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VALUE ORIENTATION FOR NATIONAL CHANGE IN NIGERIA: TOWARDS A BETTER SOCIETY
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  1. 1.               1   One  Event  &  Co.   Human  Resources  Manual     Purpose  &  Preview       The   goal   of   the   Human   Resources   Manual   is   to   support   the   consistent   and   professional   support   of   the   most   vital   part   of   our   organization,   our   staff   and   volunteers.         1. This   manual   is   the   official   statement   of   One   Event   &   Co.   human   resources   policies.     It   is   the   responsibility   of   each   Director   and   Volunteer   Lead   to   administer  these  policies  consistently  and  impartially.     2. One  Event  &  Co,  policies  are  not  intended  to  contravene  any  applicable  Labour   Codes  or  Human  Rights  Legislations.    If  any  contradiction  exists  the  applicable   Labour  Code  and/or  Human  Rights  Law  will  supersede  One  Event  &  Co.  Policy.     3. The   policies   in   the   manual   are   applicable   to   all   persons   employed   by,   and   volunteering  for  One  Event  &  Co.    The  policies  are  a  shared  responsibility  carried   by  the  Directors,  all  staff,  and  volunteers.     4. The  Director  of  Human  Resources  for  One  Event  &  Co.  is  responsible  for  human   resources  policy  revisions  and  revisions  to  this  manual  in  cooperation  with  the   Human  Resources  Department.     5. This  manual  is  online  at  One  Event  &  Co.  website.    One  Event  &  Co.  ensures  that   all   employees   and   volunteers   have   access   to   current   and   revised   policies.         Revisions   will   be   announced   in   communications.     All   employees   and   staff   are   required  to  review  the  Human  Resources  Manual  and  sign  an  acknowledgment   that  they  are  aware  of  and  understand  all  policies  and  procedures.     6. Any  employee  or  volunteer  of  One  Event  &  Co.  observing  a  violation  of  a  policy   will  inform  the  employee  or  volunteer  involved  in  violating  the  policy  and  their   immediate   supervisor.     If   the   employee   or   volunteer   is   not   comfortable   with   bringing  this  forward,  they  may  bring  the  matter  to  Human  Resources.     7. Violation  of  One  Event  &  Co.  policies  may  lead  to  termination  of  the  employee  or   volunteer  involved  at  the  discretion  of  the  Directors.    Any  suspected  violation  of   policy  will  be  thoroughly  investigated  before  any  action  is  taken.              
  2. 2.               2   One  Event  &  Co.   Human  Resources  Manual     Policy:    Rights  of  the  Worker   Date  Created:  April  30,  2015     Each  employee  at  One  Event  &  Co.  has  four  rights     1. The  Right  to  Know   o Employees  have  the  right  to  be  informed  about  actual  and  potential   dangers  in  the  workplace     2. The  Right  to  Refuse   o This  is  a  legal  right  of  every  worker  in  Ontario.  One  Event  &  Co.  fully   supports   this   law   and   if   you   have   reason   to   believe   that   any   equipment   or   physical   condition   of   the   workplace   is   likely   to   endanger   yourself   or   a   co-­‐worker,   or   is   in   contravention   of   the   Occupational   Health   and   Safety   Act,   speak   to   your   supervisor   immediately.     o Management   will   be   informed   of   the   situation   and   your   supervisor   and  a  certified  committee  representative  will  investigate  your  concern   with  you.  This  should  resolve  the  situation  or  satisfy  your  concern.     o If  you  still  have  reason  to  believe  that  you  could  be  in  danger,  you  may   be  assigned  to  other  reasonable  work  and  a  Ministry  of  Labour  official   will  be  contacted  to  assist  in  further  investigation.     3. The  Right  to  Participate   o Each  worker  has  the  right  to  participate  in  the  workplace  health  and   safety  activities  through  the  Joint  Health  and  Safety  Committee  or  as  a   worker  Health  and  Safety  Representative     4. The  Right  to  Complain   o No   reprisals   will   be   taken   against   any   employee   who   acts   in   compliance   with,   or   seeks   enforcement   under,   the   provisions   of   the   Occupational  Health  and  Safety  Act.                          
  3. 3.               3   One  Event  &  Co.   Human  Resources  Manual     Policy:  Health  &  Safety  Rules   Date  Created:  April  30,  2015     1. Use  proper  lifting  techniques  when  manual  material  handling  is  required.     2. Obey  all  rules,  signs  and  instructions.     3. Report   immediately   any   condition   or   practice   which   may   pose   a   risk   to   people,  equipment,  property,  materials  or  the  facility  to  your  supervisor.     4. Electrical   equipment   or   circuits   are   to   be   handled   only   by   qualified   and   authorized  personnel.     5. Do  not  operate  any  piece  of  equipment  or  forklift  truck  unless  assigned  by   your  immediate  supervisor  /  manager.     6. Do   not   remove   “danger”   or   “lock   out   tags”   placed   on   machinery   or   equipment.   Safety   devices   on   equipment   must   not   be   removed   or   made   inoperative.   Shut   down   and   lockout   machines   before   cleaning,   oiling,   adjusting  or  repairing.     7. All   defective   tools   or   equipment   are   to   be   reported   directly   to   the   area   supervisor.  Do  not  attempt  to  repair  any  machinery,  electrical  equipment  or   wiring  requiring  a  qualified  and  authorized  person.     8. Using   compressed   air   for   blowing   dust   from   clothing   is   forbidden.   Never   direct  a  stream  of  compressed  air  toward  your  own  body  or  that  of  another   person.     9. Machine   tools   must   be   attended   while   they   are   in   operation.   An   operator   should  not  be  distracted  while  their  machine  is  running.     10. “Rough  House”  or  “Horse  Play”  is  dangerous  and  will  not  be  tolerated.  It  often   results  in  someone  else  sustaining  an  injury.     11. Monitor  your  equipment  constantly  for  unsafe  conditions.     12. All  flammable  liquids  and  acids  must  be  kept  in  safe  containers  and  properly   identified.     13. Aisles  must  be  kept  clear.  Materials,  parts,  tools,  oil,  grease  or  other  articles   must  not  be  left  in  aisles  or  wherever  they  may  cause  a  tripping  or  slipping   hazard  to  another  person.     14. Protect  yourself  and  fellow  employees  by  helping  keep  the  work  area  clean   and   tidy   at   all   times.   Do   not   leave   food,   refuse,   wrappings   or   rags   lying   around.     15. Do  not  operate  machinery  unless  all  guards  are  in  place.     16. Stay  clear  of  overhead  loads.     Violation   of   any   of   the   above   rules   will   result   in   disciplinary   action   up   to   the   discretion   of   management,   which,   in   serious   cases,   may   include   termination   of   employment.        
  4. 4.               4   One  Event  &  Co.   Human  Resources  Manual     Policy:  Workplace  Violence  &  Harassment     Date  Created  April  30,  2015     One  Event  &  Co,  every  employee  has  the  right  to  work  in  an  environment  that  is  free   of   harassment   and   violence,   and   where   respectful   and   professional   working   relationships  between  all  employees  and  contractors  is  the  standard.  One  Event  &   Co.   identifies   that   inappropriate   behaviours   compromise   the   integrity   of   the   employment   relationship   and   demoralizes   an   employee's   self-­‐respect   and   productivity.       PURPOSE   The  purpose  of  this  policy  is  to  prevent  harassment  and  violence  becoming  a  part  of   our  workplace  environment  by:     1. Increasing  awareness   2. Promoting  One  Event  &  Co.  values  and  beliefs     3. Identifying  issues  for  early  intervention  and  resolution     All   employees,   volunteers   and   contractors   are   expected   to   conduct   themselves   professionally,  while  considering  others,  based  on  the  ideologies  of  fairness,  respect   and  professionalism.  These  same  ideologies  are  the  foundation  for  understanding   and  implementing  this  policy.  This  policy  applies  to  ALL  employees,  volunteers  and   contractors  of  One  Event  &  Co.  and/or  its  affiliates.     POLICY  STATEMENT   One  Event  &  Co.  has  ZERO  tolerance  policy  regarding  harassment  and/or  violence  in   the   workplace.   All   reported   or   suspected   incidences   of   harassment   or   workplace   violence  will  be  immediately  and  efficiently  investigated  and  dealt  with  accordingly.   Claims   will   be   taken   very   seriously   and,   if   verified   and   addressed   through   appropriate  measures,  which  may  include  disciplinary  action,  up  to  and  including   dismissal  and  or  termination.       DEFINITIONS   Harassment     1.1   For   the   purpose   of   this   policy,   harassment   is   defined   as   any   form   of   inappropriate  conduct,  comment,  display,  action  or  gesture  by  a  person:     o Is   based   on   race,   creed,   religion,   colour,   sex,   sexual   orientation,   marital   status,   family   status,   disability,   physical   size   or   weight,   age,   nationality,   ancestry  or  place  of  origin;  or   o Negatively   affects   the   employee's   psychological   or   physical   well-­‐being   and   that   the   person   knows   would   cause   an   employee   to   be   humiliated   or   intimidated;  and/or     o That  constitutes  a  threat  to  the  health  or  safety  of  the  employee.      
  5. 5.               5   One  Event  &  Co.   Human  Resources  Manual     Workplace     1.2  For  the  purpose  of  this  policy,  the  workplace  includes,  but  is  not  limited  to,  the   physical   work   site,   washrooms,   cafeterias,   training   sessions,   vehicles,   business   travel,  field  locations,  site  inspection,  conferences,  work-­‐related  social  gatherings  or   any  other  place  where  the  employee  is  required  to  be  in  service  to  the  employer.     1.3  Workplace  Violence:  Workplace  violence  is  any  attempted,  threatened  or  actual             conduct  of  a  person  that  causes  or  is  likely  to  cause  physical  injury.       1.4  Complainant:  The  employee  who  has  made  a  complaint  of  harassment  or  brings         an  incident  of  harassment  to  the  attention  of  the  employer.       1.5  Respondent:  The  employee  against  whom  a  complaint  has  been  lodged.       1.6  Investigation:    A  fair  and  impartial  fact-­‐finding  process  to  assess  whether  the   allegation  is  founded,  unfounded  or  made  in  bad  faith.      1.7   Bad   Faith   Complaint:   Complaints   made   frivolously,   maliciously,   or   without   factual  basis  may  constitute  defamation,  may  be  actionable  by  the  Respondent,  and   may  result  in  disciplinary  action,  up  to  and  including  dismissal.     1.8   Sexual   Harassment   Unwelcome   sexual   attention,   advances   or   propositions,   including   sexually   explicit   or   implicit   comments   about   a   person's   body,   attire   or   personal  life;     o An   implied   or   expressed   promise   of   reward   for   complying   with   a   sexually   oriented   request,   or   threat   of   reprisal   or   actual   reprisal   for   refusing   to   comply  with  such  a  request;   o Displays  and  distribution  of  sexually  suggestive  photographs  or  materials  in   the   workplace,   especially   those   that   cause   insecurity,   discomfort   or   humiliation  or  are  considered  to  be  offensive;   o Unwanted  physical  contact  such  as  touching,  patting,  kissing  or  unnecessary   closeness;  or     o  Sexual   jokes   or   obscene   remarks   or   gestures   that   cause   awkwardness   or   embarrassment.     Guiding  Principles     As   employees   of   One   Event   &   Co.   we   are   collectively   responsible   for   providing   a   work   environment   that   is   free   of   workplace   violence   and   harassment   and   where   individuals   are   treated   with   dignity   and   respect.   Harassment   and   workplace   violence  undermine  the  integrity  of  the  workplace  and  an  individual's  wellbeing  and   will  not  be  tolerated.  One  Event  &  Co.  is  committed  to:      
  6. 6.               6   One  Event  &  Co.   Human  Resources  Manual       o Building  a  work  environment  that  is  free  of  discrimination,  harassment  and       workplace  violence  by  ensuring  its  employment  policies  are  implemented  in   a  fair  and  just  manner  and  are  free  of  discrimination;  and     o Creating  an  environment  which  enables  all  employees  to  contribute  to  their   full  potential,  thereby  increasing  our  business  effectiveness  and  competitive   advantage  and  providing  employees  with  a  positive,  engaging  and  supporting   work  environment.     Workplace  Violence     Workplace  violence  is  the  threatened,  attempted,  or  actual  conduct  of  a  person  that   causes   or   may   cause   physical   injury   or   a   fatality   in   the   workplace.   Examples   of   violence  can  include,  but  are  not  limited  to:     o Physical  attacks  such  as  hitting,  shoving,  pushing  or  kicking;     o Verbal,  written,  or  implied  threats  that  express  an  intent  to  inflict      harm;   o Threatening   behaviours   such   as   shaking   fists,   destroying   property   or   throwing  objects;     o Acts  of  domestic  violence  that  evolve  into  the  workplace;  or     o Any   other   act   that   would   arouse   fear   in   a   reasonable   person   in   the   same   circumstances.     Any  person  who  makes  a  threat,  exhibits  threatening  behaviours,  or  engages  in  a   violent  act  on  Company  property  may  be  removed  as  quickly  as  possible  taking  into   consideration   the   safety   and   legal   aspects   of   the   situation.   Any   person   who   is   engaging  in  workplace  violence  may  be  suspended  from  entering  company  property   pending   the   outcome   of   an   incident   investigation.   People   committing   these   acts   outside  of  the  workplace,  but  the  results  of  which  impact  the  workplace,  are  also   violating  this  policy  and  will  be  dealt  with  accordingly.  Threats,  acts  of  violence  and   physical  assault  will  be  investigated.       Roles  and  Responsibilities     Maintaining  a  respectful,  professional  and  harassment-­‐free  workplace  is  everyone's   responsibility.     ALL  Employees  are  responsible  for:     o Familiarizing  themselves  with  the  policy;     o Creating   and   supporting   a   harassment-­‐free   workplace   through   adherence         to  the  policy;  and     o Bringing   any   incident   of   harassment   or   potential   harassment   observed   or   that   they   are   aware   of   to   their   immediate   supervisor,   and/or   Human   Resources.     ALL  Managers  are  responsible  for:     o Familiarizing  themselves  with  the  policy;     o Ensuring  a  harassment-­‐free  workplace  and  adherence  to  the  policy;  and    
  7. 7.               7   One  Event  &  Co.   Human  Resources  Manual     o Stopping  any  harassment  of  which  they  are  aware;     o Taking   appropriate   preventative   or   corrective   action   promptly   and   appropriately;     o Ensuring  all  employees'  rights  are  respected;     o Supporting  employees  in  the  conflict  resolution  process;  and     o Reporting   incident(s)   of   harassment,   witnessed   and   reported   by   others   to   Human  Resources.     It   is   misconduct,   subject   to   disciplinary   action,   for   managers   who   are   aware   of   workplace  harassment  not  to  take  corrective  action.     The  Employer/Human  Resources  are  responsible  for:   o Ensuring  employees  are  not  exposed  to  harassment  arising  out  of  their   o employment;     o Implementing  this  policy  and  its  related  processes  and  procedures;     o Fostering  a  workplace  free  of  harassment;     o Holding  managers  accountable  for  carrying  out  their  responsibilities  related   to  ensuring  a  harassment-­‐free  workplace  and  adherence  to  this  policy;     o Communicating  this  policy  to  all  employees;     o Determining  if  the  complaint  is  founded/unfounded  or  made  in  bad  faith;       o Making   decisions   for   follow-­‐up   action   to   complete   the   complaint   process,   which  may  include  discipline,  up  to  and  including  dismissal.     At  any  time  during  the  process  of  handling  a  complaint  where  behavior  of  a  criminal   nature   has   occurred,   or   is   thought   to   have   occurred,   the   manager   or   employee   subjected   to   this   behavior   must   be   informed   that   he/she   has   the   opportunity   to   advance  the  complaint  to  the  police  for  investigation.  In  cases  where  the  employee   has  been  afforded  the  opportunity  to  advance  a  criminal  complaint  but  chooses  not   to  do  so,  that  choice  should  be  respected  except  in  circumstances  in  where  there  is   an  overriding  concern  on  the  employer's  behalf.     Protection  Against  Retaliation     Retaliation  is  any  adverse  action  or  credible  threat  of  adverse  action  taken  by  any   manager  or  employee  in  response  to  another's  participation  in  an  investigation  or   report   about   harassment.   Acts   of   retaliation   include   conduct   that   intimidates,   coerces,   penalizes   or   otherwise   discriminates   against   those   making   or   otherwise   involved   in   a   claim.   Retaliation   is   strictly   prohibited   against   anyone   who   has   reported   harassment   or   participated   in   the   complaint   process.   Any   signs   of   retaliation  should  be  reported  immediately  to  Human  Resources.  If  it  is  deemed  that   retaliation  did  take  place,  the  appropriate  disciplinary  action  will  result,  up  to  and   including  dismissal.       Confidentiality     Allegations   of   workplace   violence   or   harassment   will   be   treated   in   a   timely   and   sensitive  manner,  respecting  the  privacy  rights  of  all  parties  involved.  The  employer    
  8. 8.               8   One  Event  &  Co.   Human  Resources  Manual     will   not   disclose   the   name   of   a   Complainant   or   Respondent   or   the   circumstances   related  to  the  complaint  to  any  person  except  where  disclosure  is  necessary  for  the   purposes  of  investigative  processes,  or  as  required  by  law.  Failure  to  preserve  the   confidentiality  of  information  acquired  during  the  process  may  result  in  disciplinary   action,  up  to  and  including  dismissal.       Complaint  Procedures     Any  employee  who  feels  that  s/he  has  been  or  is  being  harassed  OR  who  believes   that   s/he   has   witnessed   harassment,   should   immediately   report   the   situation   to   their  manager  or  Human  Resources.  The  report  may  initially  be  provided  verbally,     however,  after  further  discussions,  there  may  be  a  requirement  for  a  more  formal   follow  up  written  report  outlining  the  detailed  facts  of  the  alleged  harassment.       Resolution     Depending   on   the   nature   of   the   claim   and   the   degree   of   severity,   a   number   of   options   are   available   to   bring   resolution   to   the   issue   of   disrespectful   behavior   or   harassment.   1. Direct  Approach     Many  times,  the  best  outcome  results  when  the  employee  who  believes  they   have   been   the   subject   of   disrespectful   behavior   or   harassment   is   active   in   resolving  the  issue  themselves  if  they  are  comfortable  in  doing  so.  In  many   cases,   the   individual   is   unaware   that   their   behavior   is   disrespectful   or   harassing   and   will   change   the   behavior   once   they   are   made   aware   of   its   impact.   This   approach   is   intended   to   empower   employees   to   resolve   the   matter  themselves  without  further  escalation.  Advice  or  coaching  on  how  to   handle  an  informal,  direct  resolution  on  your  own  can  be  sought  by  Human   Resources.     2. Intervention     If  a  Claimant  is  unable  or  unwilling  to  approach  the  Respondent  directly,  they   may  ask  their  manager  or  Human  Resources  for  assistance  in  addressing  the   behavior  by  speaking  with  the  Respondent  on  their  behalf  or  being  present   to  offer  support  when  they  meet  with  them.   Any  intervention  may  also  lead  to:   o Mediation;     o Education  or  Training;     o Personal  coaching  through  internal  or  external  resources;   o A  verbal  or  written  warning.     In  cases  where  it  is  appropriate  for  a  3rd  party  investigation,  the  recommendations   as  a  result  of  the  investigation  could  include:     o Transfer;   o Demotion;     o Suspension  without  pay;  or   o Termination  of  employment.  
  9. 9.               9   One  Event  &  Co.   Human  Resources  Manual     A  couple  of  months  after  the  implementation  of  the  resolution(s),  Human  Resources   will   conduct   a   follow   up   meeting   with   the   Claimant   and   their   manager   (if   appropriate),  to  ensure  that  the  issues  have  been  resolved.                                                                      
  10. 10.               10   One  Event  &  Co.   Human  Resources  Manual     Harassment  Complaint  Form     1. Complainant  Information:       PLEASE  PRINT       Name:   ____________________________________________Date:___________________________________   Current  Role:  _____________________________Office  Location:  _____________________________   Work  Phone  Number:  _____________________Manager:___________________________________       2. Grounds  for  Complaint:                    On  what  grounds  do  you  believe  the  harassment                                                                                                                  occurred  (reference  examples  within  policy  or                                                                                                                  provide  an  alternate  situation  which  you                                                                                                                                                believe  are  grounds  for  harassment).     3. Respondent:                                                                Person  you  allege  committed  the  harassment.             4. Details  of  the  Complaint:                  Please  be  as  detailed  as  possible  when                                                                                                                      describing  the  inappropriate  behaviours.                                                                                                                  Include  items  such  as  location,  date,  time                                                                                                                                                  circumstances  surrounding  the  incident,                                                                                                                  any  witnesses,  what  you  have  done  in  response                                                                                                                      to  the  behavior,  etc.  Attach  additional  pages  if                                                                                                                      required.               5. Witness(s)  of                                                          Please  provide  name(s)  and  phone  numbers  of                         Alleged  Harassment:                              others  who  witnessed  the  alleged  harassment.     6. Relevant  Documents:                            Please  attach  copies  of  any  documents  you                                                                                                                consider  relevant.         7. Signature:                                                                      By  signing  this  complaint,  you  are  agreeing  to                                                                                                                    have  a  copy  provided  to  the  Director,  Human                                                                                                                  Resources  and  the  details  of  the  alleged                                                                                                                harassment  to  the  Respondent.  Your  complaint                                                                                                                          will  be  maintained  in  confidence,  however,                                                                                                                    relevant  information  will  be  shared  to  the  extent                                                                                                                necessary  to  determine  the  appropriate                                                                                                                    resolution  of  this  matter.             _____________________________________________                                                                          ______________________________   Signature  of  Complainant                                                                                                                              Date  
  11. 11.               11   One  Event  &  Co.   Human  Resources  Manual     Policy:  Emergency  Procedures  and  Evacuation   Date  Created:  April  30,  2015     PURPOSE   To  keep  all  One  Event  &  Co.  employee’s  and  volunteers  safe,  in  the  insidence  of  an   emergency  that  could  potentially  put  an  individual  or  group  in  danger.     Emergency  Action  Plan  (EAP)     This  briefly  details  the  actions  employees  are  to  take  in  the  event  of  an  emergency.   An  emergency  may  include:e  bomb  and  violence  threats,  accidental  releases  of  toxic   vapors,   chemical   spills,   fires,   or   explosions.   The   plan   addresses   all   potential   emergencies  that  can  be  expected  in  the  workplace.  It  is  important  to:   o Exit  to  safety   o Alert  fellow  employees   o Notify  the  appropriate  emergency  resource  agency     At   One   Event   &   Co.,   the   venue   changes   constantly.   It   is   important,   and   the   responsibility  of  each  employee,  to  make  oneself  familiar  with  all  fire  exits  in  the   building/at  the  event  in  case  an  emergency  arises.  At  every  event,  there  will  be  one   member  from  management  as  the  designated  fire  warden.  Prior  to  the  event,  he  or   she   will   notify   all   employees   of   all   available   fire   escapes,   fire   extinguishers,   the   appropriate  number  to  contact  for  help,  and  the  designated  meeting  area.  The  fire   warden  will  be  able  to  answer  any  questions  or  concerns  on-­‐site.       Fire  Wardens     Fire   Wardens   shall   be   appointed   in   specified   locations   in   each   of   the   functional   safety  areas  and  are  responsible  for     1. Carrying  out  their  duties  in  the  event  of  an  emergency  as  described  in  these   procedures     2. Attending  a  debrief  following  any  emergency  evacuation  drill     3. Reporting   to   the   Head   of   the   Functional   Safety   Area   any   observed   fire   or   evacuation  hazards  or  unsafe  conditions     4. Participating  in  regular  fire  and  evacuation  safety  inspections     5. Attending  Fire  Warden  Training  as  arranged.       Requirements  of  Fire  Wardens  during  and  after  an  emergency  situation   o Put  on  high  visibility  ‘Fire  Warden’  vests     o Enter  all  accessible  rooms  in  their  assigned  location  and  instruct  occupants   to   evacuate   the   building,   closing   all   doors   whilst   progressing   through   the   floor     o Direct  building  occupants  to  their  nearest  emergency  escape  routes     o Proceed  to  the  Fire  Assembly  Point  when  the  floor  has  been  evacuated     o Only  give  the  all  clear  to  re-­‐enter  the  building  when  authorised  to  do  so  by   the  Estates  Office.    
  12. 12.               12   One  Event  &  Co.   Human  Resources  Manual       o Attend   the   post   evacuation   debrief   and   report   any   particular   difficulties   encountered  during  the  evacuation       In  the  case  of  an  emergency   o Remain  Calm   o Leave  fire  area  immediately  while  shouting  to  alert  people  in  your  area     o Close  all  doors  behind  you  to  confine  the  fire     o Do  not  use  elevators  (if  applicable)     o Leave  via  closest  exit  (fire  exits  indicated  by  fire  warden)  and  activate  the   nearest  fire  alarm  pull  station     o Call  the  Fire  Department  by  dialing  911  from  a  safe  location     o Meet  at  the  designated  meeting  location.     o Do   not   return   to   the   building   until   declared   safe   to   do   so   by   the   Fire   Department.     Upon   hearing   the   emergency   alarm,   these   are   the   procedures   employees   should   take  to  remain  safe  and  unharmed:   1. Remain  Calm     2. Before  opening  doors  feel  doors  for  heat     3. If  door  is  hot  stay  in  room,  seal  cracks  around  door  and  any  vents,  call  911   and  proceed  to  a  window  to  be  seen     4. If  door  is  not  hot,  open  slowly,  and  if  safe  to  do  so  leave  building  via  nearest   exit     5. If   smoke   is   encountered   upon   exiting,   stay   low,   use   alternate   exit,   and   if   escape  is  not  possible  seek  refuge  in  smoke  free  room,  close  the  door,  call   911  if  possible  and  proceed  to  window  to  be  seen.     6. Call  the  Fire  Department  by  dialing  911  from  a  safe  location     7. Proceed  to  designated  meeting  area     8. Do   not   return   to   the   building   until   declared   safe   to   do   so   by   the   Fire   Department.     9. Do  not  use  elevators  during  fire  emergencies                            
  13. 13.               13   One  Event  &  Co.   Human  Resources  Manual     Policy:  Benefits  and  Compensation   Date  Created:  April  30,  2015     All  family  benefits  shall  include  families  of  common-­‐law  and  same-­‐sex  relationships,   i.e.  partners/children.  This  benefit  policy  is  superseded  by  the  Employee  Benefits   Agreement,  which  is  subject  to  change.       STANDARD     One  Event  &  Co.  will  endeavour  to  attract  and  retain  outstanding  employees.       Group  Registered  Retirement  Savings  Plan       After   one   (1)   year   of   employment   with   the   One   Event   &   Co.   all   regular,   full-­‐time   employees  have  the  option  and  are  encouraged  to  join  One  Event  &  Co.    Registered   Retirement  Savings  Plan.     For  employees  who  choose  to  participate  after  their  first  year,  One  Event  &  Co.  will   match  the  following  amounts:     o 2%  of  gross  salary  matched  during  2nd  year  of  employment     o 3%  of  gross  salary  matched  during  3rd  year  of  employment     o 5%   of   gross   salary   matched   during   4th   and   subsequent   years   of   employment     Employees   will   have   immediate   vesting   of   all   funds   contributed   by   the   employee   and  One  Event  &  Co.   Employees  are  responsible  for  providing  direction  to  the  Trustee  with  respect  to  the   allocation   and   investment   (among   the   investment   options   available   to   Plan   participants)  of  both  their  own  contributions  and  One  Event  &  Co.’s  contribution.     Employees  may  contribute  more  than  will  be  matched  by  One  Event  &  Co.,  subject  to   the  maximum  allowable  under  the  Income  Tax  Act.  Specific  arrangements  should  be   made  with  the  President  &  CEO  and  Accounting.     For  employees  who  choose  NOT  to  participate  after  one  year,  One  Event  &  Co.  will   contribute  1%  of  gross  salary  to  the  employee.       Health  Care     Participation   in   the   Ontario   Health   Insurace   Plan   (OHIP)   is   compulsory,   unless   covered   by   dependant   status   in   another   plan,   starting   three   months   after   commencement  for:     1. Full-­‐time  employees  who  work  35  hours  a  week  or  who  are  authorized  by   President  &  CEO  to  work  extended  hours.     2. Part-­‐time  employees  who  work  an  average  of  17.5  hours  a  week  per  year.       Employees  may  include  spouses  and  other  dependants  where  they  are  not  covered   by  another  plan.  The  cost  of  the  plan  is  paid  50%  by  the  employee  and  50%  by  the   One  Event  &  Co..  The  One  Event  &  Co.  portion  is  a  taxable  benefit.      
  14. 14.               14   One  Event  &  Co.   Human  Resources  Manual     Workers'  Compensation     All  employees  disabled  through  injury  received  while  on  One  Event  &  Co.  business   may   be   covered   under   the   Workers'   Compensation   Act   (Province   of   Ontario).   Accidents  must  be  reported  immediately  to  the  employee's  supervisor.       Group  Insurance     Participation   in   the   Group   Insurance   plan   is   compulsory   and   starts   three   months   after   commencement   (except   for   Dental   Coverage   which   starts   six   months   after   commencement)  for  the  following:     1. Salaried   and   part-­‐time   employees   who   work   35   hours   a   week   or   who   are   authorized  by  President  &  CEO  to  work  extended  hours.     2. Salaried  and  part-­‐time  employees  who  work  an  average  17.5  hours  week  per   year.     This  insurance  covers  Term  Life,  Accidental  Death  and  Dismemberment,  Dependent   Life  Insurance,  Long  Term  Disability,  Major  Medical  and  Dental  Expenses.  (May  be   exempted   from   medical   and   dental   if   covered   by   another   plan.)   One   Event   &   Co.   covers   50%   of   the   premiums,   with   the   employee   paying   the   full   premium   on   the   Long  Term  Disability,  and  employees  with  dependents  contributing  to  the  additional   coverage  for  the  Term  Life  Insurance.     Premiums  will  not  be  covered  by  One  Event  &  Co.  during  long-­‐term  disability.     The  premium  for  Dental  Expenses  is  paid  50%  by  the  employee  and  50%  by  the  One   Event   &   Co.   All   benefits   cease   on   termination   of   employment   or   retirement.   For   termination  without  cause,  benefits  will  continue  to  be  provided  during  the  working   notice  period  except  where  termination  pay  is  being  given  in  lieu  of  notice  and  then   benefits  will  cease  immediately.       PROCEDURE     Employees   should   consult   with   their   supervisor   and   the   One   Event   &   Co.   staff   member   responsible   for   benefits   administration   to   ensure   appropriate   benefit   coverage.     Employees  anticipating  or  experiencing  any  change  to  employment  status,  (i.e.  leave   of   absence,   maternity   leave,   layoff,   changed   position,   change   in   hours)   should   consult  with  their  supervisor  and  the  One  Event  &  Co.  staff  member  responsible  for   benefits  administration.                      
  15. 15.               15   One  Event  &  Co.   Human  Resources  Manual     Policy:  Salary     Date  Created:  April  30,  2015     STANDARD     One  Event  &  Co.  will  endeavour  to  attract  and  retain  outstanding  employees.       POLICY     Salary  Budget   The  President  &  CEO  is  responsible  for  approving  the  total  salary  budget.       Establishment  of  Salaries     The  One  Event  &  Co.  Salary  Scale  outlines  the  optimal  range  of  salaries  for  all   employees  of  the  organization.  The  Salary  Scale  is  based  on  the  median  salaries  of   comparable  organizations  and  roles.  All  salaries  offered  to  employees  must  be  pre-­‐ approved  by  the  President  &  CEO  and  are  subject  to  budget  and  funding  constraints.   Management  reviews  the  Salary  Scale  annually.       Promotion  and  Increase  in  Salary  –  Performance  Evaluation  Review     Increases  to  salaries  of  employees  may  be  considered  upon  completion  of  the   Probationary  Period  and  during  the  employee’s  Annual  Performance  Evaluation.   Increases  to  the  salary  of  any  employee  must  be  pre-­‐approved  by  the  President  &   CEO.       End  of  Probationary  Period     In  order  to  ensure  mutual  satisfaction  on  the  part  of  both  the  employee  and  the  one   Event  &  Co.,  after  three  months  of  employment,  there  will  be  an  evaluation  review.  If   the  evaluation  is  satisfactory,  the  employee’s  probationary  period  ends.       PROCEDURE     Supervisors  may  request  approval  for  offering  a  salary  to  a  potential  employee   through  submitting  the  Hiring  Package  Forms  to  the  Payroll  staff.     All  requests  for  approval  for  salaries  greater  than  the  maximum  allowable  in  the   Salary  Scale  must  be  accompanied  by  written  documentation  outlining  the   justification  for  the  salary.                      
  16. 16.               16   One  Event  &  Co.   Human  Resources  Manual     Salary  Scale           ***  these  projections  are  subject  to  change.                                              
  17. 17.               17   One  Event  &  Co.   Human  Resources  Manual     Policy:  Confidentiality   Date  Created:  April  30,  2015     As   an   employee   and   volunteer   of   One   Event   &   Co.   you   may   have   access   to   confidential   information.   Confidential   information   must   not   be   shared   with   any   other   employee   or   volunteer   or   external   party   unless   specified   in   your   job   description,  without  the  permission  of  an  executive.     PURPOSE   The  purpose  of  this  policy  is  to  communicate  One  Event  &  Co.’s  policies,  practices   and  expectations  of  employees  and  volunteers  regarding  confidentiality.     This  policy  statement  and  associated  procedures  apply  to  all  personnel  of  One  Event   &  Co.  including  full-­‐time  employees,  part-­‐time  employees,  volunteers  and  interns.       Confidential  information  includes  but  is  not  limited  to:   • Personal  information  about  employees  and  volunteers  of  One  Event  &  Co.;   • Personal  information  regarding  clients  and  foundations;   • Proprietary  information  belonging  to  One  Event  &  Co.;   • Any  information  regarding  to  the  operation  of  One  Event  &  Co.,  including  any   financial  documents     Standards  &  Practices   Disclosure  of  confidential  information  is  considered  a  serious  matter  and  is  subject   to  corrective  action  up  to  and  including  termination  of  employment,  depending  on   the  seriousness  of  the  infraction.       As  an  employee  or  volunteer  of  One  Event  &  Co.  you  will  be  required  to  complete  the   confidentiality  agreement  found  on  the  next  page  prior  to  your  start  date.                              
  18. 18.               18   One  Event  &  Co.   Human  Resources  Manual     Confidentiality  Agreement     I  _____________________  acknowledge  that  as  part  of  my  employment  with  One  Event  &   Co.,  I  will  be  given  access  to  information  that  is  of  a  personal,  confidential  and/or   proprietary  nature.  For  example;  personal  information  related  to  other  employees   and   clients,   employment   information,   research   data,   financial   information   (“Confidential  Information”),  for  the  purpose  of  fulfilling  employment  obligations.     I,  therefore  agree:   • To  hold  all  confidential  information  in  trust  and  strict  confidence  and  agree   that   it   shall   be   used   only   for   the   purposes   required   to   fulfill   employment   obligations,  and  shall  not  be  used  for  any  other  purposes,  or  disclosed  to  any   third  party.   • To   keep   any   confidential   information   in   my   control   or   possession   in   a   physically  secure  location  to  which  only  I  and  other  persons  who  have  signed   a  confidentiality  agreement  with  One  Event  &  Co.  have  access.   • Not  to  remove  any  confidential  information  from  One  Event  &  Co.  unless,  and   to  the  extent  that,  I  obtain  One  Event  &  Co.’s  written  pre-­‐authorization.  In  the   instance  that  I  am  pre-­‐authorized,  I  agree  to  take  all  necessary  steps  to  keep   such   confidential   information   secure   and   to   protect   it   from   unauthorized   used  or  disclosure.     • To   maintain   the   absolute   confidentiality   of   personal,   confidential   and   proprietary  information  in  recognition  of  the  privacy  and  proprietary  rights   of  others  at  all  times,  and  in  both  professional  and  social  situations.   • To   comply   with   all   privacy   laws   and   regulations   which   apply   to   the   collection,  use  and  disclosure  of  personal  information.   • At   the   conclusion   of   any   discussions,   or   upon   demand   by   management,   to   return   all   confidential   information,   including   written   notes,   photographs,   models,  databases  etc…,  to  One  Event  &  Co.’s  possession  and  the  responsible   manager/director   • Not  to  disclose  confidential,  personal  and/or  proprietary  information  to  any   employee,   consultant   or   third   party   unless   they   agree   to   execute   and   be   bound  by  the  terms  of  this  agreement  and  have  been  approved  by  One  Event   &  Co.  in  an  official,  legal  capacity.     I  understand  that  a  breach  of  confidentiality  or  misuse  of  information  could  result  in   disciplinary   action   up   to   and   including   termination   of   employment.   I   understand   that  this  undertaking  survives  the  termination  of  my  employment  relationship  with   One  Event  &  Co.     The   laws   of   Ontario,   Canada   shall   govern   this   undertaking   and   its   validity,   construction  and  effect.    
  19. 19.               19   One  Event  &  Co.   Human  Resources  Manual     I   fully   understand   and   accept   responsibilities   set   above   relating   to   personal,   confidential  and/or  proprietary  information.     ________________________________   (print  name)     ______________________             ___________________   (signature)                                                                                                          
  20. 20.               20   One  Event  &  Co.   Human  Resources  Manual     Policy:  Training  and  Development   Date  Created:  April  30,  2015     One   Event   &   Co.   shall   provide   an   orientation   and   training   for   all   employees,   volunteers  and  practicum  students.       STANDARD     One  Event  &  Co.    has  written  policies  and  procedures  for  the  screening,  orientation,   training,  supervision,  evaluation  and  termination  of  its  employees,  volunteers  and   practicum  students.       PROCEDURES       Orientation  Procedures   1. The  appropriate  supervisor,  or  designate,  shall  ensure  all  new  employees  are   introduced   to   the   office   and   its   procedures.   Each   new   employee   shall   be   given  a  copy  of  the  Human  Resources  Policy  &  Procedure  Manual,  with  the   instruction  to  read,  comprehend  and  be  given  the  opportunity  to  raise  any   concerns  or  questions  they  may  have  regarding  its  contents.     2. All   employees   shall   be   provided   with   a   detailed   job   description   for   the   position  to  which  they  have  been  assigned  and  the  duties  that  are  expected  of   them.     3. All   employees   shall   receive   an   orientation   and   training   as   a   part   of   the   employment  process.  Each  employee  shall  be  given  an  introductory  overview   and  “walk-­‐about”  of  the  office,  its  layout,  available  facilities  and  emergency   procedures.     4. The   orientation   process   will   include   overview   of   specific   work   areas,   equipment,   general   expectations,   breaks,   parking,   key   protocol,   phone   use,   nametag,  staff  phone  list,  mailbox,  computer,  e-­‐mail,  network  access,  website,   bulletin  boards  and  employee  forms.     5. All  employees  shall  be  introduced,  where  available,  to  all  other  members  of   One   Event   &   Co.   staff.   Where   members   are   absent   at   the   time   of   the   orientation,  an  effort  must  be  made  to  ensure  new  employees  are  introduced   to  those  persons  at  the  first  practical  opportunity.     6. One  Event  &  Co.  as  an  employer  of  choice,  will  also  endeavour  to  support  the   educational   and   professional   development   pursuits   of   its   staff   as   budget   allows.       Training  Procedures   1. Training  will  be  supplied  by  One  Event  &  Co.  personnel  for  those  employees   where  there  is  a  need  or  the  position  dictates.  Once  the  supervisor  is  satisfied   the  new  employee  is  fully  conversant  with  the  job  position,  he/she  will  be   allowed  to  work  independently.    
  21. 21.               21   One  Event  &  Co.   Human  Resources  Manual     2. One   Event   &   Co.   will   provide   additional   training   as   appropriate   and   necessary.   These   could   include   workshops   facilitated   by   One   Event   &   Co.,   external   training   courses   or   updated   information   and   materials   as   a   when   they   become   available.   All   requests   for   educational   or   professional   development  opportunities  shall  be  made  in  writing  to  the  President  &  C.E.O   for  approval.     3. The   cost   for   staff   and   volunteers   participating   in   One   Event   &   Co.   training   events  will  be  billed  back  to  their  department.                                                                          
  22. 22.               22   One  Event  &  Co.   Human  Resources  Manual     Policy:  Performance  Management     Date  Created:  April  30,  2015     At  One  Events  we  believe  that  evaluations  are  key  in  providing  the  utmost  service  to   our   clientele   and   ensuring   each   event   is   executed   and   delivered   to   the   highest   standards  within  the  industry.  This  ensures  that:   o To  assure  that  the  employees’  performance  supports  our  mission,  goals,  and   values.     o To  communicate  management’s  expectations.     o To   facilitate   regular   and   constructive   communication   between   supervisors   and  employees.     o To  describe,  observe,  accurately  assess  and  document  performance.     o To  provide  the  basis  for  merit-­‐based  pay  increases.     o To   motivate,   recognize   and   document   performance   above   and   beyond   expectations.     o To   communicate   and   facilitate   the   achievement   of   performance   abilities   necessary  for  career  success.     PURPOSE   At  One  Events  &  Co.  The  performance  review  system  is  reviewed  as  a  yearly  cycle.   The   initial   cycle   begins   with   hiring   or   placing   a   person   in   a   position   that   they   possess   the   knowledge,   skills,   and   ability   to   perform.   This   step   is   followed   by   a   comprehensive   new   hire   orientation   covering   departmental   goals   and   objectives   and   an   overview   of   how   the   employee   will   be   evaluated.   The   employee   is   to   be   trained   and   given   feedback   regarding   how   well   they   are   meeting   performance   expectations.   This   is   accomplished   through   coaching,   reviews   and   employee   guidance  if  needed.       Goals   The   goals   for   adopting   a   strong   performance   management   system   include   at   One   Event  &  Co  include:     o Improving   organizational   performance   by   promoting:   a   stronger   financial   position,  enhanced  programming,  better  customer  service,  greater  efficiency,   greater   focus   on   desired   results,   engaged   employees,   and   retaining   top   performers.     o Driving   continuous   improvement   by:   identifying   employee   training   and   professional   development   needs,   promoting   accountability,   and   creating   a   framework  for  ongoing  support  and  guidance.       o Fostering   cultural   change   by   empowering   managers   and   motivating   employees.          
  23. 23.               23   One  Event  &  Co.   Human  Resources  Manual     Review  Process   At   the   end   of   the   performance   review   period,   a   manager   will   conduct   an   end   of   rating  period  performance  discussion  with  the  employee.  Together,  they  will  review   the  objectives  for  the  current  review  period  and  the  performance  rating  appropriate   for  the  performance  over  the  same  time  frame.     o The   Manager   will   schedule   and   notify   the   employee   a   few   days   before   their   performance   review   so   that   the   employee   may   prepare   for   the   discussion.  At  the  discussion,  the  manager  and  employee  should  discuss   the  past  year's  performance.   o At  the  end  of  review  discussion  and  elevation,  managers  are  to  complete   the  form  provided  by  the  Human  Resources  Department.  The  form  is  a   means  of  documenting  the  outcome  of  the  review  evaluation.       Review  and  Feedback   Performance  feedback  may  be:   1. Positive:  providing  information  on  what  has  been  done  well.     2. Developmental:  offering  guidance  for  a  more  effective  approach.     3. Specific:   describes  the  observed  situation  or  task,  action  taken,  result  and   may  include  an  alternative  action  and  enhanced  result     4. Timely:     provided   as   soon   as   possible   after   the   observation,   when   it   can   make   the   most   impact   and   the   employee   has   the   opportunity   to   make   changes  if  needed.   5. Balanced:  addresses  actions  positive  and/or  constructive  as  well  as  results                                            
  24. 24.               24   One  Event  &  Co.   Human  Resources  Manual     Career  and  Volunteer  Opportunities  and  Descriptions         DIRECTOR  OF  FINANCE     Job  Purpose   The   Director   of   Finance   contributes   to   the   overall   success   of   One   Event   &   Co.   by   effectively  managing  all  financial  tasks  for  the  organization.     Primary  Duties  and  Responsibilities   Financial  accounting  and  reporting   o Develop  and  maintain  timely  and  accurate  financial  statements  and  reports   that  are  appropriate  for  the  users  and  in  accordance  with  generally  accepted   accounting  principles  (GAAP)   o Develop,   implement,   and   ensure   compliance   with   internal   financial   and   accounting  policies  and  procedures   o Ensure  that  all  statutory  requirements  of  the  organization  are  met  including   Charitable  Status,  Withholding  Payments  (CPP,  EI),  Income  Tax,  Goods  and   Services  Tax,  Employer  Health  Tax   o Prepare  all  supporting  information  for  the  annual  audit     o Document  and  maintain  complete  and  accurate  supporting  information  for   all  financial  transactions   o Develop   and   maintain   financial   accounting   systems   for   cash   management,   accounts  payable,  accounts  receivable,  credit  control,  and  petty  cash   o Reconcile  bank  and  investment  accounts   o Review  monthly  results  and  implement  monthly  variance  reporting   o Manage   the   cash   flow   and   prepare   cash   flow   forecasts   in   accordance   with   policy   o Oversee   the   bookkeeping   function   including   maintenance   of   the   general   ledger,  accounts  payable,  accounts  receivable  and  payroll   o Develop   and   implement   policies   and   procedures   to   ensure   that   personnel   and   financial   information   is   secure   and   stored   in   compliance   with   current   legislation   o Prepare  annual  charitable  return  in  a  timely  manner  as  appropriate   Payroll  preparation  and  administration   o Oversee  all  payroll  functions  to  ensure  that  employees  are  paid  in  a  timely   and  accurate  manner   o Negotiate  and  manage  the  employee  insurance  and  benefits  plans   o Process  and  submit  statutory  and  benefits  remittances  on  time   o Issue  annual  T4s  and  T4As      
  25. 25.               25   One  Event  &  Co.   Human  Resources  Manual     Budget  preparation   o Establish   guidelines   for   budget   and   forecast   preparation,   and   prepare   the   annual  budget     Project  management  accounting   o Maintain   financial   records   for   each   project   in   a   manner   that   facilitates   management  reports   o Provide  accurate  and  timely  reporting  on  the  financial  activity  of  individual   projects   Office  administration   o Oversee   and   supervise   the   administrative   function   of   the   organization   including   reception,   property/facility   management,   safety   of   the   work   environment,   and   provision   of   furnishings   and   equipment   necessary   for   effective  operations   o Oversee   the   management   of   all   leases,   contracts   and   other   financial   commitments       DIRECTOR  OF  MARKETING     Job  Purpose   Planning,  development  and  implementation  of  all  of  the  Organization’s  marketing   strategies,  marketing  communications,  and  public  relations  activities,  both  external   and  internal.  Oversees  development  and  implementation  of  support  materials  and   services  for  chapters  in  the  area  of  marketing,  communications  and  public  relations.   Directs  the  efforts  of  the  marketing,  communications  and  public  relations  staff  and   coordinates   at   the   strategic   and   tactical   levels   with   the   other   functions   of   the   Organization.       Primary  Duties  and  Responsibilities   Marketing  Development   o Provide   the   planning   and   leadership   to   the   Marketing   Department   by   ensuring  that  the  appropriate  structures,  systems,  competencies  and  values   are  developed  in  order  to  meet  and  exceed  the  goals  of  the  Marketing  plan.   o Assume  overall  responsibility  for  developing  the  annual  marketing  plan  for   the  organization;  for  strategic  market  planning;  market  research  programs;   o Field  force  activities,  and  control  of  the  marketing  budget.   o Prepare   new   product   marketing   plans   for   product   introductions   in   cooperation     o Develop   ongoing   liaison   with   key   opinion   leaders,   patient   support   groups   and  other  organizations  to  ensure  that  significant  developments  in  the  field   are  identified  and  monitored.   o Organize   and   direct   marketing   and   strategy   meetings   on   a   regular   basis   whereby  the  strategy  and  promotion  programs  are  reviewed.  
  26. 26.               26   One  Event  &  Co.   Human  Resources  Manual     o Report  on  marketing  committee  and  strategy  group  activities  to  other  senior   management  colleagues.       DIRECTOR  OF  PROGRAMMING     Job  Purpose     The   Director   of   Programs   will   be   responsible   for   the   operational   success   of   One   Event   &   Co.   ensuring   seamless   team   management   and   development,   program   delivery,   and   quality   control   and   evaluation.   In   this   newly   established   role,   the   Director  of  Programs  will  manage  a  growing  staff  of  One  Event  &  Co.  The  Director  of   Programs  will  be  the  key  external  face  of  One  Event  &  Co.  in  the  community.     Primary  Duties  and  Responsibilities   Leadership   o Cultivate   existing   relationships   with   vendors   with   the   goal   of   ensuring   sufficient  space  and  resources,  and  access  to  services   o Develop  and  implement  strategies  that  will  maximize  the  synergies  among   program  areas   Team  Management  and  Development   o Develop   and   implement   a   system   to   evaluate   the   skill,   experience,   and   professional  development  needs  of  all  staff   o Implement   a   professional   development   program   to   address   employee   experience  and  skill  gaps   o Work  with  staff  to  develop  objective  performance  measurements  across  all   sites,   to   ensure   consistent,   high-­‐quality   evaluation   and   goal   setting   for   all   employees   o Instill   a   sense   of   accountability   among   team   members   by   modeling   tight   oversight  of  individual  and  organization  performance  standards   o Recruit,  hire,  and  oversee  training  and  orientation  of  all  staff  members   Program  Operational  Management   o Using   the   existing   balanced   score   card   and   program   dashboard;   establish   consistent,  objective  program  performance  standards  of  accountability       DIRECTOR  OF  HUMAN  RESOURCES     Job  Purpose   The  Human  Resource  Director  is  responsible  for  providing  support  in  the  various   human   resource   functions,   which   include   recruitment,   staffing,   training   and   development,  performance  monitoring  and  employee  counseling.        
  27. 27.               27   One  Event  &  Co.   Human  Resources  Manual     Primary  Duties  and  Responsibilities   Monitor  staff  performance  and  attendance  activities   o Monitor  daily  attendance.   o Investigate  and  understand  causes  for  staff  and  volunteer  absences.   o Recommend  solutions  to  resolve  chronic  attendance  difficulties.   o Provide  basic  counseling  to  staff  who  have  performance  related  obstacles.   o Provide  advice  and  recommendations  on  disciplinary  actions.   o Monitor   scheduled   absences   such   as   holidays   or   travel   and   coordinate   actions  to   o Inform   actions   ensuring   the   continuity   of   services   such   as   cancellation   of   events  and  locating  keys.     Staff  recruitment  and  selection  process     o Provide   advice   and   assistance   to   supervisors   on   staff   recruitment   Prepare  notices  and  advertisements  for  vacant  staff  positions.   o Schedule  and  organize  interviews,  participate  in  applicant  interviews   o Conduct  reference  checks  on  possible  candidates   o Prepare,   develop   and   implement   procedures   and   policies   on   staff   recruitment   o Inform  unsuccessful  applicants     o Conduct  exit  interviews     Provide   information   and   assistance   to   staff   on   human   resource   and   work   related   issues   o Develop  and  implement  a  human  resources  plan  and  personnel  management   policies  and  procedures   o Promote  workplace  safety   o Provide  advice  and  assistance  to  staff  and  management  on  pay  and  benefits   systems     o Research   and   monitor   human   resource   systems   in   other   organizations   within  the  community.   o Explain   employment   standards   and   legislation   such   as   workers   compensation,  and  labor  standards     o Organize   the   transitional   provisions   of   employee   compensation,   pay   and   benefits  when  positions  are  transferred  or  new  positions  are  funded  through   contribution  agreements  and  other  special  funding  arrangements.       DIRECTOR  OF  LOGISTICS     Job  Purpose   Maintain  the  implementation  of  strategies  to  ensure  the  safe,  successful  and  cost-­‐ effective   delivery   of   the   One   Event   &   Co.   events.   Key   aspects   of   the   role   include   delivery  of  event  logistics  and  assisting  with  the  coordination  of  supplies  and      
  28. 28.               28   One  Event  &  Co.   Human  Resources  Manual     inventory   for   the   event.   The   Director   of   Logistics   is   also   primarily   the   spokes-­‐ personnel  for  the  company  and  oversees  all  day  of  production  of  the  event.       Primary  Duties  and  Responsibilities   o Coordination  of  stores  and  supplies  for  the  event  and  pre-­‐event  functions   o Coordinate   various   elements   of   the   event   logistics   such   as   internal   print   production,   event   vehicle   management,   radio   communications,   staff   and   volunteer  accommodation,  flights,  and  catering  as  needed   o Undertake   event   procurement   processes   with   event   suppliers   and   manage   relationships  with  event  vendors   o Coordinate   the   logistics   of   sponsor   collateral   and   community   banners   and   signage   o Maintain   the   implementation   and   monitoring   of   the   event’s   environmental   sustainability  strategies   o Coordination   and   implementation   of   pre-­‐event   functions   (such   as   the   Briefing  Night,  Stakeholder  Safety  Briefing  and  Volunteer  Training  sessions)     o Ensure   the   effective   implementation   of   both   agency   and   event   specific   policies  and  procedures  in  area  of  delegation     o Setting,   communicating   and   maintaining   timelines   and   priorities   on   every   project   o Assist  with  negotiations  for  space  contracts  and  book  event  space,  arrange   food  and  beverage,  order  supplies  and  audiovisual  equipment,  make  travel   arrangements,   order   event   signs,   and   ensure   appropriate   décor   (florals,   linens,   color   schemes,   etc.)   to   meet   the   quality   expectations   of   the   alumni   association   o Aggressively   gather   information   on   each   project   to   achieve   quality   event   productions.   o Conduct   research,   make   site   visits,   and   find   resources   to   help   staff   make   decisions  about  event  possibilities.   o Create  and  revised  room  layouts  for  each  event.   o Propose   new   ideas   to   improve   the   event   planning   and   implementation   process.   o Managing  on-­‐site  production  and  clean  up  for  events  as  necessary.   o Prepare   nametags,   materials,   notebooks,   packages,   gift   bags,   registration   lists,  seating  cards,  etc.   o Close  out  all  events  as  required.   o Preparing  budgets  and  provide  progress  reports  for  each  event  project.   o Keep   track   of   event   finances   including   check   requests,   invoicing,   and   reporting.   o Coordinate   appointments   and   visits   to   see   our   space,   and   scheduling   of   events  on  the  calendar.   o Prepare  and  modify  event  contracts  as  requested    
  29. 29.               29   One  Event  &  Co.   Human  Resources  Manual     VOLUNTEER  LEAD     Job  Purpose   A  volunteer  lead  manages  all  elements  of  volunteering.  The  role  involves  assessing   an   organization’s   needs   and   then   meeting   those   needs   through   the   recruitment,   placement  and  retention  of  volunteers.   The  volunteer  lead  manages  volunteers  and  their  relationship  with  those  they  come   into   contact   with,   including   employees.   They   also   monitor,   evaluate   and   accredit   volunteers.   The   volunteer   lead   is   the   main   line   for   communication   between   the   volunteers  and  the  event  staff  at  One  Event  &  Co.       Primary  Duties  and  Responsibilities   Recruitment  and  selection   o Working  out  how  many  volunteers  are  needed  and  for  what  roles   o Developing  position  descriptions  for  each  role   o Planning  how  and  where  to  recruit  volunteers  and  posting  adverts   o Interviewing  volunteers   o Completing   relevant   checks   (like   a   police   check   or   working   with   children   check)   o Planning  for  volunteer  retention  and  replacement   o Developing  policies  and  procedures.   Orientation   o Developing  an  orientation  kit,  volunteer  handbook  or  introductory  programs   o Evaluating  the  orientation  program   o Presenting  or  managing  the  orientation  for  all  new  starters   o Providing  training  or  demonstrations  in  use  of  office  equipment  or  specific   tools.   Training  and  development   o Arranging  training  and  education  opportunities   o Conducting  performance  review  or  evaluation   o Conducting  a  skills  audit  or  organizational  review.   Rewards  and  recognition   o Developing  ways  to  recognize  and  reward  volunteer  efforts   o Promoting  the  recognition  program   o Managing  volunteer  communications  such  as  social  functions,  newsletters  or   social  media.   Management   o Helping  volunteers  feel  welcome  and  supported   o Developing  and  managing  policies,  procedures  and  standards  for  volunteers   o Looking  after  the  volunteer  database  and  records   o Planning  and  goal  setting   o Delegating  projects  and  tasks   o Managing  any  associated  budgets  and  expenditure  
  30. 30.               30   One  Event  &  Co.   Human  Resources  Manual     o Communicating  with  people  from  diverse  backgrounds   o Resolving  conflict  or  managing  the  grievance  process.   Workplace  safety   o Identifying  risks  and  understanding  their  impact   o Developing  policies  and  procedures  that  will  eliminate  or  reduce  those  risks   o Implementing,  promoting  and  evaluating  these  policies  and  procedure   o Maintaining  current  and  appropriate  Public  Liability  and  Volunteer  Personal   Accident  insurance  policies.       DIRECTOR  OF  CORPORATE  RELATIONS     Job  Purpose   The  corporate  community  has  been  and  continues  to  be  an  important  and  valued   member  of  the  institution.  The  Director  is  responsible  for  initiating  and  managing   corporate  relationships,  representing  the  organization  and  its  needs  to  the  business   community,   and   attracting   resources   for   institutional   priorities,   in   a   manner   consistent  with  policies  and  procedures.       Primary  Duties  and  Responsibilities   o Build   relationships   with   potential   sponsors,   existing   sponsors   and   community  stakeholders     o  Creating  sponsorship  materials     o Scheduling  and  creating  agenda  for  Corporate  Relations  team  meetings       o    Maintain   a   visible   presence   in   the   entrepreneurial   community   through   attendance  of  workshops,  conferences,  and  other  events     o Create  and  maintain  a  corporate  fundraising  strategy;     o Achieve  an  agreed  corporate  fundraising  target  on  an  annual  basis;     o Identify,   research   and   approach   companies   for   support   for   a   range   of   projects   including   sponsorship,   cause-­‐marketing,   program   and   general   operating  support,  volunteer  engagement  and  food  and  fund  drives;     o Prepare  corporate  sponsorship  proposals  and  contracts;     o Manage  and  maintain  current  corporate  partners,  safeguarding  relationships,   ensuring  highest  level  of  customer  service  and  delivery  of  benefits  and  work   to  maximize  and  increase  levels  of  support;     o Issue  reports,  as  required,  to  funders     o Project  Manager  as  appropriate;     o Manage  donor  recognition  to  ensure  all  gifts  are  properly  acknowledged  and   donors  are  recognized  as  appropriate     o Clearly   communicate   the   “Mission”   ensuring   everyone   works   toward   the   same  goals.     o  Create   a   positive   environment   where   two-­‐way   communication   and   strong   trust  are  established.    

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