Sick Time Policy
Studio Munge seeks to maintain a healthy working environment. When an employee cannot work due to illness or injury, particularly when suffering from an infectious disease/illness or is unable to safely complete their job requirements, Studio Munge encourages them to stay at home, seek appropriate medical care and return to work when they are fit to do so. If well enough to do so, employees may be eligible to work-from-home during sick days. Please consult with Human Resources prior to the start of your sick day so that we can decide on the safest course of action for that/those day(s).
This policy is only applicable to full-time employees.
Sick Time is defined as time away from work to recover from illness or injury, attend a medical appointment and/or care for a sick family member.
Studio Munge grants employees a maximum of three (3) paid sick days per year, accrued at a monthly rate of 0.25 from an employee’s start date and reset at the beginning of each calendar year. For all first-year employees, sick time will be allotted on a pro-rata basis for the remainder of the given calendar year.
All sick time must be reported via BambooHR prior to the start of the business day on which it occurs.
Reasonable details related to an employee’s sick time and or any return-to-work accommodations should be shared with Human Resources and will be kept confidential and only be shared on a need-to-know basis.
If necessary, paid sick time may be used in advance of accrual to a maximum of three (3) paid sick days per year.
Should an employee exceed their paid sick days for a given calendar year, the time away from work will be taken as paid vacation time. If the employee does not have any accrued paid vacation time available, the time will be deducted from the current pay period as unpaid time.
On a case-by-case basis and with the approval of Human Resources, exceptions may be made to this policy.
The employer reserves the right to deduct sick time used in advance of accruing the days from the Employee’s final deposit if applicable.
Unused sick time will not be carried over into the following calendar year.
Studio Munge seeks to promote the health and well-being of all employees and as such supports paid vacation time. This policy addresses vacation, the approval process and any carry over.
This policy is applicable to all full-time employees.
Vacation Time is defined as pre-planned time away from work. Studio Munge grants employees monthly-accrued vacation time in accordance with their employment agreement.
Vacation time is submitted, approved, and tracked in BambooHR. Vacation time is only deemed as approved once an employee is notified via our HRIS.
Vacation time must be submitted and approved at least 1-month (4 weeks), prior to a given vacation period.
With the approval of Human Resources, an employee may take up to a maximum of three (3) vacation days prior to accruing the time.
On a case-by-case basis and with the approval of Human Resources, exceptions may be made to this policy.
Studio Munge reserves the right to temporarily deny, postpone or schedule an employee’s vacation time in order to meet business needs.
The employer reserves the right to deduct vacation time used in advance of accruing the days from the Employee’s final deposit, if applicable.
Studio Munge reserves the right to enforce accrued vacation time usage during “down time” or at such time that suits the business.
It is the responsibility of the employee to schedule and utilize vacation days within the calendar year.
With the approval of Human Resources, a maximum of five (5) vacation days accrued may carry over into the following calendar year.
Carryover vacation days must be utilized prior to May 31st of a given calendar year.
Core Hours and Overtime Policy
Studio Munge seeks to compensate employees in an equitable manner for work performed beyond their regular working hours. As such, this policy will address core business hours, the workweek, overtime, the approval process, calculations, and lieu time.
This policy is only applicable to full-time, over-time eligible employees at a non-management level. Employees at a management level are exempt from this policy in accordance with the Employment Standards Act, 2000 (ESA).
Management Level employees include Project Leads, Project Managers and Department Leadership.
Studio Munge’s Core Business Hours are 9:00 am to 5:30 pm. Accommodations can be made to core business hours and should be discussed with your Lead and Human Resources.
The Work Week is defined as Monday to Sunday with the month-end as the final Sunday in a given month.
Overtime is defined as approved time worked in excess of 44 hours in a given workweek rounded to the nearest half-hour.
All overtime must be pre-approved in writing by the Lead and Studio Director prior to working overtime.
Overtime needs will be assessed mid-week and employees will be provided with reasonable notice relative to project deadline requirements.
Overtime averaged over a 4-week period will be compensated at a rate of time-and-a-half (1.5) allocated as lieu time.
Example of 4 Week Averaging: Overtime Eligible Time
Example of 4 Week Averaging: Overtime Not Eligible Time
The accumulation of lieu time will be tracked, and banked lieu time will be displayed monthly in the employee’s BambooHR.
Lieu time must be taken within six (6) months of accrual.
Studio Munge reserves the right to enforce accumulated lieu time usage during “down time” or at such time that suits the business.
Health and Safety Policy
The Management at Studio Munge is committed to the health and safety of each of its employees and for all who are involved in our projects. The protection of our employees from injury and/or infectious disease is a major continuing objective. We are committed to continuing improvement toward an accident-free workplace through effective administration, education and training. All Management and employees must be dedicated to the continuing objectives of eliminating the “near misses” which will greatly reduce the risk of injuries.
This policy is applicable to all employees.
Our philosophy is that the well-being of our company and clients is dependent upon the health and safety or our workforce. The Directors and Officers of this corporation promise that every precaution reasonable in all circumstances will be taken for the protection of all employees. No job is to be regarded so urgent that time cannot be taken to do it in a safe manner. The welfare of the individual is our greatest concern.
Studio Munge’s Management is responsible for the health and safety of all employees under their supervision. Management is responsible to ensure that machinery and equipment required for use by each employee is safe and that each employee works in compliance with established safe work practices and procedures for each piece of equipment. Employees must receive adequate training in their specific work tasks to protect their health and safety.
All Management, employees and subcontractors must protect their own and fellow workers’ health and safety by working in compliance with the Occupational Health and Safety Act of Ontario and all applicable regulations and safe work practices and procedures established by our company.
We recognize that a safe work environment can be established and sustained only through a united effort by all employees and subcontractors and that the assistance of each person is required. Your attitude and cooperation in promoting accident prevention will assist in achieving our goal: “no one gets hurt”, and make our company the best place to work, one where employees share in corporate growth and success.
Everyone from the Principal to new employees has the responsibility to ensure a safe and healthy workplace. Let’s all work together to prevent incidents from creating unwanted losses and personal injuries or illnesses.
Alessandro Munge, Principal, June 2020
Violence and Harassment Policy
Studio Munge is committed to providing a safe, healthy, and supportive work environment through treating our employees and clients with respect, fairness and sensitivity.
This policy is applicable to all employees.
Workplace Violence is defined as: the exercise of physical force by a person against a worker, in a workplace, that causes 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; or, a statement or behaviour that it is reasonable for a worker to interpret as a threat to exercise physical force against a worker, in a workplace, that could cause physical injury to the worker.
Workplace Harassment is defined as engaging in a course of vexatious comment(s) or conduct against a worker in a workplace that is known or ought reasonably to be known to be unwelcome.
Purpose of the Policy
Studio Munge is committed to preventing workplace violence and harassment. This policy defines behaviour that constitutes workplace violence and harassment, and explains procedures for reporting and resolving such incidents. Studio Munge is committed to providing a working environment free of violence and harassment by familiarizing all workplace parties with the related terminology as well as their individual responsibilities for prevention and corrective action.
To establish this policy, Studio Munge has consulted the joint health and safety committee (JHSC) and the following legislation governing workplace violence and harassment in Ontario:
• The Occupational Health and Safety Act
• The Criminal Code of Canada
• The Ontario Human Rights Code
• The Workplace Safety and Insurance Act, 1997
• The Compensation for Victims of Crime Act
• The Regulated Health Professions Act
The Management of Studio Munge recognizes the potential for violence and harassment in the workplace. We will therefore make every reasonable effort to identify all potential sources of such risk to eliminate or minimize them through our workplace violence and harassment prevention program.
Studio Munge will not tolerate any type of violence or harassment within the workplace or during work-related activities.
Studio Munge is committed to allotting whatever time, attention, authority, and resources that are necessary to ensure a safe and healthy working environment for all employees and clients to whom we provide care.
Studio Munge will take every reasonable precaution to protect an employee from physical injury if we become aware, or believe, that domestic violence is a risk.
Definitions Associated with Workplace Violence and Harassment
• Physical assault: is any physical force or threat of physical force which creates fear and/or controls another person. Some examples include: hitting, blocking, shoving, choking, slapping or biting, or pulling hair; “caring” for the victim in an abusive way, threats of violence, and use of a weapon or other objects to threaten, hurt or kill.
• Sexual assault: is any unwanted sexual act done by one person to another. Examples include: kissing or forcing/coercing the person into kissing; touching the person’s body with or without clothes on; forcing/coercing the person to masturbate; sexual intercourse (anal or vaginal), penetrating with an object; causing bodily harm; removing or attempting to remove clothing; taking advantage of a position, trust or authority to get sex; and threatening to harm someone else if the person does not agree to do any of these things.
• Sexual harassment: is often interpreted as objectionable comments or conduct of a “sexual” nature. However, sexual harassment, in the broader context of unequal treatment based on gender, may refer to instances where the behaviour is not overtly sexual in nature, but is related to the person’s gender, and demeans or causes personal humiliation or embarrassment to the recipient. Examples include: degrading words, rude jokes or sexual comments, name-calling (e.g. “chick”), physical contact, sexual demands, unwanted kissing or touching of a sexual nature, and insulting remarks about the person’s sexual orientation, race, culture, ability, and/or income.
• Threat (verbal or written): is a communicated intent to inflict physical or other harm on any person or to property by some unlawful act. A direct threat is a clear and explicit communication distinctly indicating that the potential offender intends to do harm, for example, “I am going to make you pay for what you did to me.” A conditional threat involves a condition, for example, “If you don’t leave me alone you will regret it.” Veiled threats usually involve body language or behaviours that leave little doubt in the mind of the victim that the perpetrator intends to harm.
• Verbal/Emotional/Psychological abuse: is a pattern of behaviour that makes someone feel worthless, flawed, unloved, or endangered. Like other forms of abuse, it is based on power and control. Examples include swearing, put-downs/name-calling over a period of time, labelling the victim in a derogatory way such stupid, crazy or irrational, acts of humiliation, extreme jealous behaviour, attacking the victim’s self-esteem in other ways. It can also include harming pets and damaging property.
• Workplace Bullying: is repeated and persistent negative acts towards one or more individuals, which involves a perceived power imbalance and creates a hostile work environment (Salin, 2003)
Roles and Responsibilities of Workplace Parties
• Ensure that measures and procedures in the violence and harassment prevention program are carried out. Hold Management accountable for responding to and resolving complaints of violence.
• Ensure compliance by all those who have a relationship with the organization, such as clients, contractors, etc.
• Post a copy of this policy in the workplace.
• In consultation with the JHSC, conduct regular risk assessments.
• In consultation with the JHSC, establish control measures.
• In consultation with the JHSC, establish and deliver training and education for all employees.
• Integrate safe behaviour into day-to-day operations.
• Develop a reporting process for incidents of workplace violence and harassment.
• Investigate all reports or threats of violence/harassment in a prompt, objective and sensitive way.
• Report incidents of workplace violence to the JHSC within four (4) days if an employee is disabled from performing their own work or receives medical attention as a result of an incident.
• Take corrective action.
• Provide response measures.
• Facilitate medical attention and support for those involved directly or indirectly.
• Ensure any deaths or critical injuries are reported to a Ministry of Labour (MOL) inspector, the police (as required), JHSC or H&S representative and trade union, as well as investigated with the JHSC. Send the report explaining the circumstances to all parties in writing within 48 hours of the occurrence. Include information and particulars prescribed by the Occupational Health and Safety Act and any applicable legislation and regulations.
• Ensure a report goes to WSIB of all accidents where a worker loses time from work, requires healthcare, earns less than regular pay for regular work, requires modified work at less than regular pay or performs modified work at regular pay for more than seven days.
• Enforce policy and procedures and monitor employee compliance.
• Identify and alert staff to violent persons and hazardous situations.
• Investigate all workplace violence using the organization’s accident investigation procedure and form, and contact the police as required.
• Facilitate medical attention for employee(s) as required.
• Debrief those involved in the incident either directly or indirectly.
• Contact Human Resources to ensure the employee receives further counselling about her/his rights.
• Track and analyze incidents for trending and prevention initiatives.
• Immediately report a death or critical injury to an MOL inspector, the police (as required), JHSC, H&S representative and trade union, and investigate with JHSC Report the circumstance to all parties in writing within 48 hours. Include information and particulars prescribed by the regulations.
• Issue a report to the employer and WSIB on all lost-time accidents where a worker requires healthcare, earns less than regular pay for regular work, requires modified work at less than regular pay or performs modified work at regular pay for more than seven days. Copies of accident information where there is no critical injury must be provided to the JHSC and the trade union within four days of the occurrence, as prescribed by the Occupational Health and Safety Act.
• Ensure the workplace violence and harassment prevention program is reviewed at least once a year.
• Participate in education and training programs so you can respond suitably to any incident of workplace violence or harassment.
• Understand and comply with the violence and harassment prevention policies and related procedures.
• Report all incidents or injuries of violence/harassment or threats of violence/harassment to your manager immediately. Complete the Workplace Violence Incident Report.
• Inform the JHSC or the worker member of the JHSC about your concerns regarding the potential for violence/harassment in the workplace.
• Contribute to risk assessments.
• Seek support when confronted with violence/harassment or threats of violence.
• Get medical attention.
• At least once a year, participate in a review of the workplace violence and harassment prevention program.
Joint Health and Safety Committee (JHSC):
• Ensure you are consulted about the development, establishment and implementation of violence prevention measures and procedures (the violence and harassment prevention program).
• Make recommendations to the employer for developing, establishing and providing training in violence prevention measures and procedures.
• At least once a year, take part in a review of the workplace violence and harassment prevention program.
• The worker-designate should investigate all critical violence-related injuries.
• Immediately review reports of critical injury or death. Outline in writing the circumstances and particulars within 48 hours of the occurrence. Within four days, review written notices lesser injuries where any person is disabled from performing his or her usual work or requires medical attention.
Reporting and Investigation:
• Employees are to report all violence-related incidents or hazards to Management and Human Resources. This report can be made confidentially at the employee’s request. However, sharing information to ensure the safety of others and prevent recurrence may be necessary.
• The reporting employee may make the report confidentially without leaving a copy in the log, indicating the need for confidentiality to her/his direct manager (or in that person’s absence, to another manager).
• The manager receiving the report investigates it and ensures that measures are taken to safeguard employees and curtail the violence or harassment. No report of workplace violence/harassment or risks of violence may be the basis of reprisal against the reporting employee.
• The employer reports all injuries to the MOL and WSIB as required by the Occupational Health and Safety Act and Workplace Safety and Insurance Act.
• Using the incident investigation form, the manager documents all reports of workplace violence/harassment, hazards and measures taken to address them.
• If the resolution of the incident is beyond the authority of a manager and Human Resources, she/he must make the Principal or equivalent aware of the report. The Principal or equivalent involves other managers in the investigation as appropriate (e.g., when the incident involves clients or employees under another manager’s area of responsibility).
• Management reviews all incident reports, monitors trends and makes recommendations to the Principal for prevention and enhancements to the workplace violence and harassment prevention program.
• These findings are shared with the JHSC, which is consulted about any revision to the violence and harassment prevention and training program.
• The Principal or equivalent reviews reports of workplace violence/harassment and ensures that actions are taken.
• The managers who investigate the reported incident warn all staff who might be affected about dangerous situations. They also tell the reporting employee about the outcome of the investigation to help minimize the chance of similar incidents.
• If a violent incident results in a critical injury to a worker, the JHSC representative or worker-designate investigates the incident or injury (Section 9(31) OHSA) and reports to the MOL and JHSC.
Support for employees affected by workplace violence:
Management will respond promptly, assess the situation and ensure that these interventions are followed:
• facilitation of medical attention;
• debriefing (by skilled professional(s));
• referrals to community agencies, treating practitioner(s) and employee assistance program;
• completion of incident reports, WSIB reports, reports to MOL (critical injury or fatality);
• reporting to police (as required); and
• team debriefing.
Risk assessment Management (with employee involvement) assesses workplace violence hazards in all jobs, and in the workplace as a whole. It reviews risk assessments annually, as well as when new jobs are created or job descriptions are changed substantially.
New employees will receive orientation to the workplace violence and harassment prevention program. In addition, all employees will receive an annual review of the program’s general and site-specific components. Any training developed, established and provided will be done in consultation with, and in consideration of, the recommendations of the JHSC.
The effectiveness of the workplace violence and harassment prevention program is evaluated annually by management and reviewed by the JHSC. Employees, managers and Human Resources are accountable for establishing and implementing the policy and procedures related to workplace violence and harassment.
All workplace parties are accountable for complying with the policy, program, measures and procedures related to workplace violence. Records All records of reports and investigations of workplace violence and harassment are kept for five (5) years.
Accessibility for Ontarians with Disabilities Policy
This policy is intended to provide the overarching framework to guide the review and development of Studio Munge’s policies, standards, procedures and guidelines to comply with the Integrated Accessibility Standards, Ontario Regulation 191/11, under the Accessibility for Ontarians with Disabilities Act, 2005 (AODA).
Statement of Organizational Commitment
Studio Munge is committed to providing its goods and services in a way that respects the dignity and independence of persons with disabilities. This commitment will be integrated wherever possible and will ensure that persons with disabilities benefit from the same services, in the same place and in a similar way as others.
Studio Munge is committed to ensuring that every employee, sub-contractor and customer receives equitable treatment with respect to employment and services, without discrimination, and receives accommodation where required, in accordance with the provisions of the Ontario Human Rights Code and the AODA and its Regulations. Studio Munge will meet the accessibility needs of persons with disabilities in a timely manner.
This policy applies to all employees, and specifically, all individuals entitled to the protections set out in the AODA and its regulations, including customers, sub-contractors and employees of Studio Munge.
The AODA defines “disability” as: a) Any degree of physical disability, infirmity, malformation or disfigurement that is caused by bodily injury, birth defect or illness and, without limiting the generality of the foregoing, includes diabetes mellitus, epilepsy, a brain injury, any degree of paralysis, amputation, lack of physical coordination, blindness or visual impediment, deafness or hearing impediment, muteness or speech impediment, or physical reliance on a guide dog or other animal or on a wheelchair or other remedial appliance or device; b) A condition of mental impairment or a developmental disability, c) A learning disability, or a dysfunction in one or more of the processes involved in understanding or using symbols or spoken language, d) A mental disorder, or e) An injury or disability for which benefits were claimed or received under the insurance plan established under the Workplace Safety and Insurance Act, 1997.
Where required, Studio Munge will consult with the disabled individual to understand his or her specific accessibility needs, and then make all reasonable efforts to meet those individual needs in a timely manner.