Respectful Workplace Policy

To continue to foster a respectful workplace at Seneca Polytechnic through prevention and timely resolution of workplace discrimination, harassment and/or violence.

This policy applies to all employees, contractors and visitors at Seneca. Students may be complainants under this policy.

The policy covers all activity in which individuals engage during their employment or engagement with Seneca, on campus, off campus or virtually.

This policy may also apply to employees’ off duty conduct in cases where their behaviour could impact Seneca’s reputation and/or interests.

Any approach used to resolve a dispute between parties without proceeding to a formal investigation.

An individual who files a complaint alleging a violation of this policy seeking Seneca’s response.

The process of making an official decision after a complaint or report of workplace discrimination, harassment and/or violence has been investigated. This includes findings of whether there has been a breach of the policy and a determination of whether any remedies, corrective actions or accountability measures are required.

The individual in senior leadership at Seneca, or their delegate, who is responsible for making a decision following an investigation under this policy.

Unfair treatment, intentional or unintentional, based on a protected ground that negatively impacts an individual’s employment.

Any form of physical, sexual, emotional or psychological abuse, or threat of such abuse, between current or former spouse, current or former intimate partner or family member, including, but not limited to, coercion, stalking, harassment or financial control.

Protected grounds as related to the workplace are: 

• age
• ancestry
• citizenship
• colour
• disability
• ethnic family status
• gender expression
• gender identity
• marital status
• place of origin
• race
• record of offences (in employment only)
• sex (including pregnancy and breastfeeding)
• sexual orientation

Protected social areas are:

• contracts
• employment
• membership in unions, trade or professional associations

Adverse action taken against an individual for invoking this policy for participating or cooperating in an investigation under this policy or for associating with someone who has invoked this policy or participated in the policy’s procedures.

Individuals against whom a complaint is being made under this policy.

A corrective action or disciplinary measure imposed on an individual or organization for violating this policy.

For employees, this includes discipline, up to and including discharge.

For contractors, suppliers and visitors this includes penalties, up to and including cancellation of contracts.

A community Elder, spiritual advisor, friend, family member, union representative, legal professional or colleague who provides support but does not act as an advocate or speak on behalf of a complainant, respondent or witness.

A support person cannot be an individual with direct knowledge of, or involvement in, any incident that is the subject of a complaint.

A complaint in which a complainant makes allegations knowing them to be false or submits a complaint for a malicious or vindictive purpose.

An individual who directly observes or has firsthand knowledge of an occurrence.

Any location where work or work-related activities are conducted by an employee on behalf of Seneca through their duties, whether on campus, off-campus or virtually. 

This includes:

• physical work premises
• virtual work environments
• work-related social functions
• work assignments outside of Seneca’s campuses
• work-related travel

Comments or conduct against an employee in a physical workplace, or made virtually through information and communications technology, that is known or ought reasonably to be known to be unwelcome.

This includes, but is not limited to:

• offensive comments or jokes
• unwelcome words or actions that are embarrassing, humiliating or demeaning
• bullying or aggressive behaviour
• displaying or circulating offensive pictures or materials
• inappropriate staring
• withholding necessary information or purposefully giving the wrong information
• spreading malicious rumours, gossip or innuendo
• workplace sexual harassment
• making abusive or derogatory remarks or jokes
• behaviour that intimidates, isolates or discriminates against targeted individual(s)
• voicing differences of opinion disrespectfully

Workplace harassment does not include a reasonable action taken by the employer or a supervisor relating to the management and direction of employees or the workplace.

For example:

• performance management, coaching, feedback and performance improvement plans
• appropriate and justifiable disciplinary action
• providing fair and reasonable constructive feedback
• assigning additional work
• an employee or supervisor respectfully voicing a difference of opinion

Vexatious comments or conduct against an individual in a workplace, or virtually, based on their sex, sexual orientation, gender identity, gender expression or other protected grounds where the course of comment or conduct is known or ought reasonably to be known to be unwelcome.

A sexual solicitation or advance made by an individual who knows or ought reasonably to know the solicitation or advance is unwelcome.

The exercise or attempt to exercise physical force against an individual in a workplace that could cause physical injury to them, or a statement or behaviour, virtually or in person, that is reasonable for an individual to interpret as a threat to exercise physical force against the individual that could cause physical injury to the individual.

This includes, but is not limited to:

• threatening or aggressive behaviour, verbal or written threats and physical attacks

1. ​Seneca is responsible for:

   • ​ensuring that a policy is in place and made readily available to address workplace discrimination, harassment and violence and that the policy is reviewed as legislatively required
   • ​responding appropriately and in a timely manner to complaints made under this policy
   • ​maintaining a workplace violence and harassment program
   • ​offering support and guidance to employees and, where appropriate, assisting in facilitating resolution to breaches of this policy
   • taking every reasonable precaution to protect employees who are known to be exposed to domestic/intimate partner violence
   • ​overseeing decision-making and corrective action resulting from investigations under this policy
   • ​communicating this policy to employees and contractors
   • ​providing information and training on this policy to employees

2. ​Supervisors are responsible for:

   • ​maintaining and promoting a positive work environment 
   • acting on and addressing behaviours that are contrary to this policy
3. ​Employees are responsible for:
   • ​making themselves aware of, and conducting themselves in accordance with, this policy
   • ​participating in any required training related to this policy and applicable legislation
   • ​reporting incidents or disclosures of behaviour that are contrary to this policy (see appendix)

1. ​Confidentiality will be maintained to the greatest extent possible when reporting, investigating, and resolving incidents of workplace discrimination, harassment and violence, in accordance with relevant policies and legislation.  
2. Seneca provides education and training on best practices in handling confidential information to those who are regularly involved in the administration of complaints, investigations and reports.

1. ​All documents are retained as required by applicable legislation and will only be shared when required by law.

• Appendix: Protocols for reporting, alternate resolution, investigation, decision making and sanctions​

• Accessibility Policy
• Inclusion Policy
• Occupational Health and Safety Policy
• Personal Safety/Security Threats Policy
• Service Animal Policy
• Sexual Violence Policy
• Student Code of Conduct

• Accessibility for Ontarians with Disabilities Act, 2005, S.O. 2005, c. 11
• Collective Agreements: Full-time Support Staff, Part-time Support Staff and Academic
• Employment Standards Act, 2000, S.O. 2000, c. 41
• Occupational Health and Safety Act, R.S.O. 1990, c. O.1
• Ontario Human Rights Code, R.S.O. 1990, c. H.19
• Seneca SAFE app

1. A threatened individual, or any person who becomes aware of an unsafe situation should:
   • make every effort to remove themself and others from the situation and find safety
   • seek assistance by dialing 911 or contacting Security Services at (416) 764-0911 or by using the Seneca SAFE app

1. After witnessing or experiencing discrimination harassment or violence, employees are encouraged to:
   • if they feel comfortable and it is safe to do so, advise the individual(s) engaging in harassing or discriminatory behaviour that their conduct is unwelcome and should stop
   • report the behaviour to a supervisor, Human Resources or a union representative

1. An individual who is interested in initiating an alternate dispute resolution approach can contact their supervisor, Human Resources or their union representative.
2. An individual who seeks an alternate resolution also has the right to file a complaint.

1. Complainants may submit a complaint in writing or may request a meeting through their supervisor, Human Resources or, if the complainant is a student, the Student Conduct Office, which will refer the complaint to Human Resources.
2. An assessment will be conducted by Seneca to determine whether the complaint falls under this policy and if an investigation is warranted.

1. An investigation appropriate to the circumstances may be conducted by an internal or external investigator as determined by Seneca.
2. Human Resources will contact the individuals who are party to the investigation to advise them of the investigation process and share information as required.
3. Unionized employees who are parties to an investigation have the right to the support of a union representative and will be informed of this right prior to the start of the investigation; individuals not covered by a collective agreement may also have a support person.
4. Complainants and respondents have the right to discuss a complaint, investigation and resolution with a support person.
5. A report will be provided by the investigator to Human Resources and the identified decision maker, outlining if there are findings, and if the findings are in violation of this or another Seneca policy and/or applicable legislation.

1. A Seneca decision maker will determine, based on the findings of an investigation, whether a complaint is valid.
2. If a Seneca decision maker determines, based on the investigation, that there has been a violation of this policy or other misconduct, they will determine the appropriate sanction(s).
3. Supervisors who are found to have been aware of an allegation of workplace discrimination, harassment and/or violence and failed to take appropriate action may also be subject to sanction(s).
4. Individuals who make a frivolous, vexatious or bad faith complaint under this policy may be subject to sanctions.
5. Individuals privy to a complaint who undermine an investigation by breaching confidentiality may be subject to sanctions.
6. Individuals engaging in reprisal against an individual who is a party to a complaint may be subject to sanctions.

1. Seneca will inform the complainant(s) and respondent(s) in writing of the results of its investigation and any sanctions or discipline imposed, in accordance with applicable legislation and collective agreements.

Approval Date: January 2026