Free For All Marketing Inc. Workplace Safety Program

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1 Free For All Marketing Inc. October 2012 Free For All Marketing has developed a which focuses on measures and procedures to control the risk of workplace violence, including domestic violence, which may threaten the workplace. These measures include safety guidelines for security within our office space as well as safety procedures for traveling to meet with clients, colleagues, or for any other business purposes. It also includes information for employees on reporting incidents or threats of workplace violence. Working at 33 Bloor Street East, Toronto: Security We have the following security features in place: Reception Desk: A panic button is installed at the reception desk on the 9th floor. It is located just to the right of the computer keyboard. It is a visible yellow button mounted under the desk. Once pressed, an alarm sounds on the 9 th floor in the south part of the office, as well as behind reception in the north part of the office. If you hear the panic button alarm please call 911 and building security right away. Find a colleague and cautiously go to reception to investigate. The alarm is activated by a yellow button mounted under the desk which is found just to the right of the computer keyboard. When pressed, the emergency alarm emits a loud buzzer sound. The alarm can be heard through several sound outlets located on the 9th floor. There is also a sound outlet located on the 10th floor by Colleen DeVan- Stewart s office. If you hear the emergency alarm, please follow the safety guidelines outlined below. Employee pass card access: It is constant pass card access only to the main office suite on the 9 th floor and the main doors of the 10 th floor office suites and to suite 802, The main Reception door on the 9th floor is locked constantly with a staff member on duty during regular business hours of 8:30 a.m. to 5:30 p.m., The FFAM main reception doors at suite 802 are locked after-hours between 5:30 p.m. and 8:30 a.m. The service door entrance is locked constantly and accessible only by pass card. 1

2 The Service Centre door on the 10th floor is open from 8:30 a.m. to 5:30 p.m. with a staff member on duty for the duration, monitoring any non-employee access through that entrance; To travel in the stairwell between the 8 th, 9 th and 10 th floors requires a pass card; After regular business hours, all doors including the Service Centre door are closed and locked with pass card access only, Between the hours of 6 p.m. and 7 a.m., the elevators require a pass card to move between floors or travel up from the lobby; Between the hours of 6 p.m. and 7 a.m. the main entrances to the building, on Bloor Street and through the subway concourse, are pass card access only; During the weekend and on statutory holidays, the entrance, elevator and all office suite doors are pass card access only; The rest rooms on the 9th floor are protected by a combination push lock panel. NOTE: For after-hours staff training sessions, all participants must be met on the ground level of 33 Bloor, escorted to and from the session by a full-time Free For All Marketing employee and remain accompanied at all times. Security cameras: Security cameras are located in the elevator lobby on the main floor, at the loading dock on Hayden Street and in the basement parking garage; There are cameras at both of the building entrances; on Bloor Street and on Hayden Street; There are also cameras at the base of the emergency exit stairwells. Security desk and security guard: The main security desk in the lobby is staffed by one security guard 24 hours, seven days a week. At this desk the security camera screens are on view. The security guard is more available during regular business hours than during after-hours when the scope of his/her availability is limited, The evening and weekend security guard does rounds throughout the building to check doors and stairwells. The schedule is varied and flexible so there is no set pattern or routine for the guards. To reach the security desk you would call However, you must note that after regular business hours there is no guarantee whether the guard is at the desk to take your call or when a voice message will be retrieved. 33 Bloor, Basement Storage Locker: A security camera is located facing the locker door. Security monitors the space and routinely conducts foot patrol checks. After hours, you must alert security of your intention to enter, and upon exiting the storage locker. 2

3 Do not leave the storage locker key unattended at any time. It is strongly recommended to only visit the basement locker in pairs as the hall is somewhat accessible to the general public. Internal Security Do s and Don ts: DO DO have non-employees (clients, family and friends) sign in at reception and get a guest identity badge, even after regular business hours. Encourage BA s to fill out the staff sign-in sheet when doing in-office work. DO communicate with security. You can stop at the lobby security desk before 5 p.m. and let the day guard know you will be working late. The information can be left for the night guard. If you come into the office on the weekend and see the security guard at the desk, stop and tell him you will be working alone in the office for a period of time. DO report any suspicious people to security. If you see someone within the Environics and FFAM office space that is not familiar, ask a colleague or reception who they are. Remember that any legitimate service or maintenance people will be escorted by building staff. Just because someone has a uniform on and looks official does not mean that they should be in a secure space. DO carry your pass card at all times. Don t ask or rely on strangers to let you into a secure spot after business hours. You should not let strangers into the secure space with your pass card. DO keep your office well-lit if you are working during the evening. The office lights are on a timer, when they go off every hour go to the hallway light panel and turn all the lighting on. DO commute to and from work with safety in mind, especially at night. Use public transit features such as the platform designated waiting areas and the TTC Request Stop Program*. If driving, park your vehicle in a well-lit and safe spot. DO summon immediate assistance when workplace violence takes place, is likely to take place, or when a threat of violence is made against you or a co-worker. If you are afraid for your safety call 911. *Women who are traveling alone by bus, between 9 p.m. and 5 a.m., can take advantage of the TTC s Request Stop Program. Request Stop allows a female rider to exit the bus at a location between regular TTC stops. DON T DON T let anyone piggyback onto the elevator or into a secure office suite with you. If someone does not have an access card to allow them to stop at a particular floor and enter the space with you, you should go directly down to the main lobby. Once they leave you can reenter the elevator and travel to your floor. ALSO if someone you don t know follows you into the office suite, ask if you can help them. If they appear suspicious leave the office suite and go down to the main lobby. DON T be confrontational with any suspicious individuals. If you offer assistance with a may I help you (with the goal of determining who they are) and you don t feel comfortable with their 3

4 answer or behaviour, don t threaten them. Leave the office space and call the security desk from another telephone. DON T use darker, less frequented entrances at night. If waiting for a cab or ride stipulate pickup is at the main entrance on Bloor Street. Wait inside the building until your ride has arrived. DON T take the stairwell after-hours, instead use the elevator. The stairwells can be accessed by all floors and while you cannot get inside an office suite without the proper pass card, a person is able to wait in the stairwell undetected. DON T hesitate to call 911 if you are fearful of any situation or any individual, either a co-worker or a stranger. The first step in any emergency is to call 911, then if possible, call the security desk to let them know that the police, paramedics or fire personnel are on their way. Working outside of 33 Bloor Street East, Toronto: Safety Measures Please practice the following safety measures when you are required to conduct business outside of our office space, travelling or are executing an off-site promotion or event: At night, and in certain areas of the city, please use your discretion about taking public transportation or walking. Please use the corporate taxi account for travel. Always flag or order a taxi from a well-lit and safe area. If driving, park your car in a well-lit and safe spot. When you are required to be off-site for meetings etc. please be sure you do not carry more than you can comfortably walk with, such as a purse, briefcase, boxes etc. You don t want to be slow in your response time due to a hindrance with baggage. Do not carry any valuables with you. Be careful with your laptops, cell phones etc. Keep them in a secure area on your person and use them in a low-profile manner. You don t want to attract attention to yourself and any expensive items that you may have with you. If at all possible, when you have a meeting or event to attend during the evening, take a colleague with you. Always schedule evening meetings in a secure, highly trafficked area, in well-lit and safe venues. Let your colleagues, family or friends know when you will be attending a business meeting in an unusual place, or at an unusual time. If any off-site business situation causes you concern or fear, immediately leave the location. Summon immediate assistance when violence takes place or is likely to take place or when a threat of violence is made against you or a co-worker. If you are afraid for your safety call 911. When staying in hotels: Keep your hotel room door locked at all times. Check all doors and windows upon exiting and re-entering. When leaving your hotel room, be sure to tightly pull the door closed behind you. 4

5 Do not open your door to strangers. Use the security viewpoint to check who may be calling. If you have any concerns, call the front desk. After hours, use the main entrance only to enter and exit the hotel. Use the safe provided in the room to store valuables. How to respond to and report incidents of violence or threats in the workplace: If you are the victim of violence, or have been threatened with violence in the workplace by a co-worker, manager, subordinate, family member or client, immediately summon assistance based on the security measures addressed in the. If you require a safety plan to be implemented in the workplace to protect you from the threat of domestic violence please see to discuss your safety in full confidence. Report any incident directly to or Lisa Barrans, either in person, by telephone or by Day time telephone: After regular business hours telephone: or Cell Lisa Barrans Day time telephone: After regular business hours telephone (Cell): In the event of any incident of workplace violence a full report will be taken by at the earliest possible time following the incident. The report will be turned over to authorities and measures will be taken to secure the safety of the employee as well as to secure the workplace. A full investigation will be conducted, during that investigation the perpetrator of the violence will be banned from the Free For All Marketing workplace. Dependent on the scope and nature of the violence against the employee, support by Free For All Marketing for that employee will be available. Some types of support that may be offered are (but not limited to): Counseling, assistance with legal issues, paid time off and referrals to appropriate agencies. For more information contact: Extension 2707 Lisa Barrans Extension

6 Workplace Harassment Policy Free For All Marketing Inc. Workplace Harassment Policy October 2012 As of June 15, 2010, the Occupational Health and Safety Act requires employers in Ontario to put into place a policy regarding workplace harassment. Employers are required to post the policy in a conspicuous location in the workplace and employees must be provided with information and instruction. As well, employers are required to include materials on the policy in staff orientation and training. Workplaces are defined under the Occupational Health and Safety Act as any land, premises, location or thing, at, upon, in or near which a worker works. Therefore, workplaces are more than offices, construction sites, stores or factories. Customers, clients, patients, students, other employees, intimate partners, or family members may hurt, threaten, or harass workers while they are on the job. Our workplace, at Free For All Marketing, extends to any location where we conduct business and/or meet with clients or colleagues, including any activities associated with Free For All Marketing occurring outside of regular business hours. The Occupational Health and Safety Act, as of June 15, 2010, defines workplace harassment as engaging in a course of vexatious comments or conduct against a worker in a workplace that is known or ought reasonably to be known to be unwelcome. Some of the types of harassment not acceptable/allowable in the workplace include: Sexual harassment, Teasing or bullying, Intimidating or offensive jokes or innuendos, Display or circulating of offensive pictures or materials, Unwelcome, offensive or intimidating phone calls, 1

7 Workplace Harassment Policy Spreading rumors, Leering or offensive gestures, Unwelcome gifts or attention. Everyone at Free For All Marketing must be dedicated to preventing workplace harassment; harassing behaviour will not be tolerated from any person in the workplace. If you have any concerns about workplace harassment, or if you have a complaint about workplace harassment, please speak in confidence to or your immediate manager. Senior management will be involved in reviewing and investigating any complaints in a timely and fair manner. We will ensure that any information will be communicated on a need-to- know basis and in strict accordance with our privacy policy. For more information contact: Extension 2707 Lisa Barrans Extension

8 Workplace Violence Policy and Free For All Marketing Inc. Workplace Violence Policy And October 2012 As of June 15, 2010, the Occupational Health and Safety Act requires employers in Ontario to assess the risks of workplace violence within their operations and put into place policies and programs to prevent, deal with and investigate workplace violence. This includes any potential domestic violence, as employers need to take reasonable precautions to protect workers from domestic violence that may threaten the workplace. These policies are required to be posted in a conspicuous location in the workplace and employees must be provided with information and instruction. As well, employers are required to include materials on the policies in staff orientation and training. Workplaces are defined under the Occupational Health and Safety Act as any land, premises, location or thing, at, upon, in or near which a worker works. Therefore, workplaces are more than offices, construction sites, stores or factories. Customers, clients, patients, students, other employees, intimate partners, or family members may hurt, threaten, or harass workers while they are on the job. Our workplace, at Free For All Marketing, extends to any location where we conduct business, promotions and/or meet with clients or colleagues, including any activities associated with Free For All Marketing occurring outside of regular business hours. For Ontario workplaces that are subject to the Occupational Health and Safety Act, as of June 15, 2010, workplace violence is defined as: The exercise of physical force by a person against a worker, in a workplace, that cause or could cause physical injury to the worker; An attempt to exercise physical force against a worker, in a workplace that could cause physical injury to the worker; 1

9 Workplace Violence Policy and A statement or behaviour that is reasonable for a worker to interpret as a threat to exercise physical violence against the worker, in a workplace, that could cause physical injury to the worker. Free For All Marketing will take all reasonable steps to protect employees from all sources of workplace violence. Violent behaviour in the workplace is unacceptable from anyone. We have done an assessment of our workplace with the goal to identify and control the risk of workplace violence. Based on this we have created a which outlines measures and procedures to help keep employees safe. The program also offers a guideline on how to report workplace violence so that we may investigate and address any incidents, complaints or threats of workplace violence in a timely and fair manner and take the appropriate action. Every employee must work in compliance with this policy and the supporting program. Free For All Marketing has also developed a safety plan to keep employees safe from domestic violence which may threaten the workplace. It is important to be able to deal with each situation that may arise on a case-by-case basis and as such we ask you to contact or your immediate manager for a confidential discussion around your specific situation and needs. For more information contact: Extension 2707 Lisa Barrans Extension

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