5.1 WORK SCHEDULES
The normal work schedule for all employee/volunteers is Monday to Sunday.
Employees must present on allocate rostered days, Volunteer staff can voice their preferred working days and times. However, we cannot guarantee placement, our external partner facility sites, have indicated schedule times and days for when visitation are to be conducted.
Supervisors will advise employees / volunteers of the times their schedules will normally begin and end.
Staffing needs and operational demands may necessitate variations in starting and ending times, as well as variations in the total hours that may be scheduled each day, week, fortnight, or month.
5.2 USE OF PHONE AND MAIL SYSTEMS
Personal use of the telephone for long-distance and toll calls is not permitted. Employees should practice discretion when making local personal calls and may be required to reimburse Therapeutic Dog Services for any charges resulting from their personal use of the telephone.
The use of Therapeutic Dog Services paid postage for personal correspondence is not permitted.
To ensure effective telephone communications, employees should always use an approved greeting and speak in a courteous and professional manner. Please confirm information received from the caller and hang up only after the caller has done so.
In keeping with Therapeutic Dog Services intent to provide a safe and healthful work environment, smoking is prohibited throughout the workplace.
This policy applies equally to all members, employees, customers, and visitors.
5.4 MEAL PERIODS
Only applies: (8 hour) workday: All employees are provided with one meal period of 60 minutes in length each full (8 hour) workday. Supervisors will schedule meal periods to accommodate operating requirements. Employees will be relieved of all active responsibilities and restrictions during meal periods and will not be compensated for that time.
5.5 USE OF EQUIPMENT
Equipment essential in accomplishing job duties is often expensive and may be difficult to replace. When using property, members / employees are expected to exercise care, perform required maintenance, and follow all operating instructions, safety standards, and guidelines.
Please notify the supervisor if any equipment, machines, or tools appear to be damaged, defective, or in need of repair. Prompt reporting of damages, defects, and the need for repairs could prevent deterioration of equipment and possible injury to a member / employees or others. The supervisor can answer any questions about responsibility for maintenance and care of equipment used on the job.
The improper, careless, negligent, destructive, or unsafe use or operation of equipment can result in disciplinary action, up to and including termination of membership / employment.
5.6 EMERGENCY CLOSING
At times, emergencies such as severe weather, fires, or power failures, can disrupt company operations. In extreme cases, these circumstances may require the closing of a work facility or cancellation of service delivery.
In cases where an emergency closing is not authorised, members / employees who fail to report for work may be asked to work on another day.
5.7 BUSINESS TRAVEL EXPENSES
Therapeutic Dog Services will reimburse employee/volunteers for reasonable business travel expenses incurred while on assignments away from the normal work location. All business travel must be approved in advance by the immediate supervisor.
Employees whose travel plans have been approved should make all travel arrangements through Therapeutic Dog Services management board. When approved, the actual costs of travel, meals, lodging, and other expenses causally related to accomplishing business travel objectives will be reimbursed by Therapeutic Dog Services. Employees are expected to limit expenses to reasonable amounts.
Expenses that generally will be reimbursed include the following:
Airfare or train fare for travel in coach or economy class or the lowest available fare.
Car rental fees, only for compact or mid-sized cars.
Fares for shuttle or airport bus service, where available; costs of public transportation for other ground travel.
Taxi fares, only when there is no less expensive alternative.
Mileage costs for use of personal cars, only when less expensive transportation is not available.
Cost of standard accommodations in low to mid-priced hotels, motels, or similar lodgings.
Cost of meals, no more lavish than would be eaten at the employee's own expense.
Tips, not exceeding 15% of the total cost of a meal or 10% of a taxi fare.
Charges for telephone calls, fax, and similar services required for business purposes.
Charges for one personal telephone call each day.
Charges for laundry and valet services, only on trips of five or more days. (Personal entertainment and personal care items are not reimbursed.)
Employees are encouraged to use their mobile telephone or calling cards when traveling, as hotel charges are excessive.
Employees who are involved in an accident while traveling on business must promptly report the incident to their immediate supervisor. Vehicles owned, leased, or rented by Therapeutic Dog Services may not be used for personal use without prior approval.
Cash advances of $250.00/day to cover reasonable anticipated expenses may be made to employees, after travel has been approved. Employees should submit a written request to their supervisor when travel advances are needed.
When travel is completed, employees should submit completed travel expense reports within 30 days. Reports should be accompanied by receipts for all individual expenses.
Employees should contact their supervisor for guidance and assistance on procedures related to travel arrangements, travel advances, expense reports, reimbursement for specific expenses, or any other business travel issues.
Abuse of this business travel expenses policy, including falsifying expense reports to reflect costs not incurred by the employee, can be grounds for disciplinary action, up to and including termination of employment.
5.8 VISITORS IN THE WORKPLACE
To provide for the safety and security of employee/volunteers and the facilities at Therapeutic Dog Services, only authorised visitors are allowed in the workplace. Restricting unauthorised visitors helps maintain safety standards, protects against theft, ensures security of equipment, protects confidential information, safeguards employee welfare, and avoids potential distractions and disturbances.
All visitors should enter Therapeutic Dog Services at the reception area. Authorised visitors will receive directions or be escorted to their destination. Employees are responsible for the conduct and safety of their visitors.
If an unauthorised individual is observed on Therapeutic Dog Services premises, employees should immediately notify their supervisor or, if necessary, direct the individual to the reception area.
5.9 COMPUTER AND EMAIL USAGE
Computers, computer files, the email system, and software furnished to employee/volunteers are Therapeutic Dog Services property intended for business use. Employees should not use a password, access a file, or retrieve any stored communication without authorisation. To ensure compliance with this policy, computer and email usage may be monitored.
Therapeutic Dog Services strives to maintain a workplace free of harassment and sensitive to the diversity of its employees. Therefore, Therapeutic Dog Services prohibits the use of computers and the email system in ways that are disruptive, offensive to others, or harmful to morale.
For example, the display or transmission of sexually explicit images, messages, and cartoons is not allowed. Other such misuse includes, but is not limited to, ethnic slurs, racial comments, off-colour jokes, or anything that may be construed as harassment or showing disrespect for others.
Email may not be used to solicit others for commercial ventures, religious or political causes, outside organisations, or other non-business matters.
5.10 INTERNET USAGE
Internet access to global electronic information resources on the World Wide Web is provided by Therapeutic Dog Services to assist employees in obtaining work-related data and technology. The following guidelines have been established to help ensure responsible and productive Internet usage. While Internet usage is intended for job-related activities, incidental and occasional brief personal use is permitted within reasonable limits.
All Internet data that is composed, transmitted, or received via our computer communications systems is considered to be part of the official records of Therapeutic Dog Services and, as such, is subject to disclosure to law enforcement or other third parties. Consequently, employees should always ensure that the business information contained in Internet email messages and other transmissions is accurate, appropriate, ethical, and lawful.
The equipment, services, and technology always provided to access the Internet remain the property of Therapeutic Dog Services. As such, Therapeutic Dog Services reserves the right to monitor Internet traffic, and retrieve and read any data composed, sent, or received through our online connections and stored in our computer systems.
Data that is composed, transmitted, accessed, or received via the Internet must not contain content that could be considered discriminatory, offensive, obscene, threatening, harassing, intimidating, or disruptive to any employee or other person. Examples of unacceptable content may include, but are not limited to, sexual comments or images, racial slurs, gender-specific comments, or any other comments or images that could reasonably offend someone on the basis of race, age, sex, religious or political beliefs, national origin, disability, sexual orientation, or any other characteristic protected by law.
The unauthorised use, installation, copying, or distribution of copyrighted, trademarked, or patented material on the Internet is expressly prohibited. As a rule, if an employee did not create the material, does not own the rights to it, or has not gotten authorisation for its use, it should not be put on the Internet. Employees are also responsible for ensuring that the person sending any material over the Internet has the appropriate distribution rights.
Internet users should take the necessary anti-virus precautions before downloading or copying any file from the Internet. All downloaded files are to be checked for viruses; all compressed files are to be checked before and after decompression.
Abuse of the Internet access provided by Therapeutic Dog Services in violation of law or Therapeutic Dog Services policies will result in disciplinary action, up to and including termination of employment. Employees may also be held personally liable for any violations of this policy.
The following behaviours are examples of previously stated or additional actions and activities that are prohibited and can result in disciplinary action:
· Sending or posting discriminatory, harassing, or threatening messages or images
Using the organisation's time and resources for personal gain
Stealing, using, or disclosing someone else's code or password without authorisation
Copying, pirating, or downloading software and electronic files without permission
Sending or posting confidential material, trade secrets, or proprietary information outside of the organisation
Violating copyright law
Failing to observe licensing agreements
Engaging in unauthorised transactions that may incur a cost to the organisation or initiate unwanted Internet services and transmissions
Sending or posting messages or material that could damage the organisation's image or reputation
Participating in the viewing or exchange of pornography or obscene materials
Sending or posting messages that defame or slander other individuals
Attempting to break into the computer system of another organisation or person
Refusing to cooperate with a security investigation
Sending or posting chain letters, solicitations, or advertisements not related to business purposes or activities
Using the Internet for political causes or activities, religious activities, or any sort of gambling
Jeopardizing the security of the organisation's electronic communications systems
Sending or posting messages that disparage another organisation's products or services
Passing off personal views as representing those of the organisation
Sending anonymous email messages
Engaging in any other illegal activities
5.11 WORKPLACE MONITORING
Workplace monitoring may be conducted by Therapeutic Dog Services to ensure quality control, employee/volunteer safety, security, and customer satisfaction.
Employees who regularly communicate with customers may have their telephone conversations monitored or recorded. Telephone monitoring is used to identify and correct performance problems through targeted training. Improved job performance enhances our customers' image of Therapeutic Dog Services as well as their satisfaction with our service.
Computers furnished to employees are the property of Therapeutic Dog Services. As such, computer usage and files may be monitored or accessed.
Employees can request access to information gathered through workplace monitoring that may impact employment decisions. Access will be granted unless there is a legitimate business reason to protect confidentiality or an ongoing investigation.
Because Therapeutic Dog Services is sensitive to the legitimate privacy rights of employees, every effort will be made to guarantee that workplace monitoring is done in an ethical and respectful manner.
5.12 WORKPLACE VIOLENCE PREVENTION
Therapeutic Dog Services is committed to preventing workplace violence and to maintaining a safe work environment. Given the increasing violence in society in general, Therapeutic Dog Services has adopted the following guidelines to deal with intimidation, harassment, or other threats of (or actual) violence that may occur during business hours or on its premises.
All employees, including supervisors and temporary employees, should always be treated with courtesy and respect. Employees are expected to refrain from fighting, "horseplay," or other conduct that may be dangerous to others.
Conduct that threatens, intimidates, or coerces another employee, a customer, or a member of the public at any time, including off-duty periods, will not be tolerated. This prohibition includes all acts of harassment, including harassment that is based on an individual's sex, race, age, or any characteristic protected by federal, provincial, or local law.
All threats of (or actual) violence, both direct and indirect, should be reported as soon as possible to your immediate supervisor or any other member of management. This includes threats by employees, as well as threats by customers, vendors, solicitors, or other members of the public. When reporting a threat of violence, you should be as specific and detailed as possible.
All suspicious individuals or activities should also be reported as soon as possible to a supervisor. Do not place yourself in peril. If you see or hear a commotion or disturbance near your workstation, do not try to intercede or see what is happening.
Therapeutic Dog Services will promptly and thoroughly investigate all reports of threats of (or actual) violence and of suspicious individuals or activities. The identity of the individual making a report will be protected as much as is practical. To maintain workplace safety and the integrity of its investigation, Therapeutic Dog Services may suspend employees, either with or without pay, pending investigation.
Anyone determined to be responsible for threats of (or actual) violence or other conduct that is in violation of these guidelines will be subject to prompt disciplinary action up to and including termination of employment.
Therapeutic Dog Services encourages employees to bring their disputes or differences with other employees to the attention of their supervisors or the human resources department before the situation escalates into potential violence. Therapeutic Dog Services is eager to assist in the resolution of employee disputes and will not discipline employees for raising such concerns.