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Blue Mountain White Mountain
Code of Conduct

CODE OF CONDUCT


1             TRAINING PROGRAM DELIVERY POLICY


1.1         POLICY STATEMENT


The MTO provides excellent quality of training and programs to support municipal and other employees in Nunavut. The high-quality learning experience is predicated on clear and transparent criteria, expectations, and consequences.


1.2         LEARNING EXPECTATIONS

Participants, facilitators and the MTO and GN employees are expected to:

             support a learning environment that is healthy, positive, and learner-centred with respectful communication and active listening; and

             share in the collective responsibility for a safe respectful learning environment.


1.3         ACCEPTANCE OF APPLICANTS

For all training and development activities, the MTO expects that applicants meet the identified program expectations, standards, and requirements. It is the responsibility of the municipality or sponsoring agency to determine the applicants’ suitability.


1.3.1      Application Process


Municipal

Applicants will complete the Registration Form in and forward it to the MTO. Multiple registration forms may be required depending on the source of funding.


GN or other organizations

GN employee or other applicants will complete the Registration Form including supervisors’ signature and invoicing information and forward it to the MTO.


1.3.2      Criteria for Acceptance:

The MTO will endeavour to accept all applicants, however available seats may be limited due to physical or financial constraints and priorities that may be defined in the funding conditions.

Applicants will be accepted according to the following criteria in order of priority:


Municipal

1.            Municipal employees from the community where a program is being delivered.

2.            Individuals from the community where a program is being delivered for whom third parties have provided funding to the MTO (third-party participants.)

3.            Municipal employees from other communities.

4.            Third party participants from other communities.

5.            Other interested individuals from within the community.


GN or other organizations

Once all interested municipal employees are registered and if any seats are available, these seats may be offered to employees of the GN or other organization.


1.3.3      Registration Fees

Registration fees will be invoiced for all participants accepted in a program. 


1.4         EXPECTATIONS OF PARTICIPANTS

Participants will:

             follow all rules, reporting, procedures, and guidelines for participation in the MTO programs.

             adhere to the Anti-violence and Harassment Policy and Training Program Delivery Policy and other Policies of the MTO.

             Contact their home municipality if they experience any issues with travel funding, hotel, or other expenses.  The MTO will not provide any assistance in these matters and will refer the participant to the municipality.


1.4.1      Attendance

100% attendance is expected; however, 80% attendance is required for payment of the municipal contribution.

Participants are expected to arrive on time for the start of every daily session and remain in attendance until the close of each session.

If unable to attend, the participant must inform the facilitator.


1.4.2      Online Learning Courses

Attendance

When taking an online course through the MTO, the participants are required to have their cameras turned on to be considered present. 

If the cameras are not turned on at the start of class, the participant will be marked as late.

If the cameras are not turned on within 15 minutes of the beginning of the course, the participant will be counted as absent for either the morning or afternoon.


Participation

All participants are expected to participate in any breakout rooms, and not participating will count as an absence. 

If the participant is registered, but does not attend, or does not turn camera on, the Hamlet will be invoiced for the full registration fee and no training allowance will be paid.


1.5         TRAINING ALLOWANCES

For courses where training allowances may be paid, the MTO will email a training allowance letter to the municipalities shortly after the course has ended including the amount each participant is entitled to receive. The municipalities will distribute payments to the participants.

The municipality shall invoice MTO for training allowance unless the municipality is entitled to a MTO municipal contribution.


1.6         EXPULSION FROM PROGRAM

Failure of participants to comply with the Anti-violence and Harassment and Training Program Delivery Policies may result in expulsion from a program.

Action taken on this basis will result in the municipality of the participant being ineligible for reimbursement of travel and accommodation costs or any other payments for that participant. Registration fees will be invoiced to the municipality.


1.7         DRUGS AND ALCOHOL

Any participant under the influence of drugs or alcohol to the degree that their training is impacted, and the learning of the group is negatively affected, will be removed from the group for the day.  MTO will not pay the training allowance for that day.

If the participant repeats this behaviour for a second day, the participant will be required to return to their community.  No training allowance or MTO municipal contribution will be paid. Registration fees will be invoiced to the municipality.


1.8         DAMAGE OR DISRUPTIVE BEHAVIOUR

The MTO has zero tolerance for damage to hotel rooms or training facility or other destructive behaviour caused by a participant before, during, or after the training.

The RCMP may be notified, and a formal notice will be sent to the municipality or organization funding the participant. In the case of damage, the bill will be sent to the municipality.

Any participant engaging in this behaviour will be sent home immediately and MTO will not pay any reimbursement for travel, accommodation, or any training allowance. Registration fees will be invoiced to the municipality.

This participant will not be permitted to attend future MTO training programs for one year.

If after one year, the participant repeats the negative behaviour in a training program, the participant will be banned from MTO programming for an indeterminate length of time, based on the level of behaviour.


1.9         LEVELS OF ACTION

If the behaviour involves a form of discrimination and/or harassment, the process described in the Anti-violence and Harassment Policy will be followed. If the participant is under the influence of drugs or alcohol, Section 4.7of this Policy will be followed.

If the behaviour is not in itself serious enough to warrant ejection, there are three levels of response to disruptive or negative behaviour during the training program.


The facilitator will follow the escalating responses identified below.


Verbal Notice

The participant will be given a verbal notice by the facilitator that another occurrence will result in ejection for the day. The incident will be documented.


Expulsion for the Day

If the participant repeats the behavior a second time, that participant may be asked to leave the program for the day.  The incident will be documented and reported to the Executive Director. MTO will not pay the training allowance for that day. The participant will be marked absent for the day.

Expulsion from the Program

If, on the following day, the behaviour is repeated, the participant will be requested to immediately leave the program and the following processes followed:

             The incident will be documented and signed off by the Executive Director.

             The municipality or participant sponsor will be advised.

             No training allowance or MTO municipal contribution will be paid.

             The municipality will be invoiced registration fees.

             The participant will not be permitted to attend future MTO training programs for a period of one year.


1.10       APPEAL PROCESS

Unless the action involved the RCMP and legal proceedings, if the participant or the municipality or sponsor does not agree with the actions taken by MTO regarding compliance with MTO Policies, or other actions identified in this Policy, an appeal may be presented in writing to the Executive Director and, if unresolved within 60 days, to the Board of Directors. The Board’s decision is final.


2             ANTI-VIOLENCE AND HARASSMENT POLICY


2.1         POLICY STATEMENT

The MTO is committed to maintaining a safe, respectful, and secure work and training delivery environment free from violence, threats, harassment, intimidation, or other disruptive behaviour.

The MTO employees share in the collective responsibility for a safe respectful workplace including bystanders who witness disrespectful and harassing behaviours.

Participants in training and other activities provided by MTO share in the collective responsibility for a safe respectful environment including bystanders who witness disrespectful and harassing behaviours.


2.2         DEFINITION

Harassment is a form of discrimination which may be direct, physical, verbal, or online and targets an individual or a group because of their sex, race, disability, sexual orientation, or other characteristics.

Harassment, which includes sexual harassment, is any behavior that demeans, humiliates, annoys, alarms, embarrasses or verbally abuses a person and that a reasonable person ought to have known would be unwelcome. This includes words, gestures, intimidation, bullying, controlling behavior or other inappropriate activities.


2.3         ZERO TOLERANCE 

The MTO has zero tolerance for incidents of direct, physical, verbal, and online harassment, violence, threats of violence, harassment and bullying, or sexual harassment related to the immediate time before or after or during the training or in the workplace.

In cases where participants travel to a program, zero tolerance applies to the period of time directly related to the program when the participants are away from their municipality.


2.3.1      Harassment or Discrimination:

Harassment may be direct, physical, verbal, or online, may be deliberate, unsolicited, or unwelcome and may consist of one incident or several incidents.

The MTO will not tolerate any act of harassment based on race; colour; creed; nationality; aboriginal or ethnic origin; ancestry; religion; age; gender; marital status; family status; source of income; sexual orientation; physical or mental disability; irrational fear of contracting diseases; political belief; affiliation or activity; or association with those having characteristics listed above.


2.3.2      Sexual harassment

Sexual harassment may be direct, physical, verbal, or online, may be deliberate, unsolicited, or unwelcome and may consist of one incident or several incidents.

Sexual harassment may include:

             unwelcome remarks, jokes, or innuendos about a person's body or attire.

             displaying of pornographic or other offensive or derogatory pictures or materials.

             unwelcome invitations or requests, whether indirect or explicit, and intimidation.

             unnecessary physical contact such as touching, patting, or pinching.

             stalking; and/or sexual assault.


2.4         REPORTING OF HARASSMENT

Any incident of sexual or other harassment is expected to be reported to the appropriate authority and will be responded to in a timely, effective manner.

The name of the complainant will not be disclosed except where disclosure is necessary for the purposes of investigation or, in the case of the perpetrator being an MTO employee, initiating corrective action. No participant, facilitator or MTO employee will be reprimanded or penalized for instigating a harassment investigation.


2.5            HARASSMENT RELATED TO MTO EMPLOYEES


2.5.1      Reporting

Any incident of sexual or other harassment shall be reported to the Executive Director and will be responded to in a timely, effective manner. The MTO encourages and expects employees to cooperate with any investigation of a complaint of harassment.

The name of the complainant will not be disclosed except where disclosure is necessary for the purposes of investigation or initiating corrective action. No MTO employee will be reprimanded for instigating a harassment investigation.


2.5.2      Complaint against the Executive Director

If the harassment complaint is against the Executive Director, the complaint should be directed to the President of the Board.

The President should follow the process outlined below without involving the Executive Director as investigator and may consider an external investigator based on the nature of the complaint. The Executive Director will comply with all requests from the Board Directors and/ or investigator during the process.


2.5.3      Complaint Process – Employees

The Executive Director may consult human resource specialists or legal counsel at any time during this process.

The Executive Director will inform the President that there has been a complaint, keep the President updated as the investigation proceeds and report on the final outcome while keeping investigation details confidential.

The Executive Director will:

             provide necessary support to the alleged victim throughout the process.

             inform the alleged victim and alleged perpetrator of their rights and investigative process.

             immediately investigate the reported incident, interview all relevant parties, and prepare an investigation report.

             require that the alleged victim signs the complaint form.

             give a copy of the complaint to the alleged perpetrator.

             advise the alleged victim with the outcome of the investigation, the remedial actions against the perpetrator on a founded complaint, the appeal process that must be initiated in 30 days to President and offer counseling supports, if deemed appropriate.

If the investigation discovers that there has been a finding of harassment, the Executive Director will take any necessary disciplinary action, including and up to, suspension or dismissal.

The Executive Director shall advise the alleged perpetrator of the decision, remedial action necessary, and the right to appeal to the President within 30 days. A copy of any appeal shall be sent to the Executive Director.

The MTO strictly prohibits any retaliation against any applicant or employee for filing a complaint of perceived unlawful harassment or participating in the investigation of such complaint.


2.6         HARASSMENT RELATED TO PARTICIPANTS OR GN OR OTHER EMPLOYEES


2.6.1      Reporting

The MTO encourages and expects participants, facilitators and GN employees to immediately report any incidents of perceived harassment and to cooperate with any investigation of a complaint of harassment. 

The MTO strongly discourages any retaliation against any participant for filing a complaint of perceived unlawful harassment or participating in the investigation of such complaint.


2.6.2      Participants, facilitators

Participants and facilitators who are the alleged victim(s) must report any incidents of suspected harassment to the Executive Director. 


2.6.3      GN employees

GN employees will report to their supervisor who will notify the Executive Director. 


2.6.4      Complaint process

The Executive Director will inform the President that there has been a complaint, keep the President updated as the investigation proceeds and provide the final outcome while keeping investigation details confidential.


GN Employee

In the case of a GN employee being either the alleged victim or perpetrator, the Executive Director will rely on the supervisor to lead the investigation. 


Municipal Employee

In the case of the alleged victim or perpetrator being a municipal employee, the Executive Director will support the investigation done by the municipality.

The name of the complainant will not be disclosed except where disclosure is necessary for the purposes of investigation.

The Executive Director will document the incident, the parties involved, the steps taken, the decision and any remedial actions.


2.6.5      Consequence of negative behaviour

If the investigation discovers that there has been a finding of harassment, and there are no legal implications, the participant will be sent home immediately and MTO will not pay any reimbursement for travel, accommodation or registration fees or any training allowance.

The MTO may ban that participant from attending MTO programs for a period of time that is determined in consultation with the municipality or supervisor.  


3             WORKPLACE EXPECTATIONS POLICY


3.1         POLICY STATEMENT

The MTO delivers on its mandate through setting clear expectations for a healthy, fair, and accountable workplace.


3.2         COLLABORATIVE WORKPLACE

MTO staff and staff from Dept of Community and Government Services of Government of Nunavut (CGS) collaborate on effectively delivering the mandate and objectives of the organization and implementing the annual business plan.


MTO staff are responsible for delivering the training for municipal employees and performing the administrative functions for the organization. These staff members directly report to the Executive Director.

CGS staff are assigned tasks as agreed upon by the Director of Community Development, CGS and the Executive Director.


3.2.1      Use of GN space & equipment

The MTO operates out of GN space and uses some GN equipment.  The MTO staff are expected to be respectful of the GN space and be careful and considerate when using the equipment.


3.3         SMOKING CIGARETTES OR CANNABIS IN THE WORKPLACE

Consuming cigarettes, other tobacco products or cannabis is not permitted by employees or others in the MTO office. Smoking cigarettes is permitted outside in designated smoking areas, however, smoking cannabis is not permitted.


3.4         WORKPLACE SUBSTANCE ABUSE

Workplace substance abuse means the use of a potentially impairing substance to the point that it adversely affects performance or safety at work, either directly through intoxication or hangover, or indirectly through social or health problems.

Any employee of the MTO whose performance is being impacted by substance abuse may be required to undertake a performance plan.

If the employee does not adhere to the performance plan and continues the substance abuse after being advised of the required standards and given reasonable opportunity to improve the performance, the employee may be dismissed.


3.5         ALCOHOL, CANNABIS AND OTHER DRUG CONSUMPTION AND THE WORKPLACE


3.5.1      Under the Influence

Under no condition is an employee to conduct work on behalf of the MTO under the influence of alcohol, cannabis or any other drug that impairs the fitness for duty and ability to function at work. This includes all scheduled work, all on-call work assignments and any type of volunteer work conducted on behalf of the MTO.

Misuse of prescription medication is not permitted while conducting work on behalf of MTO.


3.5.2      Employee not able to perform duties

Any employee that is considered by the Executive Director as not being able to perform the assigned job duties and responsibilities safely and acceptably and without limitations due to the use or aftereffects of alcohol, cannabis or any other drug may be sent home for the day without pay.


3.5.3      Grounds for Dismissal

If employees are sent home three times because they are not able to perform the assigned job duties and responsibilities safely and acceptably and without limitations due to the use or aftereffects of alcohol, cannabis, or any other drug due to the use or aftereffects, this is considered as grounds for dismissal.

If employees are requested to undertake any activity on behalf of the MTO after normal working hours and these employees are aware that they are under the influence of alcohol or cannabis, the employees will notify the Executive Director and not undertake that activity.  Undertaking the activity despite being aware that the employee is under the influence of alcohol or cannabis, is grounds for dismissal.


3.6         WORKERS SAFETY AND COMPENSATION COMMISSION

The MTO is compliant with Worker’s Safety and Compensation Commission (WSCC) requirements.  It is the responsibility of all employees to report any incident or situation that falls under the jurisdiction of the Commission to the Executive Director and the WSCC.

MTO employees shall attend WSCC safety committee meetings.


3.7         USE OF TECHNOLOGY


3.7.1      Internet, email, cell phone and computer use

Employees are expected to use the MTO internet, email system, cell phones and computers for work purposes only. 

If approved by the Executive Director, an employee may access the internet or use the computer for personal use outside of work hours if this does not cause any additional costs to the MTO.


3.7.2      Accessing personal social media

Employees are not to access social media for personal use during working hours.

If the employee continues to access personal social media during working hours after being advised of the required standards and given reasonable opportunity to improve the performance, the employee may be dismissed.


3.8         OWNERSHIP OF ELECTRONIC RECORDS

All emails, texts and documents generated on the MTO equipment or phones are the property of the MTO and access may be provided to Executive Director at anytime.

These emails, texts or documents generated on MTO equipment or phones may not be deleted unless approved by the Executive Director.

4             PRIVACY POLICY


4.1         POLICY STATEMENT

The MTO respects the privacy of its members, Board of Directors, staff, funders, and participants by limiting the collection and use of personal information and protecting the information that has been collected.


4.2         KEEPING RECORDS

The collection and use of personal information are limited to that which is necessary for the purposes of activities carried out by the MTO and safeguards are in place to ensure collected personal information is protected.

At any time, a request may be submitted to the Executive Director to view information has been collected.


4.3         POINT OF CONTACT

The Executive Director has the responsibility for all privacy provisions in this policy and is the point of contact for any access to information requests.


4.4         PERSONNEL RECORDS

Personnel records are maintained for all MTO employees and are held in confidence.  Employees may view their own personnel file by making a request to the Executive Director.


4.5         PARTICIPANT RECORDS

While performing its mandate, the MTO may collect personal information on participants which may include names, age, gender, Social Insurance Number, phone numbers, email addresses and home addresses, or photographs or videos for promotional activities.


4.6         CONSENT

The MTO uses implied consent when the information is not sensitive and is collected to provide benefits to participants.

Consent is not necessary when the information is publicly available.


4.7         SECURITY OF INFORMATION

The MTO strives to keep personal information collected protected and up to date. Security safeguards are maintained including locked file cabinets, secure passwords on all laptops and computers and other methods considered necessary.

Personal or member information will not be used or disclosed for purposes other than for which it was collected, except with the consent of the individual.

Information will be retained only for as long as necessary for the fulfillment of its purposes.

Blue Mountain
White Mountain