Canada Staff Handbook

ACKNOWLEDGMENT OF RECEIPT AND UNDERSTANDING

This Handbook is a reference tool outlining FDM Group Canada, Inc.’s policies and
practices. These policies are not an ironclad set of rules; they are periodically evaluated
and adapted to meet changing needs and circumstances as well as changing laws. These
policies are also reviewed to determine whether or not they apply to particular
instances. This Handbook is not intended to cover every situation that might arise. FDM
reserves the right, in its sole discretion, to change, alter, suspend, cancel and interpret all
Human Resource policies and practices. FDM cannot and does not obligate itself to give
cause, justification and consideration or advance notice to any employee with regard to
changes in its policies.

Revised January 2021

The undersigned hereby certifies that I have read and am fully familiar with FDM Group
Canada, Inc.’s Handbook. I am aware that I am required to read and take full
responsibility for complying with this Handbook and my Contract of Employment.

Signature:

(Printed Name)

(Date)

2
fdmgroup.com
Table of Contents

Introduction .......................................................................................................5

Background Information ............................................................................ 6

Corporate Social Responsibility (CSR) ......................................................... 7

Recruitment and Onboarding ..................................................................... 9

Managing our Talent .................................................................................. 9

Reward Initiatives .................................................................................... 10

Terms and Conditions..................................................................................... 11

Leaves of Absence .................................................................................... 14

Other Leave Policies .................................................................................... 15

Sickness and Absence Management ......................................................... 17

Disciplinary Action ................................................................................... 19

Performance Management ...................................................................... 19

Equal Opportunities........................................................................................ 20

Bullying and Harassment................................................................................ 21

Computer Usage ....................................................................................... 23

FDM Global Standard for Technology Security ......................................... 26

Data Protection ............................................................................................... 27

Contractual Obligations .................................................................................. 28

Anti-Corruption and Whistle-Blowing ............................................................ 29

Health and Safety ..................................................................................... 31

Smoking, Alcohol and Drugs ..................................................................... 33

3
fdmgroup.com
 Travel and expenses ................................................................................. 35

Company Practices and Expectations ............................................................ 36

Leaving FDM ............................................................................................ 40

4
fdmgroup.com
INTRODUCTION

Introduction
Please familiarize yourself with the content of this Staff Handbook and be mindful of the
following:
It is your responsibility to be aware of and understand the policies and expectations set
out in the Staff Handbook as well as other Company policies that may affect you
Although this does not override your employment obligations set out in your Employment
Contract, it is an important part of the employment relationship
FDM reserves the right to change our Handbook and policies from time to time
Please speak to your FDM Line Manager or HR if any of the content is unclear
Please be aware that when working on a Client site, their policies also apply in relation to
following conduct practices
Please provide any feedback you may have about the handbook directly to HR
Full policies are available on SuccessFactors the FDM Intranet
Definition

Handbook Definitions
FDM Group (The Company) FDM Group Canada Inc. whose business
office is at 130 Adelaide Street West
Suite 2100 Toronto, ON M5H 3P5
Employee Any individual who is employed by FDM
Group.
Trainee An individual who is engaged by FDM on
a FDM Trainee Employment Agreement.

Line Manager The person to whom you are required to

report from to on-site as set out in your
Employment Agreement.
FDM Consultant An employee who has been through the
FDM Academy training program and is
engaged by FDM on a FDM Placement
Employment Agreement. In addition,
the employee has been engaged at a
Client site to work on behalf of FDM
Group.

5
fdmgroup.com
BACKGROUND INFORMATION

Company History
FDM Group has grown from a small family business founded in Brighton (UK) into an international
enterprise with operations in North America, EMEA and APAC.

FDM is an award-winning professional services provider, with a focus on IT. The FDM Careers
Program combines quality training with valuable commercial experience; creating and inspiring
exciting careers that shape our digital future.

In 1991, Group CEO Rod Flavell founded Flavell Divett International PLC (FDI). FDI later merged
with Mountfield Software and in 1998 the organization rebranded as FDM Group.

In April 2005, the Company became a public business listed on the Alternative Investment
Market (AIM) in the UK. This was followed by the opening of centres in London and Manchester
(UK), and the US office relocating from Washington to New York.

In February 2010, FDM Group went through a Management buy-out led by the private equity
firm, Inflexion. This allowed FDM to grow beyond expectations with growth in all our locations,
the opening of a US Academy and the expansion to Hong Kong and Singapore.

In June 2014, FDM listed on the main market of the London Stock Exchange (LSE) and once
again became a public Company through an Initial Public Offering (IPO). FDM launched its state-
of-the-art training centre in Canada in 2014.

Today, FDM prides itself in being a dynamic employer who champions diversity in the
workplace and leads by example with 75+ nationalities and cultures working together as a
team, circa 50% women on the senior management team and an award-winning veterans
program. FDM has been recognized consecutively as one of the Top 100 Companies For
Graduates to Work For (JobCrowd) for 5+ years.

Company Vision
To continue creating and inspiring exciting careers that shape our digital future.

Company Values
Together we are stronger
From day one, FDM has always been about the people. We celebrate diversity. We encourage
inclusivity. We thrive on teamwork and collaboration with colleagues, clients and partners.
What makes us successful is that we’re a collective made up from a multitude of backgrounds,
cultures, languages, nationalities and skills. This diversity makes us stronger as one.

6
fdmgroup.com
We strive for success
We are entrepreneurial, ambitious, creative and brave and we thrive on pushing the boundaries
to exceed clients’ expectations. We create an inspiring place for colleagues to work and develop
their careers. We encourage you to challenge yourself and help your colleagues maximize their
potential so we can continue to deliver a unique and unparalleled service to our clients and
stakeholders.

Committed to our clients

We all work towards a shared goal, to help our clients succeed. We are attentive, focused and
in-tune with their wants and needs. We work hard to nurture our relationships, to become our
clients’ partner and to create solutions to fulfill their business ambitions. Their success is our
success.

We say it how it is
We believe in professional integrity. We are reliable, open and trustworthy, and we are
undivided in this behaviour. This approach has earned us the respect of our colleagues, clients,
partners and investors and has made us the business we are today.

We make it happen
We’re pioneers and innovators – a team of adaptable, agile and passionate people. We have a
‘can-do’ attitude, approaching every day with energy and enthusiasm. We seize every
opportunity that arises to provide solutions for our clients, careers for our people and to drive
our business forward.

CORPORATE SOCIAL RESPONSIBILITY (CSR)

At FDM, we care about the impact our business has on our stakeholders such as investors,
clients, employees, and suppliers as well as the wider community. This is shown through the
strong values we hold.

We ensure that the decisions we make are responsible and ethical by taking into consideration
our society as a whole meeting the needs of the community, environment, workplace and
marketplace. We are committed to contributing towards creating a sustainable environment
and community in which we can operate as a business with the most positive outcome.

Governance
FDM seeks to deliver the highest standards in financial transparency, boardroom practice and
effective communication with all levels of the business, Clients and third parties. This is done by
facilitating open communication and producing relevant reports.

7
fdmgroup.com
Employees
FDM recognizes that the success of the business as a whole is dependent on recruiting,
employing and developing the best people. FDM is committed to providing a greatworking
environment for our employees and supporting them with continued professional
development.

Community
We believe that we have a responsibility to contribute towards the local community and wider
society. We actively encourage individual and collective initiatives to take part in activities that
support this such as organizing charity events, developing and training both on-site, at
universities and in schools and offering internships to provide valuable opportunities.

Environment
At FDM, we recognize that we have a duty of care to minimize detrimental impact to the
environment. Consequently, we embrace the principles of sustainable development and are
putting into practice measures to ensure that we are reducing energy consumption and
recycling where possible.

Diversity & Inclusion

FDM is dedicated to promoting a diverse workforce that reflects our wider society. FDM Group
is an equal opportunity employer. All qualified applicants will receive consideration for
employment without regard to race, religion, sex, national origin, disability, or protected
veteran status. We have zero tolerance towards discrimination throughout all our business
activity where any individual may feel marginalized for any reason. Where possible, we make
reasonable adjustments for individuals to accommodate their needs and celebrate the
differences that make us unique so we can learn from each other and harness an inclusive
environment.

Social Mobility
FDM is committed to aiding the issues that social mobility present by ensuring we are not
restricting applicants to our vacancies by having criteria such as certain grades or universities
that are required as part of the selection process. We also consider equivalent experience to
university degrees if candidates have obtained the same skills and knowledge in other
environments.

FDM Women in Tech Initiative

FDM’s Women in Tech initiative aims to promote, encourage and support women in IT and is
being driven by Sheila Flavell, our Chief Operating Officer. We promote careers to women in
science, engineering and technology (SET) and hold events to enable networking opportunities
for women who want to progress careers in IT. The annual FDM everywoman in Technology
Awards recognize, reward and celebrate the achievements of extraordinary women in
technology. We are proud to be leading by example in this space with circa 50% of the senior
management team being women.

8
fdmgroup.com
FDM Veterans Initiative
FDM is recognized as an award-winning military friendly employer, and our Veterans Initiative
aims to help veterans in their transition from service into civilian careers as IT and business
consultants. FDM is committed to providing military veterans not just with a job, but also with
technical and professional training that equip them with lifelong skills for success in the civilian
workplace.

RECRUITMENT AND ONBOARDING

Recruiting and selecting the right people is of paramount importance to the continued success
of FDM. We strive to have fair and consistent recruitment and selection processes to assess
candidates on their merit. We are extremely committed to equal opportunities and review our
practices regularly to ensure these goals.
At FDM, it is important to us that our recruitment and selection processes adhere to the following
practices:
 Commitment to equal opportunities
 Advertising vacancies internally
 Recruiting the best person for the job depending on skills, experience and knowledge
 Confirming an accurate job description with a relevant person specification is inplace
 Allowing for reasonable adjustments to be made should a candidate require them
 Using a variety of selection methods to assess suitability to the specific role
 Conducting appropriate checks during the offer and onboarding stages
 Informative and interactive inductions

MANAGING OUR TALENT

FDM recognizes that talent management is key to our success by attracting, developing and
retaining our employees to be high performers. The main focus of our talent management
strategy is to:
 Build a high performance workplace
 Encourage a learning organization environment
 Be an ‘employer of choice’
 Contribute to diversity management

At FDM, it is important to us that we commit to our talent management practices:

 Maintain an open, communicative environment
 Listen to our employees at all levels
 Interact at all levels regardless of position in the Company

9
fdmgroup.com
  Allow opportunities to feedback ideas and ways to improve
 Conduct regular performance reviews both formally and informally
 Encourage internal promotions, lateral moves and secondments
 Monitor succession planning and look to develop tomorrow’s leaders

REWARD INITIATIVES

FDM values and rewards high performing employees and recognizes the overall input that
everyone contributes to making the business successful. Here are a few of our non-contractual
benefits which employees can take advantage of (please note these schemes may change from
time to time):

FDM Employee Recognition Awards

FDM Stars
All employees are entitled to nominate a peer to recognize them for going above and beyond
their role. This could be someone in your team or in a completely different department. This is
a monthly initiative where the most deserving cases are communicated to all and rewarded
with a £75 (or equivalent for overseas) Amazon voucher.

Consultant of the Month/Year

This is a very prestigious award, because it is our clients who are responsible for nominating
FDM consultants. All nominations are put forward to a Management voting panel on a monthly
basis and a winner is selected for that month after careful consideration. The winner receives a
£200 Amazon voucher (or equivalent for overseas) and an official FDM certificate as well as
being featured in the monthly global newsletter and on the Intranet. All Consultants of the
Month are automatically put forward for the award of Consultant of the Year where the winner
receives a £1000 bonus.

Long Service Awards

After completing five or ten years of service, FDM employees will receive an award in
recognition of their long-term service to thank them for their loyalty and commitment to FDM.

FDM Engagement Initiatives

Charity Events
FDM holds a variety of events throughout the year supporting local, national and international
charities who normally hold similar values to FDM, such as developing the future careers of young
individuals especially where it may be linked to the IT industry. We hold team -building events,
charity dress-down days and volunteering actitivites in order to promote the importance of giving
something back to our community.

10
fdmgroup.com
Additional FDM Benefits

FDM Referral Bonus

FDM regularly seeks to recruit new members into FDM's Careers Program through FDM
Academy. If a current FDM employee refers someone to the Company who passes through the
Academy and is successfully employed on a client site for three months, the current FDM
employee will receive a referral fee of $750. If the referee is no longer working for FDM at this
stage, they will not be eligible for a payment. The referral bonus does not apply to FDM
employees who recommend someone who successfully joins FDM as a permanent staff
member or intern.

FDM Benefits
FDM offers a comprehensive benefits package to its employees. Employees have the option to
enroll in medical, dental and vision plans. In addition, FDM also offers employees the
opportunity to enroll in a life insurance plan. Employee qualification, contribution rates,
effective dates and deadlines to enroll in these plans can be found in the applicable summary
plan descriptions.

FDM Corporate Rates

FDM arranges exclusive discounted rates for FDM employees at a variety of restaurants, hotels,
health/wellness providers (including local gyms) and beauty outlets. You can contact
CA.PeopleTeam@fdmgroup.com if you need further details or know of any providers who may
be able to offer our staff certain discounts or benefits.

TERMS AND CONDITIONS

The Company Approach to Pay

Method and Timing of Salary Payment

Your salary will be paid semi- monthly on the 15th and last working day of each month (where
possible the payment of December salaries will be made on the last working day before
Christmas) or as otherwise may be required under applicable law. Your salary will be paid via
direct deposit into your bank or a live check will be sent to your mailing address. Your check
stubs and end of the year tax documents will be accessible via ADP. You will receive log-in
instructions directly from the Payroll department.

Payments for FDM Trainees

Trainees will be paid an hourly rate for every hour in training. The timesheets will be approved
by the trainer in the particular course. All Trainees will be required to sign in and out with the
Academy management team each day. Please note there will be no paid time off while in
training.

11
fdmgroup.com
Daily Bonus Payments for FDM Consultants
The performance bonus is paid in respect of the billable days authorized by a Client. These
payments are made in accordance with the Payment Schedule issued each year. No payment
for the performance bonus will be made to individuals if they fail to forward a copy of their
timesheets approved by the Client in a timely manner. In the event the Client refuses to
approve the timesheet due to performance, conduct or absence issues, then the performance
bonus will not be paid.

Probationary Period
All employees will be subject to a three-month probationary period during which time your Line
Manager can assess your suitability to the role for which you have been recruited.

Hours of Work
Your normal hours of work are 37.5 hours per week. For payroll purposes, FDM’s workweek
begins at 12:00 a.m. on Monday and ends at 11:59 p.m. on Sunday. While most Client sites
follow a schedule of Monday through Friday with standard core hours, your schedule will be at
the discretion of the Client. Line Managers will determine the appropriate times for meal
periods and rest breaks. Employees may be required to work additional hours as necessary to
carry out their duties and responsibilities. These normal working hours may vary if you are
working on a placement for a Client and any variances may be detailed in your schedule prior to
your placement commencing.

Extra hours worked will not usually attract either additional payment or time off in lieu unless it
has been previously agreed in writing with your Account Manager or with the Client as part of
your placement or as otherwise required at law. Some placements may also pay for on-call
payments and shift allowances. You should ask your Account Manager for further details and
clarification of any additional payments relevant to your placement.

If you are a part time member of staff your Employment Contract, if any, will detail the flexible
arrangements you are contracted to with the Company calculated on a pro rata basis.

Meal Periods
Unless otherwise provided by provincial law, employees are required to take at least a thirty (30)
consecutive minute break in the middle of their work period, when possible, where they are
relieved of their duties for the purpose of eating a meal. This break is not considered time worked
and is unpaid.

Travel Time
The time employees spend commuting to and from work is not considered work time andwill
not be paid.

12
fdmgroup.com
Time Off

Paid Time Off Entitlement and Authorized Holidays

The vacation/holiday year runs from January 1 to December 31. Paid time off entitlement is
based on your position and years of service with the Company. Please refer to your
Employment Agreement for your annual time off entitlement. Your time off entitlement is pro-
rated in your first year of employment and is accrued on a monthly basis. All consultants are
required to use 3 assigned non-statutory vacation days to cover mandatory time off (furlough)
required by the Client. If the consultant is exempt from furlough then the 3 assigned non-
statutory vacation days will be used to cover the time between Christmas and New Years. The
exception to this is if the consultant is required to work by the Client. Vacation pay shall be
paid according to applicable law.

If you work on a statutory holiday, you will be entitled to a day off in lieu, which must be agreed
with your Line Manager as to when you take this. Staff Employees are entitled to one additional
day’s holiday for each completed year of service up to a maximum of either 25 or 28 days per
year based on position with the Company. The additional day(s) will be given for the holiday
year following completion of the qualifying year of service, as of January 1. Unless otherwise
provided at law, statutory holiday will not be considered compensable time at the termination
of employment. All absences from work should be authorized and will be tracked.

Authorization
All employees should request time off from their Line Manager and Human Resources via
Success Factors, no later than four weeks before a major holiday commitment. Occasions of
annual leave, which last more than 10 working days, will need to be authorized by a senior
manager at FDM. For FDM consultants, it will need to be authorized by a member of the FDM
Management Team. Your Line Manager has the right to refuse a request for holiday taking into
consideration current business commitments they may also refuse a request if the employee
fails to give appropriate notice for their holiday request.

FDM does not make payment in lieu of time off entitlement not taken during a calendar year,
nor may employees carry over time off from one year to another except as required by
applicable law. You should speak to your Line Manager at the beginning of the year to plan
when it is convenient to take time off. If you leave all your entitlement towards the end of the
year without prior discussions, it will be unlikely you will be able to use all your annual leave
before the year ends. Once you have used all of your paid time off, any additional time off may
be refused and will be without pay. This change does not affect personal emergency leave,
bereavement leave or time off for jury duty. Please see the Bereavement Policy or Jury Duty
Policy for more details.

Upon termination, all earned but unused time off that have accumulated through the
termination date (or corresponding vacation pay) will be paid to employees as required by law.

13
fdmgroup.com
Additional Time Off
Additional time off with or without pay may be given in special circumstances at the discretion
of your Line Manager and Human Resources.

Notice Periods and Resignation

Notice Periods & Resignation

If you wish to resign from FDM, you are required to give written notice to your Line Manager or
Human Resources for at least the length of required notice, as outlined in your Employment
Contract. FDM consultants are required to give notice in the normal manner even if they are
leaving after the completion of their two-year commitment. Accordingly, if an FDM consultant
is transitioning to permanent employment with the Client, the FDM consultant must still give
proper notice.

Damages Owed at Termination

If either FDM or the FDM consultant terminates the Employment Contract within the
commitment period, then you will be expected to pay the liquidated damages you
incurred as outlined in your agreement.

In the event that your employment is terminated by you or FDM, FDM reserves the right to
deduct from your payments any termination monies owing to FDM as a result of an
overpayment or advance of salary, days taken in excess of accrued annual holiday entitlement,
and any loans or outstanding expenses at the date of termination if permitted by applicable
law.

LEAVES OF ABSENCE
LOA Introduction
A leave of absence (LOA) is defined as an approved absence from work for a specified period of
time. FDM recognizes that, for a variety of reasons, employees may need time off from work.
(See each LOA category below for a more complete definition of each type of leave of absence.)
FDM has available various types of leaves of absence some of which are governed by law and
others are discretionary.

Requests for LOA

All leaves must be approved by your Line Manager and Human Resources. For all planned leaves,
however, employees must submit a request in advance ideally at least 30 days but in emergency
cases, employees should submit the request as soon as they become aware of the need for
leave. All requests for a leave of absence will be considered based on the impact of the business.
The Company reserves the right to approve or deny requests at its sole discretion, unless
otherwise required by law. For disability-related leave requests, FDM will engage in an
interactive process with the employee to determine if leave is the most appropriate
accommodation. The employee must provide certification to support a leave for medical

14
fdmgroup.com
reasons. Failure to provide the required certification to FDM in a timely manner will result in
the delay or denial of the leave.

Approval
Both the Line Manager and Human Resources will review the request. The Line Manager will
notify the employee whether the request was approved, and Human Resources will provide
notice if the leave is being designated as personal emergency leave in addition to required
documents (i.e. physician certification) to support the leave (if applicable). A leave of absence
will not be granted to allow an employee time to seek employment elsewhere or to work for
another employer.

Types of LOA

Pregnancy and Parental Leave

FDM provides pregnancy and parental leave options in accordance with the applicable provincial
employment standards.

Family Medical/Caregiver Leave

FDM provides family caregiver options to all employees in accordance with the applicable
provincial employment standards.

Personal Leave
FDM may grant a personal leave of absence for unique or extraordinary reasons that may not
apply to the other types of LOA. The decision to grant a personal LOA will be based on the
business needs of the Company and the employee.
Job Protection and Returning to Work after a Personal LOA
While the employee is on leave he or she will have the right to continue participation in FDM
benefit plans and earn credit for length of service, employment and seniority. Upon the
expiration of the leave, in most cases the employee will return to his or her former position.

OTHER LEAVE POLICIES

Bereavement Leave
In the event of a death in an employee’s family, the employee may be granted up to three paid
days to attend the funeral or to attend to other matters relating to the death. For this purpose,
the family includes the following: spouse or domestic partner, children, stepchildren, parents,
step-parents, parents of spouse, grandparents, grandchildren, brothers and sisters. The
Company reserves the right to verify the death if deemed necessary.

Bereavement leave must be approved by your Line Manager and Human Resources. While on
bereavement leave, FDM consultants are paid their basic salary but not daily bonus. Additional
leave beyond this amount should be taken as part of your holiday entitlement or unpaid leave.

15
fdmgroup.com
If employees must be absent for an extended period due to settling an estate or personal
matters relative to a death in the family, and the employee does not have annual holiday, the
employee may apply for a leave of absence without pay (see Leave of Absence Policy).

Jury Service
Jury Service is respected by FDM. Inform your Line Manager as soon as you are notified about
Jury Service and give a copy of your court summons to Human Resources. You will be required
to return to work for any half or full day you are not required by the Court unless specified
otherwise. If Jury Service finishes early you should return to work. You will be paid according to
applicable law unless FDM chooses to pay all or a portion of some of your time while on jury
service.

Furlough Leave
Furlough leave is a term used by our Clients relating to a certain amount of days within a specified
period, normally throughout the year, where FDM consultants will be expected to not attend
work at the Client site. This does not mean the placement has ended, but allows the Client to
budget effectively by having a certain amount of time that the individual is not actively working
on-site. The number of days can vary normally between 10 and 20 per year. Usually this leave
coincides with the employee’s annual leave entitlement. FDM consultants will be responsible for
arranging the leave with the Client, in order to ensure the least disruption during the placement.
Any furlough leave that exceeds an employee’s annual leave entitlement, will be considered as
‘beached time’ and the employee will be paid their normal basic salary and expected to attend
an FDM office. If the employee fails to report to an FDM office, it will be considered an
unauthorized absence and may be unpaid and subject to disciplinary action.

Other Time Off at Company Discretion

You may also be considered for time off at the Company’s discretion on either a paid or unpaid
basis, for any of the following circumstances:
 Medical or dental appointments
 Hospital appointments
 Time off for dependents
 Time off to vote
 Exceptional domestic / family / personal circumstances

It will be the Line Manager’s decision whether the absence is paid or unpaid, unless the law
states otherwise, and the Human Resources department will monitor this to make sure
decisions are fair and consistent. If managers confirm the absence is paid, they may request the
employee to make the time up, work from home or another reasonable alternative. Employees
are expected to request time off for these types of circumstances as soon as feasibly possible
and before the event has occurred.

16
fdmgroup.com
SICKNESS AND ABSENCE MANAGEMENT
Introduction
We aim to encourage our employees to minimize their levels of absence to maintain required
standards of performance. Excessive absences can create issues with productivity and
effectiveness as a business.

Sickness Procedure
Unless otherwise required under applicable law, FDM does not generally pay for sick time for
Consultants within their 2-year commitment. However, the Employee may voluntarily decide
to use available vacation time to cover paid time off for sick leave. For Consultants who
complete their 2-year commitment and proceed into a third year opportunity, they are entitled
to the following:
 5 Paid Sick Days
 Paid Sick Leave (short term leave of absence due to surgery or other medical procedures)–
1-week full pay, 2 weeks half pay

Absence Notification
All absences must be recorded through SuccessFactors with as much notice as possible.
For sicknesses lasting three consecutive business days, you will be expected to provide a
physician’s statements. Failure to provide a physician’s statement may be deemed as
unauthorized absence.

What are acceptable reasons to use sick leave?

Employees can use sick leave for absence from work due to:
 The employee’s mental or physical illness, injury, or health condition
 The employee’s need for medical diagnosis, care, or treatment of a mental or physical
illness, injury, or health condition
 The employee’s need for preventive medical care
 Care of a family member who needs medical diagnosis, care, or treatment of an illness,
injury, or health condition, or who needs preventive medical care
 Closure of employee’s place of business due to a public health emergency
 The employee’s need to care for a child whose school or child care provider is closed due
to a public health emergency
 Any other reason as required by applicable law

Who is considered a family member under the law?

The law recognizes the following as family members:
 Child
 Grandchild
 Spouse
 Parent
 Child or parent of an employee’s spouse or domestic partner

17
fdmgroup.com
  Sibling (including a half, adopted, or step sibling)
 Domestic Partner
 Grandparent
 Any other person recognized under applicable law

Long Term Sickness Absence

FDM will not consider terminating the employment of an employee who is absent from work
due to genuine sickness or injury during an authorized leave period. After an employee has
exhausted all applicable and protected leave, the Company will review the business needs and
the position every month. In some cases, it may become necessary from a business perspective
to consider termination of employment. In these circumstances, FDM may:

Review the employee's absence record to assess whether it is sufficient to justify

dismissal
Consult the employee
Obtain up-to-date medical advice
Advise the employee in writing as soon as it is established that termination of
employment has become a possibility
Meet with the employee to discuss the options and consider the employee's views on
continuing employment
Review whether there are any other jobs that the employee could do or consider
reasonable adjustments which could be made prior to taking any decision on whether to
dismiss
Act reasonably towards the employee at all times

Return to Work Plan

All employees should discuss with their Line Manager the reasons for their absence and any
relevant issues arising from it following a period of absence. Human Resources may conduct a
more formal Return to Work meeting if there are specifics that need to be discussed.
Following more serious long-term illness, an individual recovery program may be planned.
Where appropriate, an assessment of the employee’s workplace may also be conducted.
Working in conjunction with the employee and his/her Line Manager, a plan should be
designed to facilitate the employee’s return.

Absence Management Procedures

While FDM recognizes that employees will have occasions of absence due to sickness, the
absence management procedures are in place to help the Company keep absence levels to a
minimum as well as to create a support framework for individuals who have ongoing medical
conditions. FDM is committed to sustaining our employees’ well-being and reducing stress in
the workplace. This procedure will help to identify issues that may otherwise not be noticed
and offer a fair and consistent process for managing absence.

18
fdmgroup.com
DISCIPLINARY ACTION
Introduction
All employees are expected to meet FDM’s standards of work performance. Work performance
encompasses many factors, including, but not limited to, attendance, punctuality, personal
conduct, job proficiency and general compliance with the Company’s policies and procedures.

Although the employment relationship may be terminated by the Company without following
any formal system of discipline or warnings, the Company may exercise its discretion in using
various disciplinary procedures to ensure a more formal method of disciplining employees. The
type of disciplinary action that may be taken depends on the individual situation. Disciplinary
action may take a number of forms, including, but not limited to any one or more of the
following: verbal warning, written warning, performance improvement plans, suspension
without pay, demotion, or involuntary termination. The form of disciplinary action described
need not be taken in order nor are any or all forms required in any given situation. Nothing in
this policy negates or alters the Company’s ability to terminate by providing the appropriate
notice, if any, required at law. In the event your training agreement is still active and valid when
the employment relationship comes to an end, you may be expected to repay the full liquidated
damages pursuant to the terms of your applicable agreements. FDM will communicate with you
if this is relevant.

Termination
While a progressive approach is preferred, there are certain actions that are so serious that
they warrant immediate termination. These actions include, but are not limited to the
following:
 Theft or attempted theft from FDM, another employee, a client or other individual doing
business with FDM.
 Falsification of Company records such as employment application, time sheets, time -
keeping records, expense reports or other documents.
 Destruction or abuse of FDM property.
 Physical and/or verbal violence, threats, intimidation or harassment including, but not
limited to, racial or sexual harassment.
 Any other willful misconduct, disobedience or willful neglect of duty.

PERFORMANCE MANAGEMENT

Regular Performance Management

FDM strives to conduct annual formal performance reviews between the employee and his/her
Line Managers. It is an opportunity to assess the individual’s performance from all perspectives,
set objectives and discuss future personal development and career progression. We encourage
continual informal performance reviews between employees and managers so expectations are
clear and performance can be assessed.

19
fdmgroup.com
Performance Improvement Plans
If at some stage it is highlighted that there are performance or conduct issues that
need to be monitored, a performance improvement plan will be discussed. The performance
improvement plan may be initiated due to minor issues that are raised in an informal discussion
or from a disciplinary action where a warning had been issued. In the first instance, clear
objectives will be given to the employee, which are to be met within a specified timeframe.
Performance and conduct will be monitored for a set period of days. The Line Manager will
ensure adequate support is provided to the individual. At the end of the agreed period, or
before if required, a meeting will take place to review the level of improvement that has
occurred. If it is satisfactory, then the employee may be taken off of the performance
improvement plan or he/she may be given additional time to be monitored. If there has been
no significant improvement, then termination of employment and/or termination of the
training agreement may be applicable.

EQUAL OPPORTUNITIES

FDM Group Canada, Inc. is an Equal Opportunity employer. All qualified applicants will receive
consideration for employment. FDM focuses on creating and maintaining a work environment
where all employees can reach their full potential. We firmly believe that it is an individual’s
achievements, abilities and performance that are important, and therefore we are committed
to offering equal opportunities to all employees regardless of:
 Age
 Sex
 Race (which includes color, nationality and ethnicity)
 Ancestry
 Disability
 Religion/ belief
 Marital status
 Pregnancy
 Maternity
 Sexual orientation
 Veteran status

Reasonable Adjustments
FDM aims to ensure that every employee is able to work in a safe and functional environment,
and will consider making reasonable adjustments to the standard working practices, the
facilities and services available and to the specific job role to overcome barriers caused by
disability. Please raise your request for a reasonable adjustment to your Line Manager and/or
Human Resources, so it can be assessed. If we are unable to accommodate the reasonable
adjustment then a full explanation of the business justification will be explained and a
reasonable alternative solution, if any, will be discussed.

20
fdmgroup.com
Discrimination Cases
Every employee is required to assist the organization to meet its commitment to provide eq ual
opportunities in employment and avoid discrimination. Any acts of discrimination against other
employees or Clients of FDM is considered as disciplinary offences and disciplinary action may be
taken.
If you feel that you may have personally been unlawfully discriminated against, please speak to
your Line Manager or Human Resources to raise your complaint. We take all complaints
seriously and strive to resolve any issues that arise effectively and efficiently.

BULLYING AND HARASSMENT

Introduction
Bullying and harassment in the workplace has a damaging psychological effect while also
undermining productivity and effective work relationships within the business. FDM is committed
to providing a comfortable working environment, free from all forms of such behaviour.
Therefore, the Company adopts a zero-tolerance approach towards it. As part of the
responsibility for directing the work of others, managers and the Human Resources department
are accountable for taking action to prevent the occurrence of harassment and bullying in the
office.

Employees are encouraged to report any incidents of bullying or harassment that they experience
or witness so that FDM can investigate and resolve the matter. The Company will take all such
complaints seriously and an employee who makes a genuine complaint of bullying or harassment
will be protected and will not be penalized or victimized in any way. This includes any instances
either in the workplace or in any work-related setting outside the workplace, e.g. business trips
and work-related social events. This behaviour can be directed from one employee another
employee or be perpetrated by a third party, such as a Client.

Reporting Incidents of Bullying and Harassment

Any employee who believes that she/he has been the subject of bullying or harassment should
report the alleged act to their Line Manager or the Human Resources department immediately.
The Human Resources department will undertake a confidential investigation of any complaint
as soon as possible. This may involve the suspension of the employee allegedly undertaking the
bullying or harassing behaviour. In addition, if FDM has grounds to believe that an employee may
have been bullying or harassing another employee, whether or not there has been a formal
complaint, the Company will instigate an investigation.

In determining whether the alleged conduct constitutes harassment or bullying, Human

Resources will take consideration of all circumstances, including the nature of the alleged
harassment or bullying and the context in which the incident(s) is said to have occurred.

21
fdmgroup.com
As part of its investigation, FDM will, as necessary:
 Check whether the employee suspected of bullying or harassment has received previous
warnings for similar misconduct (or other types of misconduct) and, if so, whether any
earlier warnings are active
 Speak in confidence to any employees who may have evidence relating to the employee’s
alleged behavior
 Endeavour to persuade any employees who may have been witness to the employee’s
alleged bullying or harassment, or who may have knowledge of it, to give a written
statement to that effect
 Set up an interview with the alleged perpetrators
 Allow the employee a full and fair opportunity to answer any allegations against him/her
and/or explain his/her conduct
 Assess objectively whether the employee’s conduct appears to have amounted to bullying or
harassment
 Keep confidential records of the investigation
 Decide on a case by case basis what action would be appropriate, with regards to the
above

Any employee who is found to have harassed or bullied a colleague will be subject to disciplinary
action, up to and including dismissal and/or termination of the employment. In addition to any
penalty imposed by the Company, those responsible for harassing others may be subject to
criminal and/or civil proceedings. Nothing in this policy and its procedures will prevent members
of staff or those enrolled in Academy Training from exercising their legal rights.

Sexual Harassment
Sexual and other illegal harassment is strictly prohibited. Sexual harassment may include a range
of behaviours and may involve individuals of the same or different gender. Depending on the
circumstances, these behaviours may include, but are not limited to: unwanted sexual advances,
subtle or overt pressure for sexual favors, sexual jokes, innuendoes, advances or propositions,
verbal abuse of a sexual nature, commentary about an individual’s body, sexual prowess, or
sexual deficiencies leering, whistling, touching, insulting or obscene comments or gestures,
display in the workplace of sexually suggestive objects or pictures and other physical, verbal, or
visual conduct of a sexual nature.

Any employee who believes that he or she has been the subject of sexual or any other form of
harassment or has witnessed harassment by anyone at FDM or by any person who does business
with the Company, should, and is encouraged to, bring the matter to the attention of his or her
Line Manager, Human Resources, or any member of Company management.
A prompt and thorough investigation of the alleged incident will be conducted as appropriate,
and appropriate corrective action will be taken if warranted. To the extent consistent with
adequate investigation and appropriate corrective action, any complaints of harassment will be
treated as confidential. Please see above for harassment case procedures.

22
fdmgroup.com
Workplace Violence
FDM strives to provide a safe, non-threatening work environment for employees.
Workplace violence in any form will not be tolerated at FDM. Therefore, behaviours
prohibited in the workplace include, but are not limited to the following:
 Carrying, storing, using or otherwise possessing any firearm or other dangerous weapon,
whether licensed or not, while on Company premises, while performing assigned duties
off Company premises, at Company-sponsored functions, or in Company-ownedvehicles
 Causing physical injury to another person
 Threatening behaviour including verbally abusive or intimidating language or gestures, or
any type of aggressive or hostile behaviour that creates a reasonable fear of injury to
another person or subjects another individual to emotional distress.
 Intentionally damaging FDM property or property of another employee or Client
 Violation of a restraining order
 Committing acts motivated by, or related to, sexual harassment or domestic violence.
 Engaging in a pattern of unwanted or intrusive behaviour against another (e.g., stalking,
spying, following).

Any employee who observes or has knowledge of a violation of this policy has an obligation to
immediately report it to his or her Line Manager, Human Resources or Company management.
Any supervisor who becomes aware of a violation of this policy must, as soon as practicable,
report the information to Human Resources and/or Legal department. All reports will be
investigated.

Employees are urged to come forward in the first instance that an individual has made them
uncomfortable enough to suspect the possibility of a violent act or who has posed an actual
threat, no matter how insignificant it may appear. No adverse action will be taken against
anyone who, in good faith and on the basis of reasonable belief, makes such a report.

Disciplinary Action
Any violation of the outlined policy will be considered a serious breach of conduct and will
result in disciplinary action up to and including termination. If an investigation is deemed
necessary, an employee may be suspended with or without pay, at the Company’s discretion,
pending completion of the investigation.

COMPUTER USAGE
Internet Use
Use of the Internet by employees of FDM is permitted and encouraged where such use
supports the goals and objectives of the Company. However, FDM has a policy for the use of
the Internet whereby employees must ensure that they:
 Comply with applicable legislation
 Use the internet in an acceptable way
 Do not create unnecessary business risk to the Company by their misuse of the Internet

23
fdmgroup.com
Unacceptable Internet Use
In particular, the following is deemed unacceptable use or behaviour by all employees at FDM:
 Using the Company’s time and resources for personal gain or reason
 Copying, pirating, or downloading software and electronic files without permission
 Violating copyright law
 Failing to observe licensing agreements
 Visiting Internet sites that contain obscene, hateful, pornographic or otherwise illegal
material
 Using the Internet to send offensive or harassing material to others
 Hacking into unauthorized areas
 Sending or posting messages or material that could damage the Company’s image or
reputation
 Passing off personal views as representing those of the Company
 Sending anonymous email messages
 Engaging in any other inappropriate or illegal activities

Electronic Mail Use

Electronic Mail (email) is an important and efficient means of communication, which is used to
conduct much of the Company’s business. It is therefore important that all employees of the
Company have an email account.

Acceptable Email Use

The use of email facilities is subject to the same laws, policies and codes of practice as apply to
other forms of communication. Company email is provided for official business and
administrative purposes, occasional personal use is permitted so long as such use is not excessive,
in volume, frequency or time and does not disrupt or restrict usage by other users nor interferes
with an employee’s day to day duty.

Unacceptable Email Use

Company email may not be used for any of the following:
 Transmission of commercial material without specific approval
 Unsolicited messages to a large number of people (spamming)
 Messages requesting recipient to re-forward thereby setting up a chain action (chain mail)
 Messages likely to cause offence
 Messages purporting to come from someone other than the actual sender (spoofing)
 Material advocating criminal activity or which may bring the Company into disrepute
 Material which violates copyright restrictions
 Material which is defamatory or libelous
 Material which could be used to breach computer security or facilitate unauthorized access
 Material likely to prejudice the course of justice
 Personal data about a third party in contravention of the our Data Protection policy

24
fdmgroup.com
Privacy
All email is insecure unless it is encrypted therefore, employees should not send information of
a confidential or business sensitive nature, or which contains personal information without
considering whether the intended recipient is entitled to receive such information.
A user’s email account and the data associated with it are private and Company property.
Employees are forbidden to intercept or read another employees’ email messages unless
specifically authorized to do so.
The Company reserves the right to access and disclose the contents of a user’s email box only in
accordance with its legal and audit obligations and for legitimate operational purposes.

Storage and Backup

All email messages sent from or received by user accounts pass through the central mail server.
A log is kept of the transaction (sender, receiver, date/time, subject etc.). This data is kept for a
minimum period of 1 month.

Junk Mail
The Company operates in an open and relatively unfettered environment. As a consequence,
some of the incoming email may be unsolicited, some may be unwanted and some m ay be
dangerous in containing viruses, worms, etc. The Company applies various filters and virus
protection software in an attempt to reduce the incidents of unwanted mail but cannot
guarantee 100% removal. The following guidelines should be observed by all users.
 Beware of all email from unknown sources, especially those containing attachments.
 Delete such messages without opening them.
 Do not forward or reply to chain mail, offensive messages or those offering products or
services. It is not advisable to respond to an offer to be removed from the distributions list
of these messages as such action will identify to the sender that the email address is in
active use by a real person and may lead to further junk mail.
Company Owned Information
If you produce, collect and/or process business-related information in the course of your work,
the information remains the property of FDM. This includes such information stored on third -
party websites such as webmail service providers and social networking sites, such as Facebook
and LinkedIn.

Monitoring
FDM accepts that the use of the Internet as a valuable business tool. However, misuse of this
facility can have a negative impact upon employee productivity and the reputation of the
business. In addition, all of the Company's Internet-related resources are provided for business
purposes. Therefore, the Company maintains the right to monitor the volume of Internet and
network traffic, together with the Internet sites visited. The specific content of any transactions
will not be monitored unless there is a suspicion of improper use.

25
fdmgroup.com
Social Media
The widespread availability and use of social networking applications bring opportunities to
understand, engage and communicate with our audiences in new ways. It is important that we
are able to use these technologies and services effectively and flexibly. However, it is also
important to ensure that we balance this with our duties to our Clients, our legal
responsibilities and our reputation.

We encourage FDM employees in house to be involved with work-relevant social media

conversations but also expect the following guidelines to be followed:
 Be mindful -Do not post FDM or client proprietary information online or discuss
confidential business performance
 Be transparent- You are personally responsible for the content you publish online
 Be safe- Do not share passwords or allow others to access communication platforms on
your behalf

For FDM consultants on a client site, always be sure you are in compliance with the client rules
and policies towards social media, which may be more stringent.

For additional details, please see FDM’s Social Media policy in full. Any abuse of this policy
could result in disciplinary action.

Computer Hardware
Unless authorized by your Line Manager, you should not use any personal devices or external
hardware with FDM equipment, as this must be checked by the IT Support department before
use. This applies to all hardware including USB sticks, CD ROM, DVD, modems or any other
devices. This is to ensure compatibility and confirm that there is nothing that could corrupt or
destroy our systems, especially where viruses may be transferable. Employees should also seek
approval before downloading any application or unknown document from the Internet, which
could affect Company equipment.
If an employee is found to have purposely breached this policy, it may result in disciplinary
action.

FDM GLOBAL STANDARD FOR TECHNOLOGY SECURITY

 If you are leaving your desk unattended for any amount of time, lock your PC/Screen.
 Protect your passwords:
 Never share passwords.
 Change passwords regularly, using secure password approach (Includes a mix of
 numbers, lower and upper case letters, and symbols).
 Always encrypt passwords in applications/XLS etc.
 Email attachments must not be sent to personal accounts.
 FDM Email addresses may only be used as verification accounts for external sites if work-
related and with IT approval

26
fdmgroup.com
  No external hardware (including USB sticks, modems, CD ROM) may be used and Bring
Your Own Device (BYOD) may not be connected to an FDM or client network or power
supply unless authorized to do so.
 No external document or application may be downloaded without approval.
 Employees are not to have remote access to FDM or client equipment unless authorized to
do so
 Shareware and open software must not be used unless approved.
 Development staff must not have access to production.
 No staff may have standing access to production.
 Production data must not be used in development or testing unless masked or anonymized.
 Privileged Access must be controlled and logged. When possible, work on the “least
privilege” principle.

DATA PROTECTION

The Data Protection policy governs the use of personal information. FDM must comply with
certain laws as we use personal information as part of our business.

Principles of Data Protection

As FDM processes personal information, we have a duty to comply with data protection
principles. These require that personal information is:
 Processed fairly and lawfully
 Processed for one or more specified and lawful purpose(s), and not further processed in
any way that is incompatible with the original purpose
 Adequate, relevant and not excessive
 Accurate and, where necessary, kept up to date
 Kept for no longer than is necessary for the purpose for which it is being used
 Processed in line with an individual's rights
 Kept secure with appropriate technical and organizational measures taken to protect the
information
 Not transferred outside to other countries unless there is adequate protection for the
personal information being transferred

Individual’s Rights
FDM Group provides individuals with certain rights in relation to the use of their personal data.
These rights are as follows:
 The right of subject access – you must request in writing to Human Resources if you
wish to see the data we hold and we will provide copies at your request.
 The right to prevent direct marketing - individuals can ask at any time not to use
their personal information for direct marketing purposes.

27
fdmgroup.com
  The right to have personal information corrected - an individual has the right to
have incorrect or misleading personal information corrected if notified to FDM

Your Obligations
 Make sure your password is changed regularly.
 Make sure you keep your FDM email account active for communication.
 Do not leave your computer accessible when unattended, log off the network or lock the
PC.
 Make sure you only access the systems you are authorized to use in the course of your
work.
 Report any misuse that you become aware of to your Line Manager.

Note: By agreeing to be placed with a Client, you consent to allow FDM to share certain
information about you to the Client for purposes of facilitating the placement and to comply
with Client contractual obligations. If you do not wish to consent to allow FDM to share such
information, you must inform your Line Manager immediately.

CONTRACTUAL OBLIGATIONS
Confidentiality / Non-Disclosure
The contractual relationship between the Company and its employees is based on trust. Any
breach of this trust by an employee such as unauthorized disclosure of confidential information
concerning the operation of the business, its Clients, its commercial plans, trade secrets,
software development systems, or finances will render the disclosing employee subject to
disciplinary procedures (which can include instant dismissal) and/or civil proceedings.
You agree that you will, if you are required to do so by the Company, enter into a
Confidentiality Agreement in such form as may reasonably be required by the Company from
time to time. It is important that you understand that you will be bound by all confidential
undertakings required by the Clients of the Company, whether or not you enter into a separate
Confidentiality Agreement in respect of such Clients. All records, documents, computer codes,
specifications, data, and copies of extracts made or acquired in the course of your employment
and/or assignment to a Client belong either to the Company or to the Client dependent upon
the source of such information and must be returned to the Company or the Client when you
leave. Similarly, should you leave, you will neither make use of, nor disclose any confidential
information that you gathered during your employment or assignment to a Client.

Intellectual Property
The ownership of something created or invented that is supported by the Company in any way,
and which gives rise to copyright or intellectual property, belongs to the Company or the Client.
This may include, but not limited to:
 Computer coding and design
 Inventions
 Patents

28
fdmgroup.com
  Business or domain names
 Trademarks
 Copyright material

The Company will exercise its rights and interests in copyright and intellectual property, where it
has provided, directly or indirectly, support to the creator. In this context, support means paid
time, use of premises, equipment, materials or other resources, contracts, help, assistance or
support in any other tangible or intangible way.
Where such works have been created on behalf of a Client of the Company, rights to those
works shall become the property of the Client in accordance with the terms of the Client
agreement. Employees may not assert moral rights to such works preventing the Client
absolute and uninhibited use of such works.

Non-Solicitation
FDM must protect the Company’s business interests, Client relationships and possible future
assignments as a matter of practice. Therefore, employees will not engage in discussions about
employment opportunities, enter into employment or provide a service for any Client where
he/she has been introduced to the Client during the course of your employment with FDM
without FDM’s prior written consent by an authorized representative of FDM. This applies for a
period of time after employment ceases at FDM in accordance with the terms specified in the
Employment Contract. Neither will the employee endeavour, either alone or through any third
party, to do any act capable of inducing any person employed by FDM to terminate his / her
employment with the Company.

Outside Interests
Employees of FDM must advise their Line Manager if they partake in activity that may conflict
with the Company’s interests. This specifically applies to any other work you may be involved
with in your own time such as weekend work or contract work. It also applies where you may
have more than 5% shares in another Company in case it conflicts with the Company’s interests.
We will make a fair assessment and advise you if this is a concern of FDM’s.

ANTI-CORRUPTION AND WHISTLE-BLOWING

Anti-Corruption
At FDM we have a number of fundamental principles and values which we believe are the
foundation of sound and fair business practice, and as such are important to uphold for the
reputation of our business.
 Anti-corruption applies to all employees and focuses on issues that could be considered
as bribery.
 Employees should be aware that their actions should not present a conflict of interest.
 FDM does not make direct or indirect contributions to political parties.

29
fdmgroup.com
  Employees may accept and give occasional business courtesies provided they are modest
and reasonable. Employees offering or receiving gifts above a value of $15 must ask their
Line Manager for approval. The approval will then be logged and recorded by Human
Resources.
 Breaches of this policy may result in disciplinary action and potentially be reported to the
police in more serious incidents.
 Employees are encouraged to report any improper conduct in line with our
 Whistleblowing policy and will be protected when genuine concerns are raised.

Whistleblowing
FDM is committed to the highest standards of openness, probity and accountability.
An important aspect of accountability and transparency is a mechanism to enable staff and
other members of the Company to voice concerns in a responsible and effective manner
without reprisal in relation to concerns regarding:
 Financial malpractice, impropriety or fraud
 Failure to comply with applicable legal obligations, law, regulations or statutes
 Dangers to health, safety or the environment
 Criminal activity
 Improper conduct or unethical behaviour
 Attempts to conceal any of these

FDM offers protection to those employees of the Company who disclose such concerns
provided the disclosure is made:
 In good faith
 To an appropriate person such as the Line Manager, Human Resources, the legal
department or Company management

The Company will treat all such disclosures in a confidential and sensitive manner. The identity
of the individual making the allegation may be kept confidential so long as it does not hinder or
frustrate any investigation. However, the investigation process may reveal the source of the
information, and the individual making the disclosure may need to provide a statement as part
of the evidence required.

If an individual makes an allegation in good faith, which is not confirmed by subsequent

investigation, no action will be taken against that individual. In making a disclosure the
individual should exercise due care to ensure the accuracy of the information. If, however, an
individual makes malicious or vexatious allegations, and particularly if he or she persists with
making them, disciplinary action may be taken against that individual.

30
fdmgroup.com
HEALTH AND SAFETY

FDM is committed to providing a safe and healthy work environment for employees and
visitors.
Our statement of general policy is:
 To provide a safe working environment with adequate facilities
 To prevent accidents, injury and ill health
 To assess health and safety risks and establish proper measures to control workplace
hazards
 To provide and maintain safe equipment
 To provide safe handling, storage and use of substances
 To consult with employees on matters affecting their health and safety
 To provide information, instruction, training and supervision for employees
 To review and revise our Health & Safety policy, as necessary, at regular intervals

Responsibilities
All employees need to have a clear understanding of their responsibilities for maintaining
health and safety so that the management of safety throughout FDM can be properly achieved.
Responsibilities have been established for all levels of staff and are detailed in the FDM Health
and Safety Policy. Temporary workers are considered as Employees for the purposes of this
policy. A Joint Health & Safety Committee has been appointed to oversee the day-to-day
application of Health & Safety matters and address issues arising. The Joint Health & Safety
Committee will meet at least 4 times a year to ensure Health & Safety standards and best
practices are maintained.

Employees
It is the duty of each Employee:
 To take reasonable care of their own health and safety and that of others who may be
affected by their acts or omissions
 To cooperate with FDM so that the Company can comply with its duties under applicable
law
 Not to intentionally or recklessly interfere with or misuse anything provided in the
interests of health, safety or welfare
 To report all health and safety concerns to the Health & Safety Manager and/or Joint
 Health & Safety Committee at FDM

Risk Assessments
The Health & Safety Manager will:
 Undertake Risk assessments
 Report the findings of risk assessments to the Chief Executive Officer and to the Managers/
Directors responsible for the relevant departments
 Approve action required to remove / control risks
 Check the implemented actions have removed / reduced the risks

31
fdmgroup.com
The departmental managers will ensure the action required is implemented
Assessments will be reviewed on regular intervals or following a dangerous occurrence.

Employee Consultation
Consultation with employees is by way of:
 Communication throughout the Company via Email
 Training sessions
 Written notices
 Joint Health & Safety Committee
Management will always consider suggestions, complaints or comments on ways in which
FDM’s Health & Safety can be improved.

First Aid
 The Company will provide all workplaces with trained personnel and adequate first aid
equipment
 The Company will arrange for professional external training for members of staff to
become appointed persons in first aid
 The names of the appointed persons will be displayed in the staff room and on all floors
 The First Aid Point and Accident books are located in the staff rooms and in the Reception
area at Company premises

Accidents
All accidents must be reported immediately to your Line Manager and Human Resources. FDM
may be required to file a claim with the Workplace Safety and Insurance Board. If you get hurt
on the job, you should do the following:
 Get first aid immediately
 Tell your employer about the injury
 Fill out a claim form and give it to FDM
 Receive medical care to help you recover

Fire Safety
 Fire Safety Training will be given to all staff, Trainees and temporary staff upon induction
 Fire Safety Training will include:
o Fire safety awareness
o Evacuation procedures and the Assembly point,
o The location of fire exits and fire alarm points
 Fire Wardens are appointed for each office
 Evacuation drills are the responsibility of the landlord for each office and will take place
at least every 6 months
 An Individual Employee Emergency Response Information form will be implemented for
any employee/visitor with a disability who requests appropriate assistance, should an
emergency evacuation of the premises be required

32
fdmgroup.com
  The Health & Safety Committee will ensure fire risk assessment is undertaken
and implemented
 The Fire Wardens will ensure escape routes are checked regularly and kept clear
at all times
 Contractors employed by FDM Group must ensure they receive Fire Safety
induction while working on Client sites and to report to the Joint Health & Safety
Committee immediately if they fail to receive such training
 Visitors to the premises must sign the Visitors Book in reception upon arrival and,
in the case of fire, will be escorted to the Assembly point by the employee
involved in their visit.

Health Issues
 Departmental Managers will monitor the working hours of the employees they
are responsible for.
 Anyone known to be under the influence of alcohol and/or drugs and likely to cause
any risk to themselves or anyone else, will be asked to leave the premise as outlined in
FDM’s Alcohol and Drug Policy.
 Welfare facilities will be provided and maintained for all premises, to allow all persons
to practice good hygiene.
 FDM has a policy of no smoking in any of the premises. In the interests of health
and welfare, smoking is not encouraged and employees are only permitted to smoke
outside the building in designated areas at pre-defined breaks during the working day.

SMOKING, ALCOHOL AND DRUGS

Smoking and Vaping

FDM strives to provide a healthy, safe, and comfortable working environment for all employees
and visitors. Smoking and vaping by employees and visitors is therefore prohibited throughout
all buildings. Employees and visitors who wish to smoke or vape must leave the building and
smoke in designated areas away from the building and use the appropriate smoking waste
disposal receptacles. Employees are permitted to leave the building to smoke or vape only
during scheduled break times.

Alcohol and Drugs

FDM Group Canada Inc. (“FDM”) acknowledges that alcohol or drug abuse or addiction is a
serious medical, social, public health, and employment problem, which can be treated by
existing medical and therapeutic methods. FDM encourages early treatment and rehabilitation
as vital to the ongoing viability of the employment relationship. The policy addresses instances
of alcohol and drug abuse that affect the job performance of the individual, his/her co-workers,
or the safety of the workplace.
Note: All employees and volunteers have the responsibility to encourage a safe and harmonious
work environment. Where substance abuse is suspected, it is to be raised with the applicable
supervisor/manager.

33
fdmgroup.com
Scope
This policy applies to all employees and volunteers of FDM. This policy is not meant to address
authorized FDM social activities where alcohol is served. The consumption of alcohol at FDM
locations is generally prohibited except at times and locations specifically authorized by FDM
management.

Definitions
Alcohol or drug abuse / substance abuse: A person's use of any alcoholic beverage or drug in a
way that interferes, or has the potential to interfere, with the individual's health, safety and/or
job performance.

Policy Application
Standards of performance: Sub-standard performance due to the use of alcohol or drugs will
not be tolerated. Employees, volunteers and delegates are prohibited from working while their
ability is impaired by the effects of alcohol or drugs. To the extent possible, the confidential
nature of medical records of individuals with substance abuse problems will be strictly
preserved.

Treatment programs: The same benefits and insurance coverage that are provided for all other
diseases will be available for employees who accept an approved course of treatment for
substance abuse, subject to the terms of FDM’s benefits and insurance plans. Persons
participating in an ongoing alcoholism or drug abuse treatment program will be expected to
meet existing job performance standards and established work rules, as may be modified by
any temporary work accommodation arrangement. Temporary modifications to work
assignments to support an individual through a treatment program may include changes to the
hours of work, the removal of certain tasks, or other arrangements that might be indicated and
agreed to. No person with substance abuse problems will have either job security or
promotional opportunities jeopardized for having requested diagnosis and treatment.

Disciplinary action: Any individual reporting for duty while their ability to work is affected by
alcohol, drugs or other substances will not be permitted to remain on the premises and may be
subject to disciplinary action. Any individual drinking alcohol or using drugs on FDM’s premises
without permission will be subject to disciplinary action. Individuals who have either relapsed
or have not been successful in the above-mentioned treatment program, despite workplace
accommodation, may be terminated if there is a recurring impact in job performance and/or
the work environment. Nothing in this statement of policy is to be interpreted as constituting a
waiver of management's right to maintain discipline or the right to take disciplinary measures in
the case of misconduct resulting from alcohol or drug abuse problems, up to and including
termination.

34
fdmgroup.com
Responsibility
Employer: The Canadian Human Resource Manager is responsible for advising stakeholders;
maintaining, monitoring and revising this policy; and for authorizing exceptions. Members of
the FDM Group Canada management team are responsible for applying and implementing t his
policy in each of their respective areas.

Employee: Employees seeking accommodation are responsible for informing the Human
Resource Department and providing sufficient proof their disability requires accommodation.
Please note, supporting medical information may be required.
Both involved parties must facilitate the accommodation process and each have corresponding
obligations.

Company Events
FDM prides itself in being a fun, sociable company that encourages team work and
camaraderie. We hold numerous exciting events throughout the year in order to reward our
Clients and employees for their continued support. However, FDM does not tolerate disorderly
behaviour, excessive drinking or aggression towards any other person whom you may come
into contact with during the course of these events. This includes travelling to and from venues.

Appropriate disciplinary action will be taken if the required standard of behaviour expected is
not adhered to and could result in the termination of your Contract of Employment and/or
Training Agreement (where applicable).

PLEASE NOTE: FDM will also take very seriously, any misconduct of any nature outside of
working hours where FDM may be associated with your actions. The expected behaviours
outlined above will apply to any social gatherings of employees, which are not arranged by FDM
but can easily be linked to the organization as they may bring damages or disrepute to the
Company.

TRAVEL AND EXPENSES

Please consider the following when travelling on behalf of the Company or incurring expenses:
 All expenses must be pre-approved by your Line Manager at FDM
 All expenses must have valid receipts in order for them to be processed
 All expenses must be submitted in a timely manner or they may be declined
 Travel expenses are covered where employees travel to a location which is not their
normal place of work – FDM consultants’ work places will vary depending on the current
Client placement or if they are beached
 Consideration must be given to associated costs and reduced to a minimum – we will not
authorize expenses if a less costly option could have been used
 Consideration must be given to the welfare of the employees when incurring expenses

35
fdmgroup.com
  All accommodation and travel must be booked through the Travel Coordinator allowing
sufficient time for them to be booked
 If the Client has requested you to incur expenses, you must forward written approval for
the costs which will be incurred, otherwise FDM may not reimburse you
 Credit card or bank statements are not satisfactory to replace receipts and will not be
accepted when claiming expenses
 Only the standard FDM Expense Form will be accepted with valid receipts for an expense
claim

Travel
All employees will be expected to travel standard or economy class on flights and train journeys.
For business journeys by car, FDM will reimburse an approved journey at the rate periodically
provided by FDM.

Accommodation
All same sex employees will be expected to share rooms if more than one person is staying
overnight.

Insurance
All employees are covered by the Company insurance for work travel outside of Canada. For
further details, please contact the Facilities department.

Subsistence
FDM does not pay a subsistence allowance. FDM consultants relocating for a new place ment will
not be entitled to be reimbursed for meals.

Client/Staff Entertaining
All Client entertaining must be pre-approved by your Line Manager and by a Director if the value
is over $300. All staff entertaining must be pre-approved by a Director.

Relocation
FDM will provide relocation benefits as agreed by the employee and FDM as pursuant to the
relocation policy.

COMPANY PRACTICES AND EXPECTATIONS

FDM Consultants on Client Site
 In relation to conduct expected at a Client Site, please familiarize yourself with their
internal policies and abide by them to ensure your conduct complies with their
expectations.

36
fdmgroup.com
  When you first go out on-site, you should understand who are your key points of contact
on a daily basis and aim to build strong relationships with them initially and then with
individuals in the wider business.
 Always ensure you arrive to work in a timely manner, so you are logged on at your desk
before your shift starts.
 Always aim to go above and beyond in your role to make sure the Client is impressed with
your work ethic and commitment to bringing the most value to your position. This
includes having a proactive approach that seeks out new opportunities.
 If you have any issues when you are on-site, your FDM Account Manager, Consultant
Support Officer or HR should be your primary contact to discuss any problems that are
not task related.
 You are not entitled to discuss with the Client any aspects of your placement ending early
or not wishing to extend the placement. If you have any concerns with your active
placement, then they must be addressed with FDM in the first instance. FDM will liaise
with the Client when necessary. If your actions result in your placement ending early, then
you may face disciplinary action.
 Maintaining security standards is of utmost importance and you should never email work
content to a personal email address or one outside of the Client environment. We would
also expect any passwords or access to confidential or sensitive information to be
retained within the Client environment.
 You must ensure you submit your timesheets in a timely manner otherwise, your pay may
be delayed and other possible disciplinary actions may result.
 Ensure you are fully focused at all times and not using the Internet or email for personal
use. Organizations monitor emails and any non-related work content could be viewed by
your manager and disciplinary actions may result.
 Please always act professionally at all times as you are representing FDM and should be a
positive influence at the Client site.
 Further information will be discussed with you at your Life on Site induction and if you
are unable to attend one before you start your placement, the information discussed will
be relayed to you in an email.
 There will be certain FDM policies and details that are applicable to you when on-site and
where the Client policies are irrelevant such as leave policies, terms and conditions that
relate to your Contract of Employment, and disciplinary and grievance procedures. This
list is not exhaustive.
 Your performance on-site supported by the FDM team is your opportunity to develop
your career further.

Beached FDM Consultants

 As a full time salaried employee of FDM you are expected to physically attend the FDM
Academy from 9:00-5:30 Monday through Friday or as otherwise instructed by FDM.
 During your time back in the Academy, you will be required to undergo relevant technical
reassessments and up-skilling to ensure your technical competencies are maintained –

37
fdmgroup.com
  and enhanced in many cases. This will ultimately help you secure your next placement.
This may require you to attend Academy run courses, which will be determined by the
Academy.
 If you are scheduled for any courses, you will be expected to attend and fully participate.
 During your time back in the Academy, you will be required to submit a weekly progress
 report outlining your activities for the week. This report must be submitted to your
 Trainer no later than 5:30 every Friday or as otherwise required.
 You can view the courses running in your Academy by accessing the Academy DMS via
the FDM intranet homepage.
 Sign In / Out - You are required to be signed into the Academy by 9:00am and signed out at
5:30.
 Lateness - Should you sign in after 9:00am you will be deemed late and required to
complete a late form and added to the absence and lateness tracker.
 Unauthorized Absence - Should you sign out before 5:30 or not be physically on-site
during normal Academy hours of 9:00 – 5:30 (with the exception of designated break
times) - without prior written authorization to do so - this will be deemed as unauthorized
absence.
 Sickness Absence / Unforeseen Absence – If you are going to be physically absent from
the Academy due to sickness / incapacity or an unforeseen situation arises (i.e. not
planned), you must call and speak directly to Human Resources no later than 10am.
 Interview Absence – When you have an on-site or off-site interview with a Client, you
need to complete an interview absence & feedback form and return to your Account
Manager. At times, attending a client interview will count for one day of beached time.
 Time Off Request – If you wish to request time off, you must obtain written approval from
your Line Manager and SuccessFactors in advance of being out of the office. Please note
that the approval of holiday leave will be at the discretion of FDM and you must provide
sufficient notice.

Accommodating Religious Beliefs and Procedures

While FDM appreciates and understands many of our employees have specific beliefs and
religious practices they abide by, we must balance these with business requirements.
 If religious holidays do not fall on a recognized federal holiday, you will be expected to
use your annual leave if you wish to have the day off and seek approval in the normal
way.
 If you require flexibility in your working hours either temporarily or permanently, you
may speak with your Line Manager but it is unlikely to be accommodated as most roles
require employees to be present during standard working hours.
 If you wish to pray and need a quiet space to do so, we are happy to accommodate this if
there is a spare room available at that time, but you must seek approval from your Line
Manager in case the room is scheduled for work purposes.
 If you need to perform ablution (ritual washing) prior to praying, we do not have these
facilities to accommodate this. Wash basins in the bathrooms should only be used for

38
fdmgroup.com
  washing hands. This is for hygiene reasons and to respect all employees who use the
facilities.

Disability Accommodation
It is FDM’s policy not to discriminate against individuals with disabilities in regard to application
procedures, hiring, advancement, discharge, compensation, training, or other terms and
conditions of employment.

We will make reasonable accommodations for physical or mental limitations of employees or

applicants for employment. If you require accommodation for a disability in order to perform the
essential functions of your job, contact your manager or Human Resources for assistance.

Company Property
Employees have a personal responsibility to look after any Company and/or Client property in
their possession and ensure that items of value (for example, laptops, data and papers of a
confidential nature) are secured or locked away at the end of each working day.
Any damage or loss to Company and/or Client property in an employee’s possession should be
reported immediately. Damage or loss to property may be charged to the employee if the
damage is a result of the employee’s negligence.

On termination of your employment for whatever reason, all Company and/or Client property
must be returned to the Company or Client in the condition that it was received.

Personal Property
FDM shall have no responsibility for employee’s personal property left on Company premises
we recommend that you do not leave personal property on Company property unattended.

Personal Conduct
We expect the highest levels of personal conduct from everyone within FDM, regardless of
position. Honesty, integrity, respect and fairness form the cornerstones of relationships inside
and outside FDM. In addition, all employees should avoid any conflicts of interest between their
personal activities and the business of FDM.

Everyone is required to make proper use of Company assets. Fraud and theft of any sort are
unacceptable, and we will treat any incidences seriously. Prevention of fraud and theft is the
responsibility of all employees everyone is encouraged to promote an environment that is
committed to an anti-fraud culture.

Dress Code
While the intention behind “Dress For Your Day” is to allow choice and flexibility, it is still
important that certain principles are held to help determine what is and isn’t appropriate to
wear for work. FDM also recognizes that some staff will feel less comfortable than others with
a more relaxed approach to work attire and will prefer to adopt a more traditional busines s
wardrobe. Either approach is acceptable and employees are free to dress as they please,

39
fdmgroup.com
providing this is within the confines of this policy. Below are some guideline examples:

Acceptable dress:
 Business attire
 Chinos
 Smart jeans
 Polo shirts
 Smart knee length shorts, dresses or skirts
 Smart T shirts (work and professionally appropriate graphics only)
 FDM Company logo wear
 Casual shoes including clean athletic shoes
 Work appropriate sandals or open toed shoes

Unacceptable dress:
 Clothing that may be viewed as offensive or revealing
 Sport teams logo clothing
 Halter-neck , crop tops or vests
 Sweatpants/leggings/hoodies
 Gym and sports wear
 Clothing that is ripped, frayed or messy
 Flip flops

If you are working on a Client site, the Client dress code for the location will apply.

The full “Dress For Your Day” policy is available from HR. Failure to comply with this policy may
lead to disciplinary action being taken.

Change of Circumstances
During your employment all employees are to update SuccessFactors and inform Human
Resources of a change in circumstances or personal information, such as changes to:
 Address and contact details
 Bank details
 Marital status
 Birth or adoption of a child

SuccessFactors
SuccessFactors is a self-service portal that enables employees and managers to access key
information regarding general absences and to manage personal information.

Absences
All time off needs to be entered into SuccessFactors. You will receive login information when
you start at FDM. The system will not allow you to request time off greater than your
entitlement. If you need to request more leave than your allowance for a special reason, you

40
fdmgroup.com
must speak to HR who will look into the request further.

Updating Personal Information

Any changes to personal information such as contact information, SIN card, emergency contact
information etc. needs to be updated in SuccessFactors as soon as possible.

Company News and Events

The Company distributes its news and event invitations via email as well as including these in
the FDM Connection, our monthly staff newsletter, or through SuccessFactors.
The Marketing department welcomes material from employees relating to:
 Celebratory events such as engagements, marriages or births
 Charity events you may be organizing, sponsoring or supporting
 Key Client events attended or career achievements

LEAVING FDM

Please refer to the Terms and Conditions section of this Handbook and your Contract of
Employment for information on notice periods, resignation or termination.

Company Property
Any Company equipment such as the below will need to be returned to FDM prior to leaving.
Failure to do so may result in the cost of the property being deducted from your final salary.
 Company ID cards
 Mobile phones
 Laptops and/or iPads
 Text Books and Discs (CD, DVD)
 Any other Company property including electronic property
For more information regarding your obligations upon leaving please read your Employment
Contract.

Exit Interview
A member of Human Resources may contact you to carry out an Exit Interview. The Interview
assists the Company in obtaining important information which can be used to support other
initiatives and policies for continuous improvement. Information can also be used to inform and
shape recruitment and retention, workforce development and planning and ensure legal
responsibilities to equal opportunities and discrimination are adhered to. All information
provided at exit interviews will be treated sensitively.

References
It is the Company’s policy that references for a former or current employee may be given only
by the Human Resources department. No other person in the organization is permitted to
provide a written or verbal reference about current or former employees on behalf of FDM.
Any requests for a reference should be sent directly to CAHumanResources@fdmgroup.com by

41
fdmgroup.com
the individual or organization requesting the reference. FDM does not provide open references
to current or former employees.

Please contact Human Resources or speak to your Line Manager if you have any queries about
the content of the Staff Handbook. All FDM policies can be found on the FDM intranet.

Please note that the Staff Handbook does not form part of your contractual terms and
conditions. It outlines our work practices which we expect you to abide by. Any breach of the
Staff Handbook could result in disciplinary action. FDM reserves the right to amend the Staff
Handbook periodically at its sole discretion.

42
fdmgroup.com