributed to incident • substance use or abuse • relationship between complainant and assailant, if any • photographs and diagram of incident site, showing location of injured worker, assailant, and

witnesses


College Policy 15: Electronic Technology Purpose To better serve our members, public and provide our employees with the best available technology to do their jobs, the College makes available to its employees access to a number of electronic media and services including computers, e-mail, telephones, voicemail, fax machines, photocopiers, printers, remote access and Internet access. The College encourages the use of those media because they make communication more efficient, effective and because they can provide valuable sources of information. However, all employees and everyone else connected with the College should be aware that electronic media and the related services provided are College property and their purpose is to facilitate and support College business. All users of computers and related electronic services have a responsibility to use these resources in a professional, ethical and lawful manner. It is understood that no policy can lay down rules for every possible situation and instead this policy is designed to express the College’s philosophy and set forth general principles when using electronic media and related services. To ensure that all employees are responsible and that the public image of the College remains untarnished, the following guidelines have been established for using electronic services at the College. Transmitting, Retrieving & Storing The College’s electronic media cannot be used for knowingly transmitting, retrieving or storing any communication that is:

• discriminatory or harassing; • derogatory to any individual or group; i.e. - the system shall not be used for the creation or distribution

of any disruptive or offensive messages, including offensive comments about race, colour, gender, disabilities, age, sexual orientation, pornography, religious beliefs and practice, political beliefs, or national origin.

• obscene, sexually explicit or pornographic; • defamatory or threatening; • in violation of any license governing the use of software; or • engaged in for any purpose that is illegal or contrary to the College’s policy or business interests.

Personal Use The computers, electronic media and services provided by the College are primarily for business use to assist employees in the performance of their jobs. Limited, occasional or incidental use of electronic media (sending or receiving) for personal, non-business purposes is understandable and acceptable, and all such use should be done in a manner that does not negatively affect the systems’ use for business purposes. All employees are expected to demonstrate a sense of responsibility and not abuse this privilege.


Access to Employee Communications Generally, electronic information created and/or communicated by an employee using e-mail, word processing, utility programs, spreadsheets, voicemail, telephones, Internet, and similar electronic media is not reviewed by the College. However, the following conditions should be noted: The College does routinely gather and review logs for most electronic activities or monitor employee communications directly, e.g., telephone numbers dialled, sites accessed, length of calls, and time at which calls are made, for the following purposes:

• cost analysis; • resource allocation; • optimum technical management of information resources; • detecting patterns of use that indicate employees are violating College policies or engaging in illegal

activity; • computer security and protection.

The College reserves the right, at its discretion, to review any employee’s electronic files and messages to the extent necessary to ensure electronic media and services are being used in compliance with the law and this policy. The College does its best to provide for safe confidential communication services; however employees should not assume that all electronic communications are completely private (with the exception of telephones). Software To prevent computer viruses from being transmitted through the College’s computer system, unauthorized downloading of any software is strictly prohibited. Only software registered to the College may be downloaded. Employees should contact the manager of IT or Human Resources if they have any questions. Portable Storage The use of portable storage such as USB keys is not permitted at the College as there are too many risks associated with this technology ranging from the transmission of viruses to loss of confidentiality. If you require the use of a USB key or other portable storage in order to carry out your regular duties please contact IT staff so that an alternative method can be found. If you come into receipt of a USB key or other portable storage and need to access the information on it please bring it to IT who will scan it for viruses and can put it in an area where you will be able to review and save them. Any private or confidential electronic data that needs to leave the College must be authorized by the Registrar and supported by the IT department. Uploading and Downloading In order to mitigate risk against computer security issues and information loss, unauthorized uploading or downloading of any software or data is strictly prohibited. If uploading or downloading software or data is required for business purposes then College management approval is needed and IT can be contacted for assistance.


Security/Appropriate Use Employees must respect the confidentiality of other individual’s electronic communications. Except in cases where explicit authorization has been granted by the College’s Registrar, Human Resources or management, employees are prohibited from engaging in, or attempting to engage in, the following:

• monitoring or intercepting the files or electronic communications of other employees or third parties; • hacking or obtaining access to systems or accounts they are not authorized to use; • using other people’s log-ins or passwords; and • breaching, testing, or monitoring computer or network security measures.

No e-mail or other electronic communications can be sent that attempt to hide the identity of the sender or represent the sender as someone else without prior authorization. Electronic media and services should not be used in a manner that is likely to cause network congestion or significantly hamper the ability of other people to access and use the system. Anyone obtaining electronic access to other companies’ or individuals’ materials must respect all copyrights and cannot copy, retrieve, modify or forward copyrighted materials except as permitted by the copyright owner. Violations Any employee who abuses the privilege of their access to e-mail or the Internet is in violation of this policy and will be subject to corrective action, including possible termination of employment, legal action and criminal liability.


College Policy 16: Workplace Social Media

Today social media encompasses a broad sweep of online activity, all of which is trackable and traceable. These networks include not only the blogs you write and those to which you comment, but social networks such as Facebook and MySpace; professional networks such as LinkedIn; the live blogging tool, Twitter; and social bookmarking such as Digg and Delicious. As an Employee of the College The College's media policy states only three people can speak in the media for the College ̶ the President, the Registrar and the Director of Communications. This policy applies to both traditional media and social media. This policy was created to ensure that everything possible is done to protect the public reputation of the College, to protect against inadvertent release of confidential material, and to personally protect College employees from possible harassment. The key problem is that the third party social media services use servers that are outside of the College's control and may pose a security risk. This is why the College does not permit its employees to participate in any of these social media, such as Facebook or LinkedIn from the College's computer network. In addition, it is important to remember that each College employee is required to adhere to the strict privacy requirements of the organization, which includes confidentiality requirements of our governing legislation, the Regulated Health Professions Act. In a Private Capacity Whether or not a College employee chooses to create or participate in a blog, wiki, online social network or any other form of online publishing or discussion is his or her own decision. However, comments posted on the Internet by someone who works at the College could be seen to be endorsed by the College and any negative ramifications of those comments may ultimately end up being borne by the College. As such, staff members are not permitted to identify themselves as staff members of the College or to list the College as their employer on any social media forum, except on professional networking sites like LinkedIn. Even where such public affiliation with the College is permitted, staff should avoid giving the appearance of speaking on behalf of the College and should be careful not to publicly state opinions that are inconsistent with the College's official positions and statements. The College spends a great deal of time and money crafting its online messaging and appearance and an inadvertent comment by a staff member could create severe damage to the image of the College and possibly have legal consequences for the College and the staff member. Outside the workplace, your rights to privacy and free speech enable to assert your views and opinions as an individual. However, what you publish on such personal online site should never be attributed to the College


and should not appear to be endorsed or originated from the College either explicitly by a statement you make or implicitly through credibility attached to your statement by way of your employment with the College. Always remember that participation online results in your comments being permanently available and open to being republished in other media. Stay within the legal framework and be aware that libel, defamation, copyright and data protection laws apply. This means that you should not disclose information, make commitments or engage in activities on behalf the College. Failure to follow the guidelines outlined in this policy may result in sanctions, including oral and written warnings, or disciplinary actions.


College Policy 17:

Human Rights Policy Subject This statement of policy of the Royal College of Dental Surgeons of Ontario (RCDSO) defines discrimination, harassment and sexual solicitation that is contrary to law and expresses RCDSO’s continued commitment to providing a workplace that is free of such prohibited conduct. Purpose To provide a work environment consistent with the requirements outlined in the Ontario Human Rights legislation and to provide for a complaint procedure, investigation and resolution of complaints alleging a violation of this policy. RCDSO is committed to providing equal rights and opportunities for its employees without discrimination that is contrary to law. RCDSO is also committed to providing a work environment free from prohibited discrimination, harassment (sexual and otherwise) and sexual solicitation. Definitions and Interpretation RCDSO recognizes the dignity and worth of every person and is committed to providing equal rights and opportunities for its employees without discrimination that is contrary to law. Every employee has a right to equal treatment without discrimination and to be free from harassment in the workplace because of various prohibited grounds outlined in applicable human rights legislation. Such grounds in Ontario include the following: race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, age, record of offences, marital status, family status, and disability. Employment-related harassment may occur either in the working environment or may occur elsewhere if it relates to employment. For example, it could occur at the office, at an office-related social function, at a work assignment outside of the office or during work-related travel. Prohibited harassment is a course of vexatious conduct or comment which the individual knows, or ought to know, is unwelcome. Although it is not necessary for there to be more than one event to constitute harassment (depending on how serious the single event is), most often it is the repeated nature of comments or conduct which turns acceptable conduct into prohibited conduct, even where those events would not be prohibited if taken individually. In other words, harassment can consist of a series of otherwise acceptable comments or conduct which, when repeated and persistent, torment, pressure, frighten or intimidate another person. Harassment can occur between two employees, between an employee and a manager, and between two managers. Prohibited harassment includes sexual harassment. Every employee has a right to freedom from sexual harassment in the workplace by his or her employer, agent of the employer or any member of council or its committees or by another employee.


Sexual harassment includes unwelcome sexual advances, requests for sexual favours, or other verbal or physical conduct of a sexual nature when: i. submissions to such conduct is made either implicitly or explicitly a condition of employment; or ii. admission to or rejection of such conduct is used as a basis for any employment decision, including

promotions, salary increase, dismissals and benefits; or iii. when such conduct has the purpose or the effect of interfering with a person’s work performance or

creating an intimidating, hostile or offensive work environment. Some examples of sexual harassment are as follows: demands for sexual favours, sexual advances or propositions, sexually aggressive gestures, unwanted touching, comments or jokes of a sexual nature, comments to or about a person in connection with their gender, or leering. It is not necessary for conduct to be repeated to amount to sexual harassment; a single incident may suffice. A perpetrator or an object of sexual harassment may be a person of any gender. RCDSO is committed to ensuring that no employee is sexually harassed, or sexually solicited by any member of RCDSO staff, or any persons providing services to RCDSO or by any committee or council member. Management will make every reasonable effort to ensure that no employee is discriminated against, harassed or sexually solicited in connection with the workplace by any member of RCDSO staff, any persons providing services to RCDSO or by any committee or Council member and will take appropriate disciplinary measures against any employee found to be in violation of this policy, up to and including discharge. This policy also applies to any volunteer in their work with the RCDSO, and appropriate remedial measures will be taken against any volunteer found to be in violation of this policy. Procedures General RCDSO will strive through effective management and education to prevent violations of this policy. RCDSO will continually strive to conduct its human resources administration in such a way that there will be as few complaints as possible and, when they occur, employees will feel free to approach the Human Resources manager or the Registrar with a complaint because they will feel confident of receiving a fair hearing and equitable treatment. Complaints must be handled on a case-by-case basis given the facts and circumstances involved. Recommendations of the Human Resources manager will be made to the Registrar. The procedures outlined below are used not only in cases of alleged discrimination or harassment but also in cases of sexual harassment and sexual solicitation. Informal Resolution If you believe that you are, or have been, harassed we encourage you to communicate your disapproval and objections immediately and clearly to the harasser and request the harasser to stop. If you are not comfortable addressing the harasser directly, or if the harassment does not stop after you have said the conduct is inappropriate, bring your concern to the attention of the Human Resources manager or


the Registrar who will provide advice or support as requested and will undertake any investigation necessary to resolve the matter. Receipt of a Complaint If any employee has a complaint of discrimination, harassment or sexual harassment or solicitation, or is aware of any discrimination, harassment or sexual harassment or solicitation taking place in the workplace, please contact the Human Resources manager or the Registrar in order that the matter may be promptly addressed. If any employee has a complaint of discrimination, harassment, sexual harassment or solicitation pertaining to a council or committee member of RCDSO please contact the Registrar so that the matter may be promptly addressed. Employees are urged to bring any such complaints or information to the attention of the Human Resources manager or Registrar, as these problems can be addressed and alleviated only if employees and management work together. Investigation Following receipt of any complaint alleging a violation of this policy, RCDSO will carry out an investigation into the complaint which may include meeting with the complainant, the person alleged to have violated the policy and any pertinent witnesses. Each investigation will be undertaken by the persons, and in the manner, appropriate to the subject matter and individuals involved in the complaint. Confidentiality RCDSO wishes to assure employees filing complaints or witnesses interviewed in connection with the investigation of a complaint that they may speak in confidence to the Human Resources manager or to the Registrar about any matters falling under this policy. The names of any complainant or witness, as well as information related to a complaint, will be kept confidential and only be disclosed as necessary for investigating a complaint or taking appropriate disciplinary measures. No Reprisal Any employee filing a complaint under this policy or interviewed in connection with the investigation of a complaint may be assured that no reprisal action or threat of reprisal will be taken or made against them. Any employee who believes that any such reprisal or threat of reprisal has been made or taken should immediately contact the Human Resources manager or the Registrar in order that the situation may be investigated and appropriate remedial action taken, if necessary. Remedial Action Any employee violating this policy will be subject to appropriate disciplinary action up to and including dismissal. Appropriate remedial measures will be taken by RCDSO against any volunteer of RCDSO found to be in violation of this policy. The complainant(s) will be advised of any remedial action taken by RCDSO in response to the complaint. Documenting and handling of a complaint, is the responsibility of Human Resources. Corrective action may include the following:

• formal apology • compulsory counseling • written warning placed in the employee’s file • suspension or discharge of the employee • any other corrective action deemed to be appropriate for the circumstances • any combination of the above (similar actions would apply to any frivolous allegations of violations of

this policy)


Summary This policy is an important one which all employees and volunteers are required to follow. Let us all work together to create a climate of understanding and mutual respect for the dignity and worth of each employee of RCDSO.


College Policy 18: Interactions between Members of Council / Non-Council Committee Members (Anti-Harassment Policy)

Overview The College is committed to providing an environment in which all participants in its processes, including members of Council and non-Council committee members, are treated with respect and dignity. Recognizing the diversity of experiences, backgrounds, and perspectives among those who engage with the College and displaying sensitivity to such differences is an important aspect of achieving this goal. To contribute to this environment of mutual respect and dignity for all participants, members of Council and non-Council committee members must ensure that all their communications and interactions with their fellow Council and committee members are both professional and appropriate in the circumstances. Members of Council and of committees must exercise good judgement and be mindful of how their communications and actions may be perceived by others. By maintaining professional and appropriate interactions with fellow Council and committee members, and remaining attentive to the context in which such interactions take place, members of Council and of committees will help to ensure that no one is caused undue discomfort or experiences harassment.. Interactions and Harassment No member of Council or of a committee should experience harassment in carrying out his or her duties. Harassment includes comments or conduct that is known or ought reasonably to be known to be unwelcome. Harassment may include personal harassment, sexual harassment, and abuse of authority. Harassment can make a person feel uncomfortable, embarrassed, offended, or intimidated. These types of discomfort or harassment can occur in many circumstances, including circumstances where a member of Council or a committee

• makes inappropriate comments of a personal nature about the other person, a third-party, or him or herself

• makes inappropriate inquires of a personal nature, such as questions regarding sexual orientation or marital or relationship status

• communicates by e-mail or telephone on matters that do not relate to College business, such as jokes or personal matters

• enters or seeks to enter into financial arrangements with other members of Council or of committees, such as through borrowing or lending money, or soliciting charitable or other donations

• engages in physical touching that may make the subject of the touching uncomfortable


In keeping with the Code of Conduct for Council members, members of Council and of committees should strive to be respectful in their interactions with fellow Council and committee members and ensure that they do not engage in unwelcome or harassing comments or conduct. Members of Council and of committees should always bear in mind how their communications and actions may reasonably be perceived, and, above all, exercise tact and sound judgement. Passed by Council: Jun/14


College Policy 19: Reimbursement of Expenses and Members of Council and its Committees and Working Groups Travel This policy applies to members of Council, its committees and working groups doing business on behalf of the College. The College shall reimburse all reasonably incurred expenses of individuals to whom this policy applies when carrying out official business of the College. Subject to the following, allowable expenses include travel to and from one's home or office, accommodation, meals, gratuities and local travel during the period of time necessary to conduct College business. All claims for travel expenses must be supported with receipts to be included with the travel claim. Air

• If the scheduled uninterrupted flying time of the most direct route to that destination is less than or equal to four and one-half hours, economy class round trip transportation by the most direct route. Wherever practical, advanced bookings and restricted tickets should be purchased. In the event that a reduced fare ticket was purchased and plans are changed that warrant the changing of flights, the change fees will be reimbursed.

• If the scheduled uninterrupted flying time of the most direct route to that destination is greater than four and one-half hours then business class round trip transportation by the most direct route will be reimbursed.

• Reasonable ground transportation to and from the airport shall also be reimbursed. Train

• First class (Via 1) round trip transportation by the most direct route, plus transportation from home or

office to and from railway station will be reimbursed. • Use of Personal Automobile: A per kilometre allowance at the rate noted in Appendix A to this policy,

but not to exceed the equivalent economy air fare plus ground transportation, without the approval of the Finance, Property and Administration committee.

• Parking expenses shall also be paid.


Accommodation

• The College shall reimburse for reasonable hotel accommodation required by the person to attend a meeting or other attendance.

• No reimbursement of hotel accommodation expense shall be made where the person required to attend resides within fifty (50) kilometres of the place of attendance or meeting unless said person is required to attend on two or more consecutive days. In the event a person is required to attend on two or more consecutive days, that person may request and the College shall reimburse said person in accordance with the provisions herein, for hotel accommodation for that/those night(s) of accommodation between the consecutive days of attendances.

• The determination for reasonable expense shall depend on the market where the accommodation is booked. The College will not reimburse for accommodations in Toronto beyond the maximum rate set out in Appendix A to this policy, unless there are extenuating circumstances that are to be noted on the original claim.

• The College has corporate arrangements in Toronto with certain reasonably proximate hotels. A person having trouble securing Toronto area accommodation for less than the maximum amount set out in the appendix should contact the College for information on corporate rates. For Council meeting the College always has a block of rooms booked at a preferred rate. Those attending Council meetings should contact the College for information on how to book the hotel at the preferred rate. It is strongly recommended that the preferred group rate hotel be used. Should a member choose to stay at a hotel other than the meeting hotel, RCDSO will NOT reimburse for more than the contracted group rate base rate.

• Charges made while a guest is at the hotel which are of a personal nature, such as personal telephone calls, in-house movies, purchases, laundry, food and service other than in respect of meals (to which the meal policy provided hereinafter applies), shall not be reimbursed by the College.

Meals

• The College shall reimburse persons entitled hereunder for monies actually spent for meals, including bar service (if any) and gratuities subject to the maximums set out in Appendix A of to this policy

• The College shall not reimburse for bar bills exclusive of meals. • Maximums allowed per meal are for a given meal and not cumulative for the day. For example, a

person could not claim both the lunch amount and the dinner amount on a single meal.

Gratuities

• Gratuities, other than those applicable to meals, shall be reimbursed up to a maximum set out in Appendix A. Receipts are not required for gratuities claimed.


Telephone Charges

• The College shall reimburse for the cost of local and long distance telephone charges related to College business. (Dial direct and submit a copy of the long distance telephone bill with the expense requisition.)

Insurance

• No claims for travel insurance will be reimbursed. The College carries travel accident insurance coverage for those travelling on its official business. The policy provides coverage for loss of life, disability, and out of province medical coverage. Complete details are available from the College office.

Procedure

• All claims should be presented for processing at the College headquarters within thirty (30) days from the close of the meeting or other official business of the College being pursued. Claims in excess of the above allowances will be adjusted before processing. An individual who feels that claims above the maximums set out in this policy are justified may appeal the amount reimbursed to the Finance, Property and Administration committee whose decision shall be final.

Passed by Council: Nov/14


College Policy 19: Reimbursement of Expenses and Members of Council and its Committees and Working Groups APPENDIX A: Per km Travel Allowance $0.55 for the first 5000 km in a calendar year. $0.49 thereafter.

Meal Maximums Breakfast $15 Lunch $20 Supper $50 Toronto Area Hotel Maximum $300 including all taxes and fees Daily Gratuities (No receipts required) $6.00/day


College Policy 20: Making Council Meeting Materials Accessible on the College's Website Commencing after the May 2015 Council meeting, Council meeting materials will be made accessible to the public on the College website in accordance with the following protocol: The College will notify, on a one-time basis, all stakeholders who have requested notice of Council meetings, that materials will (after the May 2015 Council meeting) be available on the College website in accordance with this Policy. Materials received by the College from third-party providers, such as the National Dental Examining Board of Canada and the Royal College of Dentists of Canada, will only be made available on the College website with the consent of the third-party provider from whom the materials were received. Materials related to any closed meetings or in-camera sessions of Council or committee meetings or other meetings will not be made available on the College website. The financial statements and auditors’ report, as published in our Annual Report, will be included in the materials available on the College website, however, the detailed backup and variance analysis will not be. The Council materials being made available to the public for each Council meeting will be posted on the College website within 72 hours after all of it has been made available to Council members. The Council materials made available on the College website for each Council meeting may be removed after Council Highlights for that meeting have been posted on the College website. The College will continue to make available on the College website, in accordance with Council’s previous approval, the minutes of the public portion of Council meetings, once the minutes have been approved by Council. Passed by Council: May/15


College Policy 21: Policy on Distribution and Retrieval of College Issued Electronic Devices for Council Members Purpose

Members of the Executive Committee and other members of Council at the discretion of the Registrar shall be issued laptop computers and/or other electronic devices by the College for use of College business. When such members of Council cease to serve, these devices will be collected from such Council members and reissued to the new Executive Committee members and others as required.

Procedure

The College's IT department will maintain a list of all devices issued under this policy. Following the biennial elections for Council every second December, the Registrar's executive assistant shall provide a list of all members of Council who will not be returning in the new year to the College IT department. The IT department will compare that list against the list of individuals to whom computers, cell phones, or IPads have been issued and will contact any outgoing members to arrange for the retrieval of College issued devices from the member. Following the biennial election of the Executive Committee every second January, the Registrar's executive assistant will provide the College IT department of any incoming members of the Executive Committee. The IT department will contact such members to arrange for the provision of a laptop prior to the first Executive Committee meeting following the election. From time to time as public member's appointment term expires, the Registrar's executive assistant shall provide the names of any departing public member. The IT department will determine if such member is In possession of any College issued electronic devices, and if so will contact that member to arrange for the collection of the device. When the Registrar determines that a member of Council other than a member of the Executive Committee should be issued a laptop (s)he shall advise the IT department to that effect and the IT department will make arrangements for the issuance of a laptop to that Council member. At the discretion of the Registrar, cellular phones or IPads may also be issued to Council members. When such a device is required, the Registrar shall inform the IT department, who will make arrangement for the configuration and delivery of such device to the Council member. Passed by Council: Nov/15


College Policy 22: Accessibility and Accommodation: Professional Conduct and Regulatory Affairs Procedures Overview The College is committed to providing services in a manner that reflects the aims of the Ontario Human Rights Code (“Code"). In providing its services to the public the College will meet its obligation to accommodate Human Rights Code-protected needs, up to the point of undue hardship. A Code protected need is a need related to a person’s:

• race, • ancestry, • place of origin, • colour, • ethnic origin, • citizenship, • creed, • sex (including pregnancy), • sexual orientation, • gender identity, • gender expression, • age, • marital status, • family status, and • disability.

Requests for Code-related Accommodation During a College Investigation If a person indicates during an inquiry or investigation that they require Code-related accommodation in order to access the College's investigation processes, the responsible investigator shall:

1. Ensure that: a. Where this is necessary and appropriate, the notes related to the accommodation request

are kept separate from other file materials in order to avoid inappropriate disclosure of personal health information and/or personal information

b. Personal health information and other personal information disclosed to the College are not disclosed to the other parties to an investigation except with the requester's consent or as necessary to ensure a fair investigation process

2. Ask the requester to provide the College with a written request for accommodation that specifies:


a. The Code-related ground to which the request is related; b. The reason for the request; and c. The nature of the accommodation sought

3. Direct the requester to this policy, which shall be posted on the College's website, and emphasize

that the College will collaborate with the requester in order to devise an accommodation that is necessary to ensure the requester can fully access the College’s process

4. Explain that: a. The fact of a request for accommodation and the provision of accommodations by the

College (if any) will be included in the record of investigation b. The requester may be required to provide supporting documentation (i.e. medical

documentation) to verify/support their request for accommodation c. The accommodation process is a collaborative process between the party and the College,

which requires the cooperation and involvement of the party

5. Notify the Registrar or his/her delegate so that the accommodation request may be reviewed. All accommodations require approval by the Registrar or the Registrar's delegate. If the requester and the College cannot agree on what type of accommodation is appropriate in any case, the Registrar will make a determination as to what accommodation, if any, is to be provided. The Registrar’s decision is final. Tracking and Records Maintenance The Registrar will select a College staff member who acts as the Human Rights Protocol Officer. The responsible investigator will notify the Human Rights Protocol officer of any requests for accommodation. The person who acts as the College's Human Rights Protocol Officer will track all requests for accommodation and the nature of accommodations offered during the course of an investigation. Procedures Where a Party Alleges a Staff Person’s Breach of the Code If a person alleges that a College staff person has breached the Code in the course of a College investigation then the person with a concern should be directed to set out their concerns in writing to the Registrar. Any concerns relating to the breach of the Code by College staff in the course of a College investigation will be investigated and determined by the Registrar or his/her delegate. When the investigation is completed the Registrar will communicate in writing to the person who has raised concerns regarding the result of the investigation. The Office of the Registrar will maintain all records relating to investigations of alleged breaches of the Code by College staff. Passed by Council: Nov/2015

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