We are thrilled to have you on our Team!

Together with Habitat Affiliates in approximately 70 countries we are part of the world’s largest not-for-profit homebuilder! Since its beginning in 1976, Habitat has helped more than 65 million people build their futures on their own terms through access to decent housing. Locally across Grey and Bruce counties we have served 149 adults and 229 children! In 2026, we proudly celebrate building our 83rd house!

What we are about can be summed up in two words: justice and sustainability. At HFHGB, we are dedicated to improving the lives of those who struggle to find a safe and healthy place to live that they can afford and at the same time are able to provide all the necessities to raise their children well. Far too many families in our area as well as around the world live in inadequate housing. Your contribution on our Team helps to provide life transforming benefit for families.

And, we are dedicated to engaging in sustainable practices – building energy efficient homes, collecting E-Waste, light bulbs, metal, paint for recycling. We do all this to help make our community and world a better a place for everyone.

We have prepared this Employee Handbook to ensure you have a rewarding work experience with us. It contains valuable information that you will need to know in order for you to succeed in your role on our team. You are responsible for reading this handbook so that you understand our policies, and procedures. Please review it carefully. If anything is not clear, if you do not understand our approach regarding any of the topics covered, or if you have questions regarding the content, please discuss the matter with your Manager or myself.

Thank you for your commitment!

Always thinking families first,

Greg Fryer,

Executive Director

This manual supersedes all prior versions of an Employee Handbook or manual for employees. On occasion, employees may be hired under contract, and for those employees, some terms and conditions of this manual may not apply. There may be occasions when Habitat for Humanity Grey Bruce (HFHGB) must change rules, or give current rules a different interpretation in a particular situation. HFHGB reserves the right to modify benefits, policies and procedures as business requires. If such changes are made, HFHGB will notify you.

Policies

Policies are our guiding principles, created to dispense general directives, ensuring consistent decision making while lending a benchmark for future decisions. It is generally accepted that policies do not dictate action. They are guidelines that regulate organizational action. They control the conduct of people and the activities of systems. A policy is a type of position statement. It explains the organization’s stand on a subject and why there’s a rule about it. It will tell the reader how the organization intends to operate. HFHGB is free to operate any way it chooses as long as it doesn’t violate any laws. Therefore, it must make clear, conscious decisions about its own standards and principles of operation. Policy may be prepared by staff, or by someone on the Board, but must be approved by the Board of Directors.

Procedures

Procedures are the organization’s operational guidelines that allow for the practical application of a policy. Procedures are action oriented. They traditionally specify how things will be done, when they will be done and by whom. They also may point out the consequences of failure to comply, such as damage, loss, injury or discipline. They should clearly convey the recognized working methods along with the detailed instruction for each process. Procedures are written by staff, and are not subject to Board approval.

In 1987, a group of citizens, concerned about the lack of affordable housing in our community and who had heard about the work of Habitat for Humanity International, decided to start a Habitat affiliate in Owen Sound. The affiliate, composed entirely of dedicated volunteers, built the first house in Owen Sound in 1988 by taking out personal loans to finance construction.

The Early Years

The affiliate was incorporated as Owen Sound Habitat for Humanity in 1990, and proceeded to organize the construction of a second home in Owen Sound in 1994. Seeing the need to expand its vision beyond Owen Sound, the affiliate changed its name to Habitat for Humanity Grey Bruce and in 1998, built a third home in Markdale.

The ReStores

In order to accelerate the pace of building homes, a ReStore was opened in Springmount in 1999 and our first employee, Carol Potter was hired to manage the operation of the store. The success of the ReStore required more space so the store was moved to Grey Road 11 in 2003. This new location provided not only space to operate the ReStore but also office space for administration. In 2008, the store was expanded adding additional retail space. In the fall of 2007, a second ReStore was opened in Hanover and third in Port Elgin in 2014.

On the Move

In 2016 the Hanover and Owen Sound stores were relocated to their present locations and the Head Office was moved to the Owen Sound store on Grey Road 17 in Springmount.

Building Boom

While the ReStore operation was growing, building homes picked up pace. From 2000 to 2010, 22 more homes were built bringing the total to 25 homes built to date. Since then, 11 more houses have been constructed including our largest Build on one site – 8 in Hanover in 2012 and 2013. As of 2020, 54 houses have been built located in Meaford, Durham, Tara, Port Elgin, Hanover, Walkerton, Thornbury, Inverhuron, Wiarton, Sauble Beach, Tobermory and Neyaashiinigmiing.

Though a relatively small affiliate, Habitat for Humanity Grey Bruce is the oldest existing affiliate in Canada and has achieved recognition for its many accomplishments including a strong partnership with the Chippewas of Nawash Unceded First Nation in Neyaashiinigmiing. Since 2017, we have built 41 houses in their territory. Our partnerships are drawing much attention across Canada!

The Future

As the need for affordable housing continues to increase, our goal is to increase the rate of homebuilding from 8 to 10 houses a year. This is an ambitious undertaking and will require all of us and our partners and volunteers to work hard together so more families can realize their dream of homeownership. Not only do we want to be building homes here we are also committed to supporting the construction of homes internationally through annual contributions to Habitat Canada’s Global Mission.

As an affiliate of Habitat for Humanity Canada, we are…

A non-profit home builder - we have built 78 homes in Grey Bruce since 1987

A charity – donations fuel our mission

A micro-financier – we provide interest free, zero down payment mortgages to our homeowners

A community partner - we seek to partner with anyone who resonates with our mission

A retailer - our 3 ReStores sell new and gently-used building materials and other products

Our ReStores, located in Owen Sound, Hanover and Port Elgin, accept donated new and used building materials, furniture, appliances and other materials which might otherwise end up in landfill sites, to be sold to the public. Each store is certified to collect end of life electronic items (e-waste), light bulbs and paint for recycling. Net profit from each store goes toward building homes. The ReStores play a vital role in Habitat achieving its mission.

A world where everyone has a safe and decent place to live.

We create opportunity for people to thrive through innovative housing solutions.

Safety First

The well-being of everyone in our workplaces is at the forefront of all we do. No job or time pressure is so important that it cannot be done safely.

Family-centric

Whether our own or those we serve, family always comes first.

Tenacity

We persist, even in the face of relentless adversity. We believe anything is possible when we work hard and never give up.

Openness

We listen carefully to new ideas and welcome scrutiny of all we do. We are transparent.

Innovation

Our success is dependent upon new learning, improving and driving change. We are a work in progress and do not hesitate to take calculated risks.

Transformation

While our primary business is building houses, our ultimate passion is life change.

Social Responsibility

We seek to bring benefit to our communities and to minimize as much as possible our environmental footprint with sustainable practices.

Habitat homeownership provides families with more than just equity – it instils them with a renewed sense of pride and responsibly. And while the impact is immediate, the effects are lasting. Research has shown that Habitat homeowners are happier, healthier and more financially stable, which can allow them to return to school, learn a new trade or upgrade their job skills. Meanwhile, their children are more confident and do better in school.  

How the Habitat Model Works

We build homes using volunteer labour and donated materials. Each selected family contributes 500 Sweat Equity Hours (350 for single-parent families), working on the building of their home. We sell the homes at Fair Market Value to selected Families through zero-down payment, interest free mortgages.

• Every dollar donated goes directly toward building homes for families in need

• Revenue from our 3 ReStores covers 100% of our administrative costs; net profit goes toward funding home construction

• Partner Families purchase their homes from Habitat with monthly mortgage payments set at

25% of gross income including principal repayment and property tax

• Mortgage payments are used to build new houses through the Revolving Fund for Humanity

REVOLVING FUND FOR HUMANITY

To enable HFHGB to keep our quality and production of affordable housing at the highest levels, we must ensure that the safety and health of our workforce is maintained at all times. HFHGB’s Occupational Health and Safety Policy:

HFHGB is committed to Safety First in everything we do. The success of our mission and the achievement of our goals are contingent on the protection of our people from injury and occupational illness.

In fulfilling this commitment, HFHGB will provide and maintain a safe and healthy work environment in accordance with industry standards and in compliance with legislative requirements. We strive to minimize risk to the public, visitors, volunteers, contractors and our employees by implementing an effective Occupational Health and Safety (OH&S) hazard management program that includes best-in-class practices which are reviewed regularly to ensure continual improvement.

All who participate in our work (employees, volunteers and contractors) equally share in the responsibility of resolving OH&S issues and eliminating accidents within our facilities and at our Build sites. At HFHGB, safety is everyone’s responsibility.

Any employee or volunteer who has a concern about health and safety, conduct, behaviour, or business practices should take their concern to their supervisor.

An essential part of the province’s Occupational Health and Safety Act (OHSA) is the importance of having a strong “Internal Responsibility System” (IRS). Its foundation is that everyone in the workplace – workers, management and the Board of Directors – has a direct responsibility for health and safety.

Anyone who sees a health and safety issue in the workplace has a duty to report the situation to management. Once identified, management has a duty to look into the problem and eliminate any hazard that could injure workers. The IRS provides these basic rights: Right to Know, Right to Participate and Right to Refuse Unsafe Work (see below).

DEFINTIONS

Competent Person

As defined by the OHSA, a “competent person” means a person who:

1. Is qualified because of knowledge, training and experience to organize the work and its performance;

2. Is familiar with the Act and the regulations that apply to the work;

3. Has knowledge of any potential or actual danger to health or safety in the workplace

Worker

In 2014, the definition of “worker” in section 1(1) of the OSHA was amended to include unpaid interns, co-op students and certain other learners and trainees participating in a work placement program. While volunteers are not covered by this new definition, HFHGB recognizes volunteers as workers and as such, they have the same rights and duties as all paid employees. Worker and employee reflect the same meaning and are used interchangeably.

RIGHTS OF A WORKER

Workers in Ontario have three basic rights:

1. The Right to Know

To know what hazards are in the workplace. A comprehensive hazard assessment must be conducted to identify hazards in the workplace. Every effort must be made to eliminate them, however where they cannot be eliminated, controls must be put in place to take every precaution reasonable to protect workers.

How? Workers are encouraged to ask questions about potential hazards.

2. The Right to Participate

To participate in keeping the workplace healthy and safe.

How? By reminding workers to bring suggestions and concerns to a H&S Coordinator or Manager.

3. The Right to Refuse Unsafe Work

That a worker believes endangers their health or safety or the health and safety of others.

How? All workers must be aware of and knowledgeable about HFHGG’s procedures for refusing unsafe work. Workers should speak to their Manager first and try to resolve the problem before initiating the work refusal process.

Procedures in the Case of a Refusal to Work

• The worker must report the issue to a Manager stating that this is a “work refusal” or “refusal to work”

  situation. The worker must give a reason why they feel the work is unsafe

• The situation is then investigated by a H&S Coordinator, in the presence of the worker and H&S

  Representative to determine whether there is a health and safety issue

• If there is agreement, corrective action will be taken to fix the problem and the worker returns to work

• If there is no agreement or if the corrective action is not sufficient and the worker still believes he/she has reasonable grounds for a work refusal, then the H&S Coordinator notifies the MOL that there is a work refusal

  underway

• The worker will be assigned other reasonable duties until an inspector can come in and a written decision

  about the situation is given

• Another worker may be assigned to do the task, but they must be informed of the current work refusal in the

  presence of the H&S Representative

• The Inspector will investigate in consultation with the H&S Coordinator, the worker and the H&S

  Representative. Their decision will be written and must be posted in the workplace

• Workers refusing work based on violence related risk factors must remain in a safe location reasonably close

  to the workplace and accessible/available pending the results of an investigation

• If there are no reasonable grounds for the work refusal, the worker will be required to return to his regular duties

If that proves unsuccessful, workers should follow the procedures for refusing unsafe work as outlined below and in section 43 of the OSHA (see Appendix A – Worker Right to Refuse Work Flowchart).

DUTIES OF THE EMPLOYER

At HFHGB the Employer is represented by the Executive Director. Many of the duties of an employer are specified in sections 25 and 26 of the OSHA. Some of the basic duties are:

• Ensure that the OSHA and all regulations are complied with

• Provide and maintain all prescribed equipment, materials and protective devices

• Ensure that prescribed measures and procedures are carried out

• Take every precaution reasonable in the circumstances for the protection of workers

• Sign and date the affiliate’s Health & Safety Policy Statement, review and update it annually

• Appoint competent persons as supervisors if 5 or more workers are in the workplace (or on a Build site at the same time; ensure that workers are supervised at all times

• Provide workers with training as required by law (working at heights, WHMIS, etc.)

• Ensure workers are qualified to do work that must be done by only qualified workers (electrical, plumbing, etc.)

• Ensure all workers are at least 16 years of age

• Appoint a competent Health & Safety Coordinator(s)

• Delegate authority and responsibility to the Health & Safety Coordinator(s) to ensure that the Health & Safety

Program is being implemented and followed

• Hold employees and subcontractors accountable to following the Health & Safety Policy and Program

• Compile and report incident statistics to Habitat Canada as required

• Be visibly committed to making Health & Safety work, and inspire others to make it work

DUTIES OF A HEALTH & SAFETY COORDINATOR

• Implement the Health & Safety Program (training, inspections, Safe Work Practices, etc.)

• Communicate Health & Safety requirements with supervisors and hold them responsible for following the

Health & Safety Program

• Ensure that all staff and volunteers receive the required training needed for their specific jobs

• Ensure monthly on-site safety inspections at all affiliate workplaces (i.e. Build sites, ReStore, Head Office, etc.), are conducted and inspection reports are completed and filed in each workplace office (Tool/Safety Trailer for

Builds)

• Review all incident reports and submit to the Executive Director; implement any corrective Actions;

Serious/Critical Incident reports are to be forwarded to Habitat Canada

• Take unresolved Health & Safety problems and issues to the Executive Director

• Source out and participate in regional safety coordination training toward minimum level of accreditation

DUTIES OF A MANAGER (including MANAGERS-ON-DUTY)

Many of the duties of a Manager are specified in section 27 of the OSHA. Some of the basic duties are:

• Ensure that workers use the methods, procedures and equipment required by OSHA and all regulations

• Ensure that workers use or wear equipment, protective devices or clothing that is required by the employer

• Advise workers about actual or potential health and safety hazards

• Give workers written instructions on the measures and procedures to protect themselves when required

(SWPs)

• Take every precaution reasonable to protect workers

• Supervise no more than 5 workers

• Inspect the workplace, equipment at least once a week

• Conduct a Safety Talk, commonly known as a ‘Toolbox Talk’ as required

• Review safety aspects of each task with new workers

• Complete incident reports and conduct investigations as needed

• Plan and supervise all emergency response activities, communications and evaluations of drills

• Respond quickly and appropriately to worker concerns and cooperate in their correction, or take the matter to a higher level if beyond manager’s authority or ability

• Set an example by being consistently safety conscious, and insisting on the safe performance of work

• Ensure that there is at the minimum one Certified First Aider on site at all times

DUTIES OF A WORKER (includes VOLUNTEERS)

Many of the duties of a worker are specified in section 28 of the OSHA. Some of the basic duties are:

• Comply with the health and safety legislation

• Participate in all required Health & Safety orientation and training provided by the employer

• Never use or operate any equipment or machinery or work in a way that could put you or other workers in danger

• Never remove or make ineffective any protective device

• Follow all Safe Work Practices (SWPs)

• Select a Health & Safety Representative (HSR)

• Report any violations of the OSHA, any defective equipment or any workplace hazard to a Manager or

Supervisor

• Use or wear the equipment, protective devices or clothing that is required by the employer

• Never engage in horseplay on site (pranks, competitions, roughhousing or unnecessary running)

• Report to work in fit condition (alcohol and/or drug impairment and use on site is strictly forbidden)

• Follow emergency response plans when required

• Report all Health & Safety incidents to a Manager or Supervisor

HEALTH & SAFETY REPRESENTATIVE

A Health and Safety Rep (HSR) is required when more than 5 workers are regularly employed in a workplace. In addition to the principle functions listed below, other powers and responsibilities can be found in section 8 of the OSHA.

• Must be selected by workers from among the other workers

• Is familiar with the current green book, the emergency response procedures and the refusal for unsafe work procedures

• Inspects the workplace at least once a month and regularly conducts spot checks

• Completes the monthly inspection Checklist Report (see Appendix A) and makes recommendations or reports findings about hazards to a Manager

• Receives information from a Manager about testing of equipment or materials in the workplace for potential hazards; is consulted about testing and is present to ensure test results are valid

• Is present during an investigation of a work refusal

• May inspect the scene of a serious or critical incident

• Makes reports to a MOL Inspector as required

If an HSR is required in a HFHGB workplace, that person must be identified by name, trade and employer (posted on the Health & Safety Bulletin board).

NOTE:

Managers are responsible for ensuring HSRs receive proper training to enable them to exercise their powers and perform their duties (OSHA, s. 8(5.1)).

For additional information see HFHGB’s Health & Safety Manual available in every Manager’s Office & Build Site Trailers.

To ensure HFHGB expectations in meeting standard(s) of conduct is understood by all employees.

Every employee has the responsibility to maintain high standards of quality and productivity in their work; have regular attendance; be fit for duty, properly care for HFHGB equipment and property; comply with all rules, regulations, policies and procedures of HFHGB; cooperate with and have respect for other members of the HFHGB community including supervisors, co-workers, directors and volunteers and their property.

1. A Code of Conduct, “How We Work Together,” must be approved by resolution of the Board that applies to all employees, and other individuals affiliated with HFHGB as determined by the Board of Directors.

2. The Code of Conduct is binding on employees; violations will result in corrective and/or disciplinary action up to and including dismissal.

3. An employee’s adherence to the Code of Conduct is considered a key performance measurement, and shall be assessed during their annual performance review.

Any violations of Employee Conduct policies will result in corrective and/or disciplinary action up to and including immediate dismissal with cause. HFHGB reserves the right to lay criminal charges.

To assist with complicated and emotionally-charged issues in an efficient and productive manner the following procedures defines the actions to be taken when information is received which indicates that an employee may have been involved in a misconduct that has the potential to reflect poorly on the organization and/or have negative impact on workplace environment.

These procedures will be followed in all cases where information is received with at least the semblance of truth that an employee or volunteer has engaged in conduct that is not aligned with the policies of HFHGB. Semblance of truth does not mean that an act of misconduct has occurred, but rather that there was a reasonable probability that it may have occurred. procedures for Cases of Alleged Misconduct

Process Initiation

Any allegation of misconduct committed by an employee or volunteer must be reported to a Manager for review. If after an initial inquiry there are reasonable grounds to believe that a misconduct has occurred, the following investigative process will be implemented:

1. The allegation must be reported to the Executive Director. If it is alleged the Executive Director has engaged in a misconduct, the allegation must be reported to the Chair of the Board for review.

2. An investigation into an allegation must begin as soon as possible after notification.

3. The Executive Director must ensure a thorough and fair investigation into all allegations of misconduct. If necessary, an external investigator may be hired to complete an investigation.

4. The Executive Director will notify the Respondent (individual accused of the alleged misconduct) about the allegation and pending investigation.

5. If the allegation is suspected abuse of a child under the age 18, the person receiving the complaint must immediately notify the Executive Director. If there are reasonable grounds, based on an honest belief, that harm is being done or could be done to a child, the Executive Director must immediately report the suspicion of abuse to the Bruce Grey Child and Families Services and comply with any directive given by them.

Investigation Guidelines

1. An investigation must begin immediately as a matter of urgent priority. The investigator will inquire carefully about the facts and circumstances of the alleged offence.

2. Care and discretion should be exercised so that an investigation does not unnecessarily call into question anyone’s good name. Allegations are allegations and should not be referred to as fact.

3. The investigator will meet with the person or persons making the allegations (Complainant), and with other persons as may be advisable.

4. The investigator will determine whether there is substance to the allegation; if, based on a balance of probabilities standard there is a reasonable probability that the allegation may have taken place, the investigator will report the determination and the information on which it is based to the Executive Director or Board Chair. Where the investigator determines that the allegation is not substantiated, he or she will provide a written report to the Executive Director or Board Chair and, pending further direction from the Board, the inquiry will be closed and the Respondent and Complainant(s) will be so advised.

5. If the investigator determines that the allegation(s) were frivolous or made in bad faith, he or she will include that in their written report to the Executive Director or Board Chair and, pending further direction from the Executive Director and/or Board, the Complaint(s) may also be subject to corrective and/or disciplinary action up to and including dismissal.

6. After an investigation has been completed, the investigator may advise in consultation with the Executive Director and/or Board Chair one or more of the following actions:

   1. A verbal warning be given to the Respondent identifying the misconduct and are provided clear instruction on how to improve (corrective action)

2. A written warning be given to the Respondent identifying the misconduct, referencing any verbal warning issued previously for a related misconduct and stating clear instruction on how to improve (corrective action); if the Respondent is an employee, a copy of the warning must be signed by the Manager issuing it and the Respondent and be placed in their personnel file

3. A suspension be issued to the Respondent; if an employee, the suspension from duty may be with or without pay and from any other HFHGB activity until notified otherwise.

4. Termination with cause

7. Any recommendation made pursuant to paragraph 5 must be communicated to the Respondent(s) as soon as possible. If the Respondent is an employee, a copy of the recommended action to be taken must be placed in their personnel file.

8. The Executive Director or Board Chair shall be entitled to confirm or amend any determination put in effect by the investigator and seek legal counsel as required. Any determination or recommendation for discipline of a member of the Board must be confirmed by the Board.

Drug and Alcohol Use Violations

It is the responsibility of management and all other employees to identify employees and/or volunteers for whom they have reasonable grounds to suspect a violation of the Drug and Alcohol Use policy (see Employee Conduct policy). If it is confirmed that an employee is under the influence of alcohol, recreational and/or medicinal marijuana, illegal drugs, prescription medication or substances while performing HFHGB business they will be excused for the remainder of the working day without pay. An employee who is suspected of being impaired will be safely transported to their home. Any employee or volunteer who is under the influence of alcohol, recreational and/or medicinal marijuana, illegal drugs, prescription medication or substances while in control of a HFHGB vehicle and/or equipment will be subject to immediate dismissal.

An offending employee will be informed of the violation in writing and corrective action will be clearly presented. The employee will be reminded that HFHGB is committed to the prevention of abuse of alcohol and drugs, and of use of illegal drugs. Accordingly, HFHGB will make available educational materials, and will encourage employees to seek appropriate assistance for any drug or alcohol problem.

Should a second violation occur the employee will be sent home for the remainder of the day without pay, requested to meet with their supervisor to assess the situation and undertake appropriate corrective action. Corrective action may include, but is not limited to, a further suspension without pay for up to five (5) working days. The employee will be served with documentation that includes the consequences for a third violation of the policy. The employee will also be encouraged to seek assistance for problems related to the policy violation. The employee will acknowledge in writing the recommendation to seek assistance.

Should a third violation occur, the employee will be sent home without pay and requested to meet with the Executive Director, after which an assessment will be made to deem whether or not the employment relationship with HFHGB should be terminated.

In addition to the provision of a warning or suspension as is outlined above, where the employee admits part or the entire allegation, or indicates that he or she does not wish to contest the allegation, the employee may be asked to seek immediate treatment at his or her own cost if not covered by the group health benefits program.

Notwithstanding the above, the Executive Director and/or the Board has the sole discretion to implement any disciplinary action, including termination, as appropriate in the circumstances.

Management must report to police all incidents involving the use and/or possession of illegal drugs and substances.

HFHGB is committed to sustaining a safe and positive work environment in which employees and volunteers work together constructively. As in life, disagreements are inevitable and require fair and timely resolution if the workplace is to remain productive. With co-operation by all parties and honest dialogue, most problems can be resolved.

HFHGB will provide the opportunity to resolve a conflict or complaint quickly, fairly and without reprisal; facilitate communication and understanding between employees, volunteers and their supervisors; ensure confidence in management decisions by providing a process whereby management decisions can be objectively reviewed; and support a positive work environment.

Conflict Resolution Procedures

1. All requests for conflict resolution, complaints, and appeals must be fully investigated and a reply given as quickly as possible;

2. Retaliation against an employee who initiates conflict resolution or makes a complaint, or participates in a problem resolution investigation will not be tolerated and will be subject to disciplinary action;

3. Employees must make every effort to resolve concerns with their immediate Supervisor. If unable to do so after reasonable attempts, the issue must be directed to a Manager or the Executive Director for review and resolution, but only after notifying their Supervisor of this intent, and;

4. Any unresolved issue or complaint related to the Executive Director must be taken directly to the Chair of the Board for review and resolution, but only after notifying the Executive Director of this intent. The Board Chair must refer the issue to the Human Resources Committee of the Board for review.

Employees of HFHGB shall not place themselves in a position where they might derive, or be perceived to derive, any direct or indirect benefit by virtue of their employment.

1. Conflicts of interest include, but are not limited to:

1. Accepting any gift, present, favour that would place the employee, those to whom they are closely related, or HFHGB under any future obligation or compromise.

2. Using of HFHGB equipment, tools, material, property or information in the pursuit of supplementary employment or personal benefit, or the benefit of others who are closely related

3. Making or influencing business decisions in anticipation of future employment benefit, or the current or future benefit of others who are closely related

4. Conducting business with others who are closely related without full prior disclosure and approval of the

Executive Director or Chair of the Board of Directors.

5. Any employee reporting to any other employee with whom they are a related party (e.g. parent, spouse, etc.)

2. Employees must declare all known conflicts or potential conflicts of interest in any matter to their supervisor, Executive Director, and before any committee upon which they serve or appear in support, and must abstain from any discussion, review, voting, or activity in connection with matters that may constitute a conflict of interest, whether real or perceived.

3. Employees shall refuse to accept any gift, gratuity or favour in the performance of duties, except for promotional items of nominal value not to exceed one hundred dollars ($100), and shall refuse any food, transportation, lodging, or entertainment unless directly related to the business of HFHGB. Gifts received and accepted must be immediately disclosed to the employee’s supervisor. In the case of the Executive Director, this shall be the Chair of the Board of Directors.

Supplementary Employment

1. Habitat for Humanity Grey Bruce recognizes that employees engage in a wide range of activities outside of their job at Habitat, including supplementary employment.

2. There shall be no concern regarding a HFHGB employee’s supplementary employment provided:

1. No conflict of interest exists in such employment;

2. It does not interfere with their employment obligations to HFHGB, and

3. It does cause damage to the reputation of HFHGB as perceived in the community; and

4. It is not done while working and/or using HFHGB resources.

It is recognized that the use of alcohol, drugs (prescription or otherwise) and other substances may have serious adverse effects on an employee’s health, safety, and job performance.

All workers (employees and volunteers) are expected to be fit for duty when working and remain fit for the duration of the day. This implies that workers must not be impaired by alcohol, drugs or other substances. If a worker is required to take prescription drugs, these drugs should not inhibit their ability to proficiently perform their job functions. Further:

• Workers are not to have alcohol, illegal drugs, or related paraphernalia in their possession while in the work place or while conducting HFHGB business off-site;

• Possession, use, or selling of alcohol, drugs, or drug paraphernalia on HFHGB’s property or in vehicles is prohibited;

• Workers are not to permit other workers to consume alcohol on HFHGB property unless authorized by the

Executive Director;

• Workers are not to permit other workers to use illegal drugs and substances on HFHGB property;

• Use of alcohol for social functions or any circumstances related to HFHGB business may be permitted only with the express approval of the Executive Director. Approval must be obtained to ensure the use of alcohol does not contravene the intent of this policy. Workers are expected to exercise moderation and under no circumstances consume enough alcohol to become visibly impaired or to allow the level of blood alcohol to be above the limit for the operation of a motor Vehicle, and;

• Workers may not use machinery and/or vehicles while taking prescription or over-the-counter drugs that impair their ability to work safely.

Wherever we serve, Habitat for Humanity’s intent is to create and maintain a work and life environment that is safe, productive and respectful for colleagues, the people we serve, and the people we partner with. These safeguarding commitments guide our work as we strive to do good for (and never harm) each colleague, partner, beneficiary, and community member that we encounter while providing aid or promoting transformational and sustainable community development through shelter.

Safeguarding BEHAVIOUR Commitments

Habitat for Humanity is opposed to any form of discrimination, exploitation and abuse, including slavery, coerced conscription, prostitution, trafficking of people for any purpose, Vulnerable Adult or Child abuse, and dangerous or exploitative Child labour. In the design and implementation of programs and policies, we seek to work without bias, to do no harm, and to minimize (rather than contribute to) the consequences of discrimination, exploitation and abuse.

All Habitat Representatives commit to respect and safeguard the rights and dignities of all people, and to protect our staff members, volunteers, partners, research participants, community members (especially Vulnerable Adults and Children) and those we intend to serve, from exploitation and abuse.

All HFHGB facilities are smoke free environments. Workers who desire to smoke, vape or use tobacco products must do so during rest or meal breaks only and in the designated areas. Employees are to ensure proper clean up and disposal of tobacco products.

All employees who use tobacco products will be offered one-time funding to access a smoking cessation program of their choice with approval from the Executive Director.

Theft is an offence as defined under the Criminal Code of Canada. It includes the acts of stealing, taking or removing corporate or personal property, including intellectual property, monetary or other physical goods, without appropriate authorization. Theft of HFHGB property, vehicles or equipment or the personal property of employees, volunteers, customers or HFHGB partners will not be tolerated and will result in disciplinary action. HFHGB reserves the right to lay criminal charges.

Any employee suspecting an incident of theft of corporate or personal property must immediately report the incident in confidence to their direct supervisor, who will report it in confidence directly to the Executive Director.

HFHGB is committed to providing a work environment in which all workers are treated with respect and dignity. Workplace harassment will not be tolerated from any person in the workplace including employees, volunteers, customers, clients, contractors, visitors to HFHGB workplaces.

Workplace harassment means engaging in a course of vexatious (i.e. distressing) comment or conduct against a worker in a workplace that is known or ought reasonably to be known to be unwelcome or workplace sexual harassment. Reasonable action taken by HFHGB relating to the management and direction of workers or the workplace is not workplace harassment.

Workplace harassment can involve unwelcome words or actions that are known or should be known to be offensive, embarrassing, humiliating or demeaning to a worker or group of workers in the workplace. It can also include behaviour that intimidates isolates or even discriminates against the targeted individual(s). This may include:

• Making remarks, jokes or innuendos that demean, ridicule, intimidate or offend;

• Displaying or circulating offensive pictures or materials in print or electronic form;

• Bullying;

• Repeated offensive or intimidating phone calls, text messages, emails or other written messages.

Workplace sexual harassment means:

1. Engaging in a course of vexatious comment or conduct against a worker in a workplace because of sex, sexual orientation, gender identity or gender expression where the course of comment or conduct is known or ought reasonably to be known to be unwelcome, or

2. Making a sexual solicitation or advance where the person making it is in a position to confer, grant or deny benefit or advancement to the worker and the person knows or ought reasonably to know the solicitation or advance is unwelcome.

Workplace sexual harassment may include:

• Asking questions, talking or writing about sexual activities;

• Rough or vulgar humour or language related to sexuality, sexual orientation or gender;

• Displaying or circulating pornography, sexual images or offensive sexual jokes in print or electronic form;

• Leering or inappropriate staring;

• Invading personal space;

• Unnecessary physical contact including inappropriate touching;

• Demanding hugs, dates or sexual favours;

• Making gender-related comments about someone’s physical characteristics, mannerisms or conformity to sex-role stereotypes;

• Verbally abusing, threatening or taunting someone based on gender or sexual orientation;

• Threatening to penalize or otherwise punish a worker if they refuse a sexual advance.

Where the conduct or behaviour includes inappropriate sexual touching this may also constitute a criminal offence such as sexual assault. In such cases the police must be notified.

Managers and workers are expected to adhere to the workplace harassment policy and program and will be held responsible for not following it. Workers are not to be penalized or disciplined for reporting an incident or for participating in an investigation involving workplace harassment.

As required by the Occupational Health and Safety Act, the following workplace harassment program must be followed to implement the workplace harassment policy:

1. Reporting Workplace Harassment

Workers are encouraged to report any incidents or complaints of workplace harassment verbally or in writing to their Supervisor. The report of the incident should include the following information:

1. Name(s) of the worker who has allegedly experienced workplace harassment and contact information;

2. Name of the alleged harasser(s), position and contact information (if known);

3. Names of the witness(es), if any or other person(s) with relevant information to provide about the incident and contact information (if known);

4. Details of what happened including date(s), frequency and location(s) of the alleged incident(s)

1. Any supporting documents the worker who complains of harassment may have in his/her possession that is relevant to the complaint.

2. List any documents a witness, another person or the alleged harasser may have in their possession that is relevant to the complaint. An incident or a complaint of workplace harassment should be reported as soon as possible after experiencing or witnessing an incident. This allows the incident to be investigated in a timely manner. Workers must report any incident of workplace harassment to their Supervisor. If the worker’s Supervisor is the person engaging the workplace harassment, contact the Executive Director. If the Executive Director is the person engaging in workplace harassment, contact the Board Chair. The Executive Director shall be notified of the workplace harassment incident or complaint so that they can ensure an investigation is conducted that is appropriate in the circumstances. If the incident or complaint involves the Executive Director, the Board Chair shall be notified to ensure an investigation is conducted. All incidents or complaints of workplace harassment shall be kept confidential except to the extent necessary to protect workers, to investigate the complaint or incident, to take corrective action or otherwise as required by law.

2. Investigation

The Executive Director will ensure that an investigation appropriate in the circumstances is conducted when a Manager or Supervisor becomes aware of an incident of workplace harassment or receives a complaint of workplace harassment. The Executive Director will determine who will conduct the investigation into the incident or complaint of workplace harassment. If the allegations of workplace harassment involve a member of the Management Team, the Executive Director or a Director of the Board, the matter must be referred to an external investigator to conduct an impartial investigation (see Cases of Alleged Misconduct policy).

The person conducting an investigation whether internal or external to the workplace will, at a minimum, complete the following:

1. The investigator must ensure the investigation is kept confidential and identifying information is not disclosed unless necessary to conduct the investigation. The investigator should remind the parties of this confidentiality obligation at the beginning of the investigation.

2. The investigator must thoroughly interview the worker who allegedly experienced the workplace harassment and the alleged harasser, if the alleged harasser is employed by HFHGB. If the alleged harasser is not a worker, the investigator should make reasonable efforts to interview the alleged harasser.

3. The alleged harasser(s) must be given the opportunity to respond to the specific allegation raised by the worker. In some circumstances, the worker who allegedly experienced the workplace harassment should be given a reasonable opportunity to reply.

4. The investigator must interview any relevant witnesses who may be identified to conduct a thorough investigation. The investigator must make reasonable efforts to interview any relevant witnesses who are not employed by HFHGB if there are any identified.

5. The investigator must collect and review any relevant documents.

6. The investigator must take appropriate notes and statements during interviews with the worker who allegedly experienced workplace harassment, the alleged harasser and any witnesses.

7. The investigator must prepare a written report summarizing the steps taken during the investigation, the complaint, the allegations of the worker who allegedly experienced the workplace harassment, the response from the alleged harasser, the evidence of any witnesses, and the evidence gathered. The report must set out findings of fact and come to a conclusion about whether workplace harassment was found or not.

Within 10 days of the investigation being completed, the worker who allegedly experienced the workplace harassment and the alleged harasser, if an employee of HFHGB, will be informed in writing of the results of the investigation and any corrective action taken or that will be taken by HFHGB to address workplace harassment.

Information about complaints and incidents shall be kept confidential to the extent possible. Information obtained about an incident or complaint of workplace harassment including identifying information about any individuals involved, will not be disclosed unless disclosure is necessary to protect workers, to investigate the complaint or incident, to take corrective action or otherwise as required by law.

While the investigation is ongoing, the worker who has allegedly experienced harassment, the alleged harasser(s) and any witnesses should not discuss the incident or complaint or the investigation with each other or other workers or witnesses unless necessary to obtain advice about their rights. The investigator may discuss the investigation and disclose the incident or complaint-related information only as necessary to conduct the investigation.

All records of the investigation will be kept confidential and on file for at least one year. The Executive Director or the Board Chair must set any interim measures that may be taken after a complaint is received and during an investigation (e.g., suspension of an alleged harasser who is a worker). If it is determined that harassment has occurred or a knowingly false harassment claim has been made, appropriate corrective/disciplinary action up to and including termination will be taken.

HFHGB is committed to the prevention of workplace violence and is ultimately responsible for worker health and safety. HFHGB will take whatever steps are reasonable to protect workers from workplace violence from all sources.

Violent behaviour in the workplace is unacceptable from anyone. This policy applies to employees, volunteers, customers, clients, contractors, visitors. Everyone is expected to uphold this policy and to work together to prevent workplace violence.

HFHGB will ensure this policy and the supporting program are implemented and maintained. All workers and supervisors will receive appropriate information and instruction on the contents of the policy and program.

Supervisors and workers are expected to adhere to this policy and the supporting program and will be held responsible by HFHGB for not following them. Workers are not to be penalized or disciplined for reporting an incident, raising concerns about workplace violence or participating in an investigation involving workplace violence.

The Occupational Health and Safety Act defines workplace violence as the exercise of physical force by a person against a worker, in a workplace, that causes or could cause physical injury to the worker. It also includes an:

• Attempt to exercise physical force against a worker in a workplace that could cause physical injury to the worker; and a

• Statement or behaviour that a worker could reasonably interpret as a threat to exercise physical force against the worker, in a workplace, that could cause physical injury to the worker. This may include:

• Verbally threatening to attack a worker;

• Leaving threatening notes at or sending threatening emails to a workplace;

• Shaking a fist in a worker’s face;

• Wielding a weapon at work;

• Hitting or trying to hit a worker;

• Throwing an object at a worker;

• Sexual violence against a worker;

• Kicking an object the worker is standing on such as a ladder; or

• Trying to run down a worker using a vehicle or equipment

The definition of workplace violence is broad enough to include acts that would constitute offences under Canada’s Criminal Code.

A workplace violence program that implements this policy including measures and procedures to protect workers from workplace violence, a means of summoning immediate assistance and a process for workers to report incidents, or raise concerns must be followed:

1. Measures and Procedures to Control Identified Risks of Workplace Violence

The following risks of workplace violence have been identified in the risk assessment (see Risk

Management policy GV-09):

RISK: In the event of a Robbery

PROCEDURES:

At least 2 workers must be scheduled to work in each ReStore location at all times;

Obey the robber’s orders

Do not use a weapon or threaten to use one

Tell the robber about any possible surprises (i.e. there is another person in the building so the robber will not be startled.

Keep it short

Stay calm

Don’t try to stop the robber

Call Police

RISK: A Person becomes Aggressive or Violent

PROCEDURES:

Stay Calm

Keep your voice down; respond to the person as calmly as you can

Avoid telling the person to calm down

Reflect the person’s feelings; when the person tells you what’s wrong, empathize with them. Make them feel like you’re on their side, even if you don’t agree with them. They will be less likely to turn

violent if they feel understood.

Use non-threatening body language; maintain an open, relaxed posture. Make eye contact with the angry person, but keep your expression non-confrontational. Don’t make animated gestures, put your hands on your hips, or fold your arms. Move slowly and calmly. Give the angry person plenty of space. This also gives you some protection if they do become violent.

Physical layout of the Workplace

ReStore checkout counters are to be located near store exits and the manager’s office (designated safe location for emergency situations). All locations must have adequate lighting, security cameras with recording

capability and access to a phone.

2. Summoning Immediate Assistance

Each workplace must have access to a phone (landline) and/or cell phones; workers who are not

within calling distance of each other must use two-way radios.

3. Reporting Incidents of Workplace Violence

All workers are encouraged to raise any concerns about workplace violence and must report any violent incidents or threats to their immediate Supervisor. Supervisors must report to the Executive Director any

violent incidents or threats for investigation.

4. Investigating Incidents or Complaints of Workplace Violence

The Executive Director must ensure all incidents and complaints of workplace violence are investigated in a fair and timely manner, respecting the privacy of all concerned. In the case where there is reasonable evidence a worker has not complied with the Workplace Violence policy then further investigation must be taken following the Cases of Alleged Misconduct policy.

HFHGB will ensure this policy and the supporting program are implemented and maintained. All workers and supervisors will receive appropriate information and instruction on the contents of the policy and program.

Supervisors will adhere to this policy and the supporting program. Supervisors are responsible for ensuring that measures and procedures are followed by workers and that workers have the information they need to protect themselves.

Supervisors and workers are expected to adhere to this policy and the supporting program and will be held responsible by HFHGB for not following them. Workers are not to be penalized or disciplined for reporting an incident, raising concerns about workplace violence or participating in an investigation involving workplace violence.

All employees and members of the Board of Directors must complete the Annual Offence Declaration Form as part of their annual performance evaluation (see Appendix E).

Habitat for Humanity Grey Bruce is committed to supporting a culture in which legal and ethical concerns may be raised without fear of retaliation. HFHGB encourages its employees, officers, directors and other stakeholders to report such concerns and prohibits retaliation against employees who, honestly and with good intentions, raise such concerns. It is important that legal and ethical concerns be identified and resolved at the earliest possible opportunity.

This Employee Protection (Raising Concerns) Policy applies to all persons who act on HFHGB’s behalf, including employees, officers, directors, consultants, agents, and volunteers.

REPORTING CREDIBLE LEGAL OR ETHICAL CONCERNS

HFHGB encourages its employees, officers, directors and other stakeholders to report any credible concerns regarding legal and ethical issues within or affecting the organization. Identifying such concerns promptly gives HFHGB the best opportunity to be proactive, to seek facts while they are “fresh” and to minimize any potential impact by addressing and mitigating concerns.

1. Reporting Procedure

HFHGB has an open-door policy and suggests that employees and stakeholders share their questions, concerns, suggestions or complaints with their supervisor. If you are not comfortable speaking with your supervisor or you are not satisfied with your supervisor’s response, you are encouraged to speak directly with HFHGB’s Executive Director. Officers, directors and other stakeholders are encouraged to report complaints or concerns with the Board Chair.

Supervisors and managers are required to report complaints or concerns about suspected legal or ethical violations to the Executive Director, who has the responsibility to evaluate and investigate all credible

reported concerns and complaints.

In circumstances where the complaint or concern relates to, or implicates, the Executive Director, the matter should be brought to the attention of HFHGB’s Board Chair.

1. Confidentiality

Complaints or concerns of legal or ethical violations may be submitted on a confidential basis by the complainant. Confidential submissions will be kept confidential to the greatest extent possible, consistent with the need to conduct an appropriate investigation and consistent with applicable laws.

2. Acting in Good Faith

Anyone submitting a formal complaint must do so in good faith and with reasonable grounds for believing the information disclosed indicates a legal or ethical violation. Any allegations that prove not to be substantiated and which prove to have been made maliciously or knowingly to be false will be viewed as a serious disciplinary offense that may be sanctioned appropriately, up to and including termination of employment for cause.

3. Responding to Complainant

HFHGB’s Executive Director or Board Chair will notify the person who submitted a complaint to acknowledge receipt thereof provided that the person has provided their contact details.

INVESTIGATIONS

The Executive Director or Board Chair is responsible for ensuring that all credible complaints or allegations about unethical or illegal conduct are properly investigated following the “Cases of Alleged Misconduct” policy.

NO RETALIATION

HFHGB will not tolerate retaliation against anyone who raises a concern honestly and with good intentions. Efforts to discourage or prevent anyone from raising such concerns will not be tolerated and any retaliation will be treated as a serious matter and sanctioned with disciplinary action, up to and including termination of employment for cause.

PERSONNEL DECISIONS AND COOPERATION

Nothing in this policy should be interpreted as preventing HFHGB from making personnel decisions based on breaches of contract or legitimate business reasons that are not retaliatory.

Legal and ethical issues and investigations are often complex with many different facets. It is important that all employees contacted with respect to such issues and investigations fully cooperate so that HFHGB can obtain the information needed to respond to these matters promptly and appropriately.

HFHGB has the expectation that employees resigning as staff shall do so in a manner that allows for continued provision of the services offered by HFHGB and in support of the reliable functioning of the organization:

1. An employee resigning from their employment with HFHGB must submit their resignation, in writing, to the Executive Director with at least two (2) weeks’ notice. Supervisors/Managers or members of the Management Team must give at least four (4) weeks' notice. Vacation time is not considered part of the advance notice period. An employee’s written notice of resignation must state that they are ending their employment and the date of their last day of work.

2. If an employee is absent from work for three (3) consecutive workdays without notice, HFHGB may consider that he/she has voluntarily resigned from the position. In addition, failure to return to work at the end of an authorized leave of absence may be considered a voluntary termination effective the last day actually worked.

3. Final pay will include payment for any unused vacation days to which the employee is entitled. If more vacation days have been used than earned, the value of those days will be subtracted from the final pay. Final pay will be issued on the next regular payday after the last day of work, and a record of employment will be provided.

4. All keys, credit cards, cell phones, computers, records, files, passwords, data resource material, supplies, equipment and any other HFHGB property must be returned to the employee’s supervisor/manager at the time of termination or the effective resignation date.

5. All employees who resign will be offered an exit interview in order that HFHGB might gain an understanding of anything that the employee wishes to advance about their position and/or the organization. An exit interview is conducted by a member of the Management Team. For an employee on the Management Team, this shall be the Chair or other member of the Board HR Committee. For the Executive Director, this shall be a member of the Board Executive Committee other than the Board Chair.

6. Employees must be reminded in writing of their post-employment duties and obligations. This shall include duties and obligations relating to confidentiality, non-solicitation, and ownership of intellectual property.

HFHGB ensures that voluntary and involuntary terminations are initiated with appropriate notice and proper documentation. Terminations will be respectful of an employee’s dignity and will seek to assist the employee’s successful transition to future endeavours.

HFHGB reserves the right to terminate an employee with or without cause in compliance with the Employment Standards Act, 2000 (ESA).

Authority

Only the Board of Directors, acting as a corporate body, has the authority to terminate the Executive Director. Terminations of all other staff members or positions fall under the authority and responsibility of the Executive Director.

Termination with Cause

An employee may be terminated with cause and without notice or payment in lieu of notice in circumstances that include, but are not limited to:

1. Conviction of an offence under the Criminal Code, directly relevant to their job;

2. Breach of confidentiality and/or conflict of interest policies;

3. Conduct detrimental to the proper functioning of the organization or that would cause harm to the reputation of HFHGB, as set forth in the Code of Conduct;

4. Violence and harassment as defined in the Employee Conduct policy;

5. Failure to report to work for three (3) consecutive business days, without prior notice to a supervisor

(abandonment);

6. Any other conduct where reasonable grounds exist for termination with cause as determined in consultation with legal counsel.

Termination without Cause

1. During the first three (3) months of employment, an employee may be terminated without cause and without notice or pay in lieu of notice as regulated by the ESA.

2. HFHGB may elect, at its sole discretion, to terminate an employee without cause. After three (3) months of continuous employment, an employee terminated without cause shall receive notice or pay in lieu of notice and severance at least the minimum ESA entitlements.

Supervisor/Manager Responsibilities

Supervisors and Managers must consult with the Executive Director prior to a decision being made to terminate an employee. Legal advice should be obtained in cases where employees with long-term service and/or management responsibilities are being considered for termination.

Terminated employees must be informed orally and in writing of the rationale for their termination of employment and their minimum ESA entitlements and any other compensation to be received. A signed release shall be obtained from terminated employees after being given one (1) full week to review a termination package.

It is the responsibility of the immediate supervisor to ensure that terminated staff members return all items which are the property of HFHGB. 

HFHGB is committed to being a leader in supporting and valuing the diversity of the people, organizations, and communities it serves.

1. Valuing diversity is recognizing and respecting human differences and similarities.

2. HFHGB is committed to employment diversity with respect to all aspects of employment. All decisions regarding recruitment, hiring, promotion, performance management, compensation, employee development decisions such as training, and all other terms and conditions of employment, will be made based on merit, performance and business needs and will be in compliance with all applicable legislation.

3. HFHGB also maintains a duty to accommodate based on the Ontario Human Rights Code. Accommodation needs and requirements will be handled on a case-by-case basis.

HFHGB expects employees and volunteers to act responsibly and professionally when incurring and submitting costs. The organization will reimburse employees and volunteers for reasonable expenses on pre-approved (budget) business. This includes, for example, travel fares, accommodations, meals, tips, telephone, and purchases made on behalf of the organization.

General Guidelines

• Receipts and invoices are required for reimbursement of all expenses

• Receipts must be attached to the Expense Claim Form which outlines:

• The nature of the expense

• The name and titles of the individuals involved

• The purpose for the expense

• HFHGB will reimburse for mileage based on the most cost effective transportation available as approved by the Executive Director

• The Expense Reimbursement Form must be completed and submitted with attached receipts no later than the 15^th day of the following month for approval by the employee’s or volunteer’s supervisor before reimbursement is given

• HFHGB does not assume responsibility in case of a motor vehicle accident, fines and/or penalties related to parking or traffic violations incurred using a Habitat vehicle or any private vehicle used for conducting HFHGB business

Reimbursement for Use of Personal Vehicles for HFHGB Business

The Executive Director will authorize all use of personal vehicles for HFHGB business. HFHGB will only reimburse employees for use of their personal vehicle for approved travel to conduct HFHGB business from their assigned place of work or from their place of residence, whichever is shorter, at the Board approved rate per kilometre traveled. The rate of reimbursement shall take into account fuel usage, maintenance, and depreciation, measured per kilometre. This rate shall be reviewed and adjusted by the Board of Directors through the annual budget process. HFHGB does not pay for travel from an employee’s residence to and from their assigned work location.

HFHGB does not pay for travel from an employee’s residence to and from their assigned work location.

Travel Guidelines

• Necessary travel time during normal work hours is considered to be time worked. However, should a particular assignment require a significant amount of travel outside of normal working hours, arrangement shall be made in advance for lieu time;

• Employees must fly economy class unless health or other circumstances require travel in business or other class;

• If a car rental is required, employees are to rent compact or mid-sized vehicles; employees will be reimbursed for the fuel costs associated with renting a vehicle;

• Employees will be reimbursed for reasonable hotel accommodations; discounted room rates should be requested at the time of room booking;

• Exceptions will be made to these guidelines to accommodate employees with special needs upon prior approval of the Executive Director, and;

• The following list includes examples of non-reimbursable expenses:

• Personal travel insurance

• Personal reading materials

• Childcare

• Toiletries, cosmetics, or grooming products

• Expenses occurred by spouses, children, or relatives

• In-room movies or video games

• Sporting activities, shows, and other entertainment activities

• Alcoholic beverages

Any questions related to the content of this policy or its interpretation should be directed to the Executive Director.

In addition to compensation and leave, HFHGB employees may be offered a range of group and individual benefits to provide additional personal security. The following policy must be followed:

1. HFHGB will provide all benefits mandated by federal and provincial legislation.

2. After completing their probationary period, full-time employees and part-time employees working a minimum of 32 hours a week are provided the opportunity to participate in:

   1. A comprehensive benefit package paid for by HFHGB that includes extended health coverage, dental benefits, life insurance, and long-term disability coverage for the employee and their eligible dependents. Details of the specific coverage and dependent eligibility are provided in the employee benefits booklet issued by the insurance carrier. HFHGB will pay the monthly premiums for the above coverage for full-time employees and their dependents as defined by the insurance carrier. Benefits may be waived if the employee has coverage through another plan. Long Term Disability and death benefits are a taxable benefit, OR

   2. A comprehensive benefit package paid for by HFHGB that includes extended health coverage, dental benefits, life insurance, and long-term disability coverage for the employee only. Details of the specific coverage are provided in the employee benefits booklet issued by the insurance carrier. HFHGB will pay the monthly premiums for the above coverage for employees as defined by the insurance carrier. In addition, after completing one year of employment, employees who do not participate in the full benefit package (family coverage) are eligible to participate in a matching Registered Retirement Savings Plan (RRSP) program. The matching contribution amount provided by HFHGB is capped at the difference between the full benefit premium, as determined by HFHGB, and the amount paid by HFHGB for an employee’s benefit premiums.

Example:

Full family coverage $ 5,000

An Employee’s plan cost $ 500

Difference $ 4,500 Maximum matching contribution amount.

As a courtesy to our customers, volunteers and visitors, employees must park their vehicle in designated parking areas as approved by the ReStore Manager.

The intent of this policy is to ensure that employees are provided regular assessment and development feedback. For employees to be successful in their jobs, an effective means of performance evaluation is required. Accomplishing this requires both measurements specific to each job description, and the ability to monitor and assess each employee’s contribution to the collective effort. Because HFHGB’s success is critically dependent upon team effort, all employees will receive their annual performance review during the same three-month period.

At the end of an employee’s probationary period and at least annually thereafter, work performance will be reviewed to assess strengths, weaknesses, areas needing improvement and opportunities for professional development and training. An employee’s supervisor will meet with him/her to discuss performance in terms of previously agreed objectives. The employee will be given the opportunity to comment in writing. The employee and supervisor will then jointly establish objectives for the upcoming year.

Basis

1. Annually, HFHGB shall stipulate performance measurements (metrics) in conjunction with each employee that will be used as part an employee’s performance evaluation.

2. In consultation with the employee, additional metrics may be added during the course of the year.

3. Employee adherence to the Code of Conduct, Confidentiality Agreement and all other HFHGB policies will be a critical element in assessing performance.

4. In addition to providing evaluations based on past performance, every evaluation will set forth goals for the coming year and required development in the employee’s skills, with timetables and metrics as appropriate.

Execution

1. An employee’s supervisor will conduct the evaluation of their performance. Employees shall be required to complete a self-evaluation of their job performance.

2. A performance evaluation interview will be held in which the supervisor provides the employee with a written copy of their evaluation, explains and clarifies the evaluation, and ensures that the employee has been provided adequate opportunity for questions and comment.

3. The performance evaluation will provide specific actions, activities and recommendations to be undertaken to assist the employee in their performance. Time lines and deliverables may be identified.

4. The supervisor may recommend salary adjustment on merit only and will make such an offer to the employee only after receiving written approval from the Executive Director, or the Board of Directors in the case of the

Executive Director. The approved salary adjustment will be stipulated in the performance evaluation.

5. The employee and the supervisor will countersign the performance evaluation only after the performance evaluation interview has been completed and both parties are satisfied that all issues have been understood and addressed.

6. Completed evaluation forms will be kept in each employee’s personnel file.

Personal cell phones and other electronic devices may only be used during assigned break times and not while working.

HFHGB is not responsible for any loss, theft or damage that occurs to employee’s personal property which is brought onto HFHGB’s premises. Employees are responsible for the care and safekeeping of their personal property during the course of employment and should take necessary precautions to protect their personal effects from loss, theft or damage while on HFHGB premises or traveling on HFHGB business.

Employees are expected to make their own insurance arrangements for their personal property.

HFHGB accepts no responsibility for loss of or damage to cars, motorcycles, scooters or bicycles (or their contents) brought onto HFHGB premises, whether they are left in parking lots, cycles racks or otherwise.

The intent of this policy is to ensure that all employees have a personal file on record containing the job specific information described.

HFHGB maintains a central personnel file for each employee. Central personnel files are confidential and are the property of HFHGB. Copies of any personnel file contents will not be released to anyone outside of HFHGB unless such release is mutually agreed by the employee and HFHGB, in writing, or unless required by law. The Executive Director or the Chair of the Board (in the case of the Executive Director) will establish and maintain a personnel file for each employee, containing:

• employment application or résumé

• job description

• orientation checklist signed by the employee and their supervisor (must include review of current Criminal

Record Check)

• Criminal Record check if required

• signed acceptance of the Employee Handbook

• signed acceptance of the Code of Conduct

• signed acceptance of the Confidentiality Agreement

• probationary review records

• a copy of the signed offer letter

• all properly processed and approved notices of adjustment to salary and/or benefits

• attendance records

• notices of commendation, warning or discipline

• performance evaluations

• training records

• emergency contact information

• calculation of final settlements to be paid in the case of resignation, termination, abandonment, retirement or death

Employees have the right to view, under supervision of the Executive Director or Board Chair, their employment administration file. At least forty-eight (48) hours’ notice is required. The Executive Director, or the Board Chair - in the case of records pertaining to the Executive Director, is responsible for the maintenance and security of all personnel records and files. Central personnel files are to be kept in a locked, secure cabinet. To access personnel records, the employee must contact the Executive Director. No copies or changes to file contents may be made without express approval to do so.

If an employee’s address or other personal information changes, whether of a confidential nature or public, he/she is required to promptly advise their Supervisor or the Executive Director so that their personnel record may be updated.

Newly hired HFHGB employees will serve a probationary period. The purpose of probation is two-fold: to allow a new employee to assess their overall fit to the organization and the position, and to provide the hiring supervisor/manager the opportunity to evaluate the suitability of the new employee. To be effective, probation periods require the supervisor/manager to regularly monitor, measure, and review the new employee’s level of performance and for new employees to communicate clearly concerns that arise.

Duration

1. All new employees shall be subject to a minimum three (3) month probationary period from the date of hire.

2. During the probationary period, employees shall be excluded from group insurance benefits, according to the policy in place.

3. The expectations of the employee will be communicated in the orientation process policy.

4. During the probationary period, an employee may be terminated without notice or wages in lieu of notice, except as prescribed under the Ontario Employment Standards Act, 2000.

Probationary Review

1. Performance reviews will be conducted for all employees who complete the probationary period. When continued employment is confirmed, this performance review will provide feedback on employee achievements and establish goals and objectives for the next performance measurement period.

2. The probationary review will measure the new employee’s performance against their employment agreement, job description, conduct, and adherence to HFHGB policy, including Personnel Policies.

3. Probationary review has two components: a written review and an interview with the employee, the results of which shall be documented. The written review shall be signed by both parties and forwarded to the Executive

Director, becoming part of the employee’s personnel file.

4. The Executive Director retains final determination of whether a new employee’s probation conditions have been met.

5. Interim probationary period reviews will be conducted by the employee’s supervisor. This is to apprise a new employee of his/her performance relative to HFHGB’s expectations.

HFHGB is committed to building teamwork and employee skills by providing periodic training and development opportunities. The HFHGB annual budget will include resources for staff development and training as approved by the Board of Directors. Additionally, HFHGB employees are encouraged to participate in HFHGB Build activities, gaining valuable new knowledge and insight into the building process of a Habitat home.

1. Employees are encouraged to pursue training and skill enhancement opportunities.

2. If HFHGB requests an employee to undertake specific training, HFHGB will pay for the full, documented cost of training. A written record will be kept in the employee’s personnel file.

3. After completing two (2) years employment, full-time employees may request to undertake specific training.

1. This request must be made in writing, provide full details of the provider, the full documented costs, and a written proposal outlining what the employee hopes to gain from this training and how this achievement will benefit HFHGB.

2. Requests require approval of the Executive Director.

3. If approved, HFHGB will cover up to 100 % of the documented costs, reimbursed to the employee upon successful completion of the training course.

4. A written record will be kept in the employee’s personnel file.

4. All employees will be strongly encouraged to participate in a HFHGB Build site project for three (3) days each year. These days will be treated as regular workdays, irrespective of the employee’s job description but must be scheduled with their supervisor and the Construction Manager. Travel costs for employees will be covered by HFHGB, with prior approval from the Executive Director.

To avoid accusations of favouritism, products must be on display for sale for at least 5 (five) business days before they can be purchased by employees and volunteers or their immediate family members. Employees and volunteers making purchases must have another employee perform the sales transaction at a cash register.

Procedures

The ReStore Manager must approve all sales of merchandise to all ReStore employees and volunteers. The Executive Director must approve all sales of merchandise to Management Team and other employees. Employees and volunteers are not to be given an additional discount on merchandise but must pay the same price merchandise is sold to customers.

The return to work policy summarizes the responsibilities regarding an employee returning to work after injury or illness, and to outline procedures that assist injured or disabled employees in a safe and timely return to the workplace.

HFHGB shall fulfill the obligations of re-employment as deemed by the Workplace Safety and Insurance Act and establish modified work programs. The return to work procedures shall ensure that the employee is offered appropriate and safe accommodation until pre-injury or pre-disability employment can be restored. These guidelines must be followed:

1. The employee’s immediate supervisor shall be notified by the employee about the duration of his/her injury or illness-related absence from work.

2. If applicable the employee shall return the WSIB Functional Abilities Form to his or her immediate supervisor to initiate the modified work program appropriate for the case.

3. Suitable or comparable work shall be identified by the employee’s immediate supervisor with assistance from a member of the HFHGB Management Team, a WSIB health care specialist or case worker, and the employee.

4. If there is no modified work available within the department HFHGB shall attempt to offer suitable work within the affiliate.

5. HFHGB shall utilize the mediation services of WSIB as necessary to resolve return to work issues.

6. Employees shall be encouraged to take an active and responsible role in their own rehabilitation.

The first step necessary in accommodating an injured or disabled employee is to determine which of his/her pre-accident or pre-illness duties are essential, and which are not. Non-essential duties can be re-assigned to other employees or fulfilled by alternative means. Accommodation for essential duties must be provided as long as doing so does not create undue hardships (i.e. the costs are so substantial that the nature or visibility of the enterprise is compromised, or the health and safety risks exceed the benefits to the disabled employee). No other reasons can relieve HFHGB of the duty to accommodate.

The Board of Directors and the Management Team take seriously the safety, health and well-being of all our employees. To that end, we want to foster and encourage a culture of safe and healthy living in our workplace.

For many, maintaining a healthy lifestyle, so they can perform their tasks at work well, requires a significant expense (e.g. fitness programs, purchasing equipment). To assist with these costs and to inspire each of us to take the initiative to improve our overall wellbeing, a Wellness Program has been established.

Through the program each employee is eligible to submit a request for payment of up to a limit set each year for the cost of a service or item that they will use to maintain a healthy lifestyle. Examples include: fitness membership or class; equipment such as an exercise bike; a health service not covered by our benefits plan. The Management Team will review each request for eligibility. Every request will be considered. After a request has been approved a Manager will plan to purchase the item for you; you do not need to pay for it up front. Requests may be made anytime up until November 30^th.

Communications between employees are governed by the principle of sharing concise and accurate information in a timely manner, respectful of reporting relationships and follow these guidelines:

1. Open communication of clear, timely and relevant information between employees is critical to the effective operation of HFHGB.

2. Harmonious relationships between employees are an important consideration in the operation of HFHGB. Employees are encouraged to recognize and acknowledge the efforts of their colleagues. However, in every company, there can be honest differences of opinion about policies and procedures, working conditions, etc.

(Ref. Code of Conduct).

3. Employees are encouraged to bring forward their comments, concerns without fear of prejudice or penalty. In addition, employees have opportunity to share information during organizational reviews, staff and committee meetings, and strategic planning sessions.

4. Communication with the Board of Directors will be through the Executive Director as governed by the policy on the role of the Board of Directors.

5. After a reportable event has occurred employees must inform their immediate Supervisor of the incident.

To define the management of confidential information that employees gain knowledge of or have access to relating to the business activities of the affiliate, its clients, donors and third parties who have dealings with HFHGB.

As required by law, all private and confidential information, whether written, verbal or electronically stored, must be handled with professionalism, good judgement and care to avoid unauthorized or inadvertent disclosure. This policy is not intended to prevent disclosure where disclosure is required by law.

Employees must not disclose confidential information belonging to or obtained through their work with HFHGB to any person unless their Manager or Supervisor has authorized disclosure.

Confidential information shall include but not be limited to the personal information of all employees, donors, customers, volunteers, homeownership applicants and homeowners. Further, HFHGB’s financial reports and any business plans, strategies and goals under development are considered confidential information unless approval has been given by the Board for public disclosure.

Guidelines for Handling Confidential Information

1. Confidential information is only to be shared with employees, volunteers and/or clients for a designated purpose while conducting HFHGB business.

2. Confidential records shall be subject to reasonable security measures to keep them from inappropriate disclosure. Confidential paper records are to be stored in secure cabinets that are locked when not in use and located in designated office or storage areas not accessible by the public. Keys to lockable cabinets are only to be given to staff that need access to confidential documents.

3. Confidential electronic records are to be protected by the use of passwords and other appropriate methods to restrict access to computer files. Surplus or end of life computers are to be dispose of safely ensuring all confidential information has been removed from hard drives.

4. All employees must sign a Confidentiality Agreement as approved by the Board of Directors annually which shall be kept in their Personnel File.

HFHGB’s Privacy Policy, included as Appendix B of this handbook and is posted on the website, defines personal information, describes our privacy practices and provides contact information. It is expected that every employee will be familiar with the Privacy Policy and will commit to protecting the privacy of personal information and confidential HFHGB business information.

Employees are entitled to disconnect from work outside regular working hours without fear of reprisal. All scheduled breaks should be taken and time off entitlements for non-work-related activities should be used each year. Employees are encouraged to set clear boundaries between work and their personal lives, regardless of their working arrangement, whether that be onsite, flex work, remote work, or hybrid work.

Outside regular working hours and when disconnecting from work, employees: 

• Should stop performing their job duties and work-related tasks;

• Are not expected or required to respond to work-related communication outside their regular working hours, while on break, or during any paid or unpaid time off;

• Will not face repercussion or punishment for not communicating or for ceasing work; and

• Should respect co-workers’ time and should not expect them to respond, communicate, or complete work.

HFHGB recognizes that the presentation of its employees in the workplace and while representing the affiliate at various functions contributes to a professional environment and the public image that has contributed to the success of the HFHGB. Therefore, HFHGB expects employees to be well-groomed and professional in appearance when coming to work or engaged in work-related tasks with customers, clients, and colleagues.

Employees are expected to adhere to the following guidelines to ensure they are presenting themselves to customers, clients, partners and the public appropriately and HFHGB is being properly represented.

Personal Hygiene Requirements

The standards of daily hygiene and good grooming as outlined below set forth the minimum requirements to which all employees are required to adhere:

• Maintain personal cleanliness (bathing/washing/brushing teeth regularly);

• Hair should be clean, combed, and neatly trimmed or arranged. Unkempt hair is not permitted. Sideburns, mustaches, and beards should be neatly trimmed.

• Use deodorant/antiperspirant to minimize body odours;

• Scented perfumes, colognes and lotions must be used in moderation so not to cause allergic reactions and respiratory difficulty for other people; and

• Clean and trimmed fingernails.

Dress Code

HFHGB has a business casual dress environment for employees. Employees are expected to use good judgment and to show courtesy to their co-workers by dressing in a manner that is presentable, respectful and appropriate. Should employees be asked to attend business meetings with clients, either in HFHGB offices or otherwise, they should dress in appropriate business attire.

Employees must consult with their Manager for specific uniform requirements for their workplace and options for purchasing HFHGB branded clothing. The following guidelines pertaining to appearance must be adhered to by every employee:

• Clothing and uniforms must be clean, pressed, in good condition and fit appropriately;

• No alterations may be made to HFHGB uniforms;

• HFHGB branded clothing must not be worn in places that would not represent the positive image of HFHGB;

• Clothing must not interfere with the safe operation of tools and equipment;

• Shorts must be long/knee length and not frayed

• The following items are not permitted to be worn in the workplace:

Sweat or jogging pants, leggings, pants and tops that expose the midriff or underwear;

• Safety boots or shoes (CSA green patch) must be worn where required in ReStores and on Build sites;

• HFHGB employs a “Casual Friday” policy wherein employees are welcome to wear workplace appropriate jeans (no rips, tears or stains) and shirts;

• No dark glasses may be worn indoors unless prescribed by a physician;

• Jewelry may be worn in moderation. Where job duties present any type of safety risk, jewelry may be prohibited or severely limited; and

• Tattoos, piercings and other body art should be covered by clothing. Exceptions may be made for employees who have small, non-offensive tattoos that cannot be easily covered (i.e. wrist, neck).

Employees seeking exception from any of the above standards must speak with their supervisor. Exceptions are determined at the discretion of the Executive Director.

It is within management’s discretion to send an employee home without pay to change if they arrive at work in what is deemed to be inappropriate attire. Violations of this policy will result in corrective and/ or disciplinary action up to and including termination (see Cases of Alleged Misconduct policy).

All employees are to be treated equally and to understand the expectations concerning hours of work.

Employees work as a team in providing services to families, customers, donors, and stakeholders. Regular attendance at work and punctuality are important factors to personal success and to the success of the organization. This requires that each person be at work or at their project sites at the assigned times.

Regular Hours of Work, Recording of hours

1. Weekly work hours are defined in the job description for each position and are governed by the employee’s letter of employment or mutually agreed upon amendments that might arise from time to time.

2. Regular weekly work hours for permanent full-time staff are a minimum of 35 hours per week or as stipulated by the Employment Standards Act, 2000.

3. Regular weekly work hours for permanent part time, casual part-time, and contract employees are determined per the offer of employment, and as amended in writing by mutual consent.

4. There are twenty six (26) two-week pay-roll periods per fiscal year.

Scheduling

1. All employees are required to be flexible in scheduling hours and may be required to work overtime within any pay-roll period.

2. When overtime may be required, the employee and their supervisor will determine, in advance, a schedule of flex time, aimed at minimizing overtime for the payroll period.

Overtime for hourly employees

1. Employees compensated on an hourly basis receive overtime compensation as set forth in the Employment

Standards Act of Ontario, 2000.

2. Only an employee’s direct supervisor can request that the employee work overtime.

3. Overtime is not authorized unless approved in advance by the employee’s supervisor.

Overtime for Management (Executive Director and Management Team)

1. There is no legal requirement for overtime pay or compensatory lieu time for Management Team employees or for employees whose hours are regulated by an “averaging” agreement adhering to the Employment Standards Act, 2000. For these employees, flex time scheduling will be utilized to the fullest extent consistent with ensuring necessary work is accomplished.

2. If, over two (2) consecutive payroll periods, the use of flex time does not eliminate short-term excess in hours worked, managers are eligible for compensatory lieu time. Specifically, hour-for-hour lieu time is earned for every hour worked in excess of one hundred sixty (160) hours during two consecutive payroll periods.

Employees covered by an “averaging” agreement are not eligible for such consideration.

3. Accumulation and use of lieu time incurred is restricted to one hundred sixty (160) hours per twelve month period and will not be monetized. Unused lieu time expires twelve (12) months after being incurred.

In the interest of the welfare and safety of all employees and volunteers, HFHGB operations may be curtailed and/or cancelled completely because of bad weather.

The Business Manager, Construction Manager and ReStore Manager will, in consultation with the Executive Director, decide if office, Build sites and ReStore closures are necessary and other activities should be cancelled due to inclement weather.

All employees are responsible for determining on their own whether it is safe for them to travel to work. Employees will not be penalized for lateness if a genuine effort has been made to get to work. Employees may be excused from work early or excused for an entire day of work with no deduction from pay if their supervisor approves one of the following options:

1. Work from home

2. Make up the time over the following week

3. Use a vacation day (if available)

4. Use lieu time (if available)

Unless prior authorization is received from a member of the management team, keys providing access to any HFHGB property must not be copied or leave the possession of the employee or volunteer to whom the key has been assigned.

Effective communication including media relations are critical to the ongoing success of HFHGB and the way that our Affiliate is perceived by our supporters, volunteers, customers, homeowners and the public at large.

Information about Affiliate activities, services and performance shall be communicated to the public and the media in adherence to the following guidelines:

1. All information made available to the public must be clear, accurate and adhere to the Key Messages and

Information guidelines issued by Habitat Canada.

2. The Executive Director or his or her designate must approve all information made available to the public prior to being released.

3. Employees, Board of Directors and volunteers who have responsibilities that include representing the Affiliate at public events (e.g. trade shows, presentations) and to the public at large as spokespersons must be familiar with HFHGB’s vision and activities and be able to communicate these clearly and accurately.

4. Public statements (both written and oral) regarding HFHGB must use positive language and shall not defame and/or speak negatively of the Affiliate, Habitat for Humanity Canada, other Habitat for Humanity Affiliates or Habitat for Humanity International including Habitat for Humanity employees, volunteers, clients, supporters and homeowners.

5. HFHGB strictly prohibits the disclosure of confidential information regarding our procedures, processes, client/customer information, financial information or any other information protected as confidential by the

Confidentiality policy and the Confidential Information policy.

6. The communication of unverified information (e.g. rumours, or information gathered from a third party that cannot be validated) is strictly prohibited.

Media Relations Guidelines

1. Media releases must be approved by the Executive Director and/or the Chair of the Board of Directors prior to being released using the appropriate boilerplate in accordance with Habitat Canada’s brand guidelines.

2. Only spokesperson(s) designated by the Executive Director and/or the Chair of the Board of Directors shall be allowed to make statements to the media.

3. All media inquiries must be referred to the Executive Director and/or his or her designate(s). Media inquiries must be referred to the Chair of the Board of Directors when the Executive Director is not available.

Reportable Events (Crisis) Guidelines

Where an event or crisis draws the attention of the media or the public all communication both internal and external must be conducted by following the Board approved Communication Plan.

This policy is intended to provide employees with guidelines regarding the appropriate use of the Affiliate’s social media platforms such as Facebook, Twitter, LinkedIn, Web Page, the Affiliate’s blog and other platforms that may be set up so that the Affiliate can leverage social media as a powerful tool for promoting and seeking support for HFHGB’s mission and work.

1. Employees may not disclose confidential information on any of HFHGB’s social media platforms. The disclosure of such information without prior authorization will result in disciplinary action.

2. All employees will be held responsible for what they write or post on any of HFHGB’s social media platforms. Inflammatory comments, disparaging remarks, or negative / inappropriate language or posts are not permitted.

3. Employees are directed not to engage in discussions regarding legal issues in which the Affiliate is involved, or government issues related to the Affiliate and the Habitat organization without prior approval from the

Executive Director.

4. Employees are required to respect copyrights and never post text, images or video created by someone else without proper attribution and/or authorization. If employees have questions about copyright law and/or the usage of certain media, they may contact the Business Manager.

5. Social media is not a substitute for internal communications. Important information should be transmitted within normal Affiliate communication channels (i.e. email, phone), and not through social media outlets.

6. Social media is not a substitute for customer service. Employees are required to refer customers to their immediate supervisor instead of handling inquiries entirely through social media.

7. In the event that an employee discovers any group(s) that users have formed to discuss the Affiliate, its products, or services, employees must bring them to the attention of the Executive Director.

8. Employees are required to relay important issues on social media to their supervisor as soon as possible.

9. Employees should always carefully consider what to post in response to an argumentative or accusatory post. If employees have any questions regarding how to respond to a particular post, employees should discuss the issue with management prior to posting.

10. Always adopt a positive attitude when responding to comments on the Affiliate's pages or social media platforms.

HFHGB strives to maintain a positive image in the community, and has adopted this policy to ensure that our staff and Board members are aware of their responsibility to maintain a positive image as representatives of the Affiliate. Employees and Board members that maintain personal social media pages (e.g. Facebook, LinkedIn, Blogs, Twitter, etc.) are expected to comply with the guidelines set out within this policy.

Employees and Board members that maintain personal social media pages or accounts are required to comply with the following guidelines as they relate to their association with HFHGB. Each one will be held accountable for what they write or post on social media or internet pages. Inflammatory comments, unprofessional remarks or disparaging remarks made about the Affiliate, its employees, customers, homeowners, volunteers, donors, sponsors and other stakeholders may result in disciplinary action, up to and including termination.

Employees and Board members must follow the guidelines below when making posts or comments on any social media site whether it is public or private:

1. Inappropriate comments, photographs, links, etc. should be avoided as they may negatively reflect on the

Affiliate.

2. Posts involving the following will not be tolerated and may result in disciplinary action:

• Confidential Affiliate information;

• Discriminatory statements or sexual innuendos regarding any person or group;

• Defamatory statements.

3. Employees and Board members are prohibited from speaking on behalf of the Affiliate, releasing confidential information, releasing news, or communicating as a representative of the organization without prior authorization from the Executive Director.

4. Employees and Board members are prohibited from using HFHGB protected materials (copyright material, branding and/or logo(s)) without prior consent from the Executive Director.

This policy is not intended to interfere with the private lives of our employees or Board members, or impinge their right to freedom of speech. This policy is designed to ensure that HFHGB's image and branding are protected.

Any employee and/or Board member who fails to follow the guidelines set out in this policy may be subject to disciplinary action up to and including termination.

To remain competitive, better serve our customers, and provide our employees and volunteers with the best tools to do their jobs, HFHGB makes available to our workforce computers, e-mail, phones, voicemail, intranet, cloud-based software and the Internet. HFHGB encourages the use of these media and associated services because they can make communication more efficient and effective, and because they are valuable sources of information about vendors, customers, technology, and new products and services. However, all employees and volunteers must remember that electronic equipment, media, and services provided by HFHGB are company property and must be used in a professional, ethical, and lawful manner.

Phones

1. Occasional use of phones for personal, non-business purposes is permitted as long as it does not distract from work-related activities.

2. Employees and volunteers are required to reimburse the organization for long distance charges due to personal use. Wilful or repeated failure to report incurring toll charges constitutes theft from HFHGB.

Computer software, Hardware, Internet, E-mail

1. Computers, electronic media, and services provided by HFHGB are for business use to assist employees and volunteers in the performance of their jobs. Addition or removal of components and installation or use of software other than that provided by HFHGB is strictly prohibited. Employees and volunteers assume full liability for civil or criminal penalties that might arise from their installation or use of unlicensed copies of software they have installed on HFHGB computers.

2. To prevent computer viruses from being transmitted through the company's computer system, unauthorized downloading of any unauthorized software is strictly prohibited. Only software registered through HFHGB may be downloaded. Employees and volunteers should contact the Business Manager if they have any questions.

3. Employees and volunteers must respect the confidentiality of other individuals' electronic communications. Except in cases in which explicit authorization has been granted by company management, employees are prohibited from engaging in, or attempting to engage in:

   1. Monitoring or intercepting the files or electronic communications of other employees or third parties;

   2. Hacking or obtaining access to systems or accounts they are not authorized to use;

   3. Using other people's log-ins or passwords; and

   4. Breaching, testing, or monitoring computer or network security measures

4. Anyone obtaining electronic access to other companies' or individuals' materials must respect all copyrights and cannot copy, retrieve, modify or forward copyrighted materials except as permitted by the copyright owner.

5. The designated HFHGB systems administrator supplies encryption software for purposes of safeguarding sensitive or confidential business information. Employees and volunteers who use encryption on files stored on a HFHGB computer must provide their supervisor with a sealed hard copy record (to be retained in a secure location) of all passwords and/or encryption keys used.

7. Limited, occasional, or incidental use of electronic media (sending or receiving) for personal, non-business purposes is acceptable, provided such use does not negatively affect the systems' use for their business purposes. Employees and volunteers are expected to demonstrate responsibility in using this privilege. No e-mail or other electronic communications can be sent that attempt to hide the identity of the sender or represent the sender as someone else.

8. Electronic media cannot be used for knowingly transmitting, retrieving, or storing any communication that is:

   1. Discriminatory or harassing;

   2. Derogatory to any individual or group;

   3. Obscene, sexually explicit or pornographic;

   4. Defamatory or threatening;

   5. In violation of any license governing the use of software; or

   6. Engaged in for any purpose that is illegal or contrary to HFHGB policy or business interests.

9. HFHGB reserves the right, at its discretion, to review any employee's electronic files and messages to the extent necessary to ensure electronic media and services are being used in compliance with the law, this policy, and other company policies. Upon termination of employment or volunteer service all HFHGB supplied hardware, cell phones, computers and other technology will be returned to HFHGB and may not be copied in any way.

10. It is strongly advised that all employees and volunteers prohibit the use of minors in all social media postings.

Exceptions include expressed consent from the parents or legal guardians.

All employees and volunteers are expected to use HFHGB property, vehicles and equipment safely and with great care. All employees and volunteers who use HFHGB vehicles and equipment must maintain a valid driver’s license and/or appropriate certificate (i.e., tow motor) for use of equipment.

Authorization

Use of HFHGB vehicles is restricted to qualified employees or volunteers and must be authorized by the Executive Director, Construction Manager or the ReStore Manager.

Qualifications

To be authorized to drive a HFHGB vehicle, drivers must have a valid driver’s license issued in Ontario for the class of the vehicle being operated and meet all of the following criteria:

1. Must be at least 18 years of age.

2. Have at least one year of experience or current training in the class of vehicle operated.

3. Must satisfy the conditions regarding driving records set by HFHGB’s insurance company.

4. In the last 24 months the driver has not experienced any of the following:

• Been convicted of an alcohol or drug related offense while driving a motor vehicle

• Has automobile insurance cancelled, declined or not renewed

• Had driver’s license suspended or revoked

• Acquired 6 or more demerit points

Motor Vehicle Records and Insurance

HFHGB’s insurance company must be given the names of all authorized employees and volunteers before they are allowed to use HFHGB vehicles.

Managers must ensure valid copies of insurance certificates and vehicle registrations are in each HFHGB vehicle at all times.

Use of Habitat for Humanity Grey Bruce Vehicles

Authorized employees and volunteers (drivers) are expected to use HFHGB vehicles safely and with great care, obeying all Highway Traffic Act rules and regulations. Drivers must not operate a HFHGB vehicle while impaired. Driving while impaired is grounds for immediate dismissal.

If a driver accumulates 6 or more demerit points the driver must be interviewed by their Manager to discuss their driving record. Corrective and/or disciplinary action may be taken as approved by the Executive Director.

Smoking in HFHGB vehicles is prohibited.

In compliance with the Ministry of Transportation guidelines, drivers will follow the daily inspection program (see vehicle section of the ReStore and Construction Manuals). Visual inspections of vehicles must be completed prior to using vehicles to ensure safe working conditions.

Managers are responsible to ensure all vehicles are scheduled for regular maintenance. Drivers must alert a Manager of any mechanical issues immediately.

Intentional or wilful negligent damage to any HFHGB vehicles will result in disciplinary action.

Drivers will ensure that use of HFHGB vehicles is restricted solely to HFHGB business unless prior written authorization is obtained from their supervisor or the Executive Director (e.g. allowance made for use of HFHGB vehicles to assist another HFH affiliate and/or other non-profit organization). Use of HFHGB vehicles for personal purposes is not permitted.

Use of Employee Vehicles for HFHGB Business

The Executive Director must authorize all use of employees’ personal vehicles for HFHGB business purposes. Before authorization is given, employees must provide assurance and at least annually thereafter, that they:

• carry at least $2,000,000 in liability insurance

• have informed their insurance carrier that their vehicle is used for business use

• have a valid driver’s license

• have a vehicle that is roadworthy

While conducting HFHGB business, authorized employees are expected to operate their vehicles safely and with great care, obeying all Highway Traffic Act rules and regulations. Further, drivers must not operate their vehicle while under the influence of alcohol or drugs or while their ability to operate a motor vehicle is impaired for any such reason such as fatigue, sickness or prescription medication.

Traffic Violations and Accidents

HFHGB does not assume responsibility in case of an accident, or fines/penalties related to parking or traffic violations incurred using a HFHGB vehicle or any privately owned vehicle used for conducting HFHGB business. Drivers will not be reimbursed for payment of any fines, penalties and/or other costs related to traffic violations.

Drivers must report all accidents involving HFHGB vehicles to their supervisor immediately.

No worker should be alone in any HFHGB workplace or Build site without prior approval of the Executive Director.

ReStores

The ReStore Manager is to ensure that each ReStore is operated at all times with an Assistant Manager or a qualified Manager-on-Duty (MOD) who is responsible for the supervision of employees and volunteers. Besides a MOD there must also be at least one additional employee or volunteer (having at least one year of experience) working in a ReStore at all times. Stores must remain closed to the public until there is sufficient staff and/or an experienced volunteer on duty.

Head Office

Management Team members must inform the Executive Director if they need to work in the Head Office or a ReStore alone and must limit their time working alone as much as possible.

Supervision at Build Sites

The Construction Manager is to ensure that at a least 2 workers, one of whom is a competent person as defined by the Occupational Health and Safety Act are present on each Build site when the site is open to workers and volunteers. Further, the ratio of competent person to workers must not exceed 1:5.

Purpose

To ensure the safety and protection of both youth participants and employees, no employee is allowed to be alone with any youth participant at any build site, vehicle, or any other work location.

1. Two-Person Rule

• Employees should never be alone with a youth participant. There must always be at least two adults (employees, volunteers, or other authorized individuals) present when interacting with youth participants, or there must be at least two youth present.

• This applies to all locations including, but not limited to, build sites, vehicles, offices, and any off-site work locations.

2. Meetings and Activities

• All meetings and activities involving youth participants must be conducted in open and visible areas.

• If a private conversation is necessary, it must be conducted in a location where others can see but not necessarily hear the conversation, ensuring visibility at all times.

3. Monitoring and Supervision

• Supervisors are responsible for ensuring that the two-person rule is consistently followed.

4. Reporting

• Any employee who observes a violation of this procedure must report it immediately to their supervisor.

• All reports of violations will be taken seriously and investigated promptly.

5. Disciplinary Actions

• Failure to comply with this procedure will result in disciplinary action, up to and including termination of employment or volunteer status.

Conclusion

Adhering to this procedure is essential to maintain a safe environment for both youth participants and employees. Compliance ensures that everyone is protected and that the organization operates with the highest standards of safety and professionalism.

HFHGB complies with all leave legislation, and other unpaid leave requests are considered case by case.

Employment Standards Act, 2000 (ESA) Job Protected Leaves

The ESA sets out a number of job protected leaves of absence. Unless otherwise specified herein, these leaves will be unpaid and are subject to the definitions and qualification criteria outlined by the ESA. Although the specified leaves are set out by ESA and are subject to change by the Government, at the time of the revision of this policy, the applicable leaves were as follows:

• Pregnancy Leave

• Parental Leave

• Family medical leave

• Organ donor leave

• Family caregiver leave

• Critical illness leave

• Child death leave

• Crime-related child disappearance leave

• Domestic or sexual violence leave

• Sick Leave

• Family responsibility leave

• Bereavement leave

• Emergency leave: Declared Emergencies and Infectious Disease Emergencies

• Reservist Leave

The following are eligible Leaves of Absence:

Sick Leave

In accordance with the Employment Standards Act, 2000 (ESA) three (3) unpaid Sick Leave days per calendar year are available to employees after 2 weeks of employment.

Employees who are ill and unable to work must notify their immediate supervisor as soon as possible of their pending absence. An employee absent for five (5) or more consecutive days due to personal illness will be required to provide their supervisor with a doctor’s note confirming their illness. Failure to comply may be considered as voluntary termination (see policy Employee Resignation).

Sick leave taken in less than a full day will be deducted in units of one (1) hour rounded up to the nearest hour.

Employees seeking leave for medical or dental appointments must notify their immediate supervisor as soon as possible following the arrangement of the appointment. When an employee is absent from work for medical and dental appointments, HFHGB will first draw upon their accumulated lieu time in order that required regular work week hours are fulfilled for the purpose of compensation.

Paid Sick Leave

Full-time employees who have completed their 3 month probation will have access to a paid sick leave benefit of 1.25 days every three (3) consecutive months of employment. To assist in providing a partial bridge to Employment Insurance when facing long-term illness, sick leave can be accrued to a maximum of ten (10) days.

Employees are not paid for unused sick days including upon resignation or termination.

Bereavement Leave

Full-time employees may request up to three (3) days paid leave after the death of a related party*. An additional two (2) days paid leave is considered when the deceased resided outside of Grey Bruce Region and travel of more than one thousand (1,000) kilometres is required.

*related party is defined as a full-time employee’s Spouse/Common-law partner, Father, Mother,

Father-in- law, Mother-in-law, Brother, Brother-in-law, Sister, Sister-in-law, Son, Daughter, Grandparents,

Grandchildren and Legal Guardian.

Unpaid Leaves Not Covered by ESA

Full-time employees may request an unpaid leave of absence. Requests must be submitted in writing before beginning an unpaid leave and include the reason(s) for requesting an unpaid leave, to their supervisor with a copy to the Executive Director.

Approval is determined on a case-by-case basis with the following conditions:

1. The duration of an unpaid leave of absence shall not exceed six (6) months. Extensions will be considered by the Executive Director or the Board Chair;

2. An employee shall be considered to have submitted their resignation on the date on which the leave commenced:

1. if the employee uses the leave of absence for reasons other than those for which the leave was granted; or

2. if the employee does not return to work at the end of the leave, unless an authorization to extend the leave has been received or unless he/she is prevented from returning by forces beyond his/her control;

1. Upon return to work the employee will be reinstated in his/her previous position or if the position no longer exists, a comparable position.

2. All benefit plans shall be discontinued for an employee for the duration of the unpaid leave unless the employee agrees in writing before commencing the leave to pay the full cost of any benefits during the leave.

3. An employee will not receive credit for service while on an unpaid leave of absence.

All employees of HFHGB are entitled to Statutory Holidays based on the Employment Standards Act, 2000 and to allow for a proper work/family life balance.

1. HFHGB recognizes the following paid public holidays:

2. If any of these holidays fall on a Saturday or Sunday, the employee will be entitled to the first preceding or following normal work day in lieu thereof. Where there is discretion, scheduling of these days will be determined by the Executive Director.

3. HFHGB employees may receive accommodation to celebrate non-Christian, faith-based holidays in lieu of Good Friday and Christmas Day. The employee will arrange, in advance, with their supervisor to work these days in lieu of the alternate days requested. If this is not feasible, the employee will receive compensation for Christmas and for Good Friday as required by law, but will receive no compensation for the days taken to celebrate the alternate faith holidays.

The annual work calendar at HFHGB demands increased use of available human resources during those months in which homes can be built and volunteers are most available. This requires HFHGB employees to accept certain restrictions on the scheduling of vacation. HFHGB hopes to resolve amicably conflicting requests for vacation but reserves to the Executive Director final determination of scheduling vacations.

Entitlement

1. Unless alternate agreement has been made and documented upon hire, regular full-time employees earn vacation entitlement from their first day of service as follows:

• All full time staff entitled to 15 days per year with an additional day for each year of employment after five continuous years of service (i.e. at year six), to a maximum of twenty-five (25) days per year.

• Vacation entitlement will be pro-rated for full time staff working less than a full year.

• Part-time and contract employees are entitled to vacation pay per the minimum as set forth in the

Employment Standards Act, 2000 and are paid the vacation pay owing on the earnings in that pay period.

2. Employees are not eligible to use vacation days accrued until they have completed six (6) months of employment.

Scheduling

1. The vacation schedule year commences on January 1st and runs to December 31st. Requests for vacations are made through the immediate supervisor.

2. The Management Team will review, accept, modify and/or propose alterations to vacation requests, balancing employee preference against HFHGB resource requirements. Where necessary, vacation will be allocated in 2 week increments based on employee tenure.

3. In no instance will an employee be compelled to use accrued vacation for specific dates that were not requested or desired.

Carry forward and monetization

1. Vacation shall be scheduled in the calendar year in which it is earned. The full vacation entitlement must be taken each calendar year and it cannot be carried over into the next calendar year. Exceptional circumstances preventing the full vacation entitlement being taken would be discussed with the employee’s immediate supervisor and must be reviewed and approved by the Executive Director.

2. Vacation entitlement will be paid out only when an employee leaves the employ of HFHGB.

About our Code of Conduct

Our Code of Conduct, “How We Work Together,” has been specifically developed to advance the goal of preserving public trust and to ensure a positive work environment. This is built on the belief that we can and must demonstrate to our supporters, Homeowners and the community that we are working to standards that are designed to secure their faith and confidence in our work and the services we deliver.

We are very clear what it means to work together. It means we contribute our time, skills, and know-how to improve the lives of families in need and our communities in Grey and Bruce counties. It means we are committed to helping our Homeowners, customers and each other to succeed, and to grow our organization in ways that maximize benefit to society and the environment. We demand the very best from our staff and volunteers in terms of performance and standards.

It also means we operate legally and ethically in everything we do. It is expected that all employees and volunteers work according to applicable laws and regulations, and in accordance with the letter and spirit of those laws.

At Habitat for Humanity Grey Bruce, adherence to the Code of Conduct is not optional. It is the way we work together as a non-profit organization, and there are no exceptions to this expectation.

Committed to Our Vision and What We Do

In working together, it is important we focus all of our energies on fulfilling our vision and what we do.

Vision

A world where everyone has a safe and decent place to live.

Purpose

We create opportunity for people to thrive through innovative housing solutions.

Core Values

Safety First Innovation

Family-centric Transformation

Tenacity Social Responsibility

Openness

Complying with Our Policies and Procedures

We take responsibility to be familiar with all policies and procedures that pertain to the area of the organization in which we work and to follow them. When we encounter a situation where we do not know how a policy and/or a procedure apply in that circumstance, we will ask our immediate supervisor for guidance.

Following Our Ethical Principles

Keeping our reputation as an ethical, non-profit organization and a responsible community partner is our most valued asset and critical to fulfilling our mission. Together, we hold ourselves to these high standards of ethical behaviour:

We are honest

What we say is true and forthcoming – we are open and transparent in our communications and about our performance. We obey all laws and regulations and strive to live up to our values and ethical principles.

We are trustworthy

We keep our word and our commitments. We avoid impropriety and do not compromise on our high standards.

We treat others with respect

We listen carefully and maintain fairness in all relationships. We listen intently to those who have questions or raise concerns about what we do.

We use good judgment

Before acting we take a positive stance of openness to fresh ideas, considering all options. We use our mission, values, policies and ethical principles as decision filters to guide our decisions and actions.

We are responsible

We admit our mistakes and do our best to correct them – this is the responsible thing to do. We accept the consequences of our actions.

We speak up

If we suspect someone is acting illegally or unethically we report it immediately. In doing so, we help maintain our values and culture.

We communicate in a professional manner

Both our spoken and written communication is respectful of others which means avoiding the use of offensive language or pictures.

What this Means for You

Take pride in our values, policies and ethical practices as together we seek to be a force for good in our community and world. And, take responsibility for your actions and words to ensure that they support our culture and honour the Habitat brand.

If you are unsure what to do, ask yourself these questions.

Is it legal?

Does it comply with our policies?

Does it align with Habitat’s values and ethical principles?

Does it respect our homeowners, partners, customers, co-workers, communities and planet?

Would you be comfortable if it appeared on the front page of the newspaper?

If the answer is “no” to any of these then stop what you are doing and ask for help.

Approved by the Board of Directors, March 29, 2022

HFHGB is dedicated to protecting the privacy of everyone who engages with us and maintaining their trust placed in our Affiliate. As such, our privacy policy (the “Privacy Policy”) incorporates the standards set out in applicable federal and provincial privacy legislation across Canada. It is expected that every employee and volunteer who is tasked with handling private information will be familiar with the policy and will commit to protecting the privacy of personal information from all sources.

POLICY

1. Collection Of Personal Information

HFHGB generally collects personal information as necessary to administer our programs and services, including as described below:

1. We may collect banking and credit card information to receive and process donations. In addition, we may collect contact information to acknowledge donations and issue tax receipts. We deeply appreciate your financial support. We may contact you to inform you of and to request your support for our future endeavors because you have demonstrated an interest in supporting Habitat’s mission unless you ask us not to.

2. We collect family selection information (such as names and ages of family members, current address, work history, income, assets, debt, credit history, general health, condition and size of current dwelling) to determine if an applicant qualifies as a prospective homeowner. The family selection information assesses credit-worthiness, need, stability of relationships, steady income, willingness and ability to partner with HFHGB.

3. We may collect family and neighborhood statistics to raise awareness of and increase potential for fundraising and new family applicants.

4. We may collect your name, mailing address and email address in order to send you newsletters that you have signed up for.

5. We may collect other personal information with your consent or as permitted or required by law.

2. Disclosure of Personal Information

HFHGB may disclose or transfer personal information as necessary in order to administer its programs and services, including as described below:

2.1 We may transfer personal information to our service providers who need access to personal information to carry out their work for us, including to process donations, send communications, data hosting, data processing and information technology and other similar purposes. We use contractual or other means to require service providers to provide a level of security comparable to that provided under our Privacy

Policy.

2. We may use and disclose personal information in connection with the proposed or actual financing, securitization, insuring, sale, assignment or other disposal of all or part of our organization or assets, for the purposes of evaluating and/or performing the proposed transaction. Assignees or successors of HFHGB or our organization or assets may use and disclose your personal information for similar purposes as those described in this policy. 2.3 We may disclose personal information as necessary to meet legal, regulatory, insurance, audit and security requirements, or otherwise with your consent or as permitted or required by law.

1. Obtaining Consent

HFHGB is committed to obtaining your consent for the collection of your personal information and the subsequent use or disclosure of this information, unless otherwise permitted by law or required by law.

1. In obtaining consent, we make a reasonable effort to ensure that you are advised, in a manner that can be reasonably understood, of the purposes for which the information will be used including by explaining our personal information handling practices in this Privacy Policy.

2. Consent can be obtained in many ways. Consent can be express or implied. You may also provide your consent in some circumstances where notice has been provided to you about our intentions with respect to your personal information and you have not withdrawn your consent for an identified purpose, such as by using an "opt out” option provided, if any. In determining the appropriate form of consent, we will take into account the sensitivity of the personal information and the reasonable expectations of individuals with whom we deal with.

3. Generally, by providing us with personal information, we will assume that you consent to our collection, use and disclosure of such information for the purposes described in this Privacy Policy or otherwise at the time of collection. By providing us with personal information about another individual, you represent that you have consent from that person to provide his or her personal information to us.

4. You may withdraw your consent at any time, subject to legal or contractual restrictions and reasonable notice, by contacting our Privacy Compliance Officer. Please note that the withdrawal of your consent may impact on our ability to serve you and to maintain our relationship.

3.5 In certain circumstances personal information can be collected, used or disclosed without your knowledge and consent. For example, to comply with a court order, local or federal regulations,

or legally permitted inquiry by a government agency or to collect a debt owed to us. We may also collect, use and disclose information without your consent if it is reasonable for the purposes of establishing, managing or terminating an employment or volunteer relationship.

3.6 We may rely on third parties to obtain your consent to our collection, use and disclosure of personal information when we cannot seek consent directly from you. For example, seeking consent directly from you may not be possible when we acquire a mailing list from another organization. In such cases, the organization providing the list would be expected to obtain your consent before disclosing personal information to us.

2. Protection Of Personal Information

HFHGB is committed to protecting your personal information by security safeguards appropriate to the sensitivity of the information.

1. We take reasonable steps to protect personal information against loss or theft, as well as unauthorized access, disclosure, copying, use or modification, regardless of the format in which it is held, including by using: (i) physical security measures, such as locked filing cabinets and restricted access to areas where personal information is stored; (ii) organizational security measures, such as employee training, security clearances and limiting access to a "need-to-know” basis; and (iii) technological security measures, such as passwords, virus protection software and encryption, to prevent unauthorized access to personal information stored on computer systems.

4.2 When disposing of or destroying personal information which is no longer needed, we ensure that appropriate measures are taken regarding the disposal or destruction so as to prevent unauthorized parties from gaining access to the personal information.

3. Retention Of Personal Information

   1. HFHGB is committed to retaining your personal information only as long as necessary for the fulfillment of the general purposes outlined above or for the fulfillment of legal or business purposes.

2. We will retain personal information of applicants for homeownership for up to two (2) years.

F. Access to and Correction of Personal Information

6.1 HFHGB may establish and maintain a file of your personal information for the purposes described above, which will be accessible at the address listed below. Upon receipt of a written request, HFHGB will inform you of the existence, use and disclosure of your personal information and will give you access to that information, subject to applicable legal restrictions. You will also be able to challenge the accuracy and completeness of the information and have it amended as appropriate. In responding to your written request, we may require you to provide sufficient information to permit us to verify your identity before we provide an account of the existence, use and disclosure of your personal information, provide access to it, or make corrections. Please forward your request in writing to our Privacy Compliance Officer at the address set out below.

G. Questions and Contact Information

7.1 You may direct any questions or complaints concerning Habitat's handling of personal information to our Privacy Compliance Officer at:

The Privacy Compliance Officer can be reached by regular mail at:

ATTENTION: Privacy Compliance Officer

HABITAT FOR HUMANITY GREY BRUCE

223017 Grey Road 17

Owen Sound, ON

N4K 5N7

Or by e-mail at info@habitatgreybruce.ca

H. Internet Usage

8.1 When you visit HFHGB’s website at www.habitatgreybruce.ca to obtain information about it, to research its products and services, or to use its on-line tools, please rest assured that we do not collect identifying information about you unless you specifically provide it. The only information we collect is non-identifying information (such as the ISP, the type of Internet browser used, the referring web site, the pages requested and the date and time of those requests) which we use to create aggregate data in order to determine the level of interest in the information provided on the website and to improve the content of the website.

8.2 We collect this non-identifying information through the use of cookies and server log files, including IP addresses. Our website does not link IP addresses to any personally identifiable information. Cookies identify which areas of our website you have visited or customized, and make these pages readily accessible the next time you visit. If you do not want non-identifying information collected through the use of cookies, you can disable it by changing the setting of your Internet browser.

8.3 In addition, we may provide links to other websites managed by third parties or permit third parties to offer users subscriptions and registration-based services through its website. As we cannot control or be responsible for the actions or policies of such third parties, you should check the applicable privacy policy of such third parties when visiting their websites or when providing any personal information to them. Please also note that we cannot control or prevent the use of cookies or any information obtained through cookies by such third parties.

8.4 Finally, please be advised that information voluntarily disclosed online in discussion areas and other public areas of our website or on HFHGB sponsored pages on social media sites can be collected, used and disclosed by third parties. Any submissions made to discussion areas or other public areas on our website or on HFHGB sponsored pages on social media sites are done at the user’s risk and with the understanding that such information may be accessible to third parties. We cannot control and will not be liable for any damages that may arise from such user activity.

9. Changes to Privacy Policy

Habitat reserves the right to modify our Privacy Policy at our sole discretion. In particular, the Privacy Compliance Officer will periodically review and modify our Privacy Policy in response to developments and changes in privacy law. If we intend to use or disclose personal information for purposes materially different than those described in this Privacy Policy, we will make reasonable efforts to notify affected individuals, if necessary, including by revising this Privacy Policy. Any modifications shall be effective immediately upon its publication by any means, including posting on this website. You agree to regularly review our Privacy Policy posted at this website, be aware of any modifications and be bound by the same.

Maintaining the confidentiality of sensitive information is central to maintaining credibility with, and the trust of, donors, partner families, volunteers, and fellow employees. Habitat for Humanity Grey Bruce requires all employees and volunteers to honour the confidentiality of information and knowledge placed in its care.

All employees at one time or another will receive personal, privileged and/or confidential information. Such information may concern Habitat for Humanity families, affiliate issues, personnel, the organization’s operations or other individuals and organizations with whom Habitat for Humanity Grey Bruce is associated.

1. Every Habitat for Humanity Grey Bruce employee or volunteer, whether active or inactive, and every former employee or volunteer of Habitat for Humanity Grey Bruce has an obligation to ensure that confidential information remains confidential and is not disclosed.

2. All information concerning Habitat business operations, including but not limited to families, personnel issues, donors, or potential donors is to be treated as strictly confidential within the Habitat organization.

3. Material breach of confidentiality is considered grounds for immediate dismissal with cause and Habitat for Humanity Grey Bruce reserves the right to initiate criminal or civil proceeding.

4. If inquiries are made from outside the affiliate, particularly from the media, all such questions should be directed to the most senior person identified as being responsible for media and communication issues.

5. Corporate documents are public documents. These include: a. minutes of meetings of the Board of Directors, including Annual General Meetings b. reports received into the minutes of the Board of Directors c. audited financial statements

Any request for such documents must be honoured, but the materials shall not be released without first notifying the Board Secretary, through the Executive Director.

6. Should an occasion arise in which an employee or volunteer is unsure of his/her obligations under this policy, it is the employee/volunteer’s responsibility to consult with the immediate supervisor.

7. All employees must annually sign a Confidentiality Agreement, which shall be maintained in their Personnel File.

I hereby pledge to keep private and confidential all such information, and acknowledge that unauthorized release of confidential information may be cause for discipline, up to and including termination.

Revised, April 21, 2011

All Habitat for Humanity Grey Bruce (HFHGB) employees and members of the Board of Directors are required to complete this form on an annual basis. Where an employee or Board member discloses a criminal record, an assessment will be made regarding the impact of such record will have on their employment or volunteer status. The declaration is for convictions under the Criminal Code of Canada. HFHGB does not want disclosure of convictions under any other provincial or federal law (e.g. Highway Traffic Act).

Legal Surname: ___________________________ Legal First Name: _________________________

Position (Job Title) _________________________________________________________________

I DECLARE, since the last Criminal Record Check & Vulnerable Sector Check collected by HFHGB, or since the last Offence Declaration given by me to HFHGB, that:

I have no convictions under the Criminal Code of Canada up to and including the date of this declaration for which a pardon has not been issued or granted under the Criminal Records Act (Canada).

OR

I have the following convictions for offences under the Criminal Code of Canada for which a pardon under the Criminal Records Act (Canada) has not been issued or granted.

_________________________________________________________________________

AND/OR

I have the following charges under the Criminal Code of Canada currently outstanding against me.

_________________________________________________________________________

Signature: ___________________________________________

Print Name: _________________________________________

Dated at: ____________________________________ this ________ day of ___________ , 20____.

(city / town)

It is a requirement that Habitat for Humanity Grey Bruce employees maintain current knowledge and understanding of all policies and operational procedures that pertain to their area of work.

Declaration

I acknowledge having received, reviewed, and understand Habitat for Humanity Grey Bruce’s Employee Handbook including the Appendices and I am committed to complying with all the policies and procedures contained therein. I realize that additional policies and procedures may be posted in the future. I will review them upon notification, and clarify content when necessary. I acknowledge that I must review the Employee Handbook on a yearly basis.

I, the undersigned, understand and agree to comply with the above statement.

Signature: _______________________________

Print Name: _____________________________

Dated at: ____________________________ this ______ day of __________ , 20__.

(city / town)