Human Resources Policies

Preamble

Oakville Public Library (OPL) is committed to maintaining the highest standards of professional excellence consistent with our core values. OPL’s core values are:

• Integrity
• Intellectual Freedom
• Accessibility
• Service Excellence
• Collaboration
• Adaptability

This Code of Conduct (referred to hereafter as “Code”), has been established to ensure that employees adhere to the highest standards of professional conduct. This policy is not intended to address every situation and represents general standards and expectations for all employees. Each employee has the obligation to ensure compliance with the Code, which is a condition of employment. Failure to comply with the Code may result in disciplinary action, up to and including termination of employment.

View the complete Employee Code of Conduct policy here (PDF)

Purpose Statement

The purpose of this policy is to ensure that all library workplaces and facilities are in compliance 
with the Occupational Health and Safety Act and regulations and that every reasonable 
precaution is taken to provide for a healthy and safe work environment. The implementation of 
this policy, through the establishment of occupational health and safety programs based on 
shared responsibility of management and employees will promote health, safety and prevent 
workplace illness and injuries, harassment and workplace violence. 

Scope

This policy applies to all library employees (including but not limited to full-time, part-time, 
students, volunteers, interns), contractors, sub-contractors, consultants, workers and every 
person accessing the Library for services. 

Policy Statement

Oakville Public Library (OPL), in the performance of its services, is responsible for promoting 
health and safety for the protection of its workers and the public alike. Unsafe practices will not 
be tolerated. OPL will follow the guidelines and directives of the federal, provincial and 
regional government authorities, including the branches of public health. 

Every worker, contract worker and sub-contractor, including every person accessing library 
property for services, must protect his or her own health and safety by complying with the law 
and with the safe work practices and procedures established and required by the Library. 

All levels of supervisors will be held accountable for the health and safety of workers under their 
supervision. 

The Library provides a safe and healthy workplace by supporting a formal program of 
education and training, including those required by federal, provincial, and regional 
government authorities (including the branches of public health); preventing accidents, 
workplace harassment and violence, including domestic violence in the workplace; and by reducing injuries and occupational illness through accident investigations, follow up action 
and the recommendations of the Joint Health and Safety Committee (JHSC). 

Responsibilities

Employer: 

• Comply with all regulations made under Occupational Health & Safety Act; 
• Develop and implement an occupational health and safety program and policy; 
• Ensure that all staff and contractors are aware of and effectively practice the policies and procedures set out; 
• Take all reasonable precautions to protect the health and safety of workers; 
• Ensure that equipment, materials and protective equipment are maintained in good condition; 
• Provide information, instruction and supervision to protect worker health and safety; 
• Co-operate with the JHSC; 
• Provide ongoing health and safety education or training programs and approved first aid training courses as required. 

Employees: 
Employees have a general duty to take responsibility for personal health and safety, 
which means they should not behave or operate equipment in a way that would endanger 
themselves or others. 

• Work in compliance with the Occupational Health and Safety Act and regulations; 
• Participate in education and training; 
• Report any incidents, near misses, injuries or illnesses; 
• Suggest ways to eliminate hazards or control risk; 
• Use any equipment, protective devices or clothing required by the employer; 
• Report any known workplace hazard to the employer or leader. 

Leaders: 

• Work in compliance with the Occupational Health and Safety Act and regulations; 
• Provide instructions to employee about health and safety work procedures. As part of the routine duties, the leader shall require employees to user personal protective equipment as appropriate; 
• Provide an example for others by always directing and performing work in a safe manner; 
• Conduct regular inspections for unsafe practices and conditions and ensure prompt corrective action; 
• Enforce all established safety regulations and work methods. Take corrective action as necessary; 
• Report all incidents immediately, investigate all incidents fully, and advise senior management on how to prevent similar incidents in the future. 

Joint Health & Safety Committee (JHSC): 

• Work in compliance with the Occupational Health and Safety Act and regulations; 
• Identify health and safety issues or situations; 
• Makes recommendations to OPL to improve the health and safety of workers and strives to resolves any issues that arise around issues of health and safety. 

References

Occupational Health and Safety Act (OHSA) 
Ontario Human Rights Code

Policy Number: HR-007 Policy
Category: Human Resources
Approved by: OPL Board
Accountability: Chief Executive Officer
Approval Date: July 20, 2023
Effective date: July 20. 2023
Next Review Date: 2024
Supersedes: December 2022

View the PDF version of the policy

OPL is committed to attracting a talented, diverse and inclusive workforce which broadly reflects the communities and residents served and to selecting the best candidate for the position in accordance with the Ontario Human Rights Code, AODA and all applicable employment legislation and policies/procedures. OPL supports and encourages employees to realize their career goals and reach their maximum potential.

View the complete policy here (PDF)

Policy Number:    HR-005
Policy Category:    Human Resources
Approved by:        OPL Board 
Accountability:    Chief Executive Officer    
Approval Date:    May 27, 2021
Effective date:    May 28, 2021
Next Review Date:    May 2024
Supersedes:        Hiring of Employees Policy – 3.4

Purpose

Oakville Public Library (OPL) is committed to maintaining a healthy, safe and supportive workplace for all library employees that is free from discrimination, harassment and workplace conflict.

This policy complies with the Accessibility for Ontarians with Disabilities Act, the Ontario Human Rights Code and the Occupational Health and Safety Act, as amended. OPL will not condone discrimination or harassment with respect to race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, gender identity, gender expression, age, marital status, family status or disability.

It is a shared responsibility of every employee to support and maintain a positive work environment by always acting in an appropriate manner in the workplace or at any work-related or employee social function. Any inappropriate conflict or behaviour will not be tolerated. Resolution of complaints under this policy will be handled in accordance with the Respectful Conduct procedures which includes reporting; investigating; disclosure; and resolution.

Policy Number:    HR-006
Policy Category:    Human Resources
Approved by:        OPL Board 
Accountability:    Chief Executive Officer    
Approval Date:    February 25, 2021
Effective date:    February 26, 2021
Next Review Date:    2023
Supersedes:        June 2017

View the complete Respectful Conduct Policy here (PDF)

The Rzone is an Oakville-wide procedure that promotes a positive, safe and supportive environment for all  members of the public and staff. Violence, vandalism and inappropriate behaviour are not acceptable.

View the complete RZone Policy here (PDF)