Autism Ontario Policy Manual - V2 May 2022

Employee Policy Manual, 2.
0
Table of Contents
Introduction ................................................................................................................................ 5
Organization History ............................................................................................................... 5
Autism Ontario Employee Charter .......................................................................................... 6
Manual Administration and Overview...................................................................................... 7
Mission, Vision, Values ........................................................................................................... 8
CARE Values ......................................................................................................................... 8
Open Door Policy ................................................................................................................... 9
Employment ..............................................................................................................................10
Hiring Policy ..........................................................................................................................10
Police Records Check Policy .................................................................................................13
Human Rights Policy .............................................................................................................15
Probationary Period Policy ....................................................................................................19
Training and Development.....................................................................................................20
Ending Employment Policy ....................................................................................................23
References Policy .................................................................................................................26
Wages and Entitlements ...........................................................................................................27
Hours of Work Policy .............................................................................................................27
Right to Disconnect From Work Policy...................................................................................30
Vacation Policy ......................................................................................................................32
Personal Days Policy.............................................................................................................35
Public Holidays Policy ...........................................................................................................37
Protected Leaves Policy ........................................................................................................39
Office Closures Policy ...........................................................................................................49
Payroll and Compensation Administration Policy ...................................................................50
Workplace Responsibilities .....................................................................................................50
Conduct and Discipline .............................................................................................................53
Code of Conduct ...................................................................................................................53
Mutual Respect Policy ...........................................................................................................57
Conflict of Interest .................................................................................................................59
Moonlighting Policy (Participating in Secondary Employment while an Employee of Autism
Ontario) .................................................................................................................................63
Off-duty Conduct Policy .........................................................................................................66
Internal Conflict Resolution Policy .........................................................................................67
External Conflict Resolution...................................................................................................71
Autism Ontario Employee Policy Manual, Version 2 p2

Progressive Discipline Policy .................................................................................................74
Anti-Abuse Policy ..................................................................................................................77
Volunteer Dismissal Policy ....................................................................................................83
Acceptance of Gifts Policy .....................................................................................................85
Technology ...............................................................................................................................87
Cell Phone and Personal Devices Policy ...............................................................................87
Social Media Personal Use Policy .........................................................................................89
Corporate Social Media Policy .............................................................................................92
Computer/Internet Acceptable Use Policy .............................................................................94
Online Account Creation, Logins & Passwords Policy .........................................................100
Laptop Loan Policy ..............................................................................................................101
Operations ..............................................................................................................................103
French Language Services Policy ...........................................................................................103
Accessible Customer Service Policy ....................................................................................110
AODA – Integrated Accessibility Standards Regulation (IASR) Employment Policy.............116
AODA – Integrated Accessibility Standards Regulation (IASR) Information and
Communications Policy .......................................................................................................120
Personal Health Information and Personal Information Policy .............................................123
Record Retention Policy ...................................................................................................131
Travel Policy ........................................................................................................................133
Expense Reimbursement Policy ..........................................................................................138
Working from Home Policy ..................................................................................................139
Remote Work Policy ............................................................................................................141
Environmental Responsibility Policy ....................................................................................143
Key and Building Access Policy ...........................................................................................145
Health and Safety ...................................................................................................................147
Commitment to Occupational Health and Safety .................................................................147
Health and Safety Committee Policy ...................................................................................150
Workplace Violence and Harassment Policy........................................................................153
Workplace Inspections Policy ..............................................................................................159
First Aid Policy.....................................................................................................................161
Incident Reporting Policy .....................................................................................................164
Workplace Accident Investigation Policy..............................................................................166
Return to Work Policy ..........................................................................................................168
Fit for Duty and Substance Use Policy.................................................................................171
Smoke-Free Workplace Policy ............................................................................................175
Working Alone Policy...........................................................................................................177

Slips, Trips, and Falls Policy ................................................................................................181
Right to Refuse Unsafe Work Policy ....................................................................................183
WHMIS Policy .....................................................................................................................186
Safe Lifting Policy ................................................................................................................188
Musculoskeletal Injury Prevention Policy .............................................................................190
Ladder Safety Policy............................................................................................................194
Hand Washing Policy ..........................................................................................................196
Temporary Closure for Cleaning Policy (Infectious Diseases) .............................................198
Preventing COVID-19 in the Workplace Policy ....................................................................200
Responding to COVID-19 in the Workplace Policy ..............................................................204
Administration .........................................................................................................................209
Acknowledgement and Agreement ......................................................................................209
Appendix .................................................................................................................................210
Serious Incident Report Flow Chart .....................................................................................210

Introduction
Organization History
The Ontario Society for Autistic Children was founded in 1973 as a registered charity by a group
of parents seeking to establish educational and support services for their children. Up until
1973, families were often forced to institutionalize their children because educational and
treatment programs were not available. In the years since incorporation, we have seen great
strides in research into the causes and treatment of autism and into the development of
educational and community-based services for individuals with ASD.
In 1974, the organization was instrumental in conceiving of, advocating for, and raising the
funds to support the first residential and educational treatment program for adolescents with
autism in the province. This has grown into what is now Kerry’s Place Autism Services, offering
community-based residential programs serving adolescents and adults with autism in the central
and southeastern parts of the province.
In 1985, the Ontario Society for Autistic Children changed its name to the Ontario Society for
Autistic Citizens to reflect the lifelong nature of autism and thus include within its mandate the
needs of adults with autism.
In 1991, the name was changed again to Autism Society Ontario. This name change
emphasized the importance of separating the disorder of autism from the individual. The name
change was also in keeping with the national society and other provincial societies, as well as
making it easier for the general public to locate the organization through telephone directories.
In 2006, Autism Society Ontario became Autism Ontario. The decision to drop the word
“Society” from our name was a reflection of our goal of being more inclusive. It also shifted us
from being known by a relatively uninformative acronym (ASO) to being regularly referred to by
our full name.

Autism Ontario Employee Charter
Welcome to Autism Ontario! As a Staff Member, Volunteer or Consultant, you’ve chosen to join
this organization with fifty years of grassroots experience in advocacy, supporting and being led
by families and children, youth, and adults on the autism spectrum alongside key professionals
across Ontario. Our story is one of continuing evolution based on our understanding of autism,
the faces and voices represented at our tables, political changes, and the work of many
advocates, both from within and from allies holding a wide variety of views on autism-related
matters.
In choosing Autism Ontario, your experience with us will be most rewarding and impactful when
you actively incorporate the Vision, Mission and Values of the organization in all you do.
More specifically, we ask that you:

• Respect the families and individuals on the spectrum with whom you connect by
focusing on stated needs, avoiding ableist language, and by giving a voice to the lived
experiences of families, particularly in accessing services.
• Build working relationships. Be proactive in your communications, encouraging your
teammates in clear, focused conversations that are positive and honestly address
challenges as they arise.
• Demonstrate leadership and initiative within your role and seek solutions to challenges
and opportunities without explicit instructions. Think outside the box.
• Participate in and support changes that improve the services we provide.
• Support a culture of philanthropy that focuses on ways to promote the intersection of
family/community experiences and the impact of Autism Ontario’s work.
• Understand and expect that there will be a mix of public praise and criticism about
Autism Ontario’s work as the nature of autism advocacy and lived autism experience is
individual.
• Bring a willingness to support and actively contribute to a culture that prioritizes diversity,
equity, inclusion and belonging.
What you can expect from Autism Ontario:

• Respect from your teammates and supervisor with straightforward, supportive
communications
• A healthy, diverse, and safe workplace environment
• To be listened to when voicing concerns and contributing ideas
• Regular and constructive feedback on your performance and recognition of your
achievements
• Opportunities for development including ongoing training, work on committees and
projects
• A dynamic environment with frequent changes in how we achieve our vision and
mission
• Job descriptions that may change depending on funding and new opportunities for
Autism Ontario to affect change for people on the autism spectrum and their families
• Transparent communication about organizational realities and public messaging about
public policy
• A commitment to work together toward a better future, where everyone is valued and
able to fulfil their potential.

Manual Administration and Overview
Force of Policies
The following statements shall establish the importance and contractual force of Autism
Ontario’s policies including those contained within this policy manual:
• All Autism Ontario employees are required to review and abide by all the terms
contained in this policy manual. While we have made every possible effort to make this
manual comprehensive, it cannot address every possible application or exception. As
such, Autism Ontario reserves the right to exercise our discretion in the interpretation
and enforcement of our policies.
• If you have any questions about any of our policies or how to interpret them, please
speak to management.
• In order to manage Autism Ontario effectively, we need to maintain flexibility. There will
be times when we need to enforce our policies in a different way for different situations.
By no means does this diminish the importance of our policies or the need for all
employees to abide by them.
• Please treat this policy manual as confidential. Employees are prohibited from publishing
or disclosing any part of this manual except for the purposes of providing its content to
fellow employees of Autism Ontario or if you are required to do so as a part of your job.
Employees who fail to abide by any of the policies contained in this manual may be subject to
discipline up to and including termination. If you feel an exception is warranted, you must obtain
approval from management.
Scope of Manual
Policies and procedures in this manual have an organization-wide application to provide a basis
for consistent and appropriate decision-making and provide guidance for employees on many
issues. This policy manual will help employees accomplish our mission, maintain accountability,
and clarify how we provide services. Information contained within this manual is confidential to
employees.
All employees have the responsibility to familiarize themselves with the content of the policies
and procedures of Autism Ontario and to conduct themselves accordingly. Management has the
responsibility to communicate with those employees under their direction about the application
of policies and procedures, to ensure compliance and to take corrective action when necessary.
All Autism Ontario employees are required to abide by all the terms contained within this Policy
manual. Employees who fail to abide by any of the policies contained in this manual may be
subject to discipline up to and including termination. If you have any questions about any of our
policies or how to interpret them, please speak to management.
Policy Management
All policies contained in this manual will be:
• Presented in a common format;

• Formally approved by management;
• Distributed to all relevant parties in a timely manner;
• Located centrally and accessible to all parties; and
• Kept current and relevant.
Autism Ontario reserves the right to revise or add to our policies from time to time as deemed
necessary by the management team. Employees will receive periodic updates to these policies
as our organization grows and changes and are expected to familiarize themselves with these
changes.
Legal Compliance
The provisions of this policy manual are subject to any federal, provincial, or local laws that may
prohibit or restrict their applicability.
Mission, Vision, Values

Our Mission: Creating a supportive and inclusive Ontario for autism
Our Vision: Best Life, Better World, Making Autism Matter!
CARE Values
Collaboration: We believe in the power of working side by side with individuals, families, and
communities to make informed choices about autism.
Accountability: We hold ourselves and others responsible for achieving successful outcomes
through high standards of integrity and fiscal responsibility.
Respect: We value equity, diversity, and inclusion, and we listen to understand.
Evidence-Informed: We use and create knowledge to guide our decisions and work.

Open Door Policy
Intent
Autism Ontario is committed to encouraging an open dialogue between all staff and
management to foster a welcoming, healthy and productive workplace. To facilitate this
dialogue, Autism Ontario has adopted an Open-Door Policy, whereby employees are
encouraged to bring issues forward to their manager at any time.
Guidelines
This policy is designed to ensure the prompt handling of suggestions, complaints or other
matters affecting employees and the working environment. Through the Open-Door Policy, the
Organization can make important improvements based on employee input and foster a shared
understanding of policy, procedures and organization decisions.
Using the Policy
Autism Ontario encourages employees to bring an issue forward to their immediate manager,
who will make every effort to address the concern. In most cases an issue may be satisfactorily
resolved through this approach. Should an employee feel that the issue has not been
addressed, they have the option of bringing the matter up with a higher level of management. In
all cases, Autism Ontario managers will be committed to hearing out concerns and dedicated to
finding workable solutions.
Management Responsibilities
All Autism Ontario managers and executives must actively encourage the use of this Policy and
welcome employees who take the time to bring forward concerns. Through productive dialogue,
Autism Ontario can acquire valuable insight and information regarding the day-to-day operations
of the organization and make improvements to contribute to the success of the organization.

Employment
Hiring Policy
Intent
Autism Ontario practices equal opportunity, and fair hiring processes when filling positions, and
hires only the most qualified individuals to ensure the effectiveness of our organization. Autism
Ontario has adopted this policy to ensure that all employees and potential candidates are
considered for employment opportunities in a fair and consistent manner.
Guidelines
Personnel Requests
Autism Ontario requires that all requests for new or additional personnel be directed in writing to
the Autism Ontario management team, and Human Resources for approval. Personnel requests
shall include the position title, essential job functions, necessary qualifications, reasons for the
opening, and the hours required.
Job Postings
• Human resources shall be responsible for the placement of all recruitment

advertisements.
Application Process
• Applicants must also submit a resume and cover letter.

• Autism Ontario will review all properly completed applications and interview the most
qualified candidates.
• Candidates that for any reason do not meet the requirements for employment shall
remain classified as applicants and may re-apply for future positions.
Interviews
• Interviews shall be scheduled and conducted by Human Resources and the hiring
manager or others as deemed appropriate by the management team.
• Interview questions shall be compiled and reviewed by the Hiring Manager and Human
Resources to ensure their efficacy.
• Upon completion of all scheduled interviews, the results shall be reviewed by the hiring
manager.
• The hiring manager shall make hiring decisions at their discretion.
• The interview documents must be shared with Human Resources.
• Applications and resumes of applicants that were not selected for employment shall be
stored by Human Resources to ensure the appropriate retention of information.

• Human Resources shall notify applicants not selected for employment regarding the
closure of the position.
Internal Transfers
• Employees are encouraged to apply for internal job openings and will have their
applications considered on the basis of their qualifications and potential for success at
the position.
• Employees applying for internal job postings must first obtain the consent of their
department manager.
• Internal applicants who are not selected for the position shall be notified by Human
Resources or the Hiring Manager
References and Background Checks
• Successful candidates will be required to provide a vulnerable sector check at their own
cost.
• Background checks are designed to protect the safety of our employees, volunteers and
the individuals and families who use our services, by minimizing the hiring of potentially
dangerous individuals with violent criminal backgrounds.
• References shall be checked to ensure a candidate's qualification for the position.
Offer of Employment
• Autism Ontario shall give a conditional offer of employment to applicants that have been
selected through the application and interview process.
• Job offers shall be contingent on the applicant's agreement to organization policies,
successful reference and background checks, and any other conditions applicable to the
position that are required of the employee.
• Should the applicant accept an offer of employment from Autism Ontario, they will be
considered an employee, and provided with a start date and required location, if
appropriate, to report for work. Employee orientation shall be provided, and will include
workplace policies, rules and regulations, and other job specific information designed to
assist the employee in their duties. Authorization forms and policies shall be signed
during this period of orientation.
Potential Hiring Conflicts
Family Members
• Autism Ontario shall accept applications from and consider a member of an employee's
immediate family for employment if the candidate has all the requisite qualifications.
• An immediate family member shall not be considered for employment if by doing so, it
might create a direct or indirect managerial/subordinate relationship with the family
member, or if their employment could create a conflict of interest either real or imagined.
• For the purposes of this policy, immediate family members shall be defined as: Wife,
Husband, Spouse, Parent, Mother, Father, Brother, Sister, Son, Daughter, Child, or any
In-Laws.

Employee Relationships
• Employees engaging in romantic relationships and employees that become married or

live in the same household may continue their employment with Autism Ontario provided
that there is neither a direct or indirect managerial/subordinate relationship between the
employees, or a conflict of interest, real or imagined, created as a result of the
relationship.
• In the event that either a managerial/subordinate, or conflict of interest issue
arise, Autism Ontario will work with the employees to accommodate them in a
reasonable fashion. Possible resolution may require one of the employees to transfer to
another position within the organization. If this is not possible, one of the employees
must resign.
Former Employees
• A former employee who left Autism Ontario on amicable terms may be eligible for
reemployment.
• Former employees who left Autism Ontario without proper notice, or whose employment
was terminated for disciplinary reasons, shall not be eligible for reemployment.

Police Records Check Policy
Intent
As part of the candidate selection process of Autism Ontario, police record checks are used to
ensure a potential candidate does not impose a significant risk to the individuals and families we
serve, our programs and employees. The organization is committed to complying with the
Ontario Police Record Checks Reform Act, 2015 regarding this process for employment
purposes. The organization will ensure that record checks are used only for necessary positions
and are in compliance with the Ontario Human Rights Code.
Guidelines
Due to the type of work that Autism Ontario performs, police record checks are a necessary tool
to help determine a candidate’s suitability for employment or volunteer opportunities with the
organization. The category of police record check used is the Vulnerable Sector Check and is
a condition of employment conducted after an offer is presented.
The vulnerable sector check is used due to the nature of our organization and the likelihood of a
candidate working with a vulnerable person. This record check releases information including
convictions, outstanding warrants, charges, judicial orders, and sexual offence convictions. It
also releases any findings of guilt under the Youth Criminal Justice Act. Non-conviction
information is released only when it meets the criteria for the exceptional disclosure
assessment. A candidate who is subject to exceptional disclosure may follow the procedures
outlined in the act for reconsideration to exclude information.
Requesting a Record Check
If a record check is a requirement for the position in which a successful candidate has been
chosen, the organization will follow standard hiring procedures providing a written job offer
conditional upon a satisfactory police record check. Successful candidates must provide the
organization with a valid vulnerable sector check at their own cost.
Consent and Disclosure of Police Record Checks
Unless the candidate gives written consent to disclose their information for purposes other than
the candidate selection process, the organization will use the information for only that purpose
and will keep it in accordance with the organization’s privacy policy and any applicable
legislation. As per the legislation, the candidate will receive the record check and should review
for misinformation. If misinformation is found, the candidate should inform the Executive Director
immediately.
Results of a Record Check
A previous conviction does not automatically disqualify a candidate from employment. Based on
a variety of factors (for example, the nature of the position, the nature of the conviction, when
the conviction occurred, and so on), the candidate may retain eligibility for employment
with Autism Ontario. The organization will review the results of the record check and verify
whether the applicant’s record is relevant to the job that the applicant is to perform. If the results

of a record check are not satisfactory for the position, Autism Ontario may withdraw any
conditional offers made.
In the event of a positive Vulnerable Sector Check, the individual will be provided with the police
response and asked for written particulars surrounding the charges/convictions listed. The
individual will be given an opportunity to meet with the Executive Director and hiring committee
to discuss the results of the check.
The Executive Director will review the offenses(s), taking into consideration:
• the nature of the offence
• sentencing received
• the length of time since the offenses were committed
• the candidate’s employment record, qualifications and references
• the specific duties and responsibilities associated with the position applied for and
the relevance of the particular conviction to the position
• the risk posed to the program and children as a result of employing the candidate in
the position
The decision will be based on the hiring committee’s assessment of whether the candidate
could be considered a high-risk person to have contact with vulnerable persons.
The committee will document its discussion and the reasons for its decision.
The individual will be advised in writing of the committee’s decision.
Costs
Potential job candidates are responsible for providing the Vulnerable Sector Check and for the
cost of securing it. Volunteers are required to obtain a Vulnerable Sector Check and the
organization will pay the associated costs. After hire, employees are required to provide
vulnerable sector checks every three years; however, Autism Ontario will reimburse staff for the
cost of these subsequent record checks.
Retention of Documentation
All information obtained through a Vulnerable Sector Check is strictly confidential. Human
Resources will note in the individual’s personnel file the date of the Vulnerable Sector Check.
Any other documentation, including documentation of the committee’s discussion, will be kept in
a secured file. The result of the Vulnerable Sector Check will be kept in the individual’s file.
Individual paper files (staff, volunteers, board) will be locked at all times.
If a candidate is not suitable for employment, all information regarding the Vulnerable Sector
Check will be returned to the individual.

Human Rights Policy
Intent
Autism Ontario is committed to providing equal treatment with respect to employment according
to the protected grounds established under the Ontario Human Rights Code. Autism
Ontario has adopted this policy to ensure that our employees are provided with meaningful
employment that is ethical and fair, and is in compliance with all applicable employment, and
human rights legislation.
Definitions
Discrimination: any form of unequal treatment based on a Code ground, whether imposing extra
burdens or denying benefits. It may be intentional or unintentional. It may involve direct actions
that are discriminatory on their face, or it may involve rules, practices or procedures that appear
neutral, but have the effect of disadvantaging certain groups of people. Discrimination may take
obvious forms, or it may occur in very subtle ways. In any case, even if there are many factors
affecting a decision or action, if discrimination is one factor, that is a violation of this Policy.
Guidelines
Our Human Rights Policy is in place to ensure we provide a working environment for all
employees that fosters openness and tolerance. This policy is intended to ensure that Autism
Ontario's practices and the practices of all our employees are free from direct and indirect
discrimination. Under the Human Rights Code, employers have the ultimate responsibility for
ensuring a healthy and inclusive work environment, including preventing and addressing
discrimination and harassment.
Prohibited Grounds of Discrimination
The following is a list of the prohibited grounds of discrimination in Ontario:
• Age
• Ancestry
• Citizenship
• Colour
• Creed
• Disability (mental or physical)
• Ethnic origin
• Family status
• Gender expression
• Gender identity
• Marital status
• Place of origin
• Race/colour
• Record of offences
• Sex
• Sexual orientation

Accessibility in Employment
Autism Ontario is committed to providing accessibility across all stages of the employment
cycle, by removing barriers and creating a workplace that is accessible to all job candidates and
employees. Any applicant to Autism Ontario that communicates the need for accommodation
shall be considered in a manner that is non-discriminatory, and respectful of our human rights
obligations.
Accommodation
Autism Ontario will support the accommodation of employees and job applicants who require
workplace accommodation under any of the grounds described in the Human Rights Code. We
will work to achieve a workplace free of barriers by providing accommodation for the needs of
those individuals covered by the Code, up to the point where it causes undue hardship
for Autism Ontario. Every effort will be made such that the impact of accommodation will not
discriminate against another group protected by the Code.
Autism Ontario shall provide accommodation as appropriate, using a consultative approach that
involves the organization, the individual, and as appropriate, any applicable healthcare
professionals, and other third parties that are required to assist in the accommodation
process. Autism Ontario will work with the individual that requests accommodation in an effort to
ensure that the measures taken are both effective and mutually agreeable. Autism
Ontario encourages individuals to make any needs for accommodation known to their manager,
and to work with them in addressing the issue.
Accommodation may be temporary, or permanent, based on the requirements of the individual.
Accommodation Plans
Any employee requesting accommodation must make a request to their manager. The manager
is responsible for ensuring that a written description of the accommodation plan is prepared for
any employee, using the Individual Accommodation Plan form.
Autism Ontario shall create an accommodation plan and attempt to determine methods of
achieving the requirements for success in the position in alternative manners.
In the creation of an accommodation plan, Autism Ontario shall:
1. Identify the need for accommodation.

2. Determine objectives for performance in the role, and potential barriers.
3. Create a plan for achieving the objectives in an alternative manner.
4. Examine the options for accommodation and select the most appropriate avenue for
accommodation.
5. Implement the accommodation process.
6. Provide training as appropriate.
7. Review and revise based on feedback.
Investment in Materials
Where the accommodation required necessitates an investment in materials, equipment or

increased budget for the position, requests for financing must be directed to the Executive
Director.
Job Redesign
In the event that the accommodation requires a substantial change in the position, involving
duties or hours, the position may be redesigned.
Complaint
In the event that the employee requesting accommodation feels that their needs have not been
met in a reasonable manner, they may file a written complaint. The complaint must be submitted
to the Executive Director.
Religious Accommodation
Autism Ontario is committed to respecting the religious beliefs and practices of all
employees. Autism Ontario will strive to accommodate employees who must be absent from
work for all or part of a regularly scheduled working day due to a bona fide religious obligation.
Autism Ontario employees who require religious accommodation are directed to provide as
much advance notice as is possible, and we will strive to provide the required time off through
the normal scheduling of work.
Dress Code
Autism Ontario shall strive to allow for religious accommodation where the accommodation does
not conflict with established Health and Safety Policies. Clothing or gear with a health or safety
rationale may constitute a reasonable occupational requirement.
Break Policy
Autism Ontario recognizes that some religions require the observation of prayer periods at
specific times. While this requirement may create a conflict with standard hours of
operations, Autism Ontario shall work to accommodate the employee's needs, short of undue
hardship. Where possible, Autism Ontario shall allow for a modified schedule for breaks.
Inability to Accommodate
In the event an employee cannot be accommodated in their current position it may be

reasonable to accommodate an individual in another position. Management will attempt to place
the employee in another available position. This may require the assistance of third parties with
specialized expertise.
Where an employee is placed in an alternate position, Autism Ontario shall ensure that the
employee:
• Has the requisite qualifications and skill-sets necessary for success in the position;
• Is capable of performing the tasks associated with the position; and
• Agrees that the alternate work is acceptable.

In the event that the employee requesting accommodation feels that their needs have not been
met in a reasonable manner, they may file a written complaint to management.
Undue Hardship
Autism Ontario shall work to provide workplace accommodation up to the point of undue
hardship. Undue hardship may occur where all options have been considered and it is
established that no forms of appropriate accommodation exist, or where the creation of
accommodation would cause excessive costs that create undue hardship for the organization,
or where the accommodation would create a health and safety hazard.
Where the provision of accommodation is found to cause undue hardship on the

organization, Autism Ontario shall work to find a fair and equitable compromise that meets the
needs of the employee and the organization to the greatest extent possible.
Reporting a Human Rights Issue
While Autism Ontario will ensure to adhere to following the Human Rights Code in all of its
practices, it is essential that employees adhere to the Code as well. In the event that any
employee feels they are being discriminated against or that the organization is in violation of the
Code, they may make a written complaint to the Executive Director. The written complaint must
include the following information:
• The date and time of each incident you wish to report;

• The name of the person(s) involved in the incident(s);
• The name of any person or persons who witnessed the incident(s); and
• A full description of what occurred.
Investigation
Once a written complaint has been received, Autism Ontario will complete a thorough
investigation. If it is determined discrimination (or another violation of the Code) has occurred,
appropriate disciplinary measures will be taken immediately.
Confidentiality
All records of direct and indirect discrimination and harassment, reports filed, and subsequent
investigations are considered confidential and will not be disclosed to anyone except to the
extent required by law.
False or Frivolous Complaints
It is important to realize that unfounded/frivolous allegations of discrimination may cause both

the accused person and the organization significant damage. If it is determined by the
organization that any employee has knowingly made false statements regarding an allegation of
discrimination, immediate disciplinary action will be taken. As with any case of dishonesty,
disciplinary action may include immediate dismissal without further notice.

Probationary Period Policy
Intent
The probationary period for new Autism Ontario employees generally lasts for three months
from the date of hire but can vary depending on the complexity of the job. All new hires must
undergo a probationary period. If the organization in its sole discretion determines the
probationary employee is not suitable for the position, then the employment relationship will be
terminated with notice according to the Employment Standards Act.
Guidelines
During the probationary period, Autism Ontario will evaluate the new hire’s qualifications, skills,
and performance within our organization. The probationary period also gives the new hire the
opportunity to decide if Autism Ontario is a place, they feel comfortable and would like to work.
The given time frame of three months does not constitute an obligation on the part of the
organization to retain the employee until the end of the probationary period. This period involves
special orientation activities and closer and more frequent performance evaluations than those
given to non-probationary employees. During this time or at any time of employment, the
organization or the employee may terminate the working relationship without cause or without
advance notice, except as prescribed by law.
If the employee has not been available to work the full probationary period or performance has
not met expectations, the organization may extend the probationary period in its sole discretion.
Upon satisfactory completion of the probationary period, the employee will achieve regular
employment status and those who qualify will be eligible for most organization benefits
(exceptions include benefits that have a specific waiting period).

Training and Development Policy
Intent
Autism Ontario believes in the development of our workforce to enhance employee

engagement, commitment to the organization, and to ensure the continued excellence of our
organization. The development of employees is an essential investment that enables the
organization to maintain and extend employees’ knowledge and skills as the environment
evolves. Training and development plans and budgets are built into the organization’s overall
strategic plan.
This policy outlines the responsibilities of the organization, supervisors, and employees, as well
as the programs, processes, and resources available.
Definition
Training: How a person obtains specific knowledge or skills and can include job shadowing,
cross-training, on-the-job learning, online learning, self-directed learning, formal classroom
learning, and so on.
Development: Continuous process of developing career skills, abilities, and knowledge from
activities like coaching, mentoring, job shadowing in formal or informal settings.
Guidelines
While training and development are important for all employees, reimbursement for programs
must be pre-approved by the supervisor/manager and will be considered on a case-by-case
basis.
Programs and Resources for Training and Development
Autism Ontario is committed to supporting initial, refresher, promotional, and remedial training
for all learning styles, and exposing employees to as many facets of our business as possible
through cross-training and secondment. The organization’s career development program may
include but is not limited to the following:
• Coaching
• Educational assistance
• Job shadowing and cross-training
• Job sharing
• Mentoring
• Professional development
• Refresher or remedial training
• Safety training
• Secondment
• Interpersonal development training
• Team training
• Technical skills development training

Responsibilities
Employer or Human Resources
Support career development by:
• Providing resources to managers and employees;

• Providing an infrastructure in terms of the human and financial resources, business
processes, and technology that support career management;
• Providing information about staffing needs and relevant skills gaps;
• Promoting an environment in which employees and managers are recognized for their
efforts for development; and
• Facilitating cross-training opportunities across departments
Managers
Act as a coach, creating and fostering an environment that facilitates and enhances the skills
training and career development of employees by:
• Managing development and succession planning based on the goals and direction of the
department;
• Providing employees with timely and objective performance feedback and assessing
potential;
• Having regular career development discussions with employees;
• Actively supporting employees to set clear goals, personal objectives, and career
strategies;
• Collaborating with employees to determine opportunities for training and development;
• Advising employees about potential job opportunities within the organization;
• Recognizing and rewarding achievements in training and development;
• Providing job-specific training as required; and
• Reviewing and approving requests for training and development.
Employees
Take individual responsibility for their careers by:
• Demonstrating organizational values;

• Assessing interests, skills, values, career goals, and aspirations;
• Understanding their own strengths and capabilities;
• Identifying development needs and how to close gaps;
• Seeking out career information resources and development opportunities; and
• Applying for and requesting training and development as needed.
General Procedure
For all employee training and development activities, there is a requirement to meet specific
program standards, before being selected by management on the basis of identified
organization and individual needs. Employees will be requested by their supervisor or submit a
request to participate in training and development programs.

Application
All employees who apply for or are requested to participate in training and development
programs will complete the appropriate form in consultation with their manager. Detailed
descriptions of course content and requirements must be attached to the application.
Criteria for Approval
Approval for participation must be obtained before enrolment in the program. Before approval or
authorization for enrolment in any training and development program, course, seminar, or
conference, the application form must be submitted to the manager. It will be reviewed to
determine appropriateness of the candidate for the program, based on a review of their job
description, performance, career planning activities, budgetary concerns and alignment with
Autism Ontario’s strategic goals and mission.
Guidelines for Reimbursement
• Employees must speak to their supervisor or manager about payment methods for
courses.
• Original tuition receipts must accompany final transcript of marks (where appropriate).
No reimbursement will be granted in cases where the employee has failed to attain a
passing grade in the course.
Employees must complete an evaluation form on the course, external assignment, seminar, or
conference attended. In some cases, employees may be asked to share their learnings with
their Autism Ontario colleagues.
Training Requiring Leave of Absence
Any training or development program which requires a leave of absence must be directly related
to current career path or approved in conjunction with career planning activities.
The employee may be eligible to receive a percentage of their full salary, dependent upon the
recommendation of their supervisor and with the organization’s approval.

Ending Employment Policy
Intent
This policy is used to ensure that the termination of employees is handled with due diligence
and a minimum of disruption to the organization. This policy is designed to define the types of
employee termination, the responsibilities of terminated employees, the subsequent human
resources actions required, and information regarding employee benefits.
Guidelines
Autism Ontario classifies termination of employment in three categories:
1. Administrative;
2. Voluntary; and
3. Involuntary.
Administrative
Administrative terminations are generally due to retirement, failure to return to work in a timely
manner after an approved leave of absence, permanent or long-term disability where the
employee is unable to perform their job duties (with or without reasonable accommodation), or
the death of an employee.
Voluntary
Voluntary terminations are due to voluntary resignation by the employee. In the event of a
voluntary termination of employment, managers should attempt to retain the employee if it is in
the best interests of Autism Ontario. If this is not possible, the manager shall attempt to
determine the employee’s specific reason for leaving.
Resignations should be confirmed by the employee’s department in writing as soon as possible

after receipt. Employees should provide two weeks’ working notice when providing their
resignation unless another amount has been established in their employment agreement.
Involuntary
Involuntary terminations are generally due to unsatisfactory performance, misconduct, layoff

due to reduction or reorganization of the work force, or failure to meet the expectations of the
organization. Involuntary terminations may be in the form of layoffs or dismissal with or without
cause.
Job abandonment is a form of just-cause dismissal and refers to an employee’s failure to report
back to work after three consecutive business days missed without prior notice to a supervisor.
Termination of employment will always be a last option. Autism Ontario will take an employee’s
service record into consideration before any involuntary termination. Where possible, Autism
Ontario will explore alternatives within the organization before termination.

With the exception of termination of employment due to layoff, position elimination, lack of work,
or other non-performance related rationale, if an employee is involuntarily terminated, they may
not be eligible for rehire.
Responsibilities
Terminated Employee Responsibilities
Employees must return all organization property, including but not limited to keys, parking
passes, security passes, Autism Ontario identification, and any documentation containing
organization information.
All employee’s privy to Autism Ontario confidential information must be debriefed and
offboarded no later than their last full day of employment.
Supervisor Responsibilities
Upon notice of an employee’s resignation or termination, supervisors must immediately alert

human resources to the change in personnel, along with all pertinent information (such as
reason for leaving, last day of work, and so on).
It is the responsibility of the immediate supervisor to ensure that staff members leaving Autism
Ontario return all items which are the property of Autism Ontario.
Unless otherwise directed, supervisors will be present for any termination meeting involving one
of their employees.
When applicable, Supervisors may be responsible for escorting terminated staff members from
the workplace if the supervision of a terminated employee is warranted.
Human Resources Responsibilities
Human resources will provide supervisors with the written acceptance of resignation from
employees who terminate their employment voluntarily. Likewise, if supervisors receive the
written acceptance of resignation from employees, they must provide that to HR.
Human resources will take part in coordinating and discussing final arrangements with respect
to benefits on the last working day.
Human resources will also supervise the terminated employee’s exit procedure including the
return of organization property, and notification of the termination of all insurance and any
conversion rights.
Finance Department
Finance Department will assist as needed in preparing a Record of Employment for the
departing employee and will ensure the employee’s final paycheck is processed in a timely
manner
Employee Benefits

Upon termination of employment, all benefits provided, including the group benefit plan (health,
dental, life and disability coverage), will be stopped on the last day of employment, or if
applicable, up to the end of the notice period unless otherwise agreed upon in a written
agreement and release.
Employees will be provided with information on the process to convert their group life insurance
coverage to an individual life insurance plan (long-term disability is not eligible for conversion).
Severance Pay and Gratuitous Payments
Severance pays, if applicable, will be paid out in accordance with all legislation as applicable.
Gratuitous payments may be granted at the discretion of Autism Ontario. If a gratuitous payment
is granted, it shall be based on the length of service, level of responsibility, the rationale for
separation.

References Policy
Intent
Autism Ontario recognizes and acknowledges that former employees may depend on the
provision of timely and accurate reference information. This policy outlines the acceptable
provision of reference information by Autism Ontario Employees. This policy serves to fulfill the
following purposes:
• To provide fair and equal treatment of former employees of Autism Ontario when they
apply for work at other organizations, and;
• To protect Autism Ontario from legal liability arising from issues surrounding the
provision of references.
Guidelines
The organization will provide at the request of the employee telephone references. Written
letters of reference will only be provided at the discretion of the Executive
Director.
All reference requests should come through the Executive Director who may or may not
appoint a designate to respond.
1. Autism Ontario's policy as to references for former employees is to disclose, in good faith:
• Dates of employment;
• Positions held within the organization;
• Title of the last position held; and
• Confirmation of the departed employee's last salary earned.
2. The following information will not be provided by Autism Ontario and includes:
• Conjecture, assumption, speculation, opinions, rumor, hearsay, or any other disclosures

that could be construed as subjective in nature.
• Any information that is not related to the work performance of the former employee (e.g.,
lifestyle, personal problems, race, gender, etc.).
3. Autism Ontario reserves the right to provide the requested reference and employee
information either in writing or over the telephone.

Wages and Entitlements
Hours of Work Policy
Intent
Due to the nature of the work and the services provided by Autism Ontario, the hours of many
positions do not always coincide with typical work or business hours. As a result, the
organization recognizes that differing hours of work and flexibility are required to perform our
duties while providing the required services. Autism Ontario makes every effort to provide
clarity with new and existing employees regarding these requirements so that both the
organization and employee can manage the work in the best ways possible. The organization
will provide advance communication to employees in the event that additional hours may be
required (such as for the Annual General Meeting gatherings).
Autism Ontario also recognizes that, on occasion, additional hours may need to be worked to
meet the service demands. As a not-for-profit organization, we our committed to managing our
costs as responsibly as possible and therefore do not wish to pay overtime costs. All time
worked in excess of approved hours must be approved by the appropriate Manager. Each
employee is expected to keep track of their time worked including any extra time for which lieu
time (flex time) is being requested.
This policy addresses the organization’s expectations around when work will be completed by
employees and the use of time in lieu or “flex time”. Please also refer to Autism Ontario’s Right
to Disconnect Policy.
Guidelines
What Is Considered Work
As per Ontario’s Ministry of Labour, work is generally considered to be performed when the
employee is actually working, or the employee is not working but is required to stay at the
workplace. Training and travelling for work during the workday are also considered work. In the
following scenarios, employees are not considered to be working:
• Eating periods;
• Engaging in private pursuits;
• Being on call; and
• Commuting, unless in an organization vehicle.
Hours of Operation
Full-Time Employees
At Autism Ontario, a regular workweek is 37.5 hours. Hours of work for all full-time employees
will be 7.5 hours per day, excluding an unpaid 30-minute eating period.
For all positions, the time these hours are worked will vary depending on the job and the needs
of the specific Region, department and specifically the community, the families and the
individuals we serve.
Part-Time Hourly and Casual Employees
The hours of work for all part-time and casual employees depend upon the operational
requirements of the organization with some evenings and weekend obligations, depending on
the role. Part-time and casual employees are not guaranteed a set number of hours per week.
Responsibilities
Hiring Manager/Supervisor & Human Resources Responsibilities
Autism Ontario specifies the expected work schedule at time of hire for a new employee. The
organization also informs employees of required changes to schedules as the need arises and
gives as much notice and flexibility as possible.
Employee Responsibilities
Employees should manage their hours worked as best as possible, including “flexing” the time
worked to meet the work requirements. Certain positions require that the employee to
completely self manage their schedule and flex the hours worked as per the job requirements.
Please see “flex time (time in lieu)” below.
Breaks and Rest Periods
In accordance with the Employment Standards Act, 2000, each employee is entitled to a 30-
minute unpaid eating period for every five consecutive hours of work. Autism Ontario also
provides employees with two paid 15-minute breaks. Such break times may be varied to suit the
work schedule of the employee or their workload, at the discretion of the employee’s supervisor.
Break time cannot be accumulated and taken as time off.
Hourly employees must accurately record all worked time. The record must accurately reflect
any unpaid breaks taken during the workday. Adjustments to the assigned schedule cannot be
made without prior approval of the supervisor.
The organization will maintain a record of hours worked and schedules in accordance with the
ESA for at least three years.
Flex Time (Time in Lieu)
Full time Employees
For full time staff, approved hours worked after 37.5 per week will be compensated with Flex
Time at straight time for hours worked up to 44 hours. For any hours worked after 44 hours,
Flex Time should be tracked and taken at the rate of one and a half times. For example, if an
employee works two hours over 44 hours, they receive three hours of flex time as
compensation.

Time worked in excess of the work week (37.5 hours) must be tracked by the employee and
pre-approved by the employee's manager.
Part time & Other Employees
For part time and other staff, approved hours worked after 37.5 hours will be compensated with
Flex Time at straight time for hours worked up to 44 hours. For any hours worked after 44
hours, Flex Time should be tracked and taken at the rate of one and a half times.
Any time worked in excess of the agreed upon work week hours must be tracked by the
employee and pre-approved by the employee's Manager.
Approval Process
Employees must always obtain permission in writing from their manager before working over 44
hours in a week.
Flex time must be taken within one month of when it was earned.

Right to Disconnect from Work Policy
Intent
Autism Ontario provides a wide variety of services and support to caregivers, families and
children, youth and adults on the autism spectrum. The provision of these services works to
promote and facilitate community inclusion, meaningful participation and full citizenship of
people on the spectrum.
Our employees are of the utmost importance to us, and we encourage and support our
employees in protecting their health and well-being. Regardless of the nature of an employee’s
working arrangement (whether they work in-person, remotely, or in a hybrid or flexible
arrangement), taking appropriate time to disconnect from work is vital for wellbeing, and is
essential for maintaining work-life balance. Employees are therefore encouraged to review and
follow the guidance set out in this policy to ensure that they are taking time to disconnect from
work when it is appropriate to do so.
Disconnecting from Work
Pursuant to the Employment Standards Act, 2000 (ESA), all provincially regulated employers
with 25 or more employees must put in place a “Right to Disconnect Policy” by June 2, 2022.
The ESA defines “disconnecting from work” as “not engaging in work related communications,
including emails, telephone calls, video calls or the sending or receiving of other messages, so
as to be free from the performance of work.” Autism Ontario recognizes that disconnecting from
work is important for all employees.
Hours of Work
Based on the nature of the Autism Ontario’s operations, regular hours of work vary from one
employee and one location to the next. (Please refer to Autism Ontario’s Hours of Work Policy)
Further, given the unpredictable nature of Autism Ontario’s business, work outside of
established working hours for any person or location may be required time to time. All
employees are encouraged to know and conduct their assigned work within their established
work hours, subject to ensuring that they meet their responsibilities and that the needs of people
supported by Autism Ontario are not neglected. Aside from such times as work may be required
outside of an employee’s working hours (e.g., with the employee’s agreement, to deal with
urgent matters that cannot wait until an employee’s regular hours of work, where an employee is
on-call, etc.), Autism Ontario encourages employees who are off duty to disconnect from work.
If an employee is uncertain about what disconnecting from work or flexing their time means for
them, they are encouraged to review their current contract, review the Hours of Work policy and
speak with their supervisor.
Communications
Given that employees across Autism Ontario have differing hours of work it is not possible to
ensure that all communications are only sent during an employee’s on-duty hours. All
employees are expected to use their best judgement when determining whether to send a
communication during a recipient’s off hours. Similarly, all employees are expected to use their

best judgement when determining whether to respond to a communication received during their
off hours and also set reasonable expectations for response times. Nonetheless, employees
continue to be expected to review and respond to communications from their employer and to
participate in employer processes such as scheduling, investigations, accommodation planning,
performance management and other types of contact, communications and meetings that occur
outside of regular working hours, as may be reasonably expected for the management of their
employment. Autism Ontario will communicate expected response times for various types of
communications, as needed.

Vacation Policy
Intent
Autism Ontario understands the importance of personal time off for its employees. Employees
are encouraged to use their accrued paid vacation time for rest, relaxation, and personal
pursuits. Autism Ontario recognizes that other paid time off may be required from time to time.
As such, the purpose of this policy is to explain the standards, guidelines, and procedures for
paid vacation time off for all employees.
Guidelines
All employees are encouraged to use their allotted vacation time in full every year. The following
policy statements are intended to guide paid vacation procedures for employees.
• For vacation purposes, the vacation entitlement year spans the organization’s fiscal
year, running from April 1st to March 31st.
• Full and part time employees shall receive vacation credits in accordance with the
schedule below. Part-time salaried employees work 20 hours or more per week but less
than 37.5.
Service with Company Time Allowed

At start of Fiscal Year after hire 15 days’ paid vacation
Stub period (period from hire date to start of Pro-rated vacation days at 1.25days/month
fiscal year) (FTE)
Each subsequent year of service (up to 6 years) 1 additional day of paid vacation/year
Years 6-10 of service 20 days’ total vacation
Years 10-14 years of service Additional 2 days’ vacation (22 days total)
15 years or more of service Additional 3 days’ vacation (25 days total)
• Additional vacation days for years of service are granted on the anniversary of the
hire date.
• Employees are entitled to vacation credits at the rate of 1.25 days per month (pro-
rated for Part Time employees) of active, continuous, unbroken service with Autism
Ontario from the date of hire which service is to include:
o Leaves of absence with pay
o Pregnancy or Parental leaves
o Leaves of absences without pay of 30 days or less
• Vacation credits shall not accrue for leaves of absence without pay in excess of 30
days; however, Autism Ontario will ensure that employees are at least provided with
their ESA minimum vacation entitlement as required.

• Please see the table below for examples of common vacation entitlements:
Work Hours per FTE Vacation Vacation

Week Accrual/Month Days/Year
37.50 Hours 1.00 1.25 Days 15 days
30.00 Hours 0.80 1.00 Days 12 days
24.00 Hours 0.64 0.80 Days 9.6 days
21.00 Hours 0.56 0.70 Days 8.4 days
Vacation Time and Payment
Full and part-time employees are expected to use all vacation entitlements for a given fiscal
year. Employees may be granted permission to carry forward a maximum of five (5) vacation
days into the next year with Supervisory approval. Additional unused vacation days may only be
rolled over under certain circumstances. Instances such as these will be addressed on a case-
by case basis.
Part time hourly employees (Camp and Program Staff) shall receive 4% of any earnings
payable of each pay date from the time of hire for the first 5 years of continuous employment.
An employee who has worked for 5 years or more is entitled to a minimum of 6% of their pay
paid as vacation pay.
Probationary Period/3 Months
Full and part-time employees (20 hours & more) shall accumulate but are unable to use
vacation during their initial three (3) months of employment with Autism Ontario. Where due to
special circumstances, the employee requires time off during probation for previously planned
vacation, a leave of absence without pay may be granted subject to the approval of the Hiring
Manager.
Procedures for Using Vacation Time
Employees must submit their vacation request at least four weeks in advance through the online
time-off tracking system. Time off requests during peak vacation seasons (for example,
summer, march break, winter break) must be submitted at least four weeks in advance.
Vacation may only be taken once approval is received from their supervisor or manager.
Any conflict among employee vacation requests will be decided based on employee seniority,
organization needs, and the judgement of the supervisor or manager.
Vacation scheduling is the responsibility of the managers or supervisors, who will ensure that all
employees are given their full vacation entitlement while taking into account the efficiency of the
department.
Vacation time may be divided into multiple periods, provided that the employee’s supervisor or
manager can effectively allocate tasks to remaining employees.
If a public holiday occurs during an employee's vacation period, that day will not count as a
vacation day for the employee.

Vacation Pay on Termination Of Employment
In those instances when a permanent full time or permanent part-time employee leaves Autism
Ontario having an outstanding balance of accumulated vacation, these days will be payable to
the employee on the last pay cheque.

Personal Days Policy
Intent
Autism Ontario encourages and supports an environment of high employee productivity through
full and consistent employee participation in the workplace, recognizing that there will be times
when employees require time away from work for various reasons. We are committed to
supporting employees in taking care of their physical and mental health, managing personal
commitments or urgent matters that cannot be addressed outside of regular work hours.
Eligibility
All employees, whether full-time, part-time or on contract, that have been employed at least one
week with the organization are eligible for personal leave days.
Entitlement
Eligible employees are entitled to 10 paid personal leave days per fiscal year (April 1st -March
31st)
Process for requesting Personal Leave
Employees should provide as much notice as possible and submit personal leave requests
through the online leave-tracking system. This enables the organization to plan and minimize
the impact of the time away from work.
The notice details should include duration and reason for the leave. The employer may require
proof under reasonable circumstances.
Using Personal Leave Days
Personal days may be used due for the same purposes as Sick Leave, Family Responsibility
Leave and Bereavement as defined under the ESA. Any personal leave days taken will count
against an employee’s entitlement to the ESA leaves mentioned above. Personal leave may
also be used for:
• Attendance to take Oath of Citizenship
• Moving personal residence
• Adoption or birth of a child
• Religious observance
Personal leaves can be taken in whole or half days, as required. Unused days cannot be carried
over or paid out. Your 10 days will refresh at the beginning of every fiscal year starting April 1st.
If an employee exhausts their 10 paid personal emergency leave days before the calendar year
and requires additional time off, it will be considered an unpaid leave. You are to speak to your
supervisor or manager if you require an extended leave of absence beyond the 10 days
provided. All leaves of absences are subject to approval from management. Approvals will be
given in a reasonable manner.

Public Holidays Policy
Intent
Employees who qualify for public holiday pay will receive holidays with pay per the following
procedures.
Guidelines
The following procedures are in accordance with the Employment Standards Act, 2000.
Employees who qualify for public holiday pay will receive the following public holidays off work
with pay:
• New Year’s Day;

• Family Day;
• Good Friday;
• Victoria Day;
• Canada Day;
• Civic Holiday
• Labour Day;
• Thanksgiving Day;
• Christmas Day; and
• December 26.
Eligibility
To qualify for public holiday pay, an employee must follow the “last and first rule,” meaning they
work their last regularly scheduled day before the public holiday and their first regularly
scheduled day after the holiday to qualify for public holiday pay, unless they had reasonable
cause to miss the scheduled time. If an employee has agreed to work on the public holiday and
fails to report and work their scheduled shift, they will not be eligible for public holiday pay
unless reasonable cause is provided. An employee is generally considered to have reasonable
cause when something beyond their control prevents them from working. It is the employee’s
responsibility to show that they had reasonable cause for staying away from work.
Public holiday pay is calculated by taking the total amount of regular wages earned in the four
work weeks preceding the work week of the public holiday, or preceding the start of a leave or
vacation, divided by 20.
Holiday Not a Normal Workday
If a public holiday falls on a day that would not ordinarily be a working day for an
employee, Autism Ontario will substitute another day for the employee to take off work, and for
which the employee will be paid public holiday pay as if the substitute day were a public holiday.
Work Performed on a Public Holiday

If an employee agrees electronically or in writing to work on the public holiday, the employee
is entitled to receive regular wages for all hours worked on the public holiday, plus a substitute
day off work with public holiday pay. These situations will be dealt with as needed and
determined based on the legislative requirements.
Substitute Public Holiday
In situations where a day is substituted for a public holiday, the substituted day must be within
three months of the public holiday or within 12 months if the employee and Autism Ontario are
both in agreement.
Employees will also be provided with a written statement before the public holiday that outlines
the public holiday being substituted (or worked where the case may be), the substitute date the
holiday will be observed, and the date on which the statement is provided to the employee.
If an employee ceases employment with Autism Ontario before using a substitute holiday, the
employee will receive holiday pay in addition to any other pay owed on their final pay.

Protected Leaves Policy
Intent
Autism Ontario has adopted this policy to ensure that its employees receive authorized time off
as per applicable legislation without fear of a negative effect on their employment status or
opportunities with the organization. Autism Ontario is committed to providing a work–life balance
for its employees and understands that situations can and will arise that call for immediate,
emergency leave.
This policy covers instances where employees may need to take a leave of absence in order to
attend to situations that directly affect their families or dependents.
Guidelines
Protected Leaves
• Pregnancy leave;
• Parental leave;
• Family medical leave;
• Sick leave;
• Family responsibility leave;
• Bereavement leave;
• Emergency leave: declared emergencies and infectious disease emergencies;
• Reservist leave;
• Organ donor leave;
• Family caregiver leave;
• Critical illness leaves;
• Child death leave;
• Crime-related child disappearance leave;
• Domestic or sexual violence leave; and
• Jury duty leave.
Pregnancy and Parental Leave
Pregnancy and parental leave permits employees of Autism Ontario to have authorized time off
that coincides with the birth or adoption of a child. The leaves have been designed to allow
employees to recover from childbirth and bond with and care for their newborn or adopted
children without fear of a negative effect on their employment status or any opportunities
with Autism Ontario.
An employee who has become a new parent in the following regards shall be eligible for either
pregnancy or parental leave.
Pregnancy Leave
• Biological parent giving birth.
Parental Leave

• Biological parent;
• Adoptive parent; and
• Domestic partner.
Qualifying for Pregnancy or Parental Leave
A new parent or pregnant employee is entitled to pregnancy or parental leave whether they are
a full-time, part-time, permanent, or contract employee. if they:
• Work for an employer that is covered by the Employment Standards Act, 2000 (ESA);
• Were hired at least 13 weeks before the date the baby is expected to be born (the “due
date”); or
• Were hired at least 13 weeks before starting the parental leave.
Request for Pregnancy or Parental Leave Procedure
To ensure that Autism Ontario can make the necessary arrangements to accommodate an
employee taking pregnancy or parental leave, employees must provide at least two weeks’
notice before embarking on pregnancy or parental leave. This is to help Autism Ontario procure
staffing solutions and alleviate any additional work stress on other employees that may occur as
a result of the employee’s absence.
Submission of a request for pregnancy or parental leave must be accompanied by the

appropriate documentation.
Employees should give four weeks’ notice regarding their expected date of return to work or
their letter of resignation if they choose not to return to work. A supervisor should be contacted
as soon as possible in the event of any changes to their leave.
Duration of Leave Parameters
Pregnancy Leave
• Pregnant employees have the right to take up to 17 consecutive weeks (or longer in
certain circumstances) of job-protected unpaid time off work.
• Usually, the earliest a pregnancy leave can begin is 17 weeks before the employee’s
due date. However, when an employee has a live birth more than 17 weeks before the
due date, she can begin her pregnancy leave on the date of the birth.
• The latest a pregnancy leave can begin is on the baby’s due date. However, if the baby
is born earlier than the due date, the latest the leave can begin is the day the baby is
born.
• Pregnancy leave can last a maximum of 17 weeks for most employees. However, if an
employee has taken a full 17 weeks of leave but is still pregnant, she may continue the
pregnancy leave until the birth of the child.
Parental Leave
• New parents have the right to take parental leave when a child is born or first comes into
their care.
• The parent who took pregnancy leave is entitled to up to 61 weeks’ leave.

• The parent who do not take pregnancy leave and all other new parents is entitled to up
to 63 weeks of parental leave.
• Parental leave is not part of pregnancy leave and so the parent giving birth may take
both pregnancy and parental leave.
• The right to parental leave is independent of the right to pregnancy leave.
• All other new parents must begin their parental leave no later than 78 weeks after the
date their baby is born; or the date their child first came into their care, custody, and
control.
• The parental leave does not have to be completed within this 78-week period but must
begin within it.
The parent who took pregnancy leave must ordinarily begin their parental leave as soon as the
pregnancy leave ends. However, an employee’s baby may not yet have come into their care for
the first time when the pregnancy leave ends. For example, perhaps the baby has been
hospitalized since birth and is still in the hospital’s care when the pregnancy leave ends.
In this case, the employee can either commence the leave when the pregnancy leave ends or
choose to return to work and start parental leave later. If they choose to return to work, they can
start their parental leave anytime within 78 weeks of the birth or the date the baby first came
home from the hospital.
Any employee who chooses not to use the maximum amount of leave available shall not have
the option of taking any unused leave time later. Once the employee has started pregnancy or
parental leave, the employee must take it all at one time and cannot split it up.
Miscarriages and Stillbirths
An employee who has a miscarriage or stillbirth more than 17 weeks before the due date is not
entitled to a pregnancy leave. However, if an employee has a miscarriage or stillbirth within the
17-week period preceding the due date, they are eligible for pregnancy leave. The latest date
for commencing the leave in that case is the date of the miscarriage or stillbirth.
The pregnancy leave of an employee who has a miscarriage or stillbirth ends on the date that is
the later of:
• 17 weeks after the leave began; or

• 12 weeks after the stillbirth or miscarriage.
This means that the pregnancy leave of an employee who has a stillbirth or miscarriage will be
at least 17 weeks long. In some cases, it may be longer.
Use of Sick Leave Benefits, Vacation, or Family Medical Leave
If an employee requires use of sick leave benefits at any time before starting a pregnancy or
parental leave period, the Autism Ontario Personal Leaves Policy shall apply.
After the pregnancy or parental leave has concluded, employees may use up any vacation time
or sick days.

If an Autism Ontario employee requires an extension of leave following a pregnancy leave, the
employee may use their family medical leave up to a maximum of eight weeks, where medically
substantiated.
Employees who choose to extend their leave with accrued vacation time must comply with
the Autism Ontario vacation policy, and provide four weeks’ notice, before the exhaustion of the
leave.
Autism Ontario employees who choose to extend their leave with family medical leave should
provide Autism Ontario with as much advance notice as possible before the exhaustion of
pregnancy leave.
Family Medical Leave
Family medical leave is unpaid, job-protected time off work for up to 28 weeks. This leave to
enable employees who have a family member (or person the employee considers to be like
family members) with a serious risk of dying within a period of 26 weeks. The medical condition
and risk of death must be confirmed in a certificate issued by a qualified health practitioner.
The 28 weeks of a family medical leave do not have to be taken at the same time. Employees
must inform senior management at Autism Ontario before the start of the leave as soon as they
are aware of the need.
Family medical leave is normally authorized to cover the duration of the initial situation.
However, Autism Ontario understands that some situations may require greater time to remedy.
Generally, it is up to the supervisor’s discretion to determine the length of the extended leave,
as well as whether the leave will be paid or unpaid. In certain circumstances, the employee may
use a combination of paid leave, unpaid leave, annual vacation time, or parental leave (if
applicable).
If the amount of leave taken in the initial leave period is less than 28 weeks, it is not necessary
for a qualified health practitioner to issue an additional certificate in order for more leave
(starting after the end of the initial leave period) to be taken.
Family medical leave shall have no effect on an employee’s current salary or benefits.
Performance objectives and goals for the employee will be adjusted so that they will not be
penalized for being absent during peak hours. Employees are legally protected from dismissal,
termination, selection for redundancy, or any other detriment to employment for making
appropriate and authorized use of this policy.
If two or more employees qualify to take the leave in order to provide care for the same person,
the leave must be divided among those taking the leave.
If an employee takes family medical leave and the family member or other individual does not
die within the 52-week period beginning when the medical certificate is issued, the employee
may take another leave, in accordance with the ESA.

Emergency Leave: Declared Emergencies and Infectious Disease Emergencies
Declared emergency leave is a leave of absence without pay for employees who cannot
perform their job duties for one of the following reasons.
Because of an emergency declared under the Emergency Management and Civil Protection
Act and because:
• Of an order that applies to them made under the Emergency Management and Civil
Protection Act;
• Of an order that applies to them made under the Health Protection and Promotion Act;
• The employee must provide care or assistance to their spouse; a parent, stepparent, or
foster parent of the employee or the employee’s spouse; a child, stepchild, or foster child
of the employee or the employee’s spouse; a grandparent, step-grandparent, grandchild,
or step-grandchild of the employee or of the employee’s spouse; the spouse of a child of
the employee; the employee’s brother or sister; or a relative of the employee who is
dependent on the employee for care or assistance; or
• Of such other reasons as may be prescribed.
Because of one or more of the following reasons related to a designated infectious disease:
• The employee is under individual medical investigation, supervision, or treatment;

• The employee is acting in accordance with an order under section 22 or 35 of the Health
Protection and Promotion Act;
• The employee is in quarantine, isolation, or subject to a control measure, including but
not limited to self-isolation. These are implemented as a result of information or
directions issued to all or some of the public or one or more individuals, by an authority
designated by the legislation;
• The employee is directed by their employer in response to a concern that the employee
may expose other individuals in the workplace to the designated infectious disease;
• The employee is providing care or support to an individual because of a matter related to
the designated infectious disease that concerns that individual, such as school or day
care closures, for example;
• The employee is directly affected by travel restrictions and, under the circumstances,
cannot reasonably be expected to travel back to Ontario; or
• Such other reasons as may be prescribed.
An employee is entitled to take declared emergency leave for as long as they are not performing
the duties of their position as determined by the provisions above. The leave will end on the day
the emergency is terminated or disallowed.
An employee is entitled to take infectious disease emergency leave starting on the prescribed
date for as long as they are not performing the duties of their position as determined by the
provisions above and the infectious disease is designated by the regulations.
Conditions
Declared emergency leave may be extended beyond the initial period of absence due to an
order made under the Emergency Management and Civil Protection Act.

Requesting Emergency Leave
Employees who take emergency leave must advise Autism Ontario that they will do so as soon
as possible. If an employee begins the leave before advising Autism Ontario, the employee
must advise the organization of the leave as soon as possible after starting it.
Autism Ontario may require an employee taking emergency leave to provide evidence
reasonable in the circumstances at a time that is reasonable in the circumstances that the
employee is entitled to the leave. However, an employee who takes infectious disease
emergency leave is not required to provide a certificate from a qualified health practitioner as
evidence.
Reservist Leave
Employees who are military reservists and who are deployed to an international operation or to
an operation within Canada that provides or will provide assistance in dealing with an
emergency or its aftermath (including search and rescue operations) are entitled under the ESA
to unpaid leave for the time necessary to engage in that operation. To be eligible for reservist
leave, the employee must have worked for Autism Ontario for at least six consecutive months.
Employees on a reservist leave are entitled to be reinstated to the same position if it still exists
or to a comparable position if it does not. Seniority and length of service credits continue to
accumulate during the leave. Autism Ontario is not required to continue any benefit plans during
the employee’s leave; however, employees can provide payment in advance of the leave to
cover the cost of the benefits so that they may continue while on the leave.
Organ Donor Leave
Employees continuously employed by Autism Ontario for 13 weeks are entitled to take unpaid
job-protected leave from work for organ donation.
The organ donor leave must begin on the date of the surgery, although it may begin earlier
where a medical practitioner specifies an earlier date in a written certificate. The employee may
take leave for up to 13 weeks, although in cases where the doctor declares that the employee
cannot resume their work, additional time will be granted. The maximum period of the extended
leave is 13 weeks.
Employees taking organ donor leave must provide Autism Ontario with a minimum of two
weeks’ notice of their intention to take the leave. Employees must provide a medical certificate
confirming the reasons for and the expected duration of the leave.
Family Caregiver Leave
All employees, regardless of their length of service with Autism Ontario, are entitled to eight
weeks of unpaid job-protected leave per calendar year for each family member requiring care,
as specified in the legislation.
The employee can take the time for the family members described below in order to care for or
support a family member if a qualified health practitioner issues a certificate stating that the
individual has a serious medical condition. A serious medical condition may include a condition
that is chronic or episodic.

For the purpose of this leave, a family member includes:
• The employee’s spouse;

• A parent, stepparent, or foster parent of the employee or the employee’s spouse;
• A child, stepchild, or foster child of the employee or the employee’s spouse;
• A grandparent, step-grandparent, grandchild, or step-grandchild of the employee or the
employee’s spouse;
• The spouse of a child of the employee;
• The employee’s brother or sister;
• A relative of the employee who is dependent on the employee for care or assistance; or
• Any individual prescribed as a family member for the purpose of this section.
Medical Certificate
Autism Ontario requires that employees provide a medical certificate from a qualified health
practitioner (could include a physician, registered nurse, or psychologist) stating that the
individual has a serious medical condition. This should be provided to Autism Ontario before the
start of a family caregiver leave unless an emergency occurs. The medical certificate must be
from the qualified health practitioner who is caring for the ill individual and must state that the
family member is suffering from a serious medical condition.
Notice
Employees must give notice in writing to Autism Ontario, along with the medical certificate,
before the start of a family caregiver leave. If an employee must begin a family caregiver leave
before notifying Autism Ontario due to an emergency, the employee must notify Autism
Ontario in writing about the leave as soon as possible after its start.
Critical Illness Leave
All employees employed with Autism Ontario for at least six consecutive months are entitled to
up to 37 weeks of unpaid job-protected leave to provide care or support to a critically ill minor
child (as certified by a qualified health practitioner). A “critically ill minor child’ refers to a minor
child whose baseline state of health has significantly changed and whose life is at risk as a
result of an illness or injury.
up to 17 weeks of unpaid job-protected leave to provide care or support to a critically ill adult
(must have been certified by a qualified health practitioner).
For the purpose of this leave, a minor child includes a child, stepchild, foster child, or child who
is under the legal guardianship of the employee and under the age of 18. An adult refers to an
individual 18 years of age or older. The leave is restricted to instances where family members of
the employee as defined by the act are critically ill.
Length of Leave
If the qualified health practitioner sets out a period of less than the prescribed weeks of leave,
the employee is entitled to take the leave only for the number of weeks in the period specified in
the medical certificate. If the qualified health practitioner sets out a period of 52 weeks or longer,
the employee’s leave must end no later than the last day of the 52-week period.

If a critically ill minor child or adult dies while an employee is on leave, the employee’s
entitlement to be on leave ends at the end of the week in which the minor child or adult dies.
Further Leave
If a minor child or adult remains critically ill while the employee is on leave or after the employee
returns to work, but before the 52-week period expires, the employee is entitled to take an
extension of the leave or a new leave if they meet the proper requirements. If the minor child or
adult remains ill after the 52-week period expires, the employee is entitled to take another leave
if the leave requirements are once again met.
Medical Certificate
Autism Ontario requires that employees provide a medical certificate from a qualified health
practitioner (could include a physician, registered nurse, or psychologist) before starting a
critically ill child leave, unless an emergency occurs. The medical certificate must state that the
child is critically ill and requires the care or support of one or more parents and it must also set
out the time period during which the child requires the care or support of the employee.
Notice
Employees must give notice in writing to Autism Ontario, along with the medical certificate,
before the start of a critical illness leave. The employee must also provide a written plan that
indicates the weeks in which they will take the leave.
If the employee must begin a critical illness leave before notifying Autism Ontario due to an
emergency situation, the employee must notify Autism Ontario in writing about the leave as
soon as possible after beginning it and provide a written plan that indicates the weeks in which
they will take the leave.
Child Death Leave
For the purpose of this leave, a child includes a child, stepchild, foster child, or child who is
under the legal guardianship of the employee and is under 18 years of age. “Crime” means an
offence under the Criminal Code of Canada, other than an offence prescribed by the regulations
made under paragraph 209.4(f) of the Canada Labour Code.
Length of Leave
up to 104 weeks of unpaid job-protected leave if their child dies. Employees may take their
leave only during the 105-week period that begins in the week the child dies.
Please note that an employee is not entitled to this leave of absence if the employee is charged
with a crime in relation to the death or if it is probable that the child was a party to a crime in
relation to their death.
Notice
Employees must give written notice to Autism Ontario before starting the leave. The employee
must also provide a written plan that indicates the weeks when they will take the leave.

If an employee must begin a child death leave before notifying Autism Ontario due to an
emergency situation, the employee must notify Autism Ontario in writing about the leave as
soon as possible after beginning it and provide a written plan that indicates the weeks in which
they will take the leave.
Crime-Related Child Disappearance Leave
up to 104 weeks of unpaid job-protected leave if their child disappears and it is probable
considering the circumstances that the child disappeared as the result of a crime.
Generally, an employee who takes a crime-related child disappearance leave must take the
leave in a single time period, although limited exceptions do apply. For exceptions and unusual
circumstances related to this leave, please consult your manager, or refer to the ESA.
If an employee’s child is found alive while the employee is on leave, the employee is entitled to
stay on leave for an additional 14 days. If an employee’s child is found dead, the employee’s
entitlement to be on leave ends at the end of the week in which the child is found.
If it becomes probable, considering the circumstances, that the disappearance of the child is not
the result of a crime; the leave must end on the day on which it no longer seems probable.
Please note that an employee is not entitled to this leave of absence if the employee is charged
with the crime or if it is probable that the child was party to the crime.
Evidence
Autism Ontario may ask an employee to provide reasonable evidence to support the employee’s
entitlement to a crime-related child disappearance leave.
Notice
Employees must give written notice to Autism Ontario before starting the leave. The employee
must also provide a written plan that indicates the weeks when they will take the leave.
If an employee must begin a crime-related child disappearance leave before notifying Autism
Ontario due to an emergency situation, the employee must notify Autism Ontario in writing about
the leave as soon as possible after beginning it and provide a written plan that indicates the
weeks in which they will take the leave.
Domestic or Sexual Violence Leave
All employees employed with Autism Ontario for at least 13 consecutive weeks are entitled to up
to 10 days and up to 15 weeks of protected leave if an employee or a child of an employee
experiences domestic or sexual violence, or the threat of domestic or sexual violence. If an
employee takes any part of a day as leave, Autism Ontario may consider the employee to have
taken one full day of leave. If an employee has taken part of a week as leave, Autism
Ontario may consider the employee to have taken one full week of leave. Under this leave,
employees are entitled to take the first five days as paid days of leave. The balance of the
employee’s entitlement are unpaid days. Autism Ontario will pay the first five days of domestic
or sexual violence leave at the amount prescribed by legislation.

For the purpose of this leave, a child includes a child, stepchild, foster child, or child who is
under the legal guardianship of the employee and is under 18 years of age.
Please note that an employee is not entitled to this leave of absence if the domestic or sexual
violence is committed by the employee.
Confidentiality
Autism Ontario will ensure mechanisms are in place to protect confidentiality of records given to
or produced by Autism Ontario that relate to an employee taking domestic or sexual violence
leave.
Notice
Employees should give notice in writing to Autism Ontario before the start of a domestic or
sexual violence leave. The employee must also provide a written plan that indicates the weeks
in which they will take the leave.
If an employee must begin a domestic or sexual violence leave before notifying Autism
Ontario due to an emergency situation, the employee must notify Autism Ontario in writing about
the leave as soon as possible after beginning it and provide a written plan that indicates the
weeks in which they will take the leave.
Jury Duty Leave
Autism Ontario recognizes and respects the need for employees to complete jury duty and will
make accommodations for employees who have been selected to participate on a jury.
Procedure
• Employees selected for jury duty must provide as much advance notice as possible of
the start of their jury duty.
• Employees should include in their advance notice a copy of their summons to jury duty.
• Employees will be granted leave (Choose: with/without) pay to serve as jurors.
• Where the jury duty lasts for only part of a day, the employee must return to work (where
possible) for the remainder of the day.
• Once the jury leave has concluded, the employee must provide evidence of the jury
leave in the form of documentation from the court clerk confirming the days that the
employee participated on the jury.
• Any employee who must appear in a court of law as a plaintiff, defendant, or witness
shall not be eligible for a paid leave of absence. In these instances, the employee may
use vacation time or request an unpaid leave of absence.

Office Closures Policy
Autism Ontario physical offices may be closed under special circumstances, such as:
• Extreme weather conditions (for example, heavy snowfall, freezing rain); or

• Unforeseen circumstances (for example, power outage, heater malfunction).
The decision to close offices shall be at the discretion of the Executive Director and in such
cases, notification will be provided to all employees by e-mail. Notice will also be posted on the
organization communication platform (e.g., Microsoft Teams) to advise employees of the
closure and anticipated return to business. When necessary, announcements will be posted on
the website informing users of our services of any closures.

Payroll and Compensation Administration Policy
Intent
The intent of this policy is to communicate Autism Ontario's payroll processes and procedures.
Guidelines
Autism Ontario utilizes consistent and comprehensive payroll processes and procedures to
ensure that its employees are paid appropriately and on time.
Autism Ontario employees will be paid on a semi-monthly basis with remuneration to be

deposited into the employee’s bank account in semi-monthly installments.
Legal Compliance
Autism Ontario shall ensure its payroll processes and procedures comply with all relevant
legislation and adhere to all reporting and tax withholding requirements.
Furthermore, Autism Ontario shall ensure all payroll and compensation information obtained is
stored and maintained in a secure area. Such information shall only by shared for payroll,
administrative and legal purposes.
Workplace Responsibilities
Employees
• Upon hire, employees must immediately complete and submit required federal and
provincial income tax forms and all other associated payroll paperwork. Federal and
provincial tax forms will be utilized by the organization to calculate statutory deductions
as required by law such as CPP, IE and Income Tax.
• Upon hire employees must submit to Human Resources and the Finance department
their current banking information to facilitate the direct deposit process (through the
direct deposit form).
• Must promptly inform HR and the Finance department of any changes to banking
information during employment with the organization.
• Accurately document and report all hours worked, as appropriate.
• Immediately inform management of any identified discrepancies in payment.
• Comply with all departmental procedures for the collection of information pertaining to
the organization's payroll processes.
Management & Human Resources
• Human Resources to ensure all new hire payroll information is collected and submitted
to the finance department in a timely and accurate manner.
• Ensure all collected and retained employee information pertaining to remuneration
remains confidential and is only disclosed to authorized personnel.

• Accurately maintain record of all vacation, and personal days as all other time away from
work taken by direct reports.
• Ensure semi-monthly payroll information or timesheets (as relevant) are submitted to the
Finance department in a timely and accurate manner.
• Provide assistance or forward inquires to the finance department pertaining to payroll
and benefits concerns.
Payroll/Finance Department
• Update and maintain the organization's payroll information system with new employee
information, terminations, leaves, updated banking information etc.
• Process payroll information in a timely and accurate manner to ensure staff are paid
accurately and according to schedule.
• Accurately calculate all required statutory deductions.
• Provide accurate and timely reports to relevant departments and government agencies
as required.
• Accurately process TD1s and all other relevant documentation.
• Respond to inquiries from employees, management, government agencies and all other
relevant parties.
• Maintain confidentiality concerning employee payroll information and remuneration.
Autism Ontario
• Comply with all provincial, federal, and legal payroll requirements, duties and
responsibilities pertaining to taxation and reporting.
• Create, maintain, and update as required consistent and comprehensive payroll
processes and procedures.
Pay Equity
Autism Ontario is committed to maintaining pay that is competitive with wages paid by similar
employers and pays employees in jobs of comparable value equitably in compliance with all
applicable legislation. The value of positions will be assessed under the four factors used by the
Pay Equity Commission: skills, effort, responsibility, and working conditions.
Procedures
Each position within Autism Ontario will be evaluated regularly (at least every three years) or
when significant changes occur, or a new job is introduced. The jobs will be evaluated using a
gender-neutral factor comparison system that uses the four factors identified by the Pay Equity
Commission.
• Job positions will be grouped into job classes.

• Female, male, and neutral job classes will be determined.
• Using the gender-neutral job evaluation system, a point value will be assigned that
measures the value of each of these job classes.
• Job classes of similar point value will be grouped into common bands.
• Female job classes will be compared to male job classes within the same point band.

• Using either the job-to-job comparison method or the proportional method, a
determination will be made whether the female job class requires a pay equity
adjustment.
Autism Ontario will adjust pay rates in accordance with the required pay equity amounts.

Conduct and Discipline
Code of Conduct
Introduction
Autism Ontario values its volunteers and staff and recognizes that they are its greatest assets.
This Code of Conduct was created to promote an atmosphere of mutual respect and
understanding in which each person’s contribution is recognized. Each staff member and
volunteer involved in programming and services shall read, sign, and adhere to this Code of
Conduct. Regional staff are expected to apprise short‐term volunteers of the content of this
Code. Any staff member or volunteer found to be in violation of the Code of Conduct will be
subject to disciplinary actions, termination of duties, and/or legal action.
This Code of Conduct was designed to provide a solid framework within which staff and
volunteers can work. While it is not expected that every situation will be clearly addressed by
the Code of Conduct, the intent is that the principles of the Code will be extended and used in
good faith to guide us through difficult situations.
Volunteers and staff should also be aware that leaving Autism Ontario does not relieve them of
duties surrounding privacy and confidentiality of Autism Ontario information.
Staff and volunteers shall:

• Be guided by Autism Ontario’s Mission, Vision and Values statement,
• Act within the limits of the roles and responsibilities of their position, as identified
by the by‐laws and operational documents of Autism Ontario.
• Deal with volunteers, co‐workers, and the Board of Directors of Autism Ontario
openly, honestly, in good faith, and share with them all information as may be
relevant to ensure that organizational policies and guidelines are followed.
• Not place themselves or Autism Ontario at risk by assuming responsibility to
carry out tasks or activities that are beyond the scope of their area of expertise or
capability. Adherence to defined operational guidelines for these tasks and
activities is essential.
• Respect the roles of parents and caregivers acting as individuals, not as
representatives of Autism Ontario, when participating in activities not endorsed
by Autism Ontario, such as partisan political events.
Mutual respect is key to the mission, vision and the core values of Autism Ontario. Staff and
volunteers shall:
• Take time to listen to what people have to say, without interruption or assumption
of message,
• Respect that individuals will contribute what they are able, whether that be time
or money

• Encourage a positive environment in which individual contributions are
encouraged and valued,
• Acknowledge democratic principles and on important issues, encourage
consensus decisions as well as ones that seek collaborative solutions rather than
compromise.
Unacceptable Actions/Behaviours
To preserve the core values and business principles that Autism Ontario is founded upon, we
have compiled a list of unacceptable behavioural actions that have been classified as either:
1. Hazardous to employee or volunteer safety;

2. Criminal;
3. A negative influence on workplace morale; or
4. Detrimental to the success of Autism Ontario.
Autism Ontario reserves the right to discipline and, in certain cases, terminate the employment
of any employee or involvement of any volunteer for participating in any conduct that
violates Autism Ontario's Global Code of Conduct standards and policies.
Unacceptable behaviours shall include, but not be limited to the following:
• Causing physical harm to another person;

• Threats or harassing behaviour;
• Wilful neglect of children;
• Wilful damage or destruction to employer property, or employee property;
• Possession of a weapon while on employer premises, or while conducting business on
behalf of the employer;
• Disorderly, immoral, or indecent conduct;
• Violation of health and safety practices, policies and procedures;
• Theft, including physical and intellectual property;
• Insubordination;
• Dishonest, illegal or improper business activities;
• Job abandonment;
• The use, possession, sale, manufacture or dispensation of any illegal drug, alcohol, or
paraphernalia associated with either;
• The use of alcohol or illicit narcotics off employer premises that adversely affects the
employee's work performance, the employee's own safety or the safety of others at
work, or the employer's reputation in the community;
• Failure to report to management the use of any prescribed drug which may alter the
employee's ability to safely perform their duties;
• Arriving to work late without providing advance notice and/or without reasonable cause;
• Failure to properly report an absence; and
• Failure to meet stated goals, objectives and/or performance metrics required for a
position.
Employees and volunteers are expected to perform their job duties in a manner conducive to a
safe workplace, following all employer practices, policies and procedures.

Confidentiality
Often staff and volunteers of Autism Ontario are in receipt of privileged information. It is
important to adhere to the Autism Ontario Privacy Policy, but also to recognize situations that
may require added discretion. Staff and volunteers shall:
• Understand that the confidential nature of some organization business means
that limitations may be placed on the operation of the department,
• Not use information acquired at meetings or through Autism Ontario contacts for
purposes other than those for which the information was intended,
• Not release identifying information without the consent of all parties involved,
• Not use information for cross‐purposes,
• Understand that they may have access to confidential information about the
operations of Autism Ontario and information about families and their children
associated with Autism Ontario through documents, correspondence, or other
communications.
• Not, under any circumstances, share that information without the explicit consent
of Autism Ontario, and in addition, where applicable, the informed consent of the
family/individual/staff who shared or provided access to the information, except
as required by the Child and Family Services Act.
Conflict of Interest
This section does not supersede Autism Ontario’s Policy on Conflict of Interest but is meant to
complement it.
The types of people who volunteer or work in the charitable sector often choose to support
numerous causes by sharing their time and personal resources amongst various causes. Staff
and volunteers must declare from the outset the names of other organizations with which they
are involved. (See Autism Ontario’s Policy on Conflict-of-Interest declaration form.) The purpose
is to promote disclosure, not encourage restriction of volunteer participation.
• .
• Volunteers and staff cannot personally benefit from business arrangements. In
general, three quotes should be acquired for paid services. If the volunteer’s
organization is determined to be the lowest quote, then the business relationship
can be entered into. They must, however, leave the room if discussions
surrounding said contract are held.
• Staff and volunteers will use good faith when determining if a conflict of interest
exists.
• The appearance of conflict, as well as actual conflict, is to be avoided.
• Staff and volunteers will not accept personal gifts exceeding $50 from any person
with whom Autism Ontario has or intends to have a relationship, if the personal
gift could be perceived as affecting the judgement of the person receiving it. If
gifts in excess of $50 are received and it is not possible to return them without
causing embarrassment to the giver, then they are to be used by the Chapter or
Office as part of a fundraiser or appreciation item.

Communicating Respectfully
Due to the nature of Autism Ontario’s work and the individuals and families we support, we must
recognize the way in which we conduct ourselves in our interactions with the public, our
community, and staff.
Staff and volunteers shall:
• Maintain a non‐judgmental attitude related to a variety of behaviours,
• Recognize the importance of all behaviour as a meaningful attempt to have
needs met,
• Remember that there are no difficult people, there are difficult situations,
• Be cognizant that 70 percent of communication is non‐verbal. Thus, some of the
people we work with will only receive 30 percent of our message unless we make
an extra effort,
• Make every attempt to be inclusive in activities and events.
• Be respectful in all communications.

Mutual Respect Policy
Intent
Autism Ontario is committed to cultivating a welcoming workplace that is amenable to all and
has adopted this policy to communicate employee expectations regarding mutual respect in the
workplace.
Guidelines
Personal Privacy
All employees are entitled to the rights of personal privacy. Employees are under no obligation
to reveal personal information unless there is a legitimate organizational need.
If an employee feels that their personal privacy is being intruded upon, we encourage them to
confront the person and politely ask them to cease their line of questioning. If this is not
possible, and the situation is extreme in nature, then employees should contact management as
soon as is reasonably possible to deal with the problem.
Workplace Rumours and Gossip
The spread of workplace rumours by way of gossip is strictly prohibited. This includes verbal,
written and electronic communication. Workplace rumours are capable of spreading quickly and
may irreparably damage the professional image or reputation of our employees, and our
reputation as an employer. In some cases, workplace gossip or rumours may constitute
harassment or verbal assault.
To combat the spread of workplace gossip/rumours, employees should:
• Not speak or insinuate another person's name when that person is not present unless it
is to compliment them, or make reference regarding work matters; and
• Refuse to participate in derogatory or malicious gossip or rumours.
If you are engaged in, or affected by workplace gossip or rumours, please report the incident(s)
to management for investigation.
Language
Autism Ontario strictly forbids the use of profane language on organization premises. The use of
profane language may be offensive to some employees, clients/customers, or visitors and is
generally unprofessional conduct that is unacceptable in the workplace.
Noise
Employees should avoid causing undue distractions in the workplace via excessive noise from
conversations, radios or other music playing devices, or computers.
Excessive noise may create an unwanted distraction that could detract from the quality of work
completed by other employees, and from their overall workplace experience.

Distractions
Employees should respect the work schedules of others when engaging them in conversation or
providing any type of distraction that may remove their focus from work.
Autism Ontario asks that you limit personal conversations to scheduled break times, or either
before or after regular work hours.
Cleanliness
Employees are expected to maintain a clean workplace by cleaning up after themselves

whenever possible, including at their desk or workstation, and in any common areas.

Conflict of Interest
Intent
Autism Ontario continually strives to protect our organization’s interests from real or potential
conflicts of interest and has adopted this policy to outline procedures for avoiding and reporting
various situations where a conflict of interest may arise.
Guidelines
Conflict of Interest Defined
For purposes of this policy, the following circumstances shall be deemed to create Conflicts of
Interest.
a. Outside Interests
i. A Contract or Transaction between Autism Ontario and a Responsible Person or Family
Member.
ii. A Contract or Transaction between Autism Ontario and an entity in which a Responsible
Person or Family Member has a Material Financial Interest or of which such person is a
director, officer, agent, partner, associate, trustee, personal representative, receiver,
guardian, custodian, conservator, or other legal representative.
iii. A Contract or Transaction between Autism Ontario and a Responsible Person or Family
Member, who may be a business partner with an entity that may contract with Autism
Ontario.
iv. A Contract or Transaction between Autism Ontario and a Responsible Person or Family
Member, who may have an employer/employee relationship with Autism Ontario.
b. Outside Activities
i. A Responsible Person competing with Autism Ontario in the rendering of services or
research in any other Contract or Transaction with a third party.
ii. A Responsible Person’s having a Material Financial Interest in; or serving as a director,
officer, volunteer, employee, agent, partner, associate, trustee, personal representative,
receiver, guardian, custodian, conservator, or other legal representative of, or consultant
to; an entity or individual that competes with Autism Ontario in the provision of services
or in any other Contract or Transaction with a third party.
c. Gifts, Gratuities and Entertainment

A Responsible Person accepting gifts, entertainment, or other favors from any individual or
entity that:
i. Does or is seeking to do business with, or is a competitor of Autism Ontario; or
ii. Has received, is receiving or is seeking to receive a loan or grant, or to secure other
financial commitments from Autism Ontario;
iii. Is a charitable organization operating in Ontario;
iv. Under circumstances where it might be inferred that such action was intended to
influence or possibly would influence the Responsible Person in the performance of their
duties.

This does not preclude the acceptance of items of nominal or insignificant value or
entertainment of nominal or insignificant value which are not related to any particular transaction
or activity of Autism Ontario.
Definitions
a) A ʺConflict of Interestʺ is any circumstance described in Part 1 of this Policy.

b) A ʺResponsible Personʺ is any person serving as an officer, employee, volunteer, or
member of the Board of Directors of Autism Ontario.
c) A ʺFamily Memberʺ is a spouse, domestic partner, parent, child or spouse of a child,
brother, sister, or spouse of a brother or sister, of a Responsible Person.
d) A ʺMaterial Financial Interestʺ in an entity is a financial interest of any kind, which, in
view of all the circumstances, is substantial enough that it would, or reasonably could,
affect a Responsible Person’s or Family Member’s judgment with respect to transactions
to which the entity is a party. This includes all forms of compensation.
e) A ʺContract or Transactionʺ is any agreement or relationship involving the sale or
purchase of goods, services, or rights of any kind, the providing or receipt of a loan or
grant, the establishment of any other type of pecuniary relationship, or review of a
charitable organization by Autism Ontario. The making of a gift to Autism Ontario is not a
Contract or Transaction.
Use of Personnel and/or Equipment for Non-Business Purposes
• Autism Ontario strictly prohibits the use of personnel (including volunteers) and/or
equipment for non-organization business, as their use may be improper, illegal or create
a conflict of interest.
• Where Autism Ontario resources (including property, equipment, and personnel) are
used for unapproved purposes, they may create a negative impact on our organization,
and the community perception of the organization.
Conflict of Interest in Hiring Practices
Family Members:
• Autism Ontario shall accept applications from and consider a member of an employee's
immediate family for employment if the candidate has all the requisite qualifications.
• An immediate family member shall not be considered for employment if by doing so, it
might create a direct or indirect managerial/subordinate relationship with the family
member, or if their employment could create a conflict of interest either real or imagined.
• For the purposes of this policy, immediate family members shall be defined as: Spouse,
Wife, Husband, Parent, Mother, Father, Brother, Sister, Sibling, Son, Daughter, Birth or
adopted child or any In-Laws.
Employee Relationships:
• Autism Ontario employees involved in romantic relationships, or that become married or

live in the same household shall not be perceived as presenting a conflict of interest,
provided that there is neither a direct or indirect managerial/subordinate relationship

between the employees, or a conflict of interest, real or perceived, created as a result of
the relationship.
• In the event that either a managerial/subordinate, or conflict of interest issue
arises, Autism Ontario will work with the employees to accommodate them in a
reasonable fashion. Possible resolutions resulting from a conflict of interest may require
one of the employees to transfer to another department or position within the
organization. If this is not possible, one of the employees may be required to resign.
Procedures
Prior to board or committee action on a Contract or Transaction involving a Conflict of Interest, a

director, Responsible person, Family member (see definitions) or committee member having a
Conflict of Interest and who is in attendance at the meeting shall disclose all facts material to the
Conflict of Interest. Such disclosure shall be reflected in the minutes of the meeting.
A director, Responsible person, Family member (see definitions) or committee who plans not to
attend a meeting at which they have reason to believe that the board or committee will act on a
matter in which the person has a Conflict of Interest shall disclose to the chair of the meeting all
facts material to the Conflict of Interest. The chair shall report the disclosure at the meeting and
the disclosure shall be reflected in the minutes of the meeting.
A person who has a Conflict of Interest shall not participate in or be permitted to hear the board
or committee’s discussion of the matter except to disclose material facts and to respond to
questions. Such person shall not attempt to exert his or her personal influence with respect to
the matter, either at or outside the meeting.
A person who has a Conflict of Interest with respect to a Contract or Transaction that will be
voted on at a meeting shall not be counted in determining the presence of a quorum for
purposes of the vote. The person having a conflict of interest may not vote on the Contract or
Transaction and shall not be present in the meeting room when the vote is taken unless the vote
is by secret ballot. Such person’s ineligibility to vote shall be reflected in the minutes of the
meeting. For purposes of this paragraph, a member of the Board of Directors of Autism Ontario
has a Conflict of Interest when they stand for election as an officer or for re‐election as a
member of the Board of Directors.
Responsible Persons who are not members of the Board of Directors of Autism Ontario, or who
have a Conflict of Interest with respect to a Contract or Transaction that is not the subject of
Board or committee action, shall disclose to the Chair or the Chair’s designee any Conflict of
Interest that such Responsible Person has with respect to a Contract or Transaction. Such
disclosure shall be made as soon as the Conflict of Interest is known to the Responsible
Person. The Responsible Person shall refrain from any action that may affect Autism Ontario’s
participation in such Contract or Transaction.
In the event it is not entirely clear that a Conflict of Interest exists, the individual with the
potential conflict shall disclose the circumstances to the Chair or the Chair’s designee, who shall
determine whether there exists a Conflict of Interest that is subject to this policy.
Confidentiality

Each Responsible Person shall exercise care not to disclose confidential information acquired in
connection with such status or information the disclosure of which might be averse to the
interests of Autism Ontario. Furthermore, a Responsible Person shall not disclose or use
information relating to the business of Autism Ontario for the personal profit or advantage of the
Responsible Person or a Family Member.
Review of policy
Each new Responsible Person shall be required to review a copy of this policy and to
acknowledge in writing that they have done so.
Each Responsible Person shall annually complete a disclosure form identifying any
relationships, positions, or circumstances in which the Responsible Person is involved that they
believe could contribute to a Conflict of Interest arising. Such relationships, positions or
circumstances might include service as a director of or consultant to a nonprofit organization, or
ownership of a business that might provide goods or services to Autism Ontario. Any such
information regarding business interests of a Responsible Person or a Family Member shall be
treated as confidential and shall generally be made available only to the Chair, the Executive
Director, and any committee appointed to address Conflicts of Interest, except to the extent
additional disclosure is necessary in connection with the implementation of this Policy.
This policy shall be reviewed annually by each member of the Board of Directors. Any changes
to the policy shall be communicated immediately to all Responsible Persons.
Assurance Against Retaliation
This policy encourages employees to report any conflict of interest encountered in their
employment at Autism Ontario. Retaliation against the Complainant is strictly prohibited and will
result in appropriate disciplinary action. Retaliation by the Respondent, or anyone acting on
behalf of the Respondent, against any witness providing information about a conflict-of-interest
report, is also strictly prohibited. Acts of retaliation include (but are not limited to) interference,
coercion, threats, and restraint.
This policy will not be used to bring fraudulent or malicious complaints against employees. Any
complaint made in bad faith, if demonstrated as being such through convincing evidence, will
result in disciplinary action being taken against the individual lodging the fraudulent or malicious
complaint.

Moonlighting Policy (Participating in Secondary
Employment while an Employee of Autism Ontario)
Intent
Autism Ontario understands that it may be necessary for its employees to take on secondary
employment to supplement income, enhance experience, or pursue outside interests. The intent
of this policy regarding employees holding secondary employment (otherwise known as
“moonlighting”) is to express Autism Ontario’s concern for the health and well-being of its
employees and to caution against over-extending oneself due to secondary employment, which
can lead to lowered work performance and reduced productivity and can negatively impacts one’s
ability to work safely at Autism Ontario.
Employees who hold employment outside of Autism Ontario are to consider Autism Ontario their
primary employer unless otherwise assessed (e.g., the employee is working less than twelve (12)
hours per week for Autism Ontario and the other job does not pose a conflict of interest).
While an employee of Autism Ontario, employees shall not, without express written authorization
from Management, carry on any business or occupation, or become an employee or agent or hold
any other position or office with any other organization, or person, for compensation of any sort.
Such authorization shall not be unreasonably withheld by Management pending consideration of
the following:
• Where the secondary employment would not or does not adversely affect the employee's
performance of job duties at Autism Ontario.
• Where the secondary work is performed outside of the employee's Autism Ontario
regularly scheduled working hours.
• Where the secondary job poses no conflict of interest (as determined by Autism Ontario’s
Policy on Conflicts of Interest and Disclosure of Certain Interests).
This Policy shall:

1. Provide reporting guidelines for moonlighting employees;
2. Examine the Autism Ontario limitations for secondary employment;
3. Discuss Autism Ontario’s Policy on Conflicts of Interest and Disclosure of Certain
Interests;
4. Outline Autism Ontario’s stance on secondary employment with clients and/or vendors;
5. Autism Ontario’s Policy on Secondary Employment Conducted while on Leave.
Guidelines
Reporting
• Any Autism Ontario employee who wishes to work part-time, or for any amount of time
after their regularly scheduled Autism Ontario work hours, should discuss the matter with
their manager/supervisor prior to their acceptance of the secondary employment.

• The employee may be required to disclose information pertaining to the proposed
secondary employment to allow an Autism Ontario review. The review will ensure that
there is no conflict of interest, and that the secondary employment does not interfere
with the employee’s primary employment at Autism Ontario.
• Determination of the level of risk posed to Autism Ontario as a result of the employee
holding secondary employment will be assessed based on the results of a risk
assessment, as well as the consideration of other applicable factors.
• Should it be determined that an employee’s role performance at Autism Ontario and the
interests of Autism Ontario is being or can be adversely impacted as a result of the
secondary employment, and should it be determined that there is no avoidable conflict of
interest, Autism Ontario may require the employee to forego or resign their employment
with one of the employers.
Limitations
• Autism Ontario employees who hold secondary employment must have a minimum of
eight (8) consecutive hours free from work prior to reporting for regularly scheduled work
at Autism Ontario. For example, an employee may not work a 12:00 a.m. – 8:00 a.m. shift
at a secondary workplace prior to reporting to Autism Ontario at 9:00 a.m., etc. This is to
ensure compliance with workplace compliance legislation intended to provide employee
safety and productivity.
Conflicts of Interest and Disclosure of Certain Interests
• Situations where an Autism Ontario employee is required to conduct business or provide

services to a family member or associate may create a real or perceived conflict of interest
for both Autism Ontario and the employee in question. As such, Autism Ontario requires
any employee who feels they may have a conflict of interest to immediately notify their
Supervisor/Manager for relief.
• If any Autism Ontario employee has reason to believe that a conflict of interest has
occurred or is possible, it is their duty to report it to Management. Autism Ontario strictly
prohibits any retaliation for fulfilling this obligation.
Secondary Employment with Autism Ontario Clients and/or Vendors
• Permission to hold any outside employment or business interests with any

organization that conducts business with Autism Ontario, its suppliers, dealers, or
clients must be secured in writing from Autism Ontario. Failure to secure advance
permission may result in disciplinary action, up to and including termination of
employment at Autism Ontario. Employees who are currently moonlighting and began
their secondary job prior to the adoption of this policy are expected to notify their
supervisor immediately.
• An Autism Ontario employee who secures secondary employment with an Autism
Ontario client and/or vendor may present a conflict of interest, as Autism Ontario must
be able to maintain a professional relationship with that organization, and any
overlapping employment may diminish that ability. In some instances, this type of
employment may provide a benefit to both organizations by strengthening the bond.

This type of secondary employment will be handled on a case-by-case basis, as not
every case will present problematic issues.
• All Autism Ontario employees who hold outside employment or business interests with
any organization that conducts business with Autism Ontario, its suppliers, dealers or
clients, must complete a Disclosure of Secondary Employment form and complete a
Risk Assessment, regardless of the employees work status at Autism Ontario (whether
working on a full-time, part-time, contract or casual basis).
Autism Ontario’s Policy on Secondary Employment Conducted while on Leave
Upon request by Management, an employee who is on sick leave, in receipt of Workers’

Compensation Benefits, Injury on Duty or Long-Term Disability, or absent from the workplace for
other reasons, shall submit a Disclosure of Secondary Employment form if involved in secondary
employment.

Off-duty Conduct Policy
Intent
The purpose of this policy is to outline the expectations for Autism Ontario employees regarding
off-duty conduct. Off-duty conduct may have a serious effect on organizational interests and the
workplace in general and as such Autism Ontario will enforce the guidelines of this policy. If it is
shown that there is a connection between an employee's off-duty conduct and the workplace,
disciplinary action may be taken.
Guidelines
When employees are off duty there is still an expectation by Autism Ontario that employees will
conduct themselves in a way that positively represents the organization's mission, vision, values
and code of conduct.
Off-duty conduct of employees may be subject to disciplinary action up to and including

termination if it is shown that:
• the conduct of the employee harms Autism Ontario's reputation, or business interests;
• the employee's behaviour renders the employee unable to perform their duties
satisfactorily;
• the employee's behaviour leads to refusal, reluctance or inability of the other employees
to work with them;
• the employee has been guilty of a serious breach of the Criminal Code and thus
rendering their conduct injurious to the general reputation of Autism Ontario and its
employees;
• the employee's behaviour places difficulty in the way of Autism Ontario properly carrying
out its function of efficiently managing its works, and efficiency directing its working
forces.
Disciplinary action will be taken if any one of these criteria is met.
An investigation process will be followed in order to determine the validity and severity of the
incident and the resulting disciplinary actions.
Employees should be cognizant of the fact that a formal accusation against another employee is
a serious allegation with repercussions.
Where allegation of inappropriate off-duty conduct is found to be either false or frivolous, or

where supporting documentation for a complaint has been falsified, the complainant or witness
may be subject to disciplinary measures up to and including termination of employment.

Internal Conflict Resolution Policy
Intent
Autism Ontario is committed to providing a workplace where employees and volunteers are
treated with fairness, dignity, and respect. Autism Ontario has instituted this policy to provide
employees and volunteers with an outlet to raise concerns regarding any conflict in the
workplace or dissatisfaction with respect to issues related to their employment in an open and
fair manner with provisions made to ensure their prompt and reasonable resolution. Under no
circumstance should any employee fear discrimination or reprisal in the workplace as a result of
the complaint. Please note that conflicts that constitute workplace harassment or violence will
be handled in accordance with Autism Ontario’s Workplace Violence and Harassment Policy.
Guidelines
Mutual respect is key to both the Mission Statement and the core values of Autism Ontario. To
this end, staff and volunteers shall:
• Take time to listen to what people have to say, without interruption or assumption of
message,
• Respect that individuals will contribute what they are able, whether that be time or
money,
• Encourage a positive environment in which individual contributions are encouraged and
valued,
• Acknowledge democratic principles and on important issues, encourage consensus
decisions as well as ones that seek collaborative solutions rather than compromise.
Communication
All methods of communication have pitfalls and room for misunderstanding, particularly because
most communication is non‐verbal. Given that most of our organization’s communications take
place via email, extra attention is required in that area. Also, staff and volunteers shall:
• Choose a phone call or if comfortable, a face‐to‐face meeting (if possible) rather than
continue conflict via email,
• Not send emails when angry, aggravated, frustrated, or otherwise feeling stressed,
• Address issues head on, not go behind peoples’ backs or over their heads,
• Be respectful in deciding who to cc on correspondence, and cautious when entering into
email conversations where they were cc’d but not directly addressed.
Conflicts
The following conflicts should be reported, and Autism Ontario shall strive to address them with
reasonable resolutions.

• Disputes with co-workers or managerial staff with unwanted, and unresolved
consequences.
• Perceived unfair or inequitable treatment.
• Harassment whether sexual, discriminatory, or personal in nature.
• Abuse of authority.
• Administration of organization policies.
Conflict Reporting Procedure
Discussion
• Employees and volunteers are encouraged to discuss the unwanted behavior or actions
with the offending party as the situation dictates.
• Under ideal circumstances, the two parties shall reach a reasonable resolution without
the necessity of moving the conflict resolution process forward.
Reporting Conflict –
In the event that a discussion with the offending party is not feasible, fails to reach a reasonable
resolution, or one or either party feels unsafe addressing the offending party; parties are
encouraged to bring the matter up with their supervisor and/or the supervisor of the offending
party.
• The supervisor will then arrange a discussion with the parties involved, as the situation
dictates.
• In the event that these discussions fail to reach a reasonable resolution, the supervisor
will bring in their supervisor up to and including the Executive Director to address the
conflict with all parties involved.
• Should the matter fail to be addressed, the party has the option of escalating the matter
up to Autism Ontario’s Board of Directors.
• In the event that these discussions fail to reach a reasonable solution, a formal
complaint may be filed.
Formal Complaint
• Complainants should record the details of the unwanted circumstance(s), the names of
any applicable witnesses, and any attempts made to resolve the issue.
• Formal complaints stemming from unresolved employee, volunteer or managerial
conflicts shall be submitted via email with any pertinent documentation, to your
supervisor.
• If the concern involves your supervisor and you have already tried to resolve the issue
with them, the formal complaint can be submitted either to your supervisor’s supervisor,
up to and including the executive director and Autism Ontario’s board of directors.
• Formal complaints shall be reviewed and investigated.
• Formal complaints must be submitted within 14 days from the date of the alleged
incident(s). Failure to do so may restrict Autism Ontario’s ability to sufficiently investigate
the conflict.
• In all cases where formal complaints have been lodged, it is important to maintain a
policy of strict confidentiality between the complainant and the responder. For
investigative purposes, the offending party may be notified.
• Anonymous complaints shall not be reviewed.

Employee & Volunteer Expectations
Employees & Volunteers

• Employees and volunteers are required to fully comply with the Conflict Resolution
Policy.
• Shall be treated fairly throughout the process, as either a complainant, or alleged
offending party.
• Shall be responsible for maintaining confidentiality regarding their involvement, and the
complaint itself.
• Shall co-operate with any investigations in relation to complaints.
Management / Human Resources

• Management and Human Resources shall be responsible for enacting preventative
measures to ensure a workplace that is free from harassment, and for the
communication of policy and procedures contained herein.
• Management and Human Resources, if applicable, shall receive and address properly
filed complaints in an appropriate fashion.
• Investigate, or co-investigate any complaints, claims and documentation therein.
• Attempt to reach a reasonable resolution to the conflict.
• Inform the complainant and the offending party of possible resolutions available.
Resolutions
If an apology is made by the offending party, and the complainant accepts the apology, this may
be viewed as a reasonable resolution. All attempts shall be made to reach a reasonable
resolution through mediation of the complaint with both parties’ involvement.
Where the complaint is substantiated:

• In the event that a complaint is substantiated and a reasonable solution to halt the
unwanted behavior or action through mediation is not possible, the following actions
shall be taken for the offending party:
• Education and training.
• Verbal warning
• Written warning/reprimand.
• Termination of Employment.
Where the complaint is not substantiated:

• In the event that a complaint is not substantiated due to lack of evidence or other
reasons, both parties shall be informed with the rationale used. The complainant shall be
notified first.
• Both parties should be reminded that an unsubstantiated complaint does not necessarily
mean that it was filed under false or frivolous pretenses.
• A complainant may request that the investigation be re-opened in the event that
pertinent new evidence can be provided, or a reprisal due to the allegation has occurred.
Records
Autism Ontario shall keep on file all formal complaints, and the accompanying documentation,
and the findings of any investigation. Information from a previous investigation resulting in a

substantiated complaint may be used for review and consideration purposes in the event of a
new allegation.
Employees should be cognizant of the fact that a formal complaint against another employee is
a serious allegation with repercussions. Where a complaint is found to be either false or
frivolous, or where supporting documentation for a complaint has been falsified, the complainant
or witness may be subject to disciplinary measures up to and including termination of
employment or volunteer duties.

External Conflict Resolution
Intent
Autism Ontario is committed to providing services free of conflict, where all people are treated
with fairness, dignity, and respect. Autism Ontario has instituted this policy to create a fair and
transparent process for resolving conflicts between users of our services, parents of dependent
children/adults, volunteers, and staff. This policy establishes clear and consistent standards that
apply to conflicts between users of our services, stakeholders, volunteers and/or staff in order to
ensure that issues and concerns are addressed in a timely manner and result in appropriate
outcomes. The guidelines in this policy may apply to situations arising out of serious
occurrences. Please note that conflicts that constitute workplace harassment, or violence will be
handled in accordance with Autism Ontario’s Workplace Violence and Harassment Policy.
Autism Ontario is committed to providing equal treatment according to the protected grounds
established under the mandatory Ontario Human Rights Code. For more information, see our
Human Rights Policy.
Guidelines
Conflict Resolution Procedure

Step 1: Discussion
• Users of our services, parents of dependent children/adults, volunteers and/or
staff are encouraged to discuss the unwanted behaviour or actions with the
involved parties as the situation dictates.
• Under ideal circumstances, the conflicting parties shall reach a reasonable
resolution without the necessity of filing of a formal complaint.
• If a discussion is not feasible or fails to reach a reasonable resolution, a formal
complaint should be filed.
Step 2: Formal Complaint
• If a person wishes to file a complaint, volunteers or staff should provide the
person with the appropriate documentation to do so, and should advise them of
the proper procedure for filing the complaint, including:
o Directing them to the complaint form on our website or
o Printing the complaint form if the person is not able to access it online.
Accommodations will be provided for those who require it. For more
information, see our AODA – Customer Service Policy.
Step 3: Complaint Investigation

• Formal complaints shall be reviewed and investigated by the appropriate
manager.
• Formal complaints must be submitted within seven (7) days from the date of the
alleged incidents. Failure to do so may restrict Autism Ontario’s ability to
sufficiently investigate the conflict.

• In all cases where formal complaints have been lodged, it is important to
maintain a policy of strict confidentiality between the complainant and the
respondent. For investigative purposes, the offending party may be notified.
• Investigations shall be completed within thirty (30) days unless circumstances
prevent the investigation from being completed within that timeframe. All parties
involved will be notified of the outcome.
Expectations
Staff
• Must fully comply with the External Conflict Resolution Policy.
• Shall be treated fairly throughout the process, as either a complainant or respondent.
• Shall be responsible for maintaining confidentiality regarding their involvement and the
complaint itself.
• Shall co-operate with any investigations in relation to complaints.
Management
• Shall be responsible for the communication of this policy and its procedures.
• Shall receive and address properly filed complaints appropriately.
• Shall investigate any complaints, claims, and supporting documentation in a timely
manner.
• Shall attempt to reach a reasonable resolution to the conflict between the participant,
parent of dependent child/adult, volunteer and/or staff
• Shall inform the complainant and the offending party of possible resolutions available.
Users of Services
• Shall treat staff with respect in all interactions.
• Shall direct complaints to the appropriate staff member and communicate all complaints
in a mature and respectful manner.
• Shall participate in the conflict resolution process as defined in this policy and other
Autism Ontario policies and procedures.
Resolutions
If an apology is made by the offending party, and the complainant accepts the apology, this may
be viewed as a reasonable resolution. All attempts shall be made to reach a reasonable
resolution through dialogue of the complaint with both parties’ involvement followed by
successive levels of internal supervision as required.
Where the complaint is substantiated:

If a complaint is substantiated and a reasonable solution through mediation is not possible, the
following actions may be taken for the offending party. Please note that the items in this list are
not necessarily progressive, and steps may be skipped dependent on the nature of the incident.
Where the respondent is a staff member:
• Education and training.

• Verbal warning.

• Written warning.
• Suspension.
• Termination of employment.
Where the respondent is a volunteer:
• Education and training

• Verbal warning
• Written warning
• Termination of volunteer role
Where the respondent is a user of our services:
• Verbal warning advising of changes that need to be made to actions, attitudes, or

behaviours.
• Written warning advising of changes that need to be made to actions, attitudes,
or behaviours.
• Termination of services offered by Autism Ontario.
Where the complaint is not substantiated:

If a complaint is not substantiated due to lack of evidence or other reasons, both parties shall be
informed of the decision, along with the rationale used. The complainant shall be notified first.
Both parties should be reminded that an unsubstantiated complaint does not necessarily mean
that it was filed under false or frivolous pretenses.
A complainant may request that the investigation be re-opened if pertinent new evidence can be
provided, or a reprisal due to the allegation has occurred.
Records
Autism Ontario shall keep on file all formal complaints, the accompanying documentation, and
the findings of any investigation. Information from a previous investigation resulting in a
substantiated complaint may be used for review and consideration purposes in the event of a
new allegation.
Staff, users of our service, stakeholders, and volunteers should be aware that a formal
complaint against a parent or a staff member is a serious allegation with repercussions. Where
a complaint is found to be either false or frivolous, or where supporting documentation for a
complaint has been falsified, the complainant or witness may be subject to disciplinary
measures up to and including termination of employment.

Progressive Discipline Policy
Intent
Autism Ontario uses progressive discipline to address performance, conduct, and policy
violation issues. Progressive discipline allows employees to correct any issues or concerns and
reduces the need for termination of employment. Autism Ontario strives to work with employees
regarding any issues in the workplace but also needs to hold employees to a high standard of
performance and conduct. Therefore, a progressive, multi-step disciplinary process has been
implemented.
Guidelines
Progressive Discipline Process
If an employee of Autism Ontario violates organization policy or exhibits reckless behaviour, the
defined system of progressive discipline will be used.
Progressive discipline can be issued for attendance, conduct, health and safety, or performance
concerns. This is not an exhaustive list of the reasons it may be used.
Employees will be given multiple opportunities to correct the identified issue or concern, unless
the issue or concern is severe, in which case progressive discipline can be accelerated to match
the violation. Typically, progressive discipline proceeds through these steps:
1. Coaching (informal);
2. Verbal warning (formal);
3. First written warning (formal);
4. Final written warning with possible suspension (formal); and
5. Termination.
With each violation or apparent problem, the employee will be provided with a written document
to alert them of the problem and, if applicable, provide a copy of the organization policy being
violated; advise them of the consequences for further infractions; and suggest a method for
improvement.
Informal Coaching
Before giving a formal verbal warning, Autism Ontario may provide employees with informal
coaching. Informal coaching is a documented process that offers the employee an opportunity
to correct an issue before starting the formal discipline process and receiving a verbal warning.
Depending on the nature of the issue or concern, this step may be skipped.
Formal Warnings
All formal warnings will be kept on file for 6 months. If no further discipline occurs within that
time period, the warning will become inactive. If further offences relating to the issue occur, the
warning will be attached to the next set of progressive disciplinary actions.

Degrees of discipline will be used in relation to the problem at hand. As the situation dictates,
based on the past performance of the employee and the seriousness of the violation, Autism
Ontario reserves the right to skip the four-step disciplinary process and move straight to
termination when necessary.
Investigation and Documentation
All alleged violations will be properly investigated and documented by a manager. All formal
measures taken within the progressive discipline process will be documented and kept in the
employee’s personnel file.
Suspension
During the final written warning, an employee may be suspended or put on review. Employees
put on suspension will be excluded, with pay, from the workplace for a period of one to three
days, depending on the violation. Typically, suspension will be for three days unless the
employee is required at work to complete projects or perform required duties. The purpose of
the suspension will be to provide the employee time to reflect on their actions as well as their
continued employment with Autism Ontario.
Termination of Employment
The final stage of progressive discipline is termination of employment. Termination of

employment with Autism Ontario may occur following an employee committing multiple
violations of organization policy, after the logical steps for progressive disciplinary action have
been taken, or immediately following a severe violation.
Appeals
If an employee feels that they have been wrongfully accused, or disciplined, they may file a
written appeal with management. Written appeals must contain:
• Details of the discipline;

• Events surrounding the discipline; and
• Why the employee feels the discipline is unwarranted or inappropriate.
Management shall review and respond to all written appeals within 10 business days.
Suspension Pending Investigation
If an employee of Autism Ontario is placed on suspension pending the results of an

investigation, the employee will be notified of the decision, a stated timeline for the investigation,
and the actions that predicated the decision.
This form of suspension is not disciplinary but is intended to allow Autism Ontario the time to
examine the issues thoroughly and to determine appropriate action. If the investigation is not
completed during the stated timeline, Autism Ontario reserves the right to extend the
suspension as necessary.
During the investigation, Autism Ontario will provide the suspended employee with the details of
the allegations and give them an opportunity to respond. The suspended employee must ensure

that they are available for interviews during this period. If the suspended employee fails to make
themselves available, Autism Ontario will proceed with the investigation and make a
determination based on the information available.
The suspended employee will have the right to legal representation, union representation, or
an Autism Ontario representative present at any such interview and will be given a minimum of
24 hours’ notice before any interview.
As the suspended employee will be suspended with full pay, they are expected to be available
for interviews and requests from Autism Ontario during the employee’s regular working hours. If
the employee wishes to take time off or leave from work during the paid suspension, the
employee must follow standard procedure.
Any Autism Ontario employee placed on suspension with pay must temporarily turn over their
office keys, access passes, organization identification, and organization credit cards. Any and
all organization property, business information, and confidential information are to remain at the
worksite. If any employee placed on suspension with pay maintains any files or equipment at
their residence which are the property of Autism Ontario, they must turn these items over to an
organization representative until the investigation is completed.
Autism Ontario employees placed on suspension with pay should not have contact with anyone
from the office other than their designated point of contact.

Anti-Abuse Policy
Intent
Any Autism Ontario employee, board member, contract staff, volunteer or user of our services
shall be free from physical, sexual, emotional, or psychological abuse or harassment by any
Autism Ontario employee, board member, contract staff, volunteer, or user of our services in the
course of performing any duty on behalf of Autism Ontario. Autism Ontario takes every
reasonable precaution to reduce the risk of abuse and/or neglect.
Definitions of Abuse
Physical Abuse
A personal has suffered physical harm either inflicted by a persona supporting the individual or
is caused by failure to adequately care, supervise, provide for or protect the individual.
Sexual Abuse
A person has experienced sexual assault, molestation, harassment, or exploitation.
Psychological or Emotional Abuse

A person has been exploited, intimidated, threated, subjected to degrading, humiliated, verbally
assaulted, confined or punished.
Neglect
A person has been knowingly and willfully neglected or deprived either physically, emotionally,
or mentally.
Financial Abuse
A person has been financially exploited or harmed by the improper or unauthorized conduct of
another individual.
Guidelines
Autism Ontario provides occasional Region supported parent–relief, and short-term activity-
based or skill-development programs, such as summer day camp within community-based
settings. All support and teaching procedures must be acceptable to the broader community.
Accordingly, no procedures defined as intrusive by Ministry of Children Community and Social
Services, (MCCSS) guidelines will be used or recommended by any Autism Ontario volunteer or
employee.
Autism Ontario is bound by the rules and guidelines outlined in the CYFSA (Child Youth and
Family Services Act). An intrusive procedure is defined as an action or series of actions
resulting in the restriction of freedom of movement, or reduction of visual, auditory, or physical
stimulation, or pain, or discomfort, or the risk of pain or discomfort. Such action is designed to
affect a specific behaviour identified as impairing the child or causing them to suffer and is
employed with the goal of modifying or controlling the behaviour(s). Furthermore, those

procedures identified as potentially intrusive or conditionally intrusive will not be used in any
circumstances that are not naturally occurring and appropriate within the community context.
Preventing Abuse
1. To prevent abuse and neglect, Autism Ontario requires all prospective employees and
volunteers to have a Vulnerable Sector Police Check completed prior to hiring or starting
to volunteer. The Vulnerable Sector Police Check must have no issues flagged and be
repeated every three years.
2. Autism Ontario also provides information to staff/volunteers at time of hire/volunteering

on our Anti-Abuse Policy, aimed at prevention, reporting and eradication of abuse.
3. All volunteers must complete Autism Ontario’s Volunteer Application Form. This
information may be used by Autism Ontario employees or volunteers responsible for the
program to which the volunteer is assigned, for the purpose of contacting that individual,
designating payment for expenses, or matching volunteer skills to volunteer
opportunities.
4. Whenever Autism Ontario advertises a recreational or social activity specifically provided

to families and their children, promotional advertising should indicate that childcare, for
minors or dependent adult children with ASD, during the event is the responsibility of the
child’s parent, legal guardian, or parent designate.
5. The following information is gathered on any child or dependent adult and their family
who is voluntarily participating in an Autism Ontario-sponsored program. Information will
only be gathered as it relates to the specific program in which the child participates. This
information is kept in a secure location indefinitely. Sharing of this documentation with
other organizations is solely at the discretion of the parents, and not the responsibility of
Autism Ontario staff or volunteers.
a) Parents’ and children’s full names, address, phone numbers for home and
work, and email if appropriate.
b) For the participating child or dependent adult: DOB, other medical conditions
(such as epilepsy), current medications and possible side effects, allergies,
food sensitivities, or dietary restrictions; a brief profile of child’s strengths and
abilities, methods of expressive and receptive communication, sensory
sensitivities, common patterns of behaviour relevant to the program in which
the child will be participating, and any uncommon or unusual behaviours that
may be exhibited by the child (such as running or other responses consistent
with heightened anxiety in the child).
c) A copy of a parent-approved plans of support for contract staff or designated

volunteers to assist with their child’s self-help skills, such as toileting, or
bathroom hygiene procedures, safety, dressing, mealtime, and/or hand-over-
hand assistance where required for voluntary participation in group activities.
6. Children’s or dependent adult program policies:

Autism Ontario only offers transfer of care programming in approved instances where all
standards and policies listed in our camp manual are met. Parents/Caregivers are
expected to supervise and support their child or dependent adult at all events and must be
notified of this during the registration process. In instances where transfer of care has been
approved by the senior management team, adequate ratios of staff to participants must be
adhered to and both staff and volunteers must be trained on all camp standards, protocols,
and policies.
Abuse Prevention Related to Other Community Groups
1. Autism Ontario will obtain a copy of other organization or service provider’s abuse
prevention policy(ies) and procedures prior to Autism Ontario’s advertisement of its
partnership or endorsement of a local community program where service which involves
the direct instruction or supervision of a child under the age of 16 or dependent person
with ASD, in the absence of that child’s legal guardian or parent.
2. Any non-Autism Ontario community program that Autism Ontario enters into a
contractual agreement for services, such as camp, or skills group training event, must be
provided with a copy of Autism Ontario’s abuse policy.
3. This policy will be posted on our website and is available in printed format upon request.
Reporting Abuse and/or Neglect
Autism Ontario recognizes that abuse and neglect can have serious and even lethal
consequences. Behaviours such as physical abuse, sexual abuse, emotional and psychological
intimidation, and neglect can be disruptive and harmful to the victim.
Users of Services or Volunteers

• Any client of Autism Ontario may come forward and report an act of abuse or neglect
that they have experienced or witnessed.
• Autism Ontario will ensure that they are protected from any reprisal or negative action
resulting from the report.
• Autism Ontario will thoroughly investigate all claims / reports of abuse and/or neglect.
Employee
:
• All of our employees will help us eliminate the threat of abuse and/or neglect from our
workplace.
• All employees are responsible for preventing and reporting acts of abuse and/or neglect.
• If employees witness any action related to abuse and/or neglect in the workplace, they
must immediately report the incident to a member of Management.
Manager's and Management's Role

• Management is responsible for creating and maintaining a safe and healthy workplace
free from abuse and/or neglect.
• Managers must be sensitive to the climate in the workplace and address potential
problems before those problems become serious.
• If a manager becomes aware of abuse and/or neglect in the workplace and chooses to
ignore it, that Manager and Autism Ontario risk being named co-respondents in a

complaint and may be found liable in legal proceedings brought about by the
complainant and/ or government representatives.
• Support the complainant without prejudging the situation.
• Work with the complainant and document the action(s) and have them sign and date an
official complaint.
Investigation of Abuse or Neglect
Autism Ontario management will follow the investigation process outlined below:
Obtain a Description of the Incident / Claim

• Listen to the victim or witness and ensure that they provide a full account of the
incident(s).
• Ensure that the matter is treated seriously, using a professional manner and avoid
discounting their difficulties in coming forward and telling the story.
• Contact the Executive Director where it appears that the situation may require legal
action.
• Obtain a written, signed and dated statement from the claimant.
• Inform them that they may wish to file a complaint with the authorities.
• Immediately report to the Police, the child's legal guardian(s), and Children's Aid Society
if the victim is a child, every suspected, alleged, witnessed, or confirmed incident of
abuse or neglect regardless of who did the abusing, or caused the neglect.
Conduct an Investigation into the Incident / Claim

• Conduct your investigation immediately after learning of the complaint.
• Ensure that the investigation remains confidential, and that all information gathered
remains confidential. Information should be shared only where necessary, and with
appropriate parties (who must also be informed of the need for confidentiality).
• Investigate all claims seriously.
• Document all information appropriately.
• Contact the authorities where appropriate.
Interviewing the Complainant

• Obtain a full account of the incident, and document all details provided.
• Determine any potential pattern involved, or if the incident was a singular occurrence.
• Determine if the incident was influenced by any contextual factors.
• Identify any reporting relationships, or hierarchical structures that may have influenced
the incident(s).
• Determine a timeline of events associated with the incident, and what the job duties of
each party were at the time of the incident, and what their expected locations were.
• Examine the potential of a charge made under false pretenses, and any motivating
factors that may be involved. Work to rule out these potential elements.
• Inform the complainant that a thorough investigation will take place.
• Obtain a written, signed and dated statement from the claimant.
• Ensure that the user of our services, board member, contract staff, volunteer or
employee is free from retaliation as a result of their coming forward.
Interviewing Witnesses
• Obtain written, dated, and signed statements from any witnesses.

• Ensure that the witness is free from retaliation as a result of their coming forward.
Resolve the Complaint

• Where disciplinary action is required, determine the level of discipline based on the
severity of the incident, previous action taken in similar circumstances, the employee's
previous history, and the frequency.
• Review, revise and re-communicate organization policy on abuse and/or neglect.
• Place documentation of the complaint, investigation, rulings, discipline imposed, and any
actions taken into confidential files.
• Follow up with the involved parties to provide details of the actions being taken in
response to the findings of the investigation.
• Ensure that the child's guardian(s) are immediately notified of the results of the
investigation if the victim is a child
Mandatory Reporting
Any person who has reasonable grounds to suspect that any abuse or neglect has occurred or
may occur must immediately report that suspicion and the information upon which the suspicion
is based to management, and the authorities (Police and Children's Aid Society if the victim is a
child).
Whistle-Blowing Protection
Autism Ontario offers protection against retaliation to any person who discloses information to
Autism Ontario, the Police, or Children's Aid, or who gives evidence in legal proceedings. This
protection is known as the "whistle-blowing" protection.
Specifically, the whistle-blowing protection ensures that Autism Ontario and our staff will not
retaliate against any person, whether by action or omission, or threaten to do so because
anything has been reported regarding abuse and/or neglect.
In addition, no person will encounter retaliation because evidence has been or may be given in
a legal proceeding.
Neither Autism Ontario or its staff will do anything that discourages, is aimed at discouraging or
that has the effect of discouraging a person from doing anything mentioned above. Nor will
Autism Ontario or its staff do anything to encourage a person to fail to do anything mentioned
above.
For the purposes of the whistle-blowing protection, "retaliation" includes, but is not limited to,
disciplining, or dismissing an employee, board member, contract staff or volunteer, imposing a
penalty upon any person, or intimidating, coercing, or harassing any person. A user of our
services shall not be barred from, or have their child removed from care at Autism Ontario, be
threatened with expulsion, or in any way be subjected to discriminatory treatment (e.g., any
change or discontinuation of any service to or care of a child or the threat of any such change or
discontinuation) because of anything mentioned above. Further, no user of our services shall be
threatened with the possibility of retaliation.

Disciplinary Measures
If it is determined that any employee has been involved in the abuse or neglect of any person
under our care, immediate disciplinary action will be taken. Such disciplinary action may involve
the reporting of the incident(s) to the authorities, possible legal action, and could result in
immediate dismissal without further notice.
This Anti-Abuse Policy must never be used to create fraudulent or malicious complaints. It is
important to realize that unfounded/frivolous allegations may cause both the accused person
and Autism Ontario significant damage. If it is determined that any employee has knowingly
made false statements regarding an allegation related to abuse and/or neglect, immediate
disciplinary action will be taken. As with any case of dishonesty, disciplinary action may include
immediate dismissal without further notice.
Special Circumstances
Should an employee or client have a legal court order (e.g., restraining order, or "no-contact"
order) against another individual, they are encouraged to notify Autism Ontario, and to supply a
copy of that order to the Human Resources Department. This will likely be required in instances
where the victim strongly feels that the aggressor may attempt to contact that employee at
Autism Ontario, in direct violation of the court order. Such information shall be kept confidential.
If any visitor to the Autism Ontario workplace is seen with a weapon (or is known to possess
one), makes a verbal threat or assault against an employee or another individual, employee
witnesses are required to immediately contact the police, emergency response services, their
immediate supervisor, and the Human Resources Department.
All records of abuse and/or neglect reports, and subsequent investigations, are considered
confidential and will not be disclosed to anyone except to the extent required by law.
In cases where criminal proceedings are forthcoming, Autism Ontario will assist police agencies,
attorneys, insurance companies, and courts to the fullest extent.
Confidentiality
Autism Ontario will do everything it can to protect the privacy of the individuals involved and to
ensure that complainants and respondents are treated fairly and respectfully. Autism Ontario will
protect this privacy so long as doing so remains consistent with the enforcement of this policy
and adherence to the law.
Neither the name of the person reporting the facts nor the circumstances surrounding them will
be disclosed to anyone whatsoever unless such disclosure is necessary for an investigation or
disciplinary action. Any disciplinary action will be determined by Autism Ontario and will be
proportional to the seriousness of the behaviour concerned. Autism Ontario will also provide
appropriate assistance to any employee who is a victim of discrimination or harassment.

Volunteer Dismissal Policy
Intent
Autism Ontario, as part of our commitment to providing the highest quality service to the users
of our services, reserves the right to dismiss a volunteer from our organization as deemed
necessary. Dismissal will generally only occur after the application of our progressive discipline
policy and will take place as a last resort. Immediate dismissal will only occur in extreme cases.
The progressive discipline process contained in this policy is intended for volunteers of Autism
Ontario only. All other employees will continue to be subject to the disciplinary procedures
outlined in the progressive discipline policy outlined in this manual.
Definitions
The following are grounds for instituting discipline on the volunteer and/or immediate dismissal:
Unsatisfactory Performance: a volunteer who fails to perform their role in a manner deemed
satisfactory by their supervisor;
Misconduct: a volunteer who engages in conduct that is contrary to the efficiency, normal
operations, or safety of the organization or workplace as determined by their supervisor;
Negligence: a volunteer who is negligent (whether deliberate or otherwise) in performing their
assigned duties. This includes deliberate (conscious) negligence, where the volunteer knowingly
neglects a duty such that it results in unsatisfactory performance or misconduct, and inadvertent
(unconscious) negligence where the volunteer fails for any reason to perform their role to a
satisfactory level as determined by his or her supervisor
Guidelines
Procedure
Employees and supervisors of Autism Ontario are encouraged to monitor the performance and
behaviour of volunteers at Autism Ontario. Where an employee has a concern about the
performance of a volunteer at Autism Ontario, the employee is encouraged to bring this matter
forward to the volunteer's supervisor or to the management team.
The volunteer's supervisor, working in conjunction with the management team, will investigate
all allegations brought forward regarding the volunteer, and will determine what response, if any,
will be required.
Where it is determined that a response is required, volunteers will generally be provided with
four (4) opportunities to correct the unwanted behavior, unless the behaviour or concern is one
of a severe nature, in which case, progressive discipline can be accelerated to match the
violation. Typically, progressive discipline will progress through the following steps:
1. Coaching – informal;
2. Verbal warning – formal;
3. Written warning – formal;

4. Final written warning with possible suspension – formal; and
5. Dismissal of volunteer.
With each violation or apparent problem, the volunteer will be provided with a written document
to: (1) alert them to the problem, providing a reiteration of Autism Ontario's policy regarding the
violation, (2) advise them of the consequences associated with further infractions, and (3)
provide suggestions on how to improve the behaviour, etc.
Autism Ontario will retain all records of disciplinary action pertaining to volunteers in a secure
location where only designated personnel will have access, as per applicable privacy legislation.
Employment Standards
As unpaid members of Autism Ontario, volunteers are not considered employees for the
purposes of the Employment Standards Act and notice and just cause requirements present in
the Act do not apply in the dismissal of a volunteer.
Volunteers are subject to protection under the Ontario Human Rights Code and as such, any
decision to dismiss a volunteer based on the volunteer's relationship or association with a
protected ground under the Code may be considered a violation of their human rights. Any
employees, supervisors, or managers of Autism Ontario who are found to have contravened the
Code will be subject to discipline, up to and including termination.

Acceptance of Gifts Policy
Intent
Autism Ontario has adopted this policy to avoid any real or perceived conflict of interest that
may arise from the acceptance of gifts received by clients or prospective clients.
Definitions
Gift: Any item, product, or service offered by any current or potential customer or vendor, which
may include (but is not limited to) money, services, discounts, meals, tickets to events, favours,
or other physical items that carry a monetary value greater than $(15).
Guidelines
Employees are prohibited from accepting gifts, money, discounts, meals, tickets to events, or
favours, including a benefit to family members, friends, or business associates, in return for
completing any work that Autism Ontario pays them to do, with the exception of promotional
gifts or gifts with a monetary value of less than $(15) (for example, promotional coffee mug or
other organization-branded item or the occasional working lunch).
Autism Ontario staff should report any potential conflict of interest, customer attempt to create
bias, or offer of a gift with a monetary value greater than $(15) that occurs in the performance of
their regular job duties, or while off-duty but acting as a representative of the organization.
Employees must document and report the occurrence to their supervisor or the Executive
Director. Employees must also report any and all situations that involve requested attendance at
events or receipt of gifts or meals from any vendors or potential vendors or their agents or
representatives. The reporting and documentation must include the purpose of the meeting,
meal, gift, event, etc., and those in attendance.
Gifts
If any Autism Ontario employee receives a gift that carries a monetary value greater than $(15),
they are directed to inform their manager of the gift and may be required to return it to the
sender with written acknowledgement of the gift, and politely decline the acceptance of the gift
by making reference to the Autism Ontario conflict of interest policy.
Employees must make all reasonable efforts and attempts to return the gift. If a return of the gift
is not possible, any unreturned gifts must be reported to their supervisor or the Executive
Director.
Where the employee cannot return the gift, the gift must be forwarded to their supervisor or the
Executive Director. Autism Ontario may use unreturned gifts for program or fundraising
purposes. A letter will be generated and forwarded to the individual or business that provided
the gift to inform them of the Autism Ontario’s gift acceptance policy and its use of the gift.
A copy of this letter should be kept on file.

Meals
Employees are encouraged to conduct Autism Ontario business during regular office hours,
either on Autism Ontario premises or in meetings at a pre-determined client or vendor
facility. Autism Ontario recognizes that circumstances may arise where Autism
Ontario employees must conduct business over a meal when this form of meeting is specifically
requested. In these circumstances, employees must report these meetings to their supervisor or
the Executive Director and receive authorization.
Autism Ontario employees should pay for their own meal and submit a business expense form
upon return from the meal. Employees should not accept complimentary meals from any person
or organization that has a business interest with Autism Ontario, as this may create a real or
perceived conflict of interest.
Attendance at Events
Employees are prohibited from accepting tickets to or attending cultural, social, charitable,
political, recreational, or sporting events at the expense of any customer or vendor with a
current business interest in Autism Ontario without prior authorization from their supervisor or
the Executive Director.
If a customer or vendor asks any employee to attend an event, where this event presents a
potential benefit to Autism Ontario business interests, the employee must direct a written
request to attend the event to their supervisor or the Executive Director with a detailed rationale
for attendance. Where the request receives approval, Autism Ontario shall pay the cost of the
ticket or entry fee for the event.
If an employee of Autism Ontario is offered tickets to an event where it is clear that the party
offering the tickets will not be in attendance, or where there is no expectation that Autism
Ontario business will be conducted at the event, the offer must be politely declined with
reference to this policy.

Technology
Cell Phone and Personal Devices Policy
Intent
Autism Ontario has adopted this policy to govern the use of personal cell phones in the
workplace. This policy is intended to cover cellular telephone and other forms of wireless
communication devices. For this policy, all such devices shall be referred to as “cell phones.”
Guidelines
• Cell phones are a distraction in the workplace. To ensure the effectiveness of meetings,
employees and volunteers are asked to leave cell phones in a secure area. In the event
of an emergency or anticipated emergency that requires immediate attention, the cell
phone may be carried to the meeting on silent or vibrate mode.
• Employees and volunteers are expected to exercise the same discretion in using
personal cell phones as they use with organization phones. Excessive personal calls
during the workday, regardless of the phone used, can interfere with employee
productivity and be distracting to others.
• Employees and volunteers are directed to avoid making or receiving personal calls
during work time and use personal cell phones only during scheduled breaks or lunch
periods in non-working areas, if working in an Autism Ontario office
• Personal calls should be made during non-work time, and employees and volunteers
should ensure that their friends and family members are instructed of this policy.
• Autism Ontario is not liable for the loss of personal cell phones brought into the physical
workplaces.
• Autism Ontario strictly prohibits the use of cell phones or similar devices while at any
work location at which the operation of such device would be a distraction to the user
and/or could create an unsafe work environment. Such work sites must be secured, or
the device used only by an employee or volunteer who is out of harm's way at such work
environments.
• Autism Ontario employees and volunteers are strictly prohibited from using cell phones
for any other available purpose (e.g., internet access, gaming, texting, music) during
business hours. These functions may be used during identified breaks or lunch periods
in non-working areas.
• Autism Ontario employees and volunteers are strictly prohibited from using any
cellphone or similar device as an unauthorized media storage device for the storage or
transportation of Autism Ontario business information.
• For privacy reasons, Autism Ontario employees and volunteers are prohibited from
taking photographs of organization facilities or personnel using any camera functions on
their cellular phone without first obtaining express written permission from their
supervisor and user of our services if applicable.

Cell phones will be permitted when using the Microsoft Authenticator app for two-factor
authentication while logging in outside of offices. Instruction for using the MFA will be
provided to staff.
Use of Cell Phones While Operating a Motor Vehicle
• Autism Ontario strictly prohibits the use of cell phones while operating vehicles, or while
operating a vehicle on Autism Ontario business.
• The use of hands-free cell phones should be kept to a minimum while driving.
• To make or receive calls:
o Pull over and stop;
o Allow a passenger to operate the cell phone;
o Use voicemail and respond to the call at a safer time; or
o Let someone else drive, freeing you up to make or receive calls.
Employees and volunteers are solely responsible for any fines or charges laid by the authorities
for illegal use of a cell phone while operating a vehicle in the course of their employment.
Employees or volunteers who choose to violate this policy will face disciplinary measures or
face legal responsibility if in the course and scope of their duties they are involved in a car
accident and there is evidence that they were using their cell phone while driving, and the
employer is sued.

Social Media Personal Use Policy
Intent
Autism Ontario staff must comply with all employment-related obligations in both their personal
and professional activities, including standards for workplace behaviour, privacy, confidentiality,
conflict of interest, and non-partisan services. These obligations apply to social media use,
including on accounts unaffiliated with Autism Ontario. As the employer, Autism Ontario must
comply with legislation that regulates workplace behaviour, such as the Ontario Human Rights
Code and the Occupational Health and Safety Act.
Autism Ontario strives to maintain a positive image in the community and has adopted this
policy to ensure that our staff members and volunteers are aware of their responsibility to
maintain our positive image as representatives of our organization. Autism Ontario employees
and volunteers who maintain personal social media accounts or who use social media as part of
their professional responsibilities are expected to comply with the guidelines set out within this
policy.
Personal social media accounts may include popular channels such as Facebook, LinkedIn,
Twitter, Instagram, and YouTube, but extend to any online sites where employees and
volunteers could post and share content, including but not limited to pictures of family members
and vacations on photo sharing sites, comments on news articles, or blogs unrelated to work.
Autism Ontario staff and volunteers should exercise their best judgment when using social
media, both personally and professionally. When in doubt, seek clarification from your
immediate Supervisor or the Communications team.
Staff continue to act as representatives of Autism Ontario outside of regular business hours and
must conduct themselves appropriately.
General Guidelines
Autism Ontario staff members and volunteers who maintain personal social media pages or
accounts must comply with the following guidelines as they relate to their association
with Autism Ontario. Employees and volunteers will be held accountable for what they write,
share, and post online and via social media. Inflammatory comments or unprofessional or
disparaging remarks made about the organization, its employees, Board members, volunteers,
customers, partners, vendors, or competitors may result in disciplinary action up to and
including termination.
Staff and volunteers should follow the guidelines below when posting, commenting, or sharing
content on any online or social media site, whether public or private.
As an Autism Ontario employee or volunteer, you may share or mention work-related content
that is considered public/non-confidential, but it is important that you do not violate your duties
as a representative of the organization.
Employees and volunteers shall conduct themselves professionally both on and off duty. Where
an employee publicly associates with the organization, all materials associated with their social

media or online presence may reflect on the organization. Please be advised that inappropriate
comments, photographs, links, and so on must be avoided.
Posts involving the following will not be tolerated and will subject the individual to discipline:
• Proprietary and confidential information related to Autism Ontario;

• Discriminatory statements or comments of a harassing or bullying nature regarding co-
workers, management, customers, or vendors; and
Defamatory statements regarding the organization, its employees, customers, Board members,
volunteers, partners, competitors, or vendors.
Where an employee or volunteer mentions the organization, they must include a disclaimer
stating that any opinions expressed are the employee’s or volunteer’s own and do not represent
the organization’s positions, strategies, or opinions.
However, this does not remove an employee’s or volunteer’s obligations to the organization and
employees may face employment-related consequences if their behaviour violates applicable
legislation, directives, or policy.
Employees and volunteers who use these sites are prohibited from publishing any private
organizational information or any negative comments regarding the organization therein.
Autism Ontario staff and volunteers are prohibited from speaking on behalf of the organization,
releasing confidential information, releasing news, or communicating as a representative of the
organization without prior authorization to act as a designated organization representative.
Use of personal social media may not conflict with any existing policies of Autism
Ontario whatsoever.
Employees are prohibited from using social media during regular working hours; employees
should limit use to official breaks (for example, eating periods). The use of social media must
not harm user productivity or efficiency. As Internet access at Autism Ontario is monitored,
please be advised that excessive use of social media for personal reasons is a misappropriation
of organizational time and resources and may be subject to disciplinary action.
Organization policies governing the use of copyrighted materials, corporate logos, and other
forms of branding and identity apply to electronic communications. Employees and volunteers
are prohibited from using Autism Ontario protected materials (copyright material, branding, or
logos) without prior express written permission.
Autism Ontario strictly prohibits the use of organization-owned computer resources for illegal
downloading or uploading of copyrighted materials without express written permission and
authorization from the copyright holder.
This policy is not intended to interfere with the private lives of our staff or volunteers or impinge
on their freedom of speech. This policy is designed to ensure that the image and branding
of Autism Ontario are maintained, as well as the health and safety of employees.
Employees and volunteers should abide by these guidelines whether they mention the
organization by name or not. Even if the name is not mentioned in a post, it is possible a link
can be made back to Autism Ontario which can negatively affect the organization’s reputation.

Where a link can be made between a negative or inflammatory post and the organization, even
if not named directly, the employee may be subject to disciplinary action.
Employees and volunteers should abide by these guidelines whether they mention the
organization by name or not. Even if Autism Ontario is not mentioned in a post, it is possible a
link can be made back to the organization, which can negatively impact our reputation. Where a
link can be made between a negative or inflammatory post and Autism Ontario, even if not
named directly, the employee may be subject to disciplinary action.
Any employee or volunteer who fails to follow the guidelines set out in this policy may be subject
to disciplinary action up to and including termination.

Corporate Social Media Policy
Intent
This document is designed to provide all Autism Ontario employees with guidelines regarding
the appropriate use of the organization’s social media accounts with Facebook, Instagram,
Twitter, LinkedIn, YouTube, etc.
Official social media accounts are accounts designated and approved to represent Autism
Ontario which are maintained by the Communications Team and, for Regional social media
accounts only, by Regional staff members. All new official social media accounts require
management approval before activation.
Official social media accounts:
• are part of an approved communications, program, or service navigation plan

• are maintained by Autism Ontario staff and resources
• are officially designated to represent Autism Ontario
• formally represent Autism Ontario using its official brand/visual identity (images, logo,
etc.), naming conventions, account verification and official URLs
General Guidelines
Autism Ontario Staff:

• Staff may not disclose confidential or proprietary information on any of Autism Ontario’s
official social media pages. The disclosure of confidential or proprietary information
without prior authorization may result in immediate termination.
• Autism Ontario staff will be held responsible for what they write, share, or post on any of
Autism Ontario’s social media accounts. Inflammatory comments, disparaging remarks,
or negative / inappropriate language or posts are not permitted.
• Staff must not publish any personal or identifiable information or content about Autism
Ontario staff members managing the account on official Autism Ontario channels.
• Autism Ontario staff are directed not to engage in discussions regarding products,
programs or services, legal issues in which the organization is involved, or government
issues, including matters related to AccessOAP, related to our organization’s position
without prior approval from management.
• Staff are required to respect copyrights and never post text, images or videos, or other
works created by someone else without proper attribution and/or authorization.
• If staff have questions or are uncertain about copyright law and/or the use of certain
media, or whether something is deemed private/personal, they must contact the
Communications team.
• Staff must not collect, post, or share private or personal information about others without
proper permissions and approvals.

• Social media is not a substitute for internal communications. Important information
should always be transmitted within appropriate Autism Ontario channels (i.e., email,
phone), and not through social media.
• Social media is not a substitute for supporting our community members. Staff are
required to refer families to the appropriate person instead of handling inquiries entirely
through social media.
• In the event that an Autism Ontario staff member discovers any group(s) that users have
formed to discuss the organization, its staff or volunteers, its products, programs, or
services, they must bring this information to the management team.
• Staff are required to relay important Autism Ontario related social media issues to
management as soon as possible.
• Staff should always carefully consider what to post in response to an argumentative or
accusatory post. If staff have any questions regarding how to respond to a particular
post, they should discuss the issue with management prior to posting.
• Always adopt a positive attitude when responding on behalf of the organization to
comments or direct messages on official social media accounts.

Computer/Internet Acceptable Use Policy
Intent
Autism Ontario is dedicated to ensuring that our employees have the necessary technology in
order to maximize their efficiency and improve work processes. Employees are encouraged to
utilize all internal computer-based technology (computer, email, internet, network systems) to
their fullest in order to fulfill their job requirements effectively. The purpose of this policy is to
outline and ensure that organization computer resources are used appropriately at all times
when conducting Autism Ontario's business.
Guidelines
Autism Ontario's computer-based technology and internet systems are to be used for
appropriate organization business only. All Autism Ontario information and correspondence,
including email, transmitted/received using our computer-based technology is considered to be
the business property of the organization and is to be managed accordingly for appropriate
business-related matters. In order to protect and share organizational files and data, Autism
Ontario uses Microsoft 365 and OneDrive for file storage. Employees are expected to save their
work to OneDrive unless specified otherwise.
Password Protection
• Autism Ontario has new guidelines for Multi Factor Authentication (MFA) for Office 365.
Microsoft MFA two-step verification solution is for all users who are logging in to
applications when not on their organization’s network i.e., logging from home etc. By
setting up MFA, you add an extra layer of security to your Microsoft 365 account sign-in,
as scammers are actively trying to gain access to end-user mailboxes for their own
malicious activities and all these attempts to access an office 365 account can be
thwarted by enabling MFA.
•
• Internet access at Autism Ontario is managed via individual user accounts and
confidential passwords.
• In the event that an Autism Ontario employee loses, forgets, or believes that their
password has become compromised, the employee must inform the organization
immediately.
• In the event that an employee terminates employment with Autism Ontario for any
reason, the employee's access to Autism Ontario's email and internet resources will be
removed.
Security
Any and all passwords may not be disclosed to, or shared with, other users or third parties.
Internet accounts are to be accessed only by assigned users for legitimate business purposes.
Employees are not permitted to obtain anyone else's account password. If a user has reason to
believe that their password has been compromised, the user must inform the IT department
immediately. Please see the Accounts Creation Policy for exceptions.

Internet users at Autism Ontario must comply with the following security guidelines, rules, and
regulations:
1. Personal files or data downloaded from the internet may not be stored on Autism
Ontario's PC hard drives or shared drives.
2. Video and sound files must not be downloaded from the internet unless their use has
been authorized for the purposes of conducting Autism Ontario business.
3. Users must refrain from any online practices or procedures that would expose the network
or resources to virus attacks, spyware, adware, malware, or hackers.
4. Users are responsible for familiarizing themselves with procedures for downloading and
protecting information in a secure manner, as well as for identifying and avoiding any
online material deemed sensitive, private, and copyrighted.
5. Employees utilizing the internet must conduct themselves in a professional manner at all
times, especially while participating in collaborative activities, and must not
disclose Autism Ontario information or intellectual capital to unauthorized third parties.
6. Employees must complete the required internet security training and comply with all
practices outlined in the training.
Internet Appropriate Use
Employees of Autism Ontario may use the internet only to complete their job duties, under the
purview of Autism Ontario's business objectives. Permissible, acceptable, and appropriate
internet-related work activities include:
• Researching, accumulating, and disseminating any information related to the

accomplishment of the employee's assigned responsibilities, during working hours or.
• Collaborating and communicating with other employees, business partners, and Autism
Ontario’s service users, according to the individual's assigned job duties and
responsibilities.
• Conducting professional development activities (e.g., news groups, chat sessions,
discussion groups, posting to bulletin boards, web seminars, etc.) as they relate to
meeting the employee's job requirements. In instances where the personal opinions of
the user are expressed, a disclaimer must be included asserting that such opinions are
not necessarily those of Autism Ontario.
Unacceptable Use of the Internet
Inappropriate and unacceptable internet use includes, but is not limited to:
1. Usage for illegal purposes, such as theft, fraud, slander, libel, defamation of character,
harassment (sexual and non-sexual), stalking, identity theft, online gambling, spreading
viruses, spamming, impersonation, intimidation, and plagiarism/copyright infringement.
2. Any usage that conflicts with existing Autism Ontario policies (e.g., bandwidth limitations,
network storage, etc.) and/or any usage that conflicts with Autism Ontario's mission,
goals, and reputation.

3. Copying, destroying, altering any data, documentation, or other information that belongs
to Autism Ontario or any other business entity without authorization.
4. Downloading unreasonably large files that may hinder network performance. All users
shall use the internet in such a way that they do not interfere with others' usage.
5. Accessing, downloading, or printing any content that violates any of Autism Ontario's
existing policies, e.g., pornography.
6. Engaging in any other activity which would in any way bring discredit, disrepute, or
litigation upon Autism Ontario.
7. Engaging in personal online commercial activities, including offering services or products

for sale or soliciting services or products from online providers.
8. Engaging in any activity that could compromise the security of Autism Ontario host
servers or computers. Any and all passwords may not be disclosed to, or shared with,
other users.
9. Engaging in any fundraising activity, endorsing any products or services, or participating

in any political activity, unless authorized to do so as part of completing one's assigned
job duties and responsibilities.
10. Any individual internet usage that violates any of the policies of the accessed
information's source network.
11. Allowing unauthorized or third parties to access Autism Ontario's network and resources.
Email
Autism Ontario email communications must be conducted with respect to the Autism
Ontario standards of conduct and should be created with professionalism and attention to detail.
To ensure the consistency of email communications, the following practices shall be followed:
• Emails should be sent only to those that require the information.

• The subject line must be filled in and relevant to the topic, clearly stating the purpose of
the email.
• The spell-checking features must be used to ensure that the content is grammatically
correct.
• Email messages should be brief and relevant to the topic.
• The message of the email should be clear and lacking ambiguity.
• The use of all CAPITALS is to be avoided.
• A "read receipt" should be requested only where necessary.
• Generally, confidential information should not be sent via email.
• Email messages must be properly encrypted as necessary.
Service-User, Visitor and Employee Privacy
The following measures have been adopted to ensure the ongoing privacy of the individuals and
families we serve, visitors and employees:

• Autism Ontario employees are strictly prohibited from posting sensitive, libellous,
incendiary or personal information regarding users of our services, visitors and
employees on the organization intranet (Microsoft Teams), social networking sites and/or
the internet in general.
• Autism Ontario employees are strictly prohibited from taking photographs of the
individuals or families we serve, visitors or employees on Autism Ontario premises for
either personal or professional reasons, unless they have received prior authorization to
do so. This authorization must be in writing.
• Autism Ontario employees are strictly prohibited from posting photographs of other
employees, users of our services or visitors on the internet, unless authorized to do so.
This authorization must be in writing.
Accessing & Monitoring Usage Records
Autism Ontario may access, and monitor staff use of organization email and internet systems in
the following ways:
• By monitoring email server performance and retained logs, backups and archives of
emails sent and received through the organization server.
• Note: even when the user has deleted an email, Autism Ontario may still retain archived
and/or backup copies of the email.
• By retaining logs, backups and archives of all internet access and shared drive usage.
These records may be audited, are subject to provincial, and/or federal laws and may be
used as evidence. While individual usage is not routinely monitored, unusual or high-
volume activities may warrant more detailed examination. Instances may include:
• For the purposes of producing the email in response to a legal requirement or other
lawful investigation.
• For the purpose of determining, as part of an investigation by Autism Ontario, whether
there has been unacceptable use of email to abuse or harass other persons.
• For the purpose of investigating allegations of misconduct or to provide materials to
external investigative authorities lawfully investigating possible criminal conduct.
Only authorized staff may examine such usage/records for organization-related issues. Staff will
act:
• When they have been given proper authorization to do so by management regarding an

organization-related investigation to determine misconduct.
• Confidentially to ensure that employee privacy is maintained as much as can be
reasonably expected.
Autism Ontario will do its best to accommodate employee privacy while being diligent and
thorough when conducting investigations regarding organization email and internet usage.
Filtering
Autism Ontario reserves the right to monitor any internet activity occurring on its hardware,
software, equipment, and accounts. Specifically:
1. Autism Ontario utilizes filtering software to restrict access to websites deemed unsuitable
for business use. Where Autism Ontario discovers activities that conflict with the law or

this policy, internet usage records may be retrieved and used to document any
wrongdoing.
2. Individuals using Autism Ontario's hardware, software, equipment, and accounts to

access the internet are subject to having online activities reviewed by IT or security
personnel. Use of Autism Ontario's internet resources implies the user's consent to web
monitoring for security purposes. All users covered by this policy should bear in mind
that internet sessions are likely not private.
Employee-Owned Property
Autism Ontario employees are prohibited from using personally owned equipment or property
for the creation, transmission or storage of Autism Ontario organization information.
In the event that an Autism Ontario employee creates, stores or transmits Autism
Ontario business information on personally owned property the organization information
remains the express property of Autism Ontario.
Autism Ontario reserves the right to inspect and/or audit the property of Autism
Ontario employees on Autism Ontario premises, where it is either known that they use
personally owned property for the purposes of conducting Autism Ontario business, or where it
is reasonably suspected that such properties contain Autism Ontario organization information.
These inspections/audits may be conducted at any time, with or without notice. These
inspections / audits are not intended as a punitive measure and are employed only for the
protection of Autism Ontario business interests.
Disclaimer
Autism Ontario does not accept responsibility for any loss or damage suffered by employees as
a result of employees using Autism Ontario's internet connection for personal use. Autism
Ontario is not responsible for the accuracy of information found on the internet. Users are
responsible for any material that they access, download, or share through the internet.
Upon Retirement, Layoff or Termination
Upon retirement, layoff or termination of employment with Autism Ontario, employees are
required to promptly return (without duplicating or summarizing), any and all material pertaining
to Autism Ontario business in their possession.
In the event that a device containing Autism Ontario business information is password-
protected, the employee will be required to provide the correct username and password for the
device.
Disciplinary Action
Any violation of this policy will be treated like violations of other Autism Ontario policies. Any and
all misconduct will be addressed according to established procedures. Violations of this policy
may result in one or more of the following:
1. Temporary or permanent revoking of access to Autism Ontario's internet resources and/or

other IT resources.

2. Temporary or permanent revoking of Autism Ontario devices.
3. Disciplinary action according to applicable Autism Ontario policies, up to and including

suspension or termination of employment.

Online Account Creation, Logins & Passwords Policy
Intent
Autism Ontario recognizes that, at times, employees or guests may need to create online
accounts to carry out certain tasks key to the organization’s delivery of services, programs and
general operations.
Accounts and passwords are an important aspect of IT security and serve as the front line of
protection. A reliable system for managing accounts and passwords is beneficial for everyone.
The following policy statements are intended to guide employees who currently use, or have
need of, Autism Ontario online accounts. This policy applies to all personnel who have, or are
responsible for, an account that belongs to Autism Ontario. All Autism Ontario employees as
well as volunteers, contractors and consultants (e.g., guest users) are responsible for following
the processes outlined in this policy below.
Guidelines
1. All Autism Ontario accounts will be overseen and tracked by IT. IT is responsible for
determining the most secure and reliable storage method for the account information.
2. Accounts covered under this policy includes any account that contractually and/or financially
binds the organization.
3. All accounts to be created, modified or deleted must be approved of by the employee’s

supervisor, as relevant. Once approval is obtained by the Supervisor, the relevant information
must be submitted as an encrypted email to IT through IT@autismontario.com.
4. Any new accounts that are created are to use the following username:
IT@autismontario.com. All relevant login information must be communicated to IT. This
includes, but is not limited to:
• Name of account provider
• Purpose of account
• Name and contact information for Autism Ontario employee responsible for account
• Login credentials and passwords
• Security questions and answers (including pictures)
• Payment information (including credit card used & name of card holder)
5. Any request for an account will be fulfilled and responded to within 24-48 hours.
6. Examples of these sorts of accounts include: IT services providers accounts, online

accounts, and any other vendors accounts.
7. Exceptions to this policy include payroll, benefits and banking information. Please speak to
your supervisor if you have questions about exclusions to this policy. Questions about
account creation can be directed to the employee’s Supervisor.

Laptop Loan Policy
Intent
Autism Ontario understands the necessity of employees requiring the use of laptop computers.
In order to meet this need, laptop computers are available for loan from Starport, Autism
Ontario’s IT provider. Laptops are available for use by employees who need to perform on and
off-site/remote work duties.
Guidelines
Loan Procedures
All Autism Ontario employees, including full and part-time employees, with the exception of
hourly program and camp staff, are given a laptop upon hire and will have it in their possession
on their start date. Employees must not use personal computers for Autism Ontario work.
Only one (1) laptop per employee is permitted. For new hires who work remotely, reservations
for laptops will be arranged by HR and IT through the IT ticketing system.
The use of unlicensed software is illegal and puts Autism Ontario at risk of legal action. The
borrower may only use the software and hardware provided on the laptop at the time of the
loan. The laptop and its hardware and software must be returned in the exact configuration as
when it was lent. Laptops are designated for conducting Autism Ontario's business only; gaming
is forbidden.
Users are expressly prohibited from installing any additional software or hardware to the laptop.
Any media, files, disks, etc. loaded onto the laptop must be virus-free. The user accepts full
liability for loss, theft, or repair costs to the laptop and its associated peripherals. These costs
shall not exceed the replacement cost, which is the full replacement cost of the laptop with an
identical model possessing the same hardware, software, and peripherals.
Maintenance
It is the responsibility of the borrower to ensure that the laptop loaned to them are adequately
maintained during the loan period. Laptops are delicate machines and can break easily. While
laptops are covered by the manufacturer's limited warranty, certain damages will not be covered
by the warranty or Autism Ontario. These damages shall be covered by the user, and include:
• Accidents, such as bumping or dropping the laptop.
• Spillage of food, drink, or other substances onto the unit.
• Physical alterations, such as dismantling the unit.
• Improper media installation or improper peripheral connections.
• Other causes not arising from manufacturer defects.
• Any services or repairs conducted by the user that cause damage.
• Damages caused by exposure to the elements.
• Excessive touching or rough handling of the LCD screen.
• Data or application loss due to battery failure or misuse.
Security

Computer theft is prevalent, and laptops are a main target because of their relatively small size,
and the fact they are often used in public places. Users are responsible for lost or stolen
laptops, including any corporate data that resides on the unit.
Laptop borrowers agree to:
• Use Multi Factor Authentication to log-in to the system.

• Never allow anyone else to use or borrow the laptop.
• Never leave the laptop unattended, turn off the comp when you are away from it.
• Never check the laptop as luggage while travelling.
• Keep their automobile locked if the laptop is inside it.
• File a written claim or telephone call immediately to Autism Ontario and the appropriate
police authorities should the laptop be lost or stolen.
• Participate in the investigation surrounding the loss, damage, or theft of the laptop,
whether it is conducted by Autism Ontario or the police.
• Perform daily data backups during the loan period. Lost data files cannot be restored by
the IT department.

Operations
French Language Services Policy
Intent
Autism Ontario is committed to providing French language services (FLS) of superior quality
across the province. The French Language Services Act (FLSA) identifies designated areas
across the province where services must be offered in French. In recognition that there are
Francophones living with or touched by autism in every area of the province and driven by its
commitment to serve the entire autism community in Ontario, Autism Ontario’s French language
services extend across the entire province, not just in areas designated under the FLSA. The
following mechanisms are in place to ensure access to French language services either locally
or through Autism Ontario’s provincial office.
Target
This policy applies to the work and responsibilities of Autism Ontario’s Care Coordination
Program through Access OAP (herein after called “Care Coordination”), projects or initiatives
offered in partnership with these programs provincially and all Ministry-funded programs and
services.
Definition
Autism Ontario has adopted the “inclusive definition of Francophone”, which was introduced in
June 2009 by the Office of Francophone Affairs. Under this definition, a “Francophone” is a
person whose:
• mother tongue is French,
• mother tongue is neither French nor English but who has a knowledge of French as an
official language and uses it at home.
Language of Operation
Although English is the working language at Autism Ontario, French is the language of
communication during French language services meetings and meetings with Francophone staff
or volunteers. French speaking staff members are encouraged to take the opportunity to speak
French among themselves, whether for purposes of practice to improve French competencies
or ease of communication.
Community Engagement
Autism Ontario engages with the Francophone autism community across the province in order
to better understand and advocate for their needs. Bilingual staff meet regularly to share
outreach strategies and successful practices as well as challenges with the goal of continually

increasing connections with Francophone families living with or touched by autism. Targeted
communication and partnership with key Francophone stakeholders serve to facilitate these
connections. Invitations to submit Social Learning Opportunities are extended to the
Francophone autism community.
Active Offer
Francophones often do not ask for services in French if they feel they will have to wait longer for
French services, services will require additional effort on their part or that of the organization or
that the services will be of inferior quality to services offered in English. French language
services are actively offered, which means they are evident, available and easily accessible to
the general public, and of comparable quality to those offered in English.
• Staff in designated bilingual positions greet visitors (i.e., office, information booth, event)
in both official languages. The conversation continues in the language chosen by the
visitor.
• Bilingual staff and volunteers wear a “Je parle français” button at public events.
• Activities advertised as French activities remain French activities the day of the activity,
regardless of the make-up of the participants in attendance.
• Events posted on Autism Ontario’s events calendar are posted in both official languages.
• English events are identified as such: The title includes “en anglais” thus, informing the
reader at the outset that the activity will be facilitated in English. Additionally, the
description of the event will include the following note: “À noter : cette activité sera
animée en anglais.”
• See Strategic Directions, below, for many examples related to active offer.
Signs and public notices
The availability of French language services is communicated in the following ways:

• Bilingual signage at provincial office. Regional staff are offered support to ensure
adequate signage at their offices, where these exist.
• The website’s main page includes a language button at the top (EN I FR) allowing
Francophone visitors to quickly access the French portion of the site.
• A message on how to access French language services appears on every region’s
“Contact Us” web page as well as the contact information (toll-free number and email
address) for the bilingual staff member in the region.
• Bilingual staff have completely bilingual business cards. English-speaking staff have
English business cards with a French message about how to access French language
services.
• Autism Ontario’s Style Guide limits the use of the Autism Ontario logo without a tagline
on written material.
Telephone
In order to ensure Francophones are aware of and know how to access French language
services when calling Autism Ontario, the following measures are in place:
• Provincial office’s automated system includes a message about accessing French
language services at provincial office.

• Callers are greeted with a bilingual message clearly communicating how to access
French language services.
• Bilingual Care Coordination staff answer the telephone in both official languages (Hello,
Bonjour). The conversation continues in the official language chosen by the caller.
• English-speaking staff are encouraged to use a bilingual greeting (Hello, Bonjour) and
transfer callers to a bilingual staff, if preferred by the caller.
• All Care Coordination and Regional staff have bilingual voice-mail messages. For
English-speaking staff, this includes a message about how to access French language
services and the regional bilingual Care Coordinator's contact information.
Reception
• Visitors to the provincial office are greeted in both official languages (Hello, Bonjour). If
the visitor wishes to speak to someone in French, they will be introduced to French-
speaking staff who are in the office. If no one is available, the visitor may leave a
message for a French-speaking staff member.
Toolkit
• The Office of Francophone Affairs toolkit is available on Autism Ontario’s shared server.
E-mail Signatures
• Bilingual staff have bilingual e-mail signatures.

• A message about accessing French language services appears below the e-mail
signature of English-speaking Care Coordination staff.
Written communication
All written communication (i.e., e-mails, letters) with individuals or groups is in the language
used or preferred by the recipient. This means all communication received in French is
responded to in French. Staff who receive correspondence in French but are unable to respond
in French, direct the correspondence to local bilingual staff members or to the provincial office.
Note: The use of Autisme Ontario is permitted in French documents for ease of reading.
Website
Care Coordination: Website content related to the Care Coordination and Social Learning
Opportunities Program is posted simultaneously in English and French.
Other Ministry Funded Programs: Content created by Ministry-funded services (i.e., March
Break and Summer One to One Funding) is posted simultaneously in both official languages.
Other Programs: Content created by other Autism Ontario programs (i.e., Raise the Flag,
Building Brighter Futures) that have followed the established translation process is posted
simultaneously in both official languages.

In order to ensure a pleasant navigating experience for the Francophone or bilingual visitor,
content available only in English is identified as such.
Integration of French Language Services
Autism Ontario prides itself on its commitment to serving the Francophone autism community in
the best way possible. This commitment extends beyond Ministry-funded programs and is
clearly communicated within and outside the organization.
Board Policies
Autism Ontario Board of Directors’ policies include FLS requirements in their ends and
executive limitations policies. These are monitored quarterly.
Strategic Directions
Autism Ontario’s services and programs are currently guided by the following three strategic
directions: 1) opening doors for adults, 2) support to our Chapters, and 3) expanding our reach.
French language services are integrated into the strategic directions in the following ways:
• Information regarding linguistic identity is collected at the first point of contact.
• Online registration forms are available in English and in French,
• The Event Feedback Form is available in English and in French and includes a question
about the needs of the participants. An additional question invites participants of French
events to provide feedback related to quality of language.
• Surveys designed to better understand the needs of Ontarians living with or touched by
autism are posted in both official languages,
• Surveys targeting the Francophone community are advertised and posted in French,
• Information at public events (i.e., information fairs, conferences, booths, etc.) includes
English and French information related to Care Coordination. Information about other
Autism Ontario programs, services and resources are presented in both official
languages, when available,
• French language services are a standing item on monthly provincial office staff meetings
and twice a year provincial training event,
• Program Coordination Team Meetings, which include the French Language Services
Supervisor, helps ensure adherence to policies and obligations and provides the
opportunity to keep FLS at the forefront of discussions, plans and decisions,
• The Regional Model training documents include information related to French language
services,
• Autism Ontario's quarterly magazine, Autism Matters, includes the French section Info
Autisme, and this, since 2009,
• Articles on Autism Ontario’s Learning Resources portal are posted simultaneously in
both official languages, when possible and permitted by the author,
• Committees and special events include Francophone representation or consultation if
representation is not possible,
• Autism Ontario’s external electronic newsletter includes bilingual information as it relates
to Ministry-funded programs and announcements as well as events partially or fully
funded by the Care Coordination Program,
• A separate Francophone email distribution list allows sharing of relevant information
directly with the Francophone autism community,

• The French Language Services Supervisor will be responsible for identifying French
events quarterly. Once approved, these events will be planned by Regional Events and
Outreach staff (with assistance from the French Language Services Supervisor for
language) but attended by bilingual staff. It is noted that French events are preferred
over bilingual events.
• Francophone contacts and events are tracked and recorded on an ongoing basis,
• The French Language Services Supervisor sits on the provincial events approval
committee, thus ensuring the active offer of events across the province.
• Quarterly reports for the Care Coordination Program include details on new and
cumulative Francophone contacts as well as French and bilingual events offered,
allowing regular monitoring and planning of quality of FLS.
• Autism Ontario’s Annual Report includes information related to French language
services.
New Staff Orientation
New staff members in the Care Coordination Program, regional staff and provincial office staff
are required to review a PowerPoint presentation on French language services and sign-off on
policies related to FLS. This presentation speaks to the French Language Services Act (FLSA)
and steps Autism Ontario has taken and continues to take to actively offer French language
services across the province. The French Language Services Supervisor then meets with new
staff to review French language obligations based on the role of the new staff member.
Designated bilingual staff will be trained in depth to ensure that they are aware of all the FLS
policies and that all of the procedures are well known. Performance appraisals for Care
Coordination staff members include responsibilities related to FLS and are reviewed during
performance review.
Programs and Training
Autism Ontario is committed to ensuring staff have the tools needed to provide quality French
language services.
• Antidote: This software is installed on computers of staff in designated positions.
• Courses and training programs: Staff wishing to complete courses or other training
programs to maintain or upgrade their French skills are encouraged to discuss inclusion
of this goal into their professional development plan with their supervisor.
• Staff in designated positions can communicate directly with the French Language
Services Supervisor for matters related to linguistic competencies.
Development and Distribution of Material
• Written material created for or in partnership with the Care Coordination Program is
distributed simultaneously in English and in French.
• Autism Ontario’s external newsletter includes information in French and English for
Ministry-funded programs, announcements and material as well as provincial training
events (i.e., webinars).
• Regional newsletters related to Care Coordination and Social Learning Opportunities are
distributed in bilingual format.

• All Care Coordination and provincial office PowerPoint presentations are created on a
template which includes the Autism Ontario logo with no tagline.
• Brochures, pamphlets and posters are created in a bilingual format, when possible, while
ensuring ease of reading.
• Audio-visual resources are created in French, when possible.
• Social media: information created by Autism Ontario as it relates to the Care
Coordination Program, Social Learning Opportunities and other Ministry-funded
programs are posted in both official languages simultaneously.
Autism Ontario has established guidelines regarding the use of its logo and tagline. The Autism
Ontario logo without a tagline is used on all Autism Ontario material for public distribution
(brochures, reports, letters, etc.).
Advertisement and Registration Forms
All events (Social Learning Opportunities, information sessions, etc.) offered through the Care
Coordination Program or in partnership with this program are advertised in both official
languages. Correspondence related to these events occurs in both official languages.
Registration forms are available in English and in French, Visitors may access the French
registration form through the French events site.
Quality Assurance
Written material created for the Care Coordination Program, Ministry-funded programs (i.e.,
March Break and Summer One-to-One Funding) or flagged for public distribution (i.e., external
newsletter, job postings, etc.) must follow the established “Translation Procedures”. See French
Translation Procedures.
Third Party Agreements
Service agreements with third parties partially or fully funded by the Care Coordination Program
contain a clause relating to French language services. See Independent Contractor Service
Agreement.
Complaints
Autism Ontario has developed procedures to ensure complaints related to French language
services are addressed in a prompt and consistent manner. The complaints procedure is posted
on the website, in the section Les services en français.
See FLS Complaints Procedures.
Accountability
• The Executive Director is responsible for ensuring representation of Francophones

within the senior management team and seeks input on a regular basis.
• The provision of French language services within the Care Coordination Program is the
joint responsibility of the Manager – Care Coordination Program, the French Language
Services Supervisor and the Director of Programs and Services.

• Committees and working groups, which provide information to senior management,
include Francophone representation.
• A summary of activities and outcomes about French language services are reported to
the Board of Directors once per year, at a minimum.
French Language Service Reporting
As a Transfer Payment Recipient (TPR), Autism Ontario must complete and submit the
following at the time of budget submission:
• The FLS Attestation form affirming it meets the criteria for designation under the FLSA
for the Service Navigation Program.
• The FLS Quality Improvement Plan (QIP) for non-designated programs (i.e., March
Break and Summer One-to-One Funding Programs).
Bylaws
When scheduled to be updated, based on revisions to the Incorporations Act, Autism Ontario’s
by-laws of interest to the general public will be translated into French.
Board of Directors
Autism Ontario’s board of directors (the “Board”), comprised of twelve (12) members, is
responsible for all publicly and privately funded services and programs offered to children, youth
and adults with ASD in Ontario. The Care Coordination and Social Learning Opportunities
Program is one such program, which receives funding from the Ministry of Children, Community
and Social Services.
Autism Ontario’s Board of Directors strives to ensure adequate and effective representation of
the entire autism community in Ontario. Through the recruitment announcement, which clearly
indicates the desire to have Francophone representation on the Board and active engagement
with the Francophone community, the Board aims to ensure the presence of at least one
Francophone member. In the absence of Francophone applicants and in the interest of ensuring
the Board functions at capacity, the Board fills the position with a non-Francophone member
until the next elections.

Accessible Customer Service Policy
Intent
All goods and services provided by Autism Ontario will follow the principles of dignity,
independence, integration, and equal opportunity.
This policy meets the requirements of the customer service standards included in the Integrated
Accessibility Standards Regulation under the Accessibility for Ontarians with Disabilities Act,
2005. It applies to the provision of goods and services to the public or other third parties, not to
the goods themselves.
Definitions
Assistive device: A technical aid, communication device, or other instrument that is used to
maintain or improve the functional abilities of people with disabilities. Personal assistive devices
are typically devices that customers bring with them, such as a wheelchair, walker, or a
personal oxygen tank, and that might assist in hearing, seeing, communicating, moving,
breathing, remembering, or reading.
Disability: As defined by the Accessibility for Ontarians with Disabilities Act, 2005, and the
Ontario Human Rights Code, refers to:
• Any degree of physical disability, infirmity, malformation, or disfigurement that is caused

by bodily injury, birth defect, or illness and, without limiting the generality of the
foregoing, includes diabetes mellitus, epilepsy, a brain injury, any degree of paralysis,
amputation, lack of physical co-ordination, blindness or visual impediment, deafness or
hearing impediment, muteness or speech impediment, or physical reliance on a guide
dog or other animal or on a wheelchair or other remedial appliance or device;
• A condition of mental impairment or a developmental disability;
• A learning disability, or dysfunction in one or more of the processes involved in
understanding or using symbols or spoken language;
• A mental disorder; or
• An injury or disability for which benefits were claimed or received under the insurance
plan established under the Workplace Safety and Insurance Act, 1997.
Guide dog: A highly trained working dog that has been trained at one of the facilities listed in
Ontario Regulation 58 under the Blind Persons’ Rights Act, to provide mobility, safety, and
increased independence for people who are blind.
Service animal: A service animal for a person with a disability if:
1. The animal can be readily identified as one that is being used by the person for reasons
relating to the person’s disability, as a result of visual indicators such as the vest or
harness worn by the animal; or

2. The person provides documentation from a member of one of the following regulated
health professional colleges confirming that the person requires the animal for reasons
relating to the disability:
o College of Audiologists and Speech-Language Pathologists of Ontario;
o College of Chiropractors of Ontario;
o College of Nurses of Ontario;
o College of Occupational Therapists of Ontario;
o College of Optometrists of Ontario;
o College of Physicians and Surgeons of Ontario;
o College of Physiotherapists of Ontario;
o College of Psychologists of Ontario; or
o College of Registered Psychotherapists and Registered Mental Health Therapists
of Ontario.
Support person: In relation to a person with a disability, another person who accompanies them
in order to help with communication, mobility, personal care, medical needs, or access to goods
and services.
Guidelines
The Provision of Goods and Services to Persons with Disabilities
Autism Ontario will make every reasonable effort to ensure that its policies, practices, and
procedures are consistent with the principles of dignity, independence, integration, and equal
opportunity by:
• Ensuring that all of the individuals and families we serve receive the same value and
quality;
• Allowing people with disabilities to do things in their own ways, at their own pace when
accessing goods and services, as long as this does not present a health and safety risk;
• Using alternative methods, when possible, to ensure that people with disabilities have
access to the same services, in the same place and in a similar manner;
• Taking into account individual accommodation needs when providing goods and
services; and
• Communicating in a manner that takes into account the individual’s disability.
The Use of Assistive Devices
Individual’s Own Assistive Devices
Persons with disabilities may use their own assistive devices as required when accessing goods
or services provided by the organization.
In cases where the assistive device presents a health and safety concern or where accessibility
might be an issue, other reasonable measures will be used to ensure the access of goods and
services, up to the point of undue hardship.
For example, open flames and oxygen tanks cannot be near one another. Therefore, the
accommodation of a person with an oxygen tank might involve ensuring the individual is in a
location that would be considered safe for both the individual and the organization.

Alternatively, where elevators are not present and where a person requires assistive devices for
the purposes of mobility, service will be provided in a location that meets the needs of the
individual.
Guide Dogs and Service Animals
A person with a disability who is accompanied by a guide dog or service animal will be allowed
access to premises that are open to the public unless otherwise excluded by law. “No pet”
policies do not apply to guide dogs or service animals.
Staff may respectfully ask if an animal is a service animal and will not ask the nature of the
person’s disability or purpose of the animal.
Food Service Areas
A person with a disability who is accompanied by guide dog or service animal will be allowed
access to food service areas that are open to the public unless otherwise excluded by law.
Other types of service animals are only permitted into areas where food is served, sold, or
offered for sale due to the Health Protection and Promotion Act, Ontario Regulation 493/17.
Exclusion Guidelines
If an individual’s guide dog or service animal is excluded by law (see applicable laws
below), Autism Ontario will offer alternative methods to enable the person with a disability to
access goods and services, when possible. For example, the organization might accommodate
a person’s disability by securing the animal in a safe location and offering the assistance of an
employee to facilitate the delivery of goods and services.
Applicable Laws
Dog Owners’ Liability Act, 2005: If there is a conflict between a provision of this legislation or of
a regulation under this or any other act relating to banned breeds (such as pit bulls) and a
provision of a by-law passed by a municipality relating to these breeds, the provision that is
more restrictive in relation to controls or bans on these breeds prevails. Staff will respectfully
explain that the service animal must be removed from the public area due to a municipal by-law
and make alternate arrangements or provide the service outside the public area.
Recognizing a Guide Dog or Service Animal:
If it is not readily apparent that the animal is being used by the person for reasons relating to
their disability, Autism Ontario may request verification from the individual.
Care and Control of the Animal:
The person who is accompanied by a guide dog or service animal is responsible for maintaining
care and control of the animal at all times.
Allergies and Other Health and Safety Concerns

If a health and safety concern present itself, for example, in the form of a severe allergy to the
animal, Autism Ontario will make all reasonable efforts to meet the needs of all individuals.
Pursuant to the organization’s obligations under the Human Rights Code and the Occupational
Health and Safety Act, each customer’s accommodation needs will be considered on a case-by-
case basis, up to the point of undue hardship.
Due diligence needs to be paid to address health and safety requirements. For example, if a
person’s health and safety could be seriously affected by the presence of a service animal on
the premises open to the public, management must fully analyse all options for safely
accommodating the service animal. Options could include creating distance between the two
individuals to eliminate in-person contact, changing the time the two individuals receive service,
or using air purifiers and other measures that could allow the person to use their service animal
on the premises.
In very exceptional circumstances where a service animal becomes out of control, causing a
clear disruption or a threat to the health and safety of others, and the animal’s behaviour is not
corrected by the owner, a person with a disability can be asked to remove their service animal
from the premises.
As a courtesy, particularly if the person and service animal have been in attendance on the
premises for a long time, staff may ask whether the animal requires water, may designate an
area in which the service animal can relieve itself, or ask whether the staff can be of assistance
pertaining to the service animal.
The Use of Support Persons
If a person with a disability is accompanied by a support person, Autism Ontario will ensure that
both persons may enter the premises together and that the individual is not prevented from
having access to the support person.
There may be times where seating and availability prevent the individual and support person
from sitting beside each other. In these situations, the organization will make every reasonable
attempt to resolve the issue.
In situations where confidential information might be discussed, consent will be obtained from
the individual before any potentially confidential information is mentioned.
Admission Fees
Where the organization requires a support person to accompany a person with a disability, and
where the person with a disability has agreed to the accompaniment, the organization will not
charge the support person any fees or fares.
Notice of Disruptions in Service
Service disruptions may occur for reasons that may or may not be within the control or
knowledge of Autism Ontario. In the event of any temporary disruptions to facilities or services
that persons with disabilities rely on to access or use goods or services, reasonable efforts will
be made to provide advance notice. In some circumstances, such as in the situation of
unplanned temporary disruptions, advance notice may not be possible.

If a notification needs to be posted, the following information will be included unless it is not
readily available or known:
• Goods or services that are disrupted or unavailable;

• Reason for the disruption;
• Anticipated duration; and
• A description of alternative services or options.
Notification Options
When disruptions occur, Autism Ontario will provide notice by:
• Posting notices in conspicuous places, including at the point of disruption, at the main
entrance, and the nearest accessible entrance to the service disruption, or on the
organization website and social media platforms
• Contacting customers with appointments;
• Verbally notifying customers when they make a reservation or appointment; or
• By any other method that may be reasonable under the circumstances.
Service User Feedback
Autism Ontario shall provide the individuals and families we serve with the opportunity to
provide feedback on the service provided to people with disabilities. Information about the
feedback process will be readily available to all service users and notice of the process will be
made available on the Autism Ontario website. Feedback forms, along with alternate methods of
providing feedback verbally (in person or by telephone) or written (handwritten, delivered,
website, or e-mail), will be available upon request. Feedback forms may also be sent to
individuals and families who attend Autism Ontario events.
Submitting Feedback
Customers can submit feedback to:
Manager of People Services

Phone: 416-246-9592
Toll Free: 1-800-472-7789
hr@autismontario.com,
1179 King St. W, #004
Toronto, ON
M6K 3C5
Users of our services who wish to provide feedback by completing an onsite feedback form or
verbally can do so to any Autism Ontario employee.
Those who provide formal feedback will receive acknowledgement of their feedback, along with
any resulting actions based on concerns or complaints that were submitted.
Training
Training will be provided to:

• Every employee of or a volunteer with Autism Ontario;
• Every person who participates in developing the policies of Autism Ontario; and
• Every other person who provides goods, services, or facilities on behalf of Autism
Ontario.
Training Provisions
Regardless of the format, training will cover the following:
• A review of the purpose of the Accessibility for Ontarians with Disabilities Act, 2005;
• A review of the requirements of the customer service standards;
• Instructions on how to interact and communicate with people with various types of
disabilities;
• Instructions on how to interact with people with disabilities who:
o Use assistive devices;
o Require the assistance of a guide dog or other service animal; or
o Require the use of a support person (including the handling of admission fees);
• Instructions on how to use equipment or devices that are available at our premises or
that we provide that may help people with disabilities;
• Instructions on what to do if a person with a disability is having difficulty accessing our
services; and
• Policies, procedures, and practices of the organization pertaining to providing accessible
service to persons with disabilities.
Training Schedule
Autism Ontario will provide training as soon as practicable. Training will be provided to new
employees, volunteers, agents, and contractors within the first three months of employment or
involvement with the organization. Revised training will be provided in the event of changes to
legislation, procedures, policies, or practices.
Administration
If you have any questions or concerns about this policy or its related procedures, please
contact:
Manager of People Services,

Phone: 416-246-9592
Toll Free: 1-800-472-7789
hr@autismontario.com,
1179 King St. W, #004
Toronto, ON
M6K 3C5
This policy and its related procedures will be reviewed as required in the event of legislative
changes or changes to organization procedures.

AODA – Integrated Accessibility Standards Regulation
(IASR) Employment Policy
Intent
This policy applies to the provision of accessible employment services for persons with
disabilities, in accordance with O. Reg. 191/11 Integrated Accessibility Standards (IASR) under
the Accessibility for Ontarians with Disabilities Act, 2005 (AODA).
All employment services provided by Autism Ontario will follow the principles of dignity,
Definitions
Accessible formats: Include but are not limited to large print, recorded audio and electronic
formats, braille, and other formats usable by persons with disabilities.
Communication supports: Include but are not limited to captioning, alternative and augmentative
communication supports, plain language, sign language and other supports that facilitate
effective communications.
Kiosk: An interactive electronic terminal, including a point-of-sale device, for public use that
allows users to access one or more services or products.
Guidelines
General Requirements
The following general requirements apply to the five standards: information and
communications, employment, transportation, design of public spaces, and customer service.
Establishment of Accessibility Policies and Plans
Autism Ontario will develop, implement, and maintain policies governing how it will achieve
accessibility through these requirements.
Autism Ontario will include a statement of its commitment to meeting the accessibility needs of
persons with disabilities in a timely manner in its policies. These documents will be made
publicly available in an accessible format upon request.
Autism Ontario will establish, implement, maintain, and document a multi-year accessibility plan
outlining its strategy to prevent and remove barriers and meet its requirements under the IASR.
Accessibility plans will be made available in an accessible format upon request and will be
posted on our website.
Autism Ontario will review and update its accessibility plan once every five years and will
establish, review, and update our accessibility plans in consultation with persons with disabilities
or an advisory committee. Annual status reports will be prepared that will report on the progress

of the steps taken to implement Autism Ontario’s accessibility plan. This status report will be
posted on our website. If requested, the report will be created in an accessible format.
Procuring or Acquiring Goods and Services, or Facilities
Autism Ontario will incorporate accessibility criteria and features when procuring or acquiring
goods, services, or facilities. The only exception is in cases where it is impracticable to do so.
Training Requirements
Autism Ontario will provide training on the IASR accessibility requirements and Ontario’s Human
Rights Code as they pertain to individuals with disabilities. This applies to all employees and
volunteers, individuals who participate in developing Autism Ontario policies, and all other
persons who provide goods, services, or facilities on Autism Ontario’s behalf. Training will be
provided as soon as is reasonably practicable, during employee orientation. Training will be
provided regularly to new employees and as changes to Autism Ontario’s accessibility policies
occur.
Records
Autism Ontario will maintain records on the training provided, when it was provided, and the
number of employees who were trained.
Recruitment, Assessment, and Selection
Autism Ontario will notify employees and the public about the availability of accommodation for
job applicants who have disabilities. Applicants will be informed that these accommodations are
available upon request for the interview process and for other candidate selection methods.
Where an accommodation is requested, Autism Ontario will consult with the applicant and
provide or arrange for suitable accommodation.
Successful applicants will be made aware of Autism Ontario’s policies and supports for
accommodating people with disabilities.
Accessible Formats and Communication Supports for Employees
Autism Ontario will ensure that employees are aware of our policies for employees with
disabilities and any changes to these policies as they occur.
If an employee with a disability requests it, Autism Ontario will provide or arrange for the
provision of accessible formats and communication supports for the following:
• Information needed in order to perform their job; and

• Information that is generally available to all employees in the workplace.
Autism Ontario will consult with the employee making the request to determine the best way to
provide the accessible format or communication support.

Workplace Emergency Response Information
Where required, Autism Ontario will create individual workplace emergency response
information for employees with disabilities. This information will account for the unique
challenges created by the individual’s disability and the physical nature of the workplace and will
be created in consultation with the employee.
This information will be reviewed when:
• The employee moves to a different physical location in the organization;

• The employee’s overall accommodation needs, or plans are reviewed; or
• Autism Ontario reviews general emergency response policies.
Documented Individual Accommodation Plans
Autism Ontario must also develop and have in place written processes for documenting
individual accommodation plans for employees with disabilities. The process for the
development of these accommodation plans should include specific elements, including:
• How the employee can participate in the development of the plan;

• How the employee is assessed individually;
• How an employer can request an evaluation by an outside medical expert or other
experts at the employer’s expense to determine whether accommodation can be
achieved, or how it can be achieved;
• How an employee can request the participation of a representative from their bargaining
agent or, if the employee is not represented by a bargaining agent, another
representative from the workplace in the creation of the accommodation plan;
• The steps taken to protect the privacy of the employee’s personal information;
• How and how often the individual accommodation plan should be reviewed or updated;
• How the reasons for the denial of an individual accommodation plan will be provided to
the employee; and
• The means of providing the accommodation plan in an accessible format, based on the
employee’s accessibility needs.
The individual accommodation will also:
• Include information regarding accessible formats and communication supports upon

request;
• Where needed, include individualized workplace emergency response information; and
• Outline all other accommodation provided.
Performance Management and Career Development and Advancement
Autism Ontario will consider the accessibility needs of employees with disabilities when
implementing performance management processes, or when offering career development or
advancement opportunities.
Individual accommodation plans will be consulted as required.

Return to Work
Autism Ontario will develop and implement return-to-work processes for employees who are
absent from work due to a disability and require disability-related accommodations in order to
return to work.
The return-to-work process outlines the steps Autism Ontario will take to facilitate the
employee’s return to work and will use documented individual accommodation plans as outlined
by the regulation.
Redeployment
The accessibility needs of employees with disabilities will be considered in the event of
redeployment.
Individual accommodation plans will be consulted as required.
Review
This policy will be reviewed regularly to ensure that it reflects Autism Ontario’s current practices
and legislative requirements.

AODA – Integrated Accessibility Standards Regulation
(IASR) Information and Communications Policy
Intent
This policy applies to the provision of accessible employment services for persons with
disabilities, in accordance with O. Reg. 191/11 Integrated Accessibility Standards (IASR) under
the Accessibility for Ontarians with Disabilities Act, 2005 (AODA).
All employment services provided by Autism Ontario will follow the principles of dignity,
Definitions
Accessible formats: Include but are not limited to large print, recorded audio and electronic
formats, braille, and other formats usable by persons with disabilities.
Communication supports: Include but are not limited to captioning, alternative and augmentative
communication supports, plain language, sign language and other supports that facilitate
effective communications.
Conversion-ready: An electronic or digital format that facilitates conversion into an acceptable

format.
Kiosk: An interactive electronic terminal, including a point-of-sale device, for public use that
allows users to access one or more services or products.
Guidelines
General Requirements
The following general requirements apply to the five standards: information and
communications, employment, transportation, design of public spaces, and customer service.
Establishment of Accessibility Policies and Plans
Autism Ontario will develop, implement, and maintain policies governing how it will achieve
accessibility through these requirements.
Autism Ontario will include a statement of its commitment to meeting the accessibility needs of
persons with disabilities in a timely manner in its policies. These documents will be made
publicly available in an accessible format upon request.
Autism Ontario will establish, implement, maintain, and document a multi-year accessibility plan
outlining its strategy to prevent and remove barriers and meet its requirements under the IASR.
Accessibility plans will be made available in an accessible format upon request and will be
posted on our website.

Autism Ontario will review and update its accessibility plan once every five years and will
establish, review, and update our accessibility plans in consultation with persons with disabilities
or an advisory committee. Annual status reports will be prepared that will report on the progress
of the steps taken to implement Autism Ontario’s accessibility plan. This status report will be
posted on our website. If requested, the report will be created in an accessible format.
Procuring or Acquiring Goods and Services, or Facilities
Autism Ontario will incorporate accessibility criteria and features when procuring or acquiring
goods, services, or facilities. The only exception is in cases where it is impracticable to do so.
Training Requirements
Autism Ontario will provide training on the IASR accessibility requirements and Ontario’s Human
Rights Code as they pertain to individuals with disabilities. This applies to all employees and
volunteers, individuals who participate in developing Autism Ontario policies, and all other
persons who provide goods, services, or facilities on Autism Ontario’s behalf. Training will be
provided as soon as is reasonably practicable. Training will be provided regularly to new
employees and as changes to Autism Ontario’s accessibility policies occur.
Records
Autism Ontario will maintain records on the training provided, when it was provided, and the
number of employees who were trained.
Feedback Process
Autism Ontario will ensure that all feedback processes, both internal and external, are made
accessible to the individuals and families we serve, and employees upon request.
In accordance with the customer service standards, Autism Ontario will make known the
availability of accessible feedback formats.
Accessible Formats and Communication Supports
Unless deemed unconvertible, Autism Ontario will provide or arrange for the provision of
accessible formats and communication supports for persons with disabilities upon request.
Accessible formats and communication supports will be provided in a timely manner and at no
additional cost to the individual.
Autism Ontario will account for the person’s accessibility needs when customizing individual
requests and will consult with the individual making the request to ensure suitability.
Autism Ontario will make the availability of accessible formats and communication supports
publicly known.
Accessible Websites and Web Content
Autism Ontario will ensure that our website and web content conform to the Web Content
Accessibility Guidelines (WCAG) as outlined in the IASR and will refer to the legislation for
specific compliance deadlines and requirements.

Exceptions
The Information and Communications Standards do not apply to:
• Products and product labels;

• Unconvertible information or communications; or
• Information that the organization does not control either directly or indirectly through a
contractual relationship.
Unconvertible Information or Communications
If it is determined in consultation with the requesting party that information or communications

are unconvertible, Autism Ontario will ensure that the individual who made the request is
provided with an explanation and a summary of the information.
Autism Ontario will classify information or communications as unconvertible where:
• It is not technically practicable to convert; or

• The technology required to make the conversion is not readily available.
Review
This policy will be reviewed regularly to ensure that it reflects Autism Ontario’s current practices
and legislative requirements.

Personal Health Information and Personal Information
Policy
Intent
This policy is intended to ensure that Autism Ontario maintains compliance with both the
Personal Health Information Protection Act, 2004 (PHIPA) and the Child, Youth and Family
Service Act, by establishing guidelines for the collection, use, and disclosure of personal health
information of the individuals and families Autism Ontario serves.
PHIPA
Definitions
Collect – In relation to personal health information, means to gather, acquire, receive, or obtain
the information by any means from any source.
Consent directive – An individual makes a consent directive when they withhold or withdraw, in
whole or in part, their consent to the collection, use, and disclosure of their personal health
information by means of the electronic health record by a health information custodian for the
purposes of providing or assisting in the provision of health care to the individual.
Disclose – In relation to personal health information in the custody or under the control of a
health information custodian or a person, means to make the information available or to release
it to another health information custodian or to another person, but does not include the use of
the information.
Electronic health records – The electronic systems that are developed and maintained by the
organization for the purpose of enabling health information custodians to collect, use, and
disclose personal health information.
Health information custodian – A person or organization who has custody or control of personal
health information as a result of or in connection with performing the person’s or organization’s
powers or duties or the work, if any. This includes a health care practitioner or a person who
operates a group practice of health care practitioners, and a person who operates a centre,
program, or service for community health or mental health whose primary purpose is the
provision of health care.
Use – In relation to personal health information in the custody or under the control of a health
information custodian or a person, means to view, handle, or otherwise deal with the
information, but does not include to disclose the information, and “use,” as a noun, has a
corresponding meaning.

Guidelines
Policies and Procedures
Autism Ontario will have in place and comply with practices and procedures:
• That protect the privacy of the individuals whose personal health information it receives,
collects, uses, and discloses, and will maintain the confidentiality of the information; and
• That are approved by the Information and Privacy Commissioner (the Commissioner).
Electronic Health Records
Autism Ontario has the power and the duty to develop and maintain electronic health records in
accordance with PHIPA and the regulations made under the Act. The following guidelines have
been implemented in order to ensure compliance with applicable legislation.
When dealing with electronic health records, Autism Ontario will:
• Manage and integrate personal health information it receives from health information
custodians.
• Ensure the proper functioning of the electronic health record by servicing the electronic
systems that support the electronic health record.
• Ensure the accuracy and quality of the personal health information by conducting data
quality assurance activities on the personal health information it receives from health
information custodians.
• Conduct analyses of the personal health information in order to provide alerts and
reminders to health information custodians for their use in the provision of health care.
• Take reasonable steps to limit the personal health information Autism Ontario receives
to that which is reasonably necessary for developing and maintaining the electronic
health record.
• Prevent employees or any other person acting on behalf of Autism Ontario to view,
handle, or otherwise deal with the personal health information received from health
information custodians, unless the employee or person acting on behalf of Autism
Ontario agrees to comply with all applicable restrictions.
• Make available to the public and to each health information custodian that provides
personal health information to Autism Ontario:
• A plain language description of the electronic health record, including all safeguards in
place to:
• Protect against theft, loss, and unauthorized collection, use, or disclosure of the personal
health information;
• Protect the personal health information against unauthorized copying, modification, or
disposal; and
• Protect the integrity, security, and confidentiality of the personal health information; and
• Any organizational directives, guidelines, and policies that apply to the personal health
information, to the extent that these do not reveal a trade secret or confidential scientific,
technical, commercial, or labour relations information.
• Ensure that any third-party Autism Ontario retains to assist with providing services for
developing or maintaining the electronic health record agrees to comply with the
restrictions and conditions that are necessary to enable Autism Ontario to comply with all
of the requirements provided in PHIPA.

Recordkeeping
In order to meet its recordkeeping requirements under PHIPA, Autism Ontario will:
• Keep an electronic record of all instances where all or part of the personal health
information that is accessible by means of the electronic health record is viewed,
handled, or otherwise dealt with, and ensure that the record identifies the information
required by section 55.3.4 of PHIPA.
• Keep an electronic record of all instances where a consent directive is made, withdrawn,
or modified, and ensure that the record contains the information specified in section
55.3.5 of PHIPA.
• Keep an electronic record of all instances where all or part of the personal health
information that is accessible by means of the electronic health record is disclosed with
the express consent of the individual and ensure that the record identifies the
information required by section 55.3.6 of PHIPA.
• Audit and monitor the electronic records that it is required to keep.
• Provide electronic records to the Commissioner upon request as required by PHIPA.
• Provide the records required by a health information custodian to audit and monitor its
compliance with PHIPA, upon the health information custodian’s request.
Assessment of Threats, Vulnerabilities, and Risks and Response to Breaches
In response to threats, vulnerabilities, and risks, and in response to breaches of security

features designed to protect the electronic health record, Autism Ontario will:
• Perform, for each system that retrieves, processes, or integrates personal health
information that is accessible by means of the electronic health record, an assessment
with respect to: threats, vulnerabilities, and risks to the security and integrity of the
personal health information; and how each of those systems may affect the privacy of
the individuals to whom the information relates.
• Make available to each health information custodian who provided personal health
information to Autism Ontario a written copy of the results of any assessments carried
out that relate to the personal health information the custodian provided and make
available to the public a summary of the results of the assessments that were
completed.
Notification of Loss, Theft, or Unauthorized Use or Disclosure
Autism Ontario will:
• Notify, at the first reasonable opportunity, each health information custodian who
provided personal health information to Autism Ontario if the personal health information
that the health information custodian provided is stolen or lost or if it is collected, used,
or disclosed without authority.
• Notify the Commissioner, in writing, immediately after becoming aware that personal
health information that is accessible by means of the electronic health record:
• Has been viewed, handled, or otherwise dealt with by the prescribed organization or a
third party retained by the prescribed organization, other than in accordance with the Act
or its regulations; or

• Has been made available or released by the prescribed organization or a third party
retained by the prescribed organization, other than in accordance with the Act or its
regulations.
Reporting to the Commissioner
• Autism Ontario will submit a notice to the Commissioner if the circumstances

surrounding a theft, loss, or unauthorized use or disclosure of personal health
information meet the prescribed requirements as defined in O. Reg. 329/04, section 6.3.
• All notices to the Commissioner outlined above will contain the information as required
by legislation.
• Autism Ontario will submit to the Commissioner, at least annually, a report in the form
and manner specified by the Commissioner, and based on or containing any information,
other than personal health information, that is kept in the electronic health record that the
Commissioner may specify, respecting every instance in which personal health
information was disclosed under section 55.7 of PHIPA since the time of the last report.
• Every year no later than March 1, beginning in 2019, Autism Ontario will submit a report
to the Commissioner outlining the number of times in the previous calendar year that
personal health information in Autism Ontario’s custody was stolen, lost, used without
authority, or disclosed without authority.
Consent Directives
Regarding consent directives, Autism Ontario will:
• Comply with the practices and procedures prescribed in the regulations when managing
consent directives.
• Have in place and comply with practices and procedures that have been approved by
the Minister for responding to or facilitating a response to a request made by an
individual in respect of the individual’s record of personal health information that is
accessible by means of the electronic health record.
• Ensure that health information custodians only collect personal health information under
the circumstances defined in subsection 55.7(1), (2), or (3) where personal health
information that is accessible by means of the electronic health record is subject to a
consent directive made by an individual under subsection 55.6(1).
• Allow an individual at any time to make a directive that withholds or withdraws, in whole
or in part, that individual’s consent to the collection, use, and disclosure of his or her
personal health information by means of the electronic health record by a health
information custodian for the purposes of providing or assisting in the provision of health
care to the individual.
• Offer assistance to the person in reformulating the directive if the directive does not
contain sufficient detail to enable the prescribed organization to implement the directive
with reasonable efforts.
• Notify a health information custodian who seeks to collect personal health information
that is subject to a consent directive that an individual has made a directive and shall
ensure that no personal health information that is subject to the directive is provided.
• Audit and monitor every instance where personal health information is collected where a
consent directive is in place.

Health information custodians working for Autism Ontario may:
• Disclose personal health information that is subject to a consent directive by means of

the electronic health record if the custodian who is seeking to collect the information
obtains the express consent of the individual to whom the information relates.
Collection, Use, and Disclosure by Custodians
A health information custodian shall not collect personal health information by means of the
electronic health records of Autism Ontario except for the purpose of:
• Providing or assisting in the provision of health care to the individual to whom the
information relates; or
• Eliminating or reducing a significant risk of serious bodily harm to a person or group of
persons, where the health information custodian believes on reasonable grounds that
the collection is necessary for this purpose.
A health information custodian may:
• Use or disclose the information for any purpose for which PHIPA permits or requires a
custodian to use or disclose personal health information when providing or assisting in
the provision of health care to the individual to whom the information relates.
• A health information custodian who collects personal health information in order to
eliminate or reduce a significant risk of serious bodily harm to a person or group of
persons, where the health information custodian believes on reasonable grounds that
the collection is necessary for this purpose, may only use or disclose the information for
the purpose for which the information was collected.
• A health information custodian may collect, use, and disclose prescribed data elements
for the purpose of uniquely identifying an individual in order to collect personal health
information.
• If a health information custodian requests that Autism Ontario transmit personal health
information to the custodian by means of the electronic health record and Autism
Ontario transmits the information as requested, the custodian shall comply with all
obligations defined in PHIPA with respect to the transmitted information, regardless of
whether the custodian has viewed, handled, or otherwise dealt with the information.
Subject to any exceptions or additional requirements as prescribed in legislation, and in addition

to any notice that must be given in the case of an unauthorized use or disclosure, if personal
health information about an individual is collected without authority by means of the electronic
health record, the health information custodian who is responsible for the unauthorized
collection must:
• Notify the individual at the first reasonable opportunity of the unauthorized collection,
and include in the notice a statement that the individual is entitled to make a complaint to
the Commissioner; and
• If the circumstances surrounding the unauthorized collection meet prescribed
requirements, notify the Commissioner of the unauthorized collection.

Protection from Liability for Health Information Custodian
A health information custodian working for or with Autism Ontario who, acting in good faith,
provides personal health information to Autism Ontario by means of the electronic health record
is not liable for damages resulting from:
• Any unauthorized viewing or handling of the provided information, or any unauthorized

dealing with the provided information, by Autism Ontario, its employees, or any other
person acting on its behalf; or
• Any unauthorized collection of the provided information by another health information
custodian.
Collection, Use, and Disclosure of Personal Health Information by Health Information

Custodians
Health information custodians are considered to be collecting, using, or disclosing personal

health information in the following circumstances:
• When viewing, handling, or otherwise dealing with all or part of an individual’s personal
health information by means of the electronic health record and that information was
provided to the custodian by another health information custodian, the custodian is
considered to:
• Be collecting the personal health information when the information is being viewed,
handled, or otherwise dealt with for the first time; and
• Be using the personal health information each subsequent time the information is
viewed, handled, or otherwise dealt with.
• Whenever a health information custodian views, handles, or otherwise deals with all or
part of an individual’s personal health information by means of the electronic health
record and that information was provided to Autism Ontario by the custodian, the
custodian is considered to be using the personal health information.
• When a health information custodian provides health information to Autism Ontario, the
custodian is considered to be disclosing the information only when another health
information custodian collects the information by means of the electronic health record.
Personal Health Information Excluding the Electronic Health Record
When a health information custodian provides personal health information to Autism Ontario or
another organization not involving the electronic health record:
• The custodian is not considered to be disclosing the information to the other

organization; and
• The other organization is considered not to be collecting the information from the
custodian.
Child, Youth and Family Services Act (CYFSA)
Autism Ontario is responsible for personal information under its control and is committed to a
high standard of privacy for our information practices. The Child, Youth and Family Services Act
(CYFSA) protects your personal information. The section applies to personal information not
covered under PHIPA.

Autism Ontario is responsible for personal information under its control and has designated an
individual, our Chief Privacy Officer, who is accountable for compliance with Part X (10) of the
CYFSA.
Autism Ontario complies with the CYFSA by:

• implementing policies and procedures to protect your personal information, and all other
confidential information including information relating to service users, staff and affiliates.
• responding to inquiries for access to and disclosure of your personal information in
accordance with laws, regulations, policies and procedures;
• responding to breaches, complaints and requests for corrections of your personal
information in accordance with laws, regulations, policies and procedures; and
• educating our staff and affiliates about privacy policies and practices.
Identifying Purposes for the Collection of Personal Information

Autism Ontario will identify the purposes for which personal information is collected at the time
of collection. Additional details related to the collection of personal information will be discussed
in the course of service provision as required and in accordance with our policy and
procedures.
The primary purpose of collecting, using and sharing your personal information is to deliver
services as prescribed by our mission and related regulations. We also use your information:
• For administrative purposes,
• To collect statistics,
• To promote learning that is informed by practice,
• For program development; and,
• To comply with our legal and regulatory requirements.
Consent for the Collection, Use and Disclosure of Personal Information

The Autism Ontario will make ensure the necessary consent is required to collect, use or
disclose an individual’s personal information, unless permitted or required under the Act.
To the extent possible, personal information will be:
• Collected with the consent of the individual to whom the personal information relates;
• Collected directly from the individual to whom the information relates; and
• Limited to the amount of information necessary to provide the service.
Autism Ontario will provide the individual with notice that the information may be used or
disclosed for the various purposes established under the Act.
Your personal information will only be used and/or disclosed by the Autism Ontario for the
purposes for which it was collected, except with your consent and knowledge or as required by
law.
The indirect collection of information pertaining to you may occur without your consent under the
following circumstances:
• Where permitted or required by law; or
• When the information is reasonably necessary to provide service or to assess, reduce or
eliminate a risk of serious harm to a person or group and it is not reasonably possible to
collect personal information directly that can reasonably be relied upon as accurate and
complete, or in a timely manner.

Disclosure refers only to giving your personal information to another individual or
organization. Disclosure will only occur with your knowledge and consent, unless otherwise
permitted by the Act.
Autism Ontario will only collect the information that is necessary to provide our services.
Autism Ontario will make every effort to ensure that the information we hold is accurate,
complete for the purposes for which it is to be used and is as up to date as possible.
Ensuring Safeguards for Personal Information

Autism Ontario will take every reasonable precaution to protect personal information with
appropriate security measures, physical safeguards, and electronic precautions. The
organization maintains personal information through a combination of paper and electronic files.
Where required by legislation or disaster recovery or business continuity policies, older records
may be stored in a secure, offsite location.
All new staff and affiliates receive orientation specific to privacy and confidentiality and are
required to enter into confidentiality agreements as a condition of their employment or
retention. Outside Services Providers are bound to privacy and confidentiality as a condition of
the contract.
Personal Information Policies and Practices

Autism Ontario makes information about our privacy policy and practices available to the public,
the information is posted on the Autism Ontario website page. Information provided includes:
• Contact information to reach the Autism Ontario’s Chief Privacy Officer, to which
inquiries and complaints can be forwarded;
• The process for a service recipient to access their personal information held by the
Autism Ontario; and
• A description of the type of personal information held by Autism Ontario, including
general explanation of its use, and common examples of how the information may be
shared.
Individual Access to Own Personal Information
Individuals have a right under the Act to access their records of personal information from
service providers, subject to limited exceptions. Upon written request, within a reasonable time,
you will be informed whether the Autism Ontario has a record of your personal information and
will be given access to it, as requested. You may challenge the accuracy and completeness of
your records, and request that it be amended as appropriate. Access and correction requests
will be responded to, in writing, within 30 calendar days after receiving the request. Access
requests, when allowed, may be extended by up to 90 days with a written explanation. For
corrections, the written notice will contain how the information is corrected, or the reasons
corrections will not be made. If corrections aren’t made the individual will be informed of their
right to prepare a statement of disagreement. If requested, Autism Ontario will provide written
notice of the correction to people to whom the information may have been disclosed, within
reason.

Record Retention Policy
Intent
The purpose of Autism Ontario Record Retention Policy is to outline general record retention
guidelines and state our commitment to following all legislative requirements that pertain to
record management. All records shall be maintained in a confidential and secure manner for the
appropriate amount of time as dictated by law and best practices.
This policy has been created to help employees understand their obligations and expectations
regarding the retention of records.
Guidelines
Management and Retention
The accurate storage and safe handling of Autism Ontario documents is important to maintain
professional business practices and fulfil legislative requirements. All employment records and
related documents stored within organization facilities or on organization devices must be
handled with care and organized in a manner whereby they can be easily accessed and
referenced by authorized persons.
Records include both physical and electronic records that are in the possession of Autism
Ontario staff. Records will be retained in the following ways:
• Records will be sorted and stored by topic area.

• Within topic areas, documents will be sorted chronologically.
• Documents will be protected using appropriate safeguards.
All records dealing with legal transactions or agreements will be retained as long as there may
be a legal need for them or as long as required by applicable legislation.in order to safeguard
records, all physical records will be stored in designated storage locations and will be locked at
all times. Only authorized individuals will have access to records storage. All records will be
maintained and easily accessible in the event of an audit or inspection.
Autism Ontario will implement appropriate safeguards to ensure the privacy and security of any
personal identifiable information provided to the organization by employees. Autism Ontario will
not disclose any personal identifiable information to any third party unless required to do so by
law.
Autism Ontario will retain all documents, whether in physical or virtual form, for the legislatively
required timelines and abide by all other retention requirements. The required retention of
documents refers to the original documents or original copies of information (such as the
original photocopy of a license). Copies made for subsequent uses may be disposed of once
they are no longer needed unless those records have been altered with new information. In
cases where copies or records have been made and altered, those copies must be retained
along with the original records.

Document Disposal
When documents containing confidential information are no longer needed and have been
retained for the legally required period, they must be appropriately destroyed in order to
maintain confidentiality. The method of destroying the documents will be determined based on
the type of document, method of storage or retention, and level of confidentiality that needs to
be maintained. Autism Ontario will take all necessary steps to ensure that the sensitive
information contained in any record is permanently destroyed during the disposal of the record.
The Executive Director will be responsible for coordinating the disposal of confidential
documents. Documents may be disposed of or destroyed in the following ways:
• Shredding;
• Permanent deletion from a hard drive; or
• Through a third-party disposal company
Records will be disposed of in accordance with the records disposal form.

Travel Policy
Intent
As an employee of Autism Ontario, you may occasionally be required to travel on organization

business.
Autism Ontario will reimburse its employees for reasonable travel expenses incurred on
authorized organization business. All travel expenses must be properly documented for
approval and reimbursement. Any exceptions to the policy must be submitted to the Department
Head or other Autism Ontario official for approval.
Guidelines
Personal Vehicle Usage
Certain positions at Autism Ontario require the use of personal vehicles in order to adequately
carry out the role responsibilities and the work of Autism Ontario.
Standards & Procedures

• Employees/volunteers who are required to use a personal vehicle for Autism Ontario
business will be reimbursed as per the Expense Administration Policies including the
Kilometre Allowance Policy.
• All travel-related expenses for work must be pre-approved by the employee's Manager,
or the volunteer’s Regional staff member.
• Employees and volunteers must ensure they have their own, appropriate insurance
coverage as Autism Ontario will not cover employee/volunteer vehicle insurance
coverage’s. Any employee/volunteer who is required to use a personal vehicle on a
regular basis should notify their insurance carrier to ensure appropriate coverage.
• All employees/volunteers who are required to drive their personal vehicles are expected
to comply with traffic and any other associated laws. Therefore, any employee or
volunteer who is charged with traffic and/or other infractions (i.e., Use of electronic
devices while driving) will be responsible for paying any fines, penalties and/or
associated costs. In addition, any infractions attributable to the driver will be reviewed by
Autism Ontario management and may result in disciplinary or legal action up to and
including severance of the relationship with Autism Ontario.
• Employees/volunteers who use the 407 ETR may be eligible to expense the annual fee
of their transponder unit and tolls incurred on business, if approved by the appropriate
Manager or the volunteer’s Regional staff member.
(Note: Autism Ontario will not pay the 407 ETR company directly for any transponder units.
Employees/volunteers must manage their own personal transponder unit. Reimbursement must
be handled via an approved Expense Report.)

Kilometre Allowance
A per kilometre allowance of $0.56 per kilometre will be paid to employees/volunteers for the
use of personal vehicles on approved Autism Ontario business. The kilometre allowance is
intended to compensate employees/volunteers for the cost of insurance, fuel, oil, maintenance,
repairs, depreciation, and other normal operating costs. If the employee is going more than
150km, they should have a conversation with their supervisor to choose the most cost-effective
way.
Kilometre will be reimbursed for travel as outlined in the Canada Revenue Agency (CRA)
business travel guidelines.
In accordance with these guidelines, commuting from an employee's principle residence (home)
to the primary office location is not considered business use and these kilometres cannot be
claimed as an eligible expense. Volunteers may be approved for travel from their residences to
the place of volunteer work as per approval by the Regions and Volunteer Supervisor.
All travel-related expenses for work performed must be pre-approved by the Manager or the
volunteer’s Regional staff member.
Trips from an employee's home to other Autism Ontario locations, client visits, to the airport and
any other location in the course of work, is considered business travel when it exceeds the
usual distance that the employee travels from their primary residence to and from their primary
office location. Exceptions will be considered for work performed beyond 5 out of 7 days per
week. Each employee should establish the usual, baseline kilometre from home to primary
place of work and consider this when calculating kilometre allowance.
Examples:
1. Susan drives 40 km each day to and from work. She is not reimbursed for these
kilometres. On a particular day, she leaves from the office to attend a community
meeting and re-turns to the office afterward. The kilometres travelled for this day was
20km round-trip. She is eligible to claim 20km (total day's travel of 60km minus 40km
baseline).
2. The next day, Susan attends that same meeting but drives to it from her home and is not
in the office at all that day. The total round trip is 30km from her home to the meeting
and back home. Since her baseline km for a workday is 40km, she is not reimbursed for
the 30km.
3. On another day, Susan attends many meetings in different locations. She calculates a
total of 210km for the entire day's travels. Her claim for the day is 170km after she
deducts her baseline of 40km.

All eligible claims for reimbursement must be reflected on an Expense Report and be approved
by the employee's Manager or the volunteer’s Regional staff member.
Kilometres claimed must be the actual kilometres travelled. Kilometre allowances are not
considered to be a taxable benefit.
Other Travel Expenses
Autism Ontario recognizes that travel will be required at times in order to carry out the work of
the organization and intends to fairly reimburse employees and volunteers for appropriate travel
related expenses.

• Employees and volunteers are expected to use good judgment when considering work
related travel. This includes considering lowest costs and value when booking travel
arrangements.
• All air or train travel must be pre-approved by the Executive Director. Any other travel by
personal vehicles must be approved by an employee's Manager or a volunteer’s
Regional Staff member. Employees and volunteers should also consider the cost of car
rental including gas, rather than kilometre reimbursement as a cost saving measure.
• Prior to making travel arrangements, an employee/volunteer must consider the feasibility
and effectiveness of alternatives to travel including use of Skype or teleconference.
• When booking travel arrangements, an employee/volunteer should consider booking as
far in advance as possible, conducting price comparisons, booking economy class or
lowest hotel rates and any other ways in which to ensure the lowest costs to Autism
Ontario.
• Where travel is by personal vehicle, the employee/volunteer using the vehicle must
ensure there is appropriate vehicle insurance coverage.
• While on business travel, employees/volunteers should consider the most cost-effective
actions. For example, where feasible, public transportation or taxis should be used.
Personal expenses may not be charged to Autism Ontario except where reasonable as
part of the travel (i.e., Meals, limited phone calls, etc.). Personal entertainment costs
may not be charged to Autism Ontario.
• Whenever possible, work-related trips should be combined to reduce costs.
• When two or more employees/volunteers from Autism Ontario are involved in the same
expense (i.e., meals), the more senior level employee/volunteer must assume the
expense.
• Basic travel medical insurance is provided as part of Autism Ontario's benefit plan. If
additional insurance is desired, an employee may purchase and bear the cost of the
additional coverage.
• Autism Ontario will not reimburse employees/volunteers for personal items lost or stolen
while travelling for business.
• Employees/volunteers who are required to travel for Autism Ontario may accumulate
any frequent flyer benefits, however, it is expected that such benefits will be applied in
future to Autism Ontario travel.
• Finance will review all Expense Reports for compliance with the Expense Administration

• Policy; all discrepancies will be adjusted and/or addressed with the employee or the
employee's Manager or with the volunteer or Regional staff member. Any violation of
these policies may result in disciplinary action for the employee up to and including
termination of employment. For a volunteer, such action may include legal action and/or
severance of the relationship with Autism Ontario.
Other Expenses
Employee/volunteer expense items not clearly outlined or relating specifically to travel may
include professional books/subscriptions, awards, and gifts.

All miscellaneous expenses must be pre-approved by an employee's Manager or a volunteer’s
CLC rep or Regional staff member and are subject to a “test of reasonability “and signing
authorization for reimbursement.
Meals
• Meals are reimbursed at the following rates: Breakfast- $10, Lunch - $12.50, Dinner -
$22.50.
• Breakfast shall be paid in cases where travel is conducted prior to 7am or ends after
9am.
• Lunch shall be paid when travel begins prior to 11am or ends after 1pm.
• Dinner shall be paid when travel begins prior to 5pm or ends after 7pm.
Traveling Alone
Safeguards
When working/travelling alone is required, Autism Ontario has developed the following
guidelines and safeguards for their employees to ensure the health and safety of the employee
is upheld. It is the responsibility of the employee to ensure these safety procedures are followed
while working/travelling alone.
• Employees are never to divulge any personal information to third parties.

• Employees are not to disclose any travel information, including hotel location, flight/travel
plans, etc. to third parties.
• Employees are never to travel alone in vehicles with users of our services.
• Cellular phones provided to the employee by Autism Ontario will have emergency phone
numbers saved to speed dial for quick access in case of an emergency. The Autism
Ontario On-Call Phone number is – 416-903-0070.
• Employees are not to provide personal telephone numbers to Autism Ontario service
users at any time. Employees may give out their Autism Ontario phone extension or the
main Autism Ontario phone number. (Autism Ontario provides extensions that can be
forwarded to personal cell phones. Voicemails are forwarded to the employee email
address.)
• Employees are to take all reasonable steps to ensure any safety concerns are
eliminated (i.e., working offsite late at night alone, meeting customers in private
locations, etc.).

• If an employee feels any potential risk at any time, they must remove themselves safely
from the situation and report the incident to their direct supervisor.
• In the case of an emergency, the employee must contact emergency personnel to
ensure their safety- these circumstances MUST be reported to Autism
Ontario immediately.
• Prior to working/travelling alone, employees will be trained and educated to minimize the
dangers of working alone.
• Autism Ontario will always investigate all accidents / incidents and take all reasonable
steps to prevent a re-occurrence of any unsafe occurrences.
Communication
When working/travelling alone, the employee is required to communicate back to Autism

Ontario through the following check-in procedures to ensure the safety of its employees:
• The direct supervisor will define the appropriate intervals of time for the employee
working/travelling alone to check-in with.
• Depending on the work/travel plan, your supervisor will determine the approved form of
communication that will be required.
• The supervisor will ensure that the schedule communication-based check-in is adhered
to with a written log for documentation purposes.
• If the direct supervisor is unavailable, they will provide a backup employee to act as the
main point of contact for the employee working alone.
• The establishment of a code word will be implemented for use when the employee
requires emergency assistance.
• The development of an emergency action plan will be done in the event that the
employee working alone does not check-in on schedule.

Expense Reimbursement Policy
Intent
Autism Ontario reimburses employees and volunteers for appropriate, pre-approved or eligible
work-related expenses incurred. As a charitable organization, one of Autism Ontario's objectives
is to minimize operational costs and maximize the monies used for the services provided to the
individuals and families we serve.
• The Expense Reports are used to claim expenses incurred by an employee or volunteer
in the course of their work with Autism Ontario. The Expense Reports also serve as a
basis for ensuring proper accounting of such expenses.
• To receive prompt reimbursement of expenses, employees and volunteers must
complete the Expense Report within one month of the expenses being incurred. Autism
Ontario is not obligated to reimburse any expenses submitted more than three months
following the date incurred.
• The employee or volunteer must complete the appropriate Expense Report and submit
to their Manager or, Regional Staff member or designate, for approval. The Expense
Report must have attached all receipts/invoices. The Manager, Regional Staff member
will approve the Expense Report once they have ensured it is compliant with the
Expense Administration Policies which addresses employee/volunteer expense reports,
travel expenses, personal vehicle use, kilometre allowance and other expenses.
• The employee or volunteer is responsible to ensure the appropriate approvals are
acquired and then to forward the report to the Finance Department.
• Original employee/volunteer Expense Reports will be filed within the Finance
Department.
Finance will review all Expense Reports for compliance with the Expense Administration
Policies; all discrepancies will be adjusted and/or addressed with the employee or volunteer or,
if appropriate, with the Manager or Regional Staff. Any violation of the Expense Administration
Policies will subject an employee to disciplinary action up to and including termination of
employment. Any violation of the policies by a volunteer will also include scrutiny, and potential
charges and severance of the volunteer/organization relationship.

Working from Home Policy
Intent
Autism Ontario understands that some employees who typically work in offices, may benefit
from the option to work from home. Working from home is not a universal privilege and will be
arranged case by case. This policy outlines the process used and expectations for employees
wishing to work from home.
Guidelines
This policy does not alter or replace the terms of an existing employment contract. Employees
must comply with all organization rules, policies, practices, and instructions that would apply if
the employee were working at the regular organization worksite. Working from home is
completely voluntary; Autism Ontario will not require an employee to work from home unless
required to do so due to public health orders or recommendations.
Work hours, compensation, and leave scheduling will continue to conform to applicable policies
and agreements. Requests to use leave time must be approved by the employee’s manager in
the same manner.
Expenses
The organization will reimburse an employee for necessary work-related expenses accrued due
to working from home. Upon submission of receipts as per the expense policy, expenses will be
reviewed and then processed if Autism Ontario finds they are work-related.
Performance Management
Working from home should not affect an employee’s ability to complete day-to-day functions,
including communicating with colleagues, management, users of our services, and so on.
Employees must stay updated on department and work events. Employees must keep
managers informed on the progress of assignments and reach out for support if needed. If an
employee’s presence is required for a meeting in an office, reasonable notice will be provided.
Use of Organization Property
Employees must use organization-provided devices when working from home to ensure that the
appropriate software and programs are being used while maintaining data security and
confidentiality. All completed and working copies of documents must be saved on the Autism
Ontario online SharePoint system with limited access so that information is available to those
who may require its use from the organization worksite. Failure to use organization-approved
devices may leave organization data vulnerable to a breach and may result in disciplinary action
up to and including termination.
Organization-owned resources may only be used for organization purposes. Employees must
take reasonable steps to protect any organization property from theft, damage, or misuse.
Depending on the circumstances, the employee may be responsible for any damage to or loss
of organization property.

The employee is responsible for providing adequate workspace and furnishings while working
from home.
Health and Safety
Autism Ontario is committed to ensuring that the alternate worksite at home is safe and
ergonomic. Autism Ontario will provide information on ergonomics and safety while working at
home. The organization may make onsite visits to the regional work sites at a mutually agreed
upon time to ensure that the designated workspace is safe and free from hazards.
Employees working from home will be covered by workers’ compensation for job-related injuries
that occur in the course and scope of employment while working from home. The employee
remains liable for injuries to third parties that occur on the employee’s premises.
End of Agreement
At the end of a work from home agreement, employees must promptly return all organization
property used for working at home. An employee, current or former, may receive notices
from Autism Ontario to return organization property. Failure to do so may result in discipline for
current employees or legal action if the employee no longer works for the organization. If an
agreement is being revoked, employees will receive reasonable notice to make any
arrangements necessary to return the organization property to the worksite.

Remote Work Policy
Background
The COVID-19 pandemic has changed the way we work and engage with one another and has
accelerated the interest of personnel to work remotely either in another province or in an
international location. Common situations include employees who are either: (1) located outside
Canada and are having difficulties returning due to impacts of COVID-19 or (2) desiring to
relocate to countries outside Canada to work remotely, due to personal reasons or for personal
preference.
The following information updates and clarifies Autism Ontario policy regarding interprovincial
and international remote work. Note that given the fluidity of the current pandemic and the
diversity of individual circumstances, this policy is subject to change.
It is important for employees to note that Autism Ontario employees are subject to all
employment and other related laws of the country, city, or region in which they work.
Policy Guidelines
Employees working remotely in another province or in an international location is generally

prohibited because it puts Autism Ontario and the individual at risk for tax and employment legal
violations. Exceptions may be made in the case of extraordinary circumstances. Any
arrangements for international remote work require management review and approval, and an
understanding by the individual of their personal legal responsibilities.
Extraordinary circumstances
Autism Ontario understands that there may be extraordinary circumstances caused by the
COVID-19 pandemic that require employees to work remotely from an international location for
a temporary period of time. Examples include a current employee who is out-of-country and
cannot make it back due to circumstances out of their control (e.g., delays in obtaining visas due
to COVID-19 impacts); or other extraordinary circumstances (e.g., personal medical or family
health situation).
In extraordinary circumstances, a manager may request central approval for a current employee
to work internationally for a temporary period of time.
Applying for approval:
• Requests for approval must be made prior to the employee relocating to the provincial or
international location (unless the employee is out-of-country and cannot make it back
due to circumstances out of their control). Evaluating and accommodating individual
circumstances takes time and care, so managers are encouraged to submit their
requests well in advance of relocation.
• Requests must be made by a member of the Management team, reporting directly to the
Executive Director.

• Requests must be for a temporary accommodation, not a permanent relocation. Legal
restrictions and regulatory requirements will apply when considering requests.
• If approved, Workday must be updated to accurately reflect the international work

location.
For those employees permitted to work abroad, it is important to note that these employees are
responsible and liable for addressing and resolving any compliance obligations that may be
associated with their time abroad, including, but not limited to, income taxes, health and other
types of insurance, foreign bank account reporting, and immigration/appropriate visa
requirements. Employees may be required to sign an acknowledgement that they understand
these obligations, and their obligation to return to Autism Ontario after the designated period to
continue employment. Autism Ontario is unable to provide any personal legal or tax advice.

Environmental Responsibility Policy
Intent
Autism Ontario maintains an environmental policy to promote and maintain environmentally

responsible practices for the benefit of our employees, the individuals and families were serve
and the communities in which we operate. We will conduct and grow our operations in a manner
that respects the environment and strive to protect and conserve our world's natural resources.
Guidelines
Autism Ontario is working towards continued improvement through the development of

programs designed to address the environmental cost and impact of our activities and services.
We will:
• Comply with applicable regulations and standards in the industry;
• Support pollution prevention and minimization programs in the workplace;
• Use materials and energy efficiently to conserve natural resources;
• Minimize the emissions that contribute to climate change;
• Cooperate and develop relationships with our community, suppliers, contractors,
government agencies, and other organizations engaged in improving the environment;
• Review environmental objectives and monitor performance, so that we can properly
assess our strengths and weakness and address them accordingly.
A Greener Workplace
At Autism Ontario, we recognize that every action taken in the workplace can have an
environmental impact. We will strive to create an eco-friendly workplace that will benefit our
employees and the world around us. By implementing the following measures, we can increase
our efficiency, save electricity, reduce waste and greenhouse gases, and fulfill our
responsibilities to the environment.
Autism Ontario in their commitment to the environment and the community as a whole will
enforce eco-friendly procedures in their workplace which will require employees' complete
support.
• Whenever possible, all documents shall be printed on both sides, using recycled paper.
This will reduce our paper usage, conserve energy, and save waste.
• Hold paperless meetings by utilizing technologies such as ’Zoom” and material display
and review via projector instead of handouts.
• Partner with suppliers and companies that are environmentally friendly.
• Use an automated time reporting and paperless payroll system.
• Refill our printer cartridges, rather than purchase new ones.
• Diligently recycle all paper, cardboard, glass, tins, PCs, and recyclable plastics.
• Ensure that computers are turned off at the end of the day, and if not possible, turn off
monitors as they consume the most energy.
• Turn off servers at the end of the workday and set them up for automatic turn on and off
for necessary updates in the evening.
• Purchase energy efficient equipment.
• Turn off all lights when not in use.

• Use ceramic mugs, dishes, glasses, and metal flatware instead of their disposable
counterparts.
• Use EPA energy star compliant office equipment by replacing antiquated equipment with
energy star compliant equipment.
• Use hand dryers in restrooms, rather than paper towels.
• Make sure that the dishwasher is full before using it.
• Create a wireless office.
• Walk, use public transportation, or carpool for the daily commute to the office.
• Purchase environmentally friendly office supplies.
• Minimize the use of hazardous chemicals, and whenever possible, switch to greener
alternatives.
• Use the green bins to compost food scraps.
These are simple actions that when employed on a regular basis, can create a huge impact, but
it will take all employees together to make this happen.
*Remember to REDUCE, REUSE, AND RECYCLE!
Expectations for Employees

• Help Autism Ontario work towards a cleaner environment by steadfastly conserving
resources in day-to-day activities.
• Report any misuse, or abuse of resources.
• Report any concerns about environmental impacts made by Autism Ontario.
• Employ the environmental actions outlined in: A Greener Workplace.

Key and Building Access Policy
Intent
Autism Ontario values the safety of our staff volunteers and the security of our facilities and has
determined appropriate key holder responsibilities for these purposes. This document sets out
the procedural responsibilities of authorized organization key holders and door fobs when
opening and closing organization premises and defines what constitutes an approved key
holder.
Definitions
Authorized Key-Holder - Autism Ontario staff and volunteers who have been trained on
applicable workplace hazards and security standards and who are responsible for
opening/closing of organization facilities.
Guidelines
Autism Ontario’s Provincial Office use of building access keys and door fobs are governed by its
legal rental agreement between York Heritage Properties, the Toronto Carpet Factory and
Autism Ontario.
Applicable Autism Ontario bylaws, board policies and office operational policies will be in effect
for use of its office space and access to office contents and information.
Autism Ontario dictates that all facilities shall be locked to provide security for buildings and
contents when not scheduled to be open as per regular business hours.
Keys will only be issued to staff and volunteers responsible for opening and closing procedures
and must not be shared with additional members of Autism Ontario staff, volunteers, or anyone
else except in cases of emergency.
The number of key holders must be minimized and recorded. Keys will only be issued to those
persons who have a continuing need for their use to complete their duties as staff or volunteers
of Autism Ontario.
Lost or stolen keys must be reported immediately to Human Resources as it may be necessary
to re-key the locks to preserve the security of organization facilities. Autism Ontario reserves the
right to charge a fee to individuals using keys for lost key replacement or lock replacement fees
if necessary. Other appropriate measures to protect Autism Ontario information and property or
to maintain a safe work environment for staff and volunteers may also be taken.
When opening organization facilities, the Key Holder must conduct a visual search of the
facilities in order to determine that it is safe for entry and record / report anything out of the
ordinary. At no time should the Key Holder enter a facility they deem unsafe for entry.

In the event that the facility is perceived to be unsafe for entry, the Key Holder must immediately
report this to one of the following numbers as appropriate:
• Emergency 911
• Toronto Carpet Factory Security 416-822-5935
• Autism Ontario On-Call Number 416-903-0070
When closing organization facilities, the Key Holder is responsible for conducting a sweep of the
premises to account for all present staff and volunteers and to ensure that no visitors remain. All
entry/exit points must be secured. All confidential materials, supplies and or monies present
must be appropriately secured, and the accounting thereof must be documented. The exit door
must be securely locked.

Health and Safety
Commitment to Occupational Health and Safety
Intent
Autism Ontario acknowledges it has a statutory duty to take all reasonable precautions to
protect employees, contractors, volunteers, visitors, and all other individuals onsite. Protecting
employees from injury or occupational disease from accidents or incidents is a continuing
objective. We will make every effort to provide a safe and healthy work environment for all staff.
We believe all accidents are preventable and active participation at all levels will help ensure
accidents are avoided. Managers and workers must refrain from any actions or activities that
could jeopardize the health and safety of others and must work to reduce the risk of injury.
We are committed to promoting a safe and healthy workplace for all employees, contractors,
volunteers, and visitors. In pursuit of our commitment, we will develop, implement, and enforce
policies and procedures that promote and provide a healthier, safer work environment. We
understand the importance of safety to the well-being and productivity of our employees and
strive to safeguard the workplace from injury and malfeasance through negligence.
This policy outlines the responsibilities of all parties in maintaining a safe and healthy work
environment. Autism Ontario will act in compliance with all applicable workplace health and
safety legislation.
Guidelines
Communication
Autism Ontario encourages open communication on health and safety issues. Open
communication is essential to providing an accident-free and productive work environment.
• Employees who voice or identify a health and safety concern will not be subject to
reprisal or retaliation.
• Health and safety comments will be reviewed by management. The Executive Director
will initiate an investigation on each reported or potential hazard.
• Employees should inform their manager of any matter they perceive to be an actual or
potential workplace hazard.
• Communication can be written or verbal, and may be anonymous, if so desired.

Responsibilities
• Supply an effective strategy to manage the occupational health and safety concerns of
the organization.
• Allocate and govern resources properly to achieve the health and safety requirements of
employees, and those policies comply with the organization’s legal obligations.
• Foster a workplace culture of safety with appropriate leadership.
• Review policies annually for compliance and efficiency, and revise where necessary.
• Provide all relevant parties with a copy of all orders or reports issued to the employer by
a Ministry of Labour inspector and inform the representative of any work-related
incidents involving injury, death, or occupational illness.
• Help develop, implement, and enforce organization policies and procedures.
• Continually promote health and safety awareness with instruction, information, training,
and supervision to ensure the safe performance of employees. Use the process of
hazard identification, risk management, and incident investigation.
• Perform occupational health and safety inspections of the workplace to identify and
control any and all hazards to employees.
• Be accountable for the health and safety of employees under their supervision.
• Ensure that machinery and equipment are safe and that employees work in compliance
with established safe work practices and procedures.
• Ensure that employees receive adequate training in their specific work tasks to protect
their health and safety.
• Conduct health and safety meetings.
• Liaise with government agencies to ensure workplace health and safety compliance.
• Advise management on safety and health policy issues.
• Coordinate health and safety inspections and follow up to ensure the completion of
necessary corrective actions.
• Develop best practices that support a strong health and safety program.
• Design and develop accident and incident reports and investigation procedures.
• Maintain an up-to-date knowledge of applicable health and safety regulations as
mandated locally, provincially, or federally.
• Design and develop organization policies and procedures related to workplace safety
and health issues.
• Review injury and illness trends and identify problem areas and solutions.
Employees will:
• Comply with occupational health and safety policies and procedures.

• Notify managers of any health and safety concerns, so they may be dealt with promptly.
• Protect their own health and safety by working in compliance with the law, safe work
practices, and procedures established by the organization.
• Use appropriate personal protective equipment as required.
• Report unsafe or potentially hazardous conditions, without fear of reprisal, to their
manager or another member of management.
• Complete required occupational health and safety training.
• Perform duties in a manner conducive to a safe workplace, following all safety practices
and procedures.
• Report any incident, injury, or hazard as outlined in organization procedures.

• Report any acts of violence or harassment in the workplace.
• Promote a hazard-free workplace.
• Learn the posted emergency plan detailing the facility’s procedures pertaining to fire,
weather, or medical emergency.
Joint health and safety committee will:
• Commit to improving health and safety conditions in the workplace.

• Stimulate and raise awareness of health and safety issues in the workplace.
• Recognize and identify workplace risks and hazards.
• Develop recommendations to address risks and hazards.
• Conduct regular workplace inspections and make written recommendations.
• Develop and implement accident prevention and health and safety programs.
• Listen to employee complaints, concerns, and suggestions.
• Participate in health and safety inquiries and investigations.
• Advise on health and safety matters, such as personal protective equipment.
• Maintain accurate and detailed records of near misses, accidents, and injuries.
• Promote and monitor compliance with health and safety regulations.
• Monitor the effectiveness of existing health and safety programs and policies and assist
with the implementation of improvements.
Reporting Structures
Any concerns or near misses should be reported to the health and safety representative and the
appropriate manager. Employees who voice or identify a health and safety concern will not be
subject to reprisal or retaliation.
If an emergency occurs, employees must immediately report the incident to the Executive
Director. Appropriate responses will be dictated by the severity of the event and its effect on the
health and safety of employees, visitors, and property.
An emergency is any number of unsafe conditions that pose a threat to people or property. This
includes fire or smoke; natural disaster or severe weather; chemical, biological, or radiological
incidents; and structural failures.
Refer to the organization’s emergency response plan policy for additional details.

Health and Safety Committee Policy
Intent
The government of Ontario has established health and safety legislation under the Occupational
Health and Safety Act providing clear requirements in respect of the establishment of a joint
health and safety committee or health and safety representative. Based on these requirements
and Autism Ontario’s commitment to maintaining the health and well-being of its employees, the
organization has established a joint health and safety committee and this policy outlines the
duties of this committee.
Guidelines
Autism Ontario Responsibilities:
In accordance with the Occupational Health and Safety Act, Autism Ontario is committed to
supporting the joint health and safety committee in respect of their functions and duties at the
workplace and will:
• Ensure that the committee members receive training in health and safety and are
informed of their responsibilities.
• Post the names and work locations of the committee members in an obvious place and
make sure it is updated.
• Assist and cooperate with the joint health and safety committee when carrying out their
duties including workplace inspections.
• Provide the joint health and safety committee with information or reports regarding
health and safety, work practices, and standards in similar industries to the best of their
knowledge.
• Consult and collaborate with the joint health and safety committee to develop and
update workplace health and safety policies and programs.
• Respond to written recommendations from the joint health and safety committee within
21 days. The response will state which recommendations were not accepted and explain
why. It will also provide a timeline for implementing the recommendations that were
accepted.
• Inform the joint health and safety committee of any workplace hazards, illnesses,
injuries, or deaths.
• Provide the joint health and safety committee with the results of any violence risk
assessments completed.
• Provide the joint health and safety committee with copies of all orders and reports from
the Ministry of Labour, Training and Skills Development inspector.
• Allow a committee member to accompany an inspector from the Ministry of Labour,
Training and Skills Development during a workplace inspection.
Joint Health and Safety Committee Responsibilities:
In accordance with the Occupational Health and Safety Act, the joint health and safety
committee is given specific duties in respect of our workplace, and will:

• Identify and evaluate potential hazards in the workplace, recommend corrective action,
and follow up on the implementation of these recommendations.
• Receive, consider, and attempt to resolve complaints relating to the health and safety of
organization employees.
• Participate in investigating and assessing the exposure of employees to workplace
hazards.
• Ensure that regular inspections are completed, and the entire workplace is inspected at
least once a year.
• Be consulted on and present for any health and safety-related testing in the workplace.
• Conduct an investigation when an employee is injured or killed in the workplace. This
includes reporting the findings and making recommendations to the organization to
reduce the risk of recurrence.
• Be present for and participate in the investigation of a work refusal.
Workplace Inspections
The joint health and safety committee will conduct workplace inspections in order to identify
workplace hazards and make recommendations to the organization to correct these hazards.
The workplace will be inspected once a month. If it is not practical to inspect the entire
workplace at once, at least part of the workplace must be inspected monthly resulting in the
entire workplace being inspected once a year. This will be done in accordance with a schedule
agreed upon by the committee and the organization.
Committee Composition
At least half of these committee members must be employees who are not members of
management. These members will be selected by the workers they represent. The remaining
committee members will be members of management selected by the organization and chosen
based on their knowledge of operations and health and safety. Only current employees are
eligible to be members of the committee.
The committee will have two co-chairs, one representing employees and one representing
management. The co-chair representing employees will be selected by employee committee
members, and the management co-chair will be selected by management committee members.
Certification of Committee Members
Autism Ontario will ensure that at least two members of the committee, one representing
workers and one representing management, are certified. Certified members are members who
have completed specialized training approved by the Ministry of Labour, Training and Skills
Development. If there are multiple certified members, one certified employee member and one
certified management member will be selected by their applicable groups to solely exercise the
rights of and perform the duties required. If a certified member resigns, the organization will
ensure that a new certified member is trained or appointed within a reasonable time.
Committee Meetings and Meeting Minutes
The committee will meet at least once every three months during regular working hours and as
needed on urgent matters. The committee co-chairs will take turns leading the meetings.

Minutes of meetings must be recorded and made available for review upon request. They
should contain details of all matters discussed, as well as a description of issues raised, any
action recommended by the committee members and the organization’s response to previous
recommendations. Committee members should be identified by title and not by name, as
members’ names should be used only for attendance purposes. The meeting minutes will be
signed by both co-chairs and posted in the workplace within one week of the meeting.
Time from Work and Entitlement to Pay
Members of the joint health and safety committee are entitled to time from their regular job
duties to prepare for meetings, attend meetings, and to carry out other duties and
responsibilities. This is deemed to be work time and therefore committee members will be paid
by the organization at their regular rate of pay or premium rate when applicable. This includes
time spent by committee members participating in certification training.

Workplace Violence and Harassment Policy
Intent
Autism Ontario is committed to building and preserving a safe, productive, and healthy working
environment for its employees, free from violence and harassment. The organization will take all
reasonable measures to ensure job candidates, employees, managers, and clients are not
subject to any form of violence or harassment. This commitment applies to all areas of
business, including training, performance, assessment, promotions, transfers, layoffs,
remuneration, and all other employment practices and working conditions.
Acts of violence or harassment against or by any employee will not be condoned or tolerated by
the organization. This policy outlines the Autism Ontario violence and harassment program,
including how incidents of violence and harassment will be handled and investigated.
Definitions
Complainant: A person who has made a complaint about another individual who they believe
committed an act of violence or harassment against them.
Respondent: A person whom another individual has accused of committing an act of violence or
harassment.
Workplace harassment: Engaging in a course of vexatious comment or conduct against a

worker in a workplace that is known or ought reasonably to be known to be unwelcome, or
workplace sexual harassment.
Workplace sexual harassment: Engaging in a course of vexatious comment or conduct against

a worker in a workplace because of sex, sexual orientation, gender identity, or gender
expression, where the course of comment or conduct is known or ought reasonably to be known
to be unwelcome, or making a sexual solicitation or advance where the person making the
solicitation or advance is in a position to confer, grant, or deny a benefit or advancement to the
worker and the person knows or ought reasonably to know that the solicitation or advance is
unwelcome.
Workplace violence: The exercise of physical force by a person against a worker, in a

workplace, that causes or could cause physical injury to the worker; an attempt to exercise
physical force against a worker, in a workplace, that could cause physical injury to the worker;
or a statement or behaviour that is reasonable for a worker to interpret as a threat to exercise
physical force against the worker, in a workplace, that could cause physical injury to the worker.
Guidelines
This policy has been developed in consultation with workplace safety and health committee. It
will be reviewed annually, or more frequently if necessary to ensure that it accurately represents
the Autism Ontario prevention program.
Autism Ontario will provide all employees with appropriate training and information regarding the
organization’s violence and harassment prevention practices and procedures. Employees are

responsible for adhering to this policy and should report every incident of violence or
harassment immediately to management. This includes any incidents that have been witnessed,
experienced by, or reported to an employee.
For the purposes of this policy, workplace harassment or violence can occur:
• At the workplace;
• At employment-related social functions;
• In the course of work assignments outside the workplace;
• During work-related travel;
• Over the telephone, if the conversation is work-related; or
• Elsewhere, if the person is there as a result of work-related responsibilities or a work-
related relationship.
Reasonable day-to-day actions by a manager that help manage, guide, or direct workers or the
workplace and appropriate employee performance reviews, counselling, or discipline by a
manager do not constitute harassment.
Violence Risk Assessment
Autism Ontario will conduct a risk assessment of the work environment to identify potential risks
that could affect the organization and the health and safety of employees and will institute
measures to eliminate or control any identified risks to employee safety.
The following factors will be considered during the assessment:
• Past incidents of violence;

• Violence that is known to occur in similar workplaces;
• The circumstances in which work takes place, including the type of work and conditions
of work;
• The interactions that occur in the course of performing work; and
• The physical location and layout of the workplace.
The risk assessment may include reviews of records, security reports, employee incident
reports, staff perception surveys, health, and safety inspection reports, first aid records, or other
related records. Areas that will be considered and may contribute to risk of violence include but
are not limited to contact with the public, exchange of money, receiving doors, and working
alone or at night.
The organization will provide the workplace safety and health committee with a written copy of
the assessment and advise of the results.
The organization will disclose information to workers who are likely to encounter a known
person with a history of violence in the performance of their job duties, or if there is a potential
risk of workplace violence as a result of interactions with the person with a history of violence.
However, the organization will only disclose personal information that is deemed reasonably
necessary to protect the worker from physical harm.

Workplace Violence and Harassment Program
Control Measures and Procedures
The following measures have been implemented to eliminate or reduce the identified risks of
workplace violence:
Workplace violence and harassment training will take place for all staff upon their hire and at
regular intervals, as determined by the management team.
Management will annually review policies and practices related to workplace violence and
harassment.
Relevant employees will be notified of individuals who have been restricted from Autism Ontario
property and will be informed of new alerts as they occur.
Autism Ontario workplace front doors will remain locked at all times and all visitors must check-
in at the front desks.
Reporting Incidents of Workplace Violence and Harassment
An employee who believes they have been subject to violence or harassment should submit a
complaint to their supervisor. The complaint should be made as soon as possible following the
incident and must include the following information:
• The date and time of the incident;

• The name of any persons involved in the incident;
• The name of any persons who witnessed the incident; and
• A thorough description of what occurred.
An employee who believes they have been subject to harassment may also choose to confront
the harasser without filing a formal complaint. They can confront the harasser directly or through
writing, detailing the unwelcome behaviour and requesting it to stop.
If the alleged harasser is the employee’s manager, or in a position of power, the complainant is
welcome to file a complaint with the Executive Director, or the Board of Directors.
Immediate Assistance Procedures
The following measures and procedures should be followed when an incident of violence has
occurred or is likely to occur and immediate assistance is required:
• Place an immediate call to emergency services by dialing 911.

• Please also refer to the Serious Incident Report Flow Chart which can be found in the
appendix at the end of the manual.
Investigation Procedures
Once a complaint has been received, Autism Ontario will complete a thorough investigation.
The organization will ensure that, where practicable, the investigation is completed within 90
days of the complaint being filed.

The investigation will include:
• Informing the respondent of the complaint;

• Interviewing the complainant and any persons involved in the incident;
• Identifying and interviewing any witnesses; and
• Obtaining statements from all parties involved.
All of the above information will be documented and used to determine whether an incident of
violence or harassment occurred. If necessary, Autism Ontario may employ outside assistance
or request the use of legal counsel. The workplace safety and health committee will not be
involved in investigations and will not be provided with any identifying information of the parties
involved.
A copy of the complaint, detailing the complainant’s allegations will be provided to the
respondent, who will be invited to reply in writing to the complainant’s allegations. The reply will
be made known to the complainant before the case proceeds.
The organization will take all measures to prevent any disclosure of the incident and the
identities of the parties involved, unless the disclosure is necessary for the investigation, for
taking corrective action or required by law.
Results of Investigation
Upon completion of an investigation, Autism Ontario will provide both the complainant and
respondent a written summary of the findings of the investigation and any corrective action that
has been or will be taken as a result of the investigation. This written notification will be provided
within two weeks of the investigation being completed and will not include the investigation
report unless required by law.
Control Measures
Where Autism Ontario determines that violence or harassment has occurred, control measures
will be implemented to eliminate or control the risk of violence or harassment to a worker as a
result of the investigation. These control measures will be determined on a case-by-case basis,
depending on the situation investigated. Any control measure enacted will be communicated to
the complainant and respondent, as well as any other employees the measure effects.
Disciplinary Measures
Any disciplinary action will be determined by the Executive Director and will be proportional to
the seriousness of the behaviour or action involved in the incident.
If the organization determines that an employee has been involved in an incident of violence or
harassment towards another employee, immediate disciplinary action will be taken, up to and
including immediate dismissal.
Domestic Violence
If Autism Ontario becomes aware that domestic violence is likely to expose an employee to
physical injury in the workplace, the organization will take every precaution reasonable in the
circumstances for the protection of the worker.

Recommendations to Victims
The organization will provide appropriate assistance to any employee who is a victim of violence
or harassment. Autism Ontario recommends that a worker who has been harmed as a result of
an incident of violence at the workplace consult their health care provider for treatment or
referral for post-incident counselling, if appropriate.
Employees enrolled in Autism Ontario’s benefits program, there may additional support
available. (Please see page 39 of your employee benefits booklet).
The Right to Refuse Unsafe Work
Employees have the right to refuse work if they have a reason to believe that workplace
violence is likely to endanger them. Upon refusing to work, the employee must report the
circumstance of the refusal to their manager or Executive Director. An investigation will follow in
the presence of workplace safety and health committee.
Fraudulent or Malicious Complaints
It is a violation of this policy for anyone to knowingly make a false complaint, or to provide false
information about a complaint. Unfounded or frivolous allegations may cause both the
respondent and the organization significant damage. Any employee who knowingly makes a
false allegation related to violence or harassment will be subject to immediate disciplinary
action, up to and including termination of employment.
Recordkeeping
Autism Ontario will ensure that appropriate records of complaints and investigations relating to
incidents of violence and workplace harassment are kept, including:
• A copy of the complaint or details about the incident;

• Any records related to the investigation, including notes;
• A copy of the investigation report (if applicable);
• A summary of the investigation results, including the reports provided to the complainant
and respondent; and
• A copy of any corrective action taken to address the complaint or incident.
Confidentiality
Autism Ontario will not disclose the name of a complainant or a respondent or the
circumstances related to the complaint to any person except where disclosure is necessary to
investigate the complaint or take corrective action with respect to the complaint or required by
law. The organization will only disclose the minimum amount of personal information or details
necessary for these purposes.
All records of harassment, and subsequent investigations, are considered confidential and will
not be disclosed to anyone except to the extent required by law. The organization will do
everything reasonably possible to protect the privacy of any individuals involved and to ensure
that complainants and respondents are treated fairly and respectfully.

Policy Review
In accordance with the Occupational Health and Safety Act, this policy will be posted in a
conspicuous place in the workplace and reviewed annually.

Workplace Inspections Policy
Intent
This Policy is intended to ensure Autism Ontario complies with the Occupational Health and
Safety Act wherein employers conduct an inspection of the workplace to identify and record
hazards for corrective action.
Workplace inspections shall be planned and occur at least once per month.
Guidelines
Prior to conducting a Workplace Health and Safety Inspection, the following materials shall be
gathered:
• Diagram of the area(s) to be inspected.

• Equipment inventory
• Manufacturer's safety manuals
• Technical safety Data sheet
• Chemical inventory
• SDS
• WHMIS requirements
• Workplace Inspection Checklist
• Previous Inspection Reports
• Ensure recommendations were implemented.
Workplace Hazards
When conducting a workplace inspection, the inspector may encounter some, or all of the
following hazards:
• Safety Hazards (i.e., inadequate machine guards, unsafe workplace conditions, unsafe
work practices)
• Biological Hazards (i.e., viruses, bacteria, fungi, parasites)
• Chemical Hazards (i.e., liquid, vapours, fumes, dust, gas)
• Ergonomic Hazards (i.e., repetitive and forceful movements, temperature extremes,
improperly designed workstations)
• Physical Hazards (i.e., noise, vibration, energy, water, electricity, radiation, pressure)
Inspection Team
Workplace inspection teams shall be created with the following criteria in mind:
• Knowledge of regulations and procedures

• Knowledge of potential hazards
• Experience with work procedures involved.
• Occupational Health and Safety training and/or certification

In addition to the Health and Safety representative, engineers, maintenance personnel,
occupational hygienists and management may also be part of the workplace inspection team or
be called upon to help explain certain aspects of the inspection.
Workplace Inspection Principles
The Canadian Centre for Occupational Health and Safety states that when a workplace
inspection is being conducted, the following principles shall be adhered to (Canadian Centre for
Occupational Health and Safety, 2011):
• Draw attention to the presence of any immediate danger -- other items can await the
final report.
• Shut down and "lock out" any hazardous items that cannot be brought to a safe
operating standard until repaired.
• Do not operate equipment. Ask the operator for a demonstration. If the operator of any
piece of equipment does not know what dangers may be present, this is cause for
concern. Never ignore any item because you do not have knowledge to make an
accurate judgement of safety. Seek the knowledge necessary to ensure safety.
• Look up, down, around and inside. Be methodical and thorough. Do not spoil the
inspection with a "once-over-lightly" approach.
• Clearly describe each hazard and its exact location in your rough notes. Allow "on-the-
spot" recording of all findings before they are forgotten. Record what you have or have
not examined in case the inspection is interrupted.
• Ask questions, but do not unnecessarily disrupt work activities. This may interfere with
efficient assessment of the job function and may also create a potentially hazardous
situation.
• Consider the static (stop position) and dynamic (in motion) conditions of the item you are
inspecting. If a machine is shut down, consider postponing the inspection until it is
functioning again.
• Discuss as a group, "Can any problem, hazard or accident generate from this situation
when looking at the equipment, the process or the environment?" Determine what
corrections or controls are appropriate.
• Do not try to detect all hazards simply by relying on your senses or by looking at them
during the inspection. You may have to monitor equipment to measure the levels of
exposure to chemicals, noise, radiation or biological agents.
• Take a photograph if you are unable to clearly describe or sketch a particular situation.

First Aid Policy
Intent
Autism Ontario has adopted this policy to ensure the ongoing health and safety of our staff,
customers and visitors. Autism Ontario will ensure that appropriate first aid supplies are
maintained and accessible at all times, and that a trained and competent individual is on-site at
all times.
Autism Ontario is committed to meeting all legislative regulations regarding First aid facilities,
training, records, and reporting under the Occupational Health and Safety Act (OHSA), and
Regulation 1101 - First Aid Requirements, Workplace Safety and Insurance Act.
Autism Ontario shall meet all legislative requirements regarding First Aid, including:
• Autism Ontario shall ensure that at least one person with appropriate first aid training is
scheduled and present on every shift and at each location, as needed
• The designated first aider will be available to render assistance at all times during that
shift.
• A copy of the WSIB First Aid Poster (Form 82) will be posted in a high-visibility location.
• Injuries that occur in the workplace will be recorded and reported.
• Autism Ontario will investigate any and all accidents that result in injury.
Autism Ontario Will Ensure That:
• Roles and Responsibilities regarding First Aid are defined. Workers, Managers and
Safety staff will be trained and educated in their respective roles.
• The first aid kit shall be located within quick and easy access for all employees.
• Each first aid kit shall be adequately stocked with supplies.
• First aid treatment records shall be kept.
• First aid certificates of all trained First Aiders shall be posted at First Aid stations.
• First aid kit inspections will be conducted on a regular schedule, and records of these
inspections will be maintained.
Guidelines
All Autism Ontario department heads and scheduling managers shall ensure that appropriate
numbers of staff that have first aid and CPR training are onsite and scheduled.
Each Autism Ontario department shall ensure that first-aid kits:
• Are available in each building or area of a building, and in the appropriate number;
• First-aid kits are easily accessible and highly visible;
• Are available at each remote location where work is being performed;
• Are available in each Autism Ontario vehicle or rental vehicle used for Autism
Ontario business.

Autism Ontario's Emergency procedures and Emergency phone number shall be posted at the
first aid station.
First-aid kits shall be inspected quarterly (if necessary) and maintained by the designated first
aiders who work in the vicinity of the area.
First-aid kits shall be restocked as needed with items as prescribed by the Regulation 1101 at
the expense of Autism Ontario.
Once a year the Health and Safety Department will send out an inventory sheet to each
department's designated first aider. The designated first aider shall complete the form indicating
the status of the first aid kit.
Management shall maintain an electronic database indicating:
• The location of all first aid kits;

• Names of designated first aiders in each department;
• Effective date of training and expiration date.
Management will schedule regular First Aid courses and contact designated first aiders who are
scheduled for renewal.
First Aid Procedures
1. In the event of an injury, first aid be administered immediately followed by proper medical
treatment if necessary.
2. The first person on the scene of an injury should immediately contact the appropriate
authorities and/or the closest qualified First Aid responder.
3. In the event that the first person on the scene has appropriate First Aid/CPR training, they are
directed to provide first aid/CPR, in accordance with their level of training, using the first aid
materials available.
4. As necessary, the first aider, or other nearby person shall contact emergency response
services (Fire, Police, Ambulance).
5. The first aider will complete an injury treatment record for the incident.
6. The Health and Safety Officer will notify the injured person's next of kin / emergency contact
(where applicable) after the status of the injured persons' condition is known.
First Aid Kit Requirements
Autism Ontario will stock all first aid kits in a manner that complies with WSIB Regulation 1101.

First Aid Treatment
First aid is the one-time treatment or care and any follow-up visit(s) for observation purposes
only.
As described by the WSIB, first aid includes, but is not limited to:
• Cleaning minor cuts, scrapes, or scratches;

• Treating a minor burn;
• Applying bandages and/or dressings;
• Applying a cold compress, cold pack, or ice bag;
• Applying a splint;
• Changing a bandage or a dressing after a follow-up observation visit.

Incident Reporting Policy
Intent
The purpose of this policy is outline procedures for responding to and investigating incidents,
both serious occurrences and other incidents that require an incident report.
There are different reporting processes for the Ministry of Labour and the Ministry of Children,
Community and Social Services Both processes are outlined in this document.
Ministry of Labour
Definitions
Some serious occurrences need to be reported immediately to the Ministry of Labour. These are
defined as:
• Places life in jeopardy

• Produces unconsciousness
• Results in substantial loss of blood
• Involves the fracture of a leg or arm, including a wrist, hand, ankle, foot or multiple
fingers or toes
• Involves the amputation of a leg, arm, hand, foot or multiple fingers or toes
• Consists of burns to a major portion of the body causes the loss of sight in an eye
Guidelines for Serious Occurrences Requiring Ministry of Labour Reporting
1. When notified of a Critical Injury the Supervisor shall immediately proceed to the
accident scene and ensure that the area is secured and remains undisturbed until
released by a Ministry of Labour (M.O.L) inspector.
2. The Supervisor will contact a certified worker member of the Joint Health and Safety
Committee and will conduct a joint investigation of the accident with that person once
the injured team member is removed from the scene and it is safe to enter the
accident area. The Joint Health and Safety Committee can be reached via the on-call
number at 416-903-0070.
3. The Executive Director will call to report the critical injury to the Ministry of Labour.
Ministry of Children, Community and Social Services
A serious occurrence is
defined as:
• Requiring medical attention
• A missing person
• Requires physical restraint
• Alleged abuse or mistreatment
• Threats or harassment
• Fire

• Disaster on site
• Death
If the extent of injury is unclear but it appears that the potential exists that the injury may fall
under the serious occurrence definition, treat the incident as a serious occurrence.
Other incidents not considered to be a serious occurrence but requiring an incident report are
defined as:
• Situations where you felt uncomfortable
• Minor injuries
• Accidents on Autism Ontario property or near our facilities
• Suspicious activities
• Complaints about a program or service
Trust your instincts. If something does not feel right, file an incident report.
*Please see the Serious Incident Report Flow Chart which can be found in the appendix at the
end of the manual.

Workplace Accident Investigation Policy
Intent
Autism Ontario will comply with all applicable regulations, legislation and workplace compliance
issues regarding health and safety, the correct reporting of any workplace injuries, and will strive
to prevent any potential workplace injuries through the implementation of health and safety
policies, procedures and programs.
The Workplace Accident Investigation Policy is intended to provide the correct investigatory
procedures in the event of a workplace accident/incident. The creation of complete
documentation, proper reports and investigations of workplace accidents/incidents will increase
our overall readiness to identify and resolve workplace safety issues, reduce workplace injuries,
and increase efficiency.
Guidelines
Response to Accidents Resulting Injuries Requiring Medical Attention
1. Stop the Process Immediately.
2. Contact the Manager and Health & Safety Representative so that a joint investigation can be
conducted (even if the injured worker is not available). Gather all available information such
as:
• How did accident occur?

• Names of witnesses.
• Objects, equipment, parts, or substances involved in accident.
• Maintenance records.
• Is there a safe work procedure for the work being performed?
• Was procedure being followed?
• Did worker receive safety training for work being performed?
3. Identify root causes.
4. Determine and implement temporary or, if possible, long term corrective measures to address
root causes before re-starting the process.
5. Complete an accident investigation form and provide copies to manager and the Health &
Safety Representative.
6. Ensure that copies of all records reviewed (training records, maintenance records, work
procedures, safety talks, equipment drawings) are attached to the accident investigation.
7. Schedule follow-up review to review effectiveness of the temporary and long-term corrective
measures implemented.

Critical Injury Response and Investigation
If the extent of injury is unclear but it appears that the potential exists that the injury may fall
under the critical injury definition, treat the accident as a critical injury.
1. When notified of a Critical Injury the Manager shall immediately proceed to the accident
scene and ensure that the area is secured and remains undisturbed until released by a
Health and Safety Inspector.
2. The manager will contact management and the Health and Safety Committee so that a joint
investigation can be conducted of the accident with that person once the injured team
member is removed from the scene and it is safe to enter the accident area. Follow the steps
outlined for conducting an accident investigation.
3. The Manager or other designated member of management will call report the critical injury to
the appropriate board (M.O.L in Ontario 1-877-202-0008) within 48 hours. Tell the operator
that you are reporting a critical injury. You will need to provide the name of the injured worker
as well as the time of the accident. An officer will call you back, so be sure that you leave a
number you can easily be reached on. Keep detailed notes as to the times of all calls, the
name of the officer(s) you talk to, and details of the discussions.
4. If the root causes of the accident and corrective actions are identified, review these once the
officer calls you back. Have the safety representative present to talk with the officer to
confirm what has taken place. Often the officer will release the scene if the safety
representative confirms that the accident investigation has been completed and corrective
actions have been agreed on to remove any unsafe conditions.
5. If the officer agrees with the corrective actions, they will release the accident scene and make
arrangements to investigate the following day. If the officer decides to investigate
immediately, the accident scene must then remain secured until the officer has completed
their investigation. Continue to follow-up to ensure the accident scene remains secured and
nothing is moved. Arrange to have copies of all relevant documentation such as training
records, maintenance records, work procedures, etc. available for the officer when they
arrive.
6. Complete and FAX to the officer's attention a Critical Injury Report notifying them of the
critical injury. You may also be asked to include a copy of the completed accident
investigation.

Return to Work Policy
Intent
Autism Ontario recognizes that our employees are our most important assets. As such, we are
committed to providing a safe and healthy workplace. The Return to Work (RTW) Policy is
designed for workers who have been injured on the job and aims to safely return workers to
employment at the earliest possible date following an injury or illness. This policy is compliant
with applicable Ontario WSIB guidelines and human rights legislation.
Definitions
Accommodation: Any modification to the work or the workplace, including but not limited to
reduced hours, reduced productivity requirements, or the provision of assistive devices, that
results in work becoming available that is consistent with the worker’s functional abilities and
that respects applicable human rights legislation.
Productive: Whether the work produces an objective benefit to the employer’s business.
Work: Includes the combining of tasks and duties which together may constitute temporary
work, as well as a short-term training program which leads to a job with the employer.
Suitable occupation: Jobs suited to a worker’s transferable skills that are safe, consistent with
the worker’s functional abilities, and that to the extent possible restore the worker’s pre-injury
earnings.
Guidelines
In the event of an accident in the workplace, employees must report the incident immediately. If
the injury causes the employee to require substantial time away from work or creates a disability
that restricts their ability to work, the employee should return to work as soon as it is safe to do
so under the guidelines of this policy.
In accordance with legislative and organization requirements it is mandatory that all employees
participate in the return-to-work program. It is also mandatory that all employees who sustain a
work-related injury report the incident in accordance with protocol.
For the organization to properly implement the RTW Policy, it is important that employees
provide detailed medical documentation pertaining to their inability to perform their employment
duties, so that alternatives may be found. This includes a functional abilities form filled in by
their doctor to provide guidelines as to the work that an employee can perform.
Return to Work Guiding Principles
Autism Ontario is committed to a return to work or work reintegration program as appropriate

and as early as possible, that will consider the employee’s dignity and support the employee in
the transition period following their injury or illness.

Autism Ontario is committed to addressing any barriers to the employee’s successful return to
work or work reintegration and to providing any needed interventions.
Responsibilities
Employees will:
• Establish and maintain contact with their manager regarding their injury rehabilitation
progress. Contact should be made as established by the employer.
• Obtain and follow all medical advice, and work towards full recovery.
• Produce documentation from their health care provider to corroborate that they cannot
return to work for an extended period of time, and whether or not an RTW plan or
accommodation plan could expedite their safe return to work.
• Put forth a reasonable effort to return to work safely as early as possible.
• Provide their contact with all pertinent information that could aid in the establishment of
RTW options.
Management will:
• Maintain and document all contact conducted throughout the employee’s absence.
• Identify employment opportunities based on the returning employees’ abilities and
limitations.
• Establish a timeline for the return of the absent employee, and any changes in their
ability to work.
• Take an active part in the planning and implementation of return-to-work arrangements
for the employee.
• Establish and maintain communication with employees who are absent due to a
workplace injury.
• Request that the employee produce documentation from their physician to establish their
physical and mental abilities and any information on limitations resulting from the injury
through the completion of a functional abilities form.
• Coordinate and implement the RTW process.
• Provide the absent employee with information regarding the RTW process and ensure
that they understand the procedures and their responsibilities.
• Communicate with the employee, manager, and attending physician to ensure a
complete understanding of the absent employee’s abilities, possible job restrictions, the
physical job demands required, and a timetable for a return to work.
• Attempt to find an appropriate job match if an injured employee cannot return to their
pre-injury position.
Work Reintegration
Work reintegration is a process that begins as soon as the Autism Ontario is aware of a work-
related injury or illness. The work reintegration process must continue throughout the recovery
period and must be adapted to each individual employee and situation.
Work reintegration is available for injured employees and employees struck by an occupational
illness. In the case of an illness, the work reintegration program commences once the employee
is functionally fit to report for work and includes goals and timelines for recovery. Information in

the work reintegration program should be gathered from the employee, employer, doctors, and
WSIB contacts. The program must be shared between these parties as needed.
Statutory requirements for the work reintegration program include the values of co-operation
(among all parties) and re-employment for the employee. If a suitable return to work or work
reintegration assignment cannot be found, Autism Ontario is committed to the retraining of the
employee in a different, but still suitable, position. The organization will consult with the WSIB
for a suitable position and provide any needed information to the WSIB so that the employee is
informed of the details and has a choice in their assignment (where possible).
The work reintegration program is not limited to employees who have been absent from their
workplace. It also applies to employees who have remained at work but have had
accommodations created for them during their recovery period.
The work reintegration program is required until the employee returns to their pre-injury position,
or the employee is awarded damages for any loss of earnings if they had to switch positions (for
example, a lesser wage).
In a case where the employee and Autism Ontario have difficulty establishing an appropriate
return to work program, the WSIB will provide dispute resolution to help and facilitate
communication. In addition, the WSIB has services including proactive education, case
management support, accommodation assistance, and disability management program counsel.

Fit for Duty and Substance Use Policy
Intent
Autism Ontario is committed to the health and safety of its employees and volunteers and has
adopted this policy to communicate its expectations and guidelines surrounding substance use,
misuse, and abuse.
Definitions
Drug: Any substance which can change or adversely affect the way a person thinks or feels,
whether obtained legally or illegally. This could include recreational cannabis (in any form),
cocaine, opiates, and amphetamines.
Drug paraphernalia: Material or equipment used or intended for use in injecting, ingesting,
inhaling, or otherwise introducing a drug, illegal or controlled, into the human body.
Medication: Includes a drug obtained legally, either over the counter or through a prescription
issued by an authorized medical practitioner. For this policy, medications of concern are those
that inhibit a worker’s ability to perform their job safely and productively.
Alcohol: Any beverage containing any quantity of alcohol, including, beer, wine, and distilled
spirits.
Guidelines
Employees and volunteers under the influence of drugs or alcohol on the job can pose serious
health and safety risks to both themselves and their fellow employees. To help ensure a safe
and healthy workplace, Autism Ontario reserves the right to prohibit certain items and
substances from being brought onto or present on organization premises.
Expectations
The following expectations apply to employees, volunteers and management alike while
conducting work on behalf of the organization, whether on or off organization property:
• Employees and volunteers are expected to arrive to work fit for duty and able to perform
their duties safely and to standard;
• Employees and volunteers must remain fit for duty for the duration of their shift;
• Use, possession, distribution, or sale of drugs or alcohol during work hours, including
during paid and unpaid breaks, is strictly prohibited;
• Employees and volunteers are prohibited from reporting to work while under the
influence of recreational cannabis (whether ingested or used topically) and any other
non-prescribed substances;
• Use and possession of medically prescribed drugs is permitted during working hours,
subject to the terms and conditions of the organization’s policies and all applicable
legislation;

• Employees and volunteers on medically approved medication must communicate to
management any potential risk, limitation, or restriction requiring modification of duties or
temporary reassignment; and
• Employees are expected to abide by all governing legislation pertaining to the
possession and use of cannabis.
Roles and Responsibilities
• Clearly communicate expectations surrounding alcohol and drug use, misuse, and
abuse;
• Maintain a program of employee health and awareness;
• Provide a safe work environment; and
• Review and update this policy regularly.
Management will:
• Identify any situations that may cause concern regarding an employee’s and volunteer’s
ability to safely perform their job functions;
• Ensure that any employee or volunteer who asks for help due to a drug or alcohol
dependency is provided with the appropriate support (including accommodation) and is
not disciplined for doing so; and
• Maintain confidentiality and employee privacy.
Employees and volunteers must:
• Abide by the provisions of this policy and be aware of their responsibilities under it;
• Arrive to work fit for duty, and remain so for the duration of their shift;
• Perform work safely in accordance with established safe work practices;
• Avoid the consumption, possession, sale, or distribution of drugs or alcohol on
organization property and during working hours (even if off organization property);
• When off duty, refuse a request to come into work if unfit for duty;
• Report limitations and required modifications as a result of prescription medication;
• Report unfit co-workers to management;
• Seek advice and appropriate treatment, where required;
• Communicate dependency or emerging dependency to management; and
• Follow the after-care program, where established.
Suspicion of Impairment
The following procedure may be enacted if there is reasonable belief that an employee or
volunteer is impaired at work:
1. If possible, the employee’s or volunteer’s manager will first seek another manager’s
opinion to confirm the suspicion of impairment.
2. Next, the manager will consult privately with the employee or volunteer to determine the
cause of the observation, including whether substance use has occurred. Suspicions of
an employee’s or volunteer’s ability to function safely may be based on specific personal
observations. If the employee or volunteer exhibits unusual behaviour including but not

limited to slurred speech, difficulty with balance, watery or red eyes, or dilated pupils, or
if there is an odour of alcohol, the employee or volunteer should not be permitted to
return to their assigned duties in order to ensure their safety and the safety of other
employees or visitors to the workplace.
3. If an employee or volunteer is considered impaired and deemed “unfit for work,” this
decision is made based on the best judgement of two members of management and
DOES NOT require a breathalyser or blood test. The employee or volunteer may be
advised that Autism Ontario has arranged a taxi or shuttle service to safely transport
them to their home address or to a medical facility, depending on the determination of
the observed impairment. The employee or volunteer may be accompanied by a
manager, employee or another volunteer if necessary.
4. An impaired employee or volunteer will not be allowed to drive. The employee or
volunteer should be advised if they choose to refuse Autism Ontario organized
transportation and decide to drive their personal vehicle, the organization is obligated to
and will contact the police to make them aware of the situation.
5. A meeting may be scheduled for the following workday to review the incident and
determine a course of action which may include a monitored referral program as part of
a treatment plan.
Possession at Work
Possession of alcohol, drugs, and drug paraphernalia on organization property is prohibited.

Organization property encompasses all organization owned or leased property used by
employees, including without limitation parking lots, vehicles, lockers, desks, and closets.
Possession of alcohol, drugs, and drug paraphernalia is also prohibited while employees or
volunteers are acting on behalf of the organization off of organization premises. This includes
attending events as an organization representative.
Substance Dependency
Autism Ontario understands that certain individuals may develop a chemical dependency to
certain substances, which may be defined as a disease or disability. Employees and volunteers
are not excused from their duties as a result of their dependencies. Autism Ontario promotes
early diagnosis. Any employee or volunteer who suspects that they might have an emerging
drug or alcohol problem is expected to seek appropriate treatment promptly.
The organization will work with the individual who requests accommodation in an effort to
ensure that the measures taken are both effective and mutually agreeable, up to the point of
undue hardship. Employees and volunteers are encouraged to communicate any need for
accommodation to their immediate manager, and to work with them in addressing the concern.
Voluntary Identification
Employees or volunteers are encouraged to communicate that they have a dependency or have
had a dependency so that their rights are protected, and they can be accommodated
appropriately. Employees and volunteers will not be disciplined for requesting help or due to
current or past involvement in a rehabilitation effort.
All medical information will be kept confidential by Autism Ontario, unless otherwise authorized
by law.

Medical Cannabis
Where an employee uses medical cannabis, Autism Ontario expects that they provide a copy of
their medical documentation and abide by the organization’s accommodation policy.
Agreement for the Continuation of Employment
Autism Ontario reserves the right to invoke an agreement for the continuation of employment in
accordance with an employee’s commitment to become and remain alcohol- and drug-free at
work. The agreement will outline the conditions governing the employee’s return to the job and
the consequences for failing to meet the conditions.
An agreement for the continuation of employment may include a requirement for drug or alcohol
testing.
Disciplinary Action
Employees and volunteers may be subject to disciplinary action up to and including termination
for failure to adhere to the provisions of this policy, including but not limited to:
• Failure to meet prescribed safety standards as a result of impairment from alcohol or

drugs; and
• Engaging in illegal activities (for example, selling drugs or alcohol while on organization
premises)

Smoke-Free Workplace Policy
Intent
Autism Ontario maintains a commitment to the health and safety of all its employees. Smoking
has been scientifically proven to be harmful to the health of both smokers and non-smokers who
come into contact with second-hand smoke. In the interest of promoting a safe and healthy work
environment, Autism Ontario has adopted a smoke-free workplace policy in accordance with
the Smoke-Free Ontario Act, 2017. Signs will be posted at each entrance and exit of the
workplace to ensure employees and guests are aware that smoking is prohibited.
Definitions
Smoking: The act of lighting, inhaling, or carrying of a lighted or smouldering cigar, cigarette,
joint, or pipe of any kind.
Electronic cigarette: Under the Smoke-Free Ontario Act, 2017, a vaporizer or inhalant-type
device, whether called an electronic cigarette or any other name, that contains a power source
and heating element designed to heat a substance and produce a vapour intended to be inhaled
by the user of the device directly through the mouth, whether or not the vapour contains
nicotine.
Enclosed workplace: Under the Smoke-Free Ontario Act, 2017:
1. The inside of any place, building, structure, or vehicle or conveyance or a part of any of
them:
1. That is covered by a roof;
2. That employees work in or frequent during the course of their employment
whether or not they are acting in the course of their employment at the time; and
3. That is not primarily a private dwelling; or
2. A prescribed place.
Guidelines
1. Smoking shall be prohibited on all organization premises. This includes smoking or

holding lighted tobacco or cannabis, an electronic cigarette or vapour product, or
consuming a prescribed substance.
2. This policy applies to all employees, guests, contractors, and customers, and extends to
include organization vehicles, hotel rooms, or rental cars booked for organization
business purposes.
3. The organization will post all necessary signs at entrances, exits, and washrooms to
comply with the Smoke-Free Ontario Act, 2017.
4. Autism Ontario has no intentions towards influencing the actions of employees’ smoking
habits outside of the workplace and will not pursue disciplinary action for those who
smoke off of organization premises.
5. Employees are expected to arrive to work fit for duty and remain fit for duty throughout
the duration of their shift.

6. Accommodations for employees relating to medical cannabis will be made on a case-by-
case basis. Any employees who have an accommodation requirement are expected to
inform the Executive Director prior to consuming their substance in the workplace.
7. Autism Ontario will not discharge employees or refuse to hire applicants on the grounds
that they smoke.
Violations
Autism Ontario may pursue disciplinary action up to and including termination of employment.
Employees who witness violations must report the infraction to their manager immediately.

Working Alone Policy
Intent
Autism Ontario is committed to the health, safety, and well-being of our employees. We strive to
ensure that all appropriate safeguards are enacted to protect our employees who must work
alone or in isolation. This policy has been adopted to provide a consistent approach to this type
of work.
Definitions
Working alone: To work at a work site where assistance is not readily available in the event of
an injury, illness, or emergency.
Guidelines
Working Alone Safely
Whenever a worker must work alone, Autism Ontario will:
• Conduct a hazard assessment to identify existing or potential hazards arising from the
conditions and circumstances of the work;
• Establish an effective means of communication between the worker and persons
capable of responding to their needs; and
• Visit the worker as appropriate if an effective means of communication is not practicable
or available at the worksite.
To ensure the ongoing safety of our employees, the organization will:
• Take all reasonable steps to eliminate any hazards identified;

• Take all reasonable steps to control any hazards that cannot reasonably be eliminated;
• Communicate the findings of the hazard assessment in writing to all affected employees;
• Provide employee training and education to limit the dangers of working alone;
• Investigate all accidents or incidents, and take all reasonable steps to prevent a re-
occurrence;
• Report all situations, incidents, or near-misses where being alone increased the level of
inherent danger to the situation and make appropriate reasonable changes.
• Avoid scheduling alone work whenever possible, especially where a distinct level of risk
is recognized; and
• Schedule higher risk work to be done during regular business hours, or when another
employee capable of helping in an emergency is present.
Workplace Hazard Assessment

Autism Ontario will perform a thorough workplace hazard assessment for any locations or
situations where employees may be required to work alone. The workplace hazard assessment
will be conducted by the health and safety representative in conjunction with management and
will investigate the following issues.

Length of time the employee must work alone
• Determine the length of time the employee must work alone, and establish reasonable
limitations for the duration of this type of work;
• Determine whether or not it is reasonable or safe for the employee to work alone, given
the situation or location required;
• Examine the length of time the employee requires to perform the necessary task;
• Determine the legalities of the type of work performed alone (for example, restrictions on
working in a confined space, or performing lock-out operations); and
• Identify the time of day the employee must work alone.
Communication
• Determine the methods of communication that are available;

• Determine the most appropriate form of communication; and
• Ensure that all emergency communication systems are in proper working order.
Location of work
• Establish whether or not the workplace or job site is remote or isolated;

• Establish any physical or elemental hazards associated with the location;
• Examine the security features of the workplace (for example, security cameras and
alarms) to ensure the safety and well-being of the employee;
• Where possible, ensure the employee is in a position of high visibility;
• Ensure that all windows are clear to provide maximum visibility;
• Determine the accessibility of the workplace to emergency services;
• Determine any necessary transportation requirements to ensure the employee safely
arrives at the workplace or job site (where appropriate); and
• Examine the vehicle (as appropriate) to ensure that it is in good working condition (up-to-
date maintenance and adequate levels of fuel), has proper levels of insurance, is
equipped with emergency supplies (such as spare tire with tools and first aid kit), has a
method of communication (such as a cellular phone), and available roadside assistance.
Type of work
• Establish the necessary levels of training and education to safely perform the work;
• Determine the appropriate forms of personal protective equipment (PPE) required, and
ensure that they are readily available and in good working order, and that the employee
has been properly trained in their use;
• Determine any machinery, tools, or equipment necessary to perform the work;
• Determine the level of risk associated and whether it is safe to allow an employee to
perform the work alone;
• Establish any potential factors of fatigue that may affect the safety of the employee and
their quality of work; and
• Determine whether the employee must work with money or other valuables, and any
safeguards required.

Identify the abilities of the employee performing work alone
• Ensure that the employee has received the appropriate levels of training and education
required to perform the work alone; and
• Establish the employee’s level of personal health to minimize potential health hazards
associated with working alone (such as a pre-existing medical condition that may
increase their risk of becoming ill or injured while alone).
Hazard Control
Ongoing inspections of the workplace and worksite will be monitored and completed by the
health and safety representative. Any concerns regarding health and safety hazards noticed
between inspections should be reported immediately to the Executive Director.
Check-In Procedure
1. To ensure the safety of employees who must work alone, Autism Ontario uses the
following check-in procedure:
2. All vehicles working in isolated areas shall be equipped with communication devices.
3. The manager will assign deliveries of services or products.
4. Management employees will ensure that a communication device for the employee to
check in with is readily available and in a convenient location;
5. Delivery Drivers/Furnace Technicians and Installers are required to check in with their
manager on a regular basis through-out the day.
6. An employee working alone must check in with their manager every 3 hours using the
defined communication method as established in the daily work plan;
7. When drivers are out of communication range, they are required to contact the office as
soon as their communication means have been re-established.
8. If at any time a worker feels they are not safe working alone, they are to report to their
Manager immediately.
9. All employees must adhere to the schedule of visual or communication-based check-in
with a written log for documentation purposes;
10. If the employee working alone does not check in on schedule, the defined emergency
action plan will be followed.
Travel Alone
Autism Ontario will provide safety mechanisms for employees who must travel alone in the
following manner:
• Employees who must travel alone shall use the check-in procedures to ensure their
ongoing communication with Autism Ontario;
• Employees must always have their cell phone with them while travelling.
• A travel plan will be created for each instance of employee travel that provides details
pertaining to the proposed destination, estimated time of arrival, return time or date,
contact information, mode of travel, and alternate plans in case of bad weather, traffic
problems, and so on;
• Training and education to ensure that employees travelling alone can evaluate and avoid
potential risks or hazards; and

• Examine the vehicle (as appropriate) to ensure that it is in good working condition (up-to-
date maintenance and adequate levels of fuel), has proper levels of insurance, is
equipped with emergency supplies (such as a spare tire with tools and first aid kit), has a
method of communication (such as a cellular phone), and available roadside assistance.
Hazardous Work
• Wherever reasonably practicable, the organization will avoid requiring employees to

perform hazardous work alone and will schedule this type of work to be completed
during normal work hours in the presence of other employees.
• Where it is necessary to perform hazardous work alone, employees must use the check-
in procedure and communication devices to check in at appropriate intervals.
• Training and education will be provided to ensure that the employee is knowledgeable in
the proper safe work practices, use of PPE, use of all required machinery and tools, and
hazard identification and avoidance.
• PPE, required tools and machinery, and first aid supplies will be supplied.

Slips, Trips, and Falls Policy
Intent
Autism Ontario has adopted this policy to ensure the ongoing health and safety of our
employees, and to provide a safe and healthy working environment. This policy is intended to
provide information for the prevention of injuries caused by slips, trips, and falls. Autism
Ontario will take all reasonable precautions in the prevention of workplace hazards that may
cause slips, trips and falls.
Guidelines
Avoid slip, trip, and fall hazards using the following workplace practices:
Housekeeping and Maintenance Practices
• Keep floors, passageways and stairways free of debris, boxes, clutter, waste and other
trip hazards.
• Do not leave cupboards, doors, drawers, file cabinets etc., ajar.
• Avoid the accumulation of clutter and waste.
• Properly store material and equipment.
• Maintain floors in a clean and dry condition. Clean up spills as soon as possible and use
"Caution – Wet Floor" signs until dry.
• Avoid placing extension cords, conduits, cables, and hoses across walking
surfaces. Use a cord runner when such placement cannot be avoided.
• Cover cables that intersect walkways.
• Secure loose and unsecured floor mats, carpets, and coverings.
• Report damaged or missing flooring materials to management.
• Always use handrails in stairways.
• Report stairs and ramps with loose or missing handrails to maintenance.
• Keep working areas and walkways well lit.
• Report areas with inadequate lighting to maintenance.
• Replace used light bulbs and faulty switches.
• Repair leaking machinery and equipment to prevent slick areas on floors.
• Inspect ladders prior to using; only use those ladders that are in good condition and are
properly rated for the task.
• Only use ladders for their intended purpose and never use another item (e.g., chair) as a
ladder.
Walking and Working Surface Conditions
• Report slippery, wet or icy walking surfaces to an immediate manager or maintenance.

• Report any unsafe or uneven walking surfaces to maintenance.
• Report stairs and ramps with loose or missing handrails.
• Be aware of surface changes such as carpet to tile or level to sloped.
• Be aware of surface protrusions or depressions such as thresholds, cover plates, and
gratings.
Personal Behaviour

• Ask for assistance when you need it.
• Wear appropriate footwear for the task and ensure they are properly fitted and tightly
laced
• Carry items in a manner that maintains clear sightlines.
• Take stairs at a safe pace and one at a time. Remember to always use the handrail.
• Avoid cutting through areas not designated or intended as walkways.
• Avoid poorly lit travel paths.
• Avoid rushing to complete work.
• Avoid horseplay and running in the workplace.
• Do not lean or tilt back on chairs.
• Be cautious when in unfamiliar territory.
• Pay attention to your surroundings at all times.
Prevention and Responsibilities
Management Must:
• Be aware of slip, trip, and fall hazards and communicate them to all employees.
• Conduct detailed inspections of work areas on a regular basis to make any and all
reasonable improvements to reduce or eliminate slip, trip and fall hazards.
• Investigate all slip, trip, and fall hazard reports and ensure that proper reporting
procedures are followed.
• Investigate all incident reports involving slips, trips and falls.
• Provide training to employees to help minimize the risk associated with slips, trips and
falls in compliance with any applicable health and safety legislation.
Workers Must:
• Be aware of slip, trip, and fall hazards. Ask your manager if you are not sure about any
hazard.
• Report slip, trip, and fall hazards to their manager.
• Report all incidents of slips, trips and falls to their manager, even if no injury occurs.
• Avoid work practices and personal behaviours that may cause slips, trips, falls or other
hazards.
• Attend and participate in training and apply learned principles.

Right to Refuse Unsafe Work Policy
Intent
In accordance with the Occupational Health and Safety Act, in the event that a Autism
Ontario employee encounters unsafe working conditions, or where the required equipment
present a serious health and safety concern, the employee shall have the right to refuse any
work that they believe to be unsafe.
The Right to Refuse Unsafe Work Policy applies to Autism Ontario, its employees, vendors,
visitors and clients who are on the Organization's premises or acting on behalf of the
Organization at all times and without exception.
Definitions
Imminent Danger: is defined in relation to any occupation as:
• A danger that is not normal for that occupation, or

• A danger under which a person engaged in that occupation would not normally carry out
the person's work.
Guidelines
Any Autism Ontario employee can refuse to work if they have a reasonable belief that one or
more of the following situations exist:
• Machinery, equipment or tools required in the performance of job duties present a safety
hazard and their use may cause an injury to the worker or those nearby.
• The working conditions are unsafe and may cause an injury to the worker or those
nearby.
• The workplace conditions or machinery, equipment or tools represent a violation of the
Ontario Occupational Health and Safety Act regulations and represent a physical danger
to the health and safety of the worker or those nearby.
• The worker has a reasonable expectation that the work would place them in danger of
physical harm.
Work Refusal Procedure
In the event of work being refused or stopped, the following actions are required of employers
and employees, as per the guidelines stated by the Ontario Ministry of Labour:
Employees
1. Inform your manager of the work refusal immediately and provide an explanation
detailing the rationale behind the refusal.
2. Stay nearby in a safe place until an investigation has been completed.
3. In the event that you are unsatisfied with the results of the investigation, you may
continue to refuse the work provided where you have reasonable grounds to base the
continued refusal on.

Management
1. Autism Ontario management shall conduct an investigation into the situation immediately
after learning of the refusal and shall work to find an effective, safe and mutually
agreeable resolution to the issue in the presence of the worker and one of the following:
• Health and safety representative

• Another worker that has been chosen by their peers to represent the workers
2. In the event that an employee is unsatisfied with the resolution and continues to refuse
the work, Autism Ontario management must contact a Ministry of Labour (MOL)
inspector and notify them of the situation, and request that they provide assistance.
3. While awaiting the arrival and findings of the MOL inspector, Autism Ontario management
may assign other reasonable work during normal work hours for the employee that has
refused work.
4. The MOL inspector will conduct an investigation to determine if the work is either safe, or
unsafe and presents a danger to the health and safety of the employee. The findings of
the investigation must be provided in writing, to both the Autism
Ontario employee, Autism Ontario management, and the health and safety
representative. In the event that the work is determined to be safe, the employee shall
be expected to return to work.
Continuing Work That Has Been Refused
1. In the event that work has been refused, Autism Ontario management has investigated
the situation, provided a resolution to the issue, and the worker continues to refuse the
work, then the Autism Ontario management may ask another worker to perform the
refused work while waiting for the inspector to investigate and give a decision on the
continued refusal.
2. Where a second worker is asked to perform work that has been refused, the second
worker must be informed of the initial work refusal, and the reasons for the refusal. This
information must be provided in the presence of a union representative (where
applicable), or a health and safety representative.
3. The second worker also has the right to refuse the work.
Payment for Refused Work
• The Ontario Labour Relations Board (OLRB) has provided a ruling such that a refusal to
work, allows the worker entitlement to payment at their appropriate rate.
• A person acting as a worker representative during a work refusal is paid at either the
regular or the premium rate, whichever is applicable.
• Autism Ontario is not required to continue payment in the event that the refused work
has been inspected and ruled safe by a Ministry of Labour inspector.
Discipline for Refusal to Work
Autism Ontario employees will not be disciplined for refusing to work if they have a reasonable
belief that the work is unsafe or could endanger themselves or others.

Autism Ontario employees are required to work in accordance with the regulations set forth by
the Ontario Health and Safety Act and have the rights to seek their enforcement.
Autism Ontario shall not penalize, dismiss, discipline, suspend or threaten to do any of these
things to a worker who has obeyed the law, and regulations of the OHSA.
In the event that a work refusal was made in bad faith, or if the worker continues to refuse the
work after the Ministry of Labour inspector finds that the work is unlikely to endanger the
worker, Autism Ontario may elect to utilize disciplinary action(s) up to and including termination
of employment with cause.

WHMIS Policy
Intent
Autism Ontario values the safety and wellbeing of our workers and will work with them to
provide every reasonable safety measure possible. In pursuit of our high safety standards, and
in compliance with federal and provincial compliance regulations, Autism Ontario will provide
WHMIS 2015 training for workers. WHMIS 2015 incorporates elements of the Globally
Harmonized System of Classification and Labelling of Chemicals (GHS).
Definitions
GHS: Globally Harmonized System of Classification and Labelling of Chemicals.
SDS: Safety Data Sheet.
Guidelines
WHMIS 2015 includes the new harmonized criteria for hazard classification and establishes the
requirements for labels and safety data sheets (SDSs).
Autism Ontario will ensure that:
• The organization is up to date on all WHMIS 2015 changes and any applicable
transitional timelines;
• All legislative standards are met;
• Workers and managers receive information and training on hazardous materials and the
safe use of hazardous products in the workplace (see the section below on the training
and education program);
• All containers holding hazardous materials have appropriate labels;
• SDSs are up to date, accessible, and contain additional hazard and precautionary
information;
• All workplace hazardous materials include supplier labels;
• Suppliers provide the appropriate supplier labels and SDSs; and
• Control measures are in place to protect the health and safety of workers.
Training and Education Program
Autism Ontario shall provide appropriate WHMIS 2015 training and education for all workers
and managers who are exposed or likely to be exposed to hazardous materials in the
performance of their regular job duties.
Autism Ontario shall consult the joint health and safety representative to ensure the
appropriateness of the training and education materials and programs.
The worker training and education program shall include information on the following:
• Supplier labels;
• Hazard symbols and pictograms;

• Safety data sheets (SDSs);
• Hazard groups;
• Hazard classes;
• Hazard categories;
• Hazard statements;
• Signal words; and
• Procedures for the safe use, storage, handling, and disposal of hazardous materials in
the workplace; handling leaks and spills; an emergency event involving hazardous
products; and worksite-specific training on measures for working safely with hazardous
products.
Autism Ontario will review its training and education program and content annually and revise
as necessary. In the event of any changes, workers will be retrained and educated.
Autism Ontario workers will be compensated for time spent at training sessions, considered to
be normal work time, and paid at their regular rate of pay, or at an overtime rate of pay as
applicable.
Autism Ontario will respect the right of workers to be consulted regarding the development and
implementation of the instruction and training and will open the discussion process to
suggestions in a consultation period. Workers will have an opportunity to comment on:
• The content of the program;

• The amount of training;
• Who is to receive what kind of training; and
• Who will deliver the training program.
Worker Responsibilities
Workers must:
• Participate in WHMIS 2015 training and education;

• Report any violation of safe work procedures connected to WHMIS 2015 to their
immediate manager, or safety representative; and
• Inform their immediate manager, or safety representative if they do not have the proper
information on a hazardous product: for example, the SDS is missing, damaged, or
illegible.
Supplier Responsibilities
Suppliers must:
• Identify whether their products are hazardous products; and

• Prepare labels and SDSs to provide to purchasers of hazardous products intended for
use in a workplace.

Safe Lifting Policy
Intent
Autism Ontario has adopted the following procedures for lifting and handling materials in an
effort to ensure the ongoing health and safety of our employees, and to minimize the incidence
of musculoskeletal injuries (MSI) in the workplace.
Guidelines
Examination of Materials
Prior to the manual lifting, pushing, pulling, handling, carrying or transportation of any materials
that may cause strain or injury, the employee must examine the material and determine the:
• Approximate weight of the load;
• Size and shape of the load;
• Distance that the load must be physically moved, either manually or with the assistance
of a device; and
• Best possible solution for moving the load.
In the event that a load is determined to be either too heavy or awkward to move manually, or
where a device that could reasonably move the load is either unavailable or non-existent, the
employee must consider alternate methods for moving the load. This may be done using the
following techniques:
• Where possible, remove elements of the load to divide the weight, and move it in parts
to reduce the potential of injury;
• Obtain assistance from other employees in moving the material(s); and/or
• Identify and review the methods for performing the necessary tasks, and revise where
possible.
Lifting
Employees should adhere to the following guidelines when lifting:
• Maintain the natural curvature of your lower back.
• Note that when you are standing straight, your lower back has a natural curve, creating a
slight hollow at the small of the back. When lifting, lowering or moving a load, try to
maintain the curve as your spine and back are their most stable in this position.

• Use your core strength.
• By contracting your core abdominal muscles when lifting, lowering or moving materials,
your body will naturally be more rigid and stable, reducing the incidence of injury.
• Avoid twisting.
• By twisting your back, stability is decreased, as you are unable to use the major muscles
of your spine and core and increase the probability of injury.
• Hold the load close to your body.
By holding materials/loads close to your body, you can avoid awkwardly bending over, and can
use the major muscles in your body. Where appropriate, utilize protective clothing or PPE to
avoid injuries that may occur as a result of holding sharp, dirty, hot, or cold objects close to the
body.
Pushing and Pulling
Employees should adhere to the following guidelines when pushing or pulling:
• Whenever possible, loads should be pushed rather than pulled.
• Pushing a load is easier as the human body is able to generate greater force when
pushing as opposed to pulling, and you can lean your entire body weight into the load
where necessary.
• Where a load is pulled, you increase the risk of injury due to:
• Running over the feet/ankles, or being struck by carts or trolleys;
• Strain injuries caused by pulling a load while facing the direction of travel, placing the
shoulder and back in an awkward posture;
• Potential injuries caused due to an inability to see where you are going while pulling and
walking backwards.
• Where possible, use an appropriate transportation device (trolley, cart, wheelbarrow,

etc.) to push a load.

Musculoskeletal Injury Prevention Policy
Intent
Autism Ontario has implemented the following Musculoskeletal Injury (MSI) Prevention Program
in the pursuit of our commitment to the ongoing health and safety of our staff. Autism
Ontario will work to identify, and eliminate or control workplace hazards that may cause MSI's,
and will ensure that our staff receive appropriate education and training in the prevention of
MSI's, and awareness of hazards in the workplace.
Guidelines
MSI Prevention Program
The Autism Ontario MSI Prevention Program shall ensure that Autism Ontario employs the
following process:
Stage 1 – Consult Employees
Autism Ontario shall consult our staff in the process of our MSI prevention program to obtain
feedback regarding the identification, assessment, and control of MSIs.
Autism Ontario recognizes that our staff will have valuable insight into the existence of MSI
hazards, and potential controls.
Autism Ontario will communicate the availability of feedback mechanisms that exist in the
workplace for reporting MSIs, MSI hazards and suggestions. Staff may provide feedback in the
following manners:
• Report to their immediate supervisor / manager
• Report to the Health and Safety Officer
• Submit a suggestion form online or in-person
In the process of the risk assessment, Autism Ontario will consult with staff members that
exhibit signs and symptoms of MSIs, and with a representative sample of staff members that
regularly perform the tasks or functions being assessed.
Autism Ontario will obtain feedback from staff regarding trials and selection of new equipment
and will engage in direct discussions with staff while they are performing tasks or jobs where a
concern for MSIs exists.
Autism Ontario encourages staff to provide input and recommendations during staff meetings,
or through standard feedback mechanisms.
Autism Ontario may elect to utilize surveys and/or questionnaires to obtain feedback regarding
MSI's.

Autism Ontario will take all information gathered during the consultation into consideration and
will work to address concerns and implement appropriate safeguards.
Stage 2 – Consult the Joint Health and Safety Committee (JHSC)
Autism Ontario shall consult the JHSC regarding the identification, assessment, and control of
MSI risks, the content and provision of safety and prevention education and training, as well as
the evaluation of control measures that have been or will be implemented.
Autism Ontario will respond to the JHSC within 21 days of receiving any requests or
recommendations.
Autism Ontario will take all information gathered during the consultation into consideration and
will work to address concerns and implement appropriate safeguards.
Stage 3 – Risk Identification
Autism Ontario shall work to identify any and all MSI risks that exist in the workplace, including
force, repetition, work posture and local contact stress.
Autism Ontario will consider the following factors in the identification and risk assessment of
MSI's:
(a) Physical demands involved in the performance of work duties, including levels of force
required, repetition of the actions required, duration of the action, work postures, and
any local contact stresses;
(b) Elements involved in the layout and condition of the workplace or workstation, including
distances required for the employee to reach or bend, seating concerns, and uneven
floor surfaces;
(c) The requirements for handling objects, including the physical characteristics of the
objects (e.g., size and shape), tools required to move the objects, load conditions and
weight distribution, and any handles associated with the objects;
(d) Environmental conditions that will affect the performance of job duties, and exist in the
workplace / workstation, including excessive hot or cold temperatures, excessive noise
levels, vibration, illumination, etc.;
(e) Work-recovery cycles, task variability, and work rate.
Autism Ontario will create a prioritized list of jobs and tasks that involve a risk of MSI and will
assess these risks to determine appropriate controls.
The list shall be developed through the review and analysis of:
• Injury statistics resulting from MSI claims;

• Accident/incident investigation reports and first aid reports;
• Feedback generated form for staff that have reported risks, or that have exhibited signs
or symptoms of MSI's.

Stage 4 – Risk Assessment
Upon the identification of potential MSI risks, Autism Ontario will conduct a thorough risk
assessment to examine the specific aspects of a task that may expose staff to MSIs. The risk
assessment will determine if the current controls are effective, or if additional/alternate controls
should be implemented.
The MSI risk assessment shall evaluate the levels of exposure to hazards, and the level of risk
involved. This process will determine the magnitude, duration, and frequency of exposure.
The Autism Ontario MSI risk assessment shall include all significant risk factors that pose a
serious threat of injury. Autism Ontario will not assess tasks or functions where the risk factor is
low.
In the event that a risk assessment is conducted as part of an accident/incident

investigation, Autism Ontario shall record all significant findings of the assessment in the
investigation.
Autism Ontario will ensure that all risk assessments are carried out by a competent and
qualified individual. Where necessary, Autism Ontario may contract the services of a
professional to conduct the assessment (e.g., occupational physiotherapist, qualified consultant,
etc.).
Stage 5 – Implement Controls
Where a risk has been identified, and assessed, Autism Ontario shall determine appropriate
measures for control of the risks. Autism Ontario will use appropriate engineering controls
where possible as a first plan of approach (e.g., physical changes to the work environment,
addition of equipment, changes to the workstation, etc.).
In the event that engineering controls are not possible, or are unreasonable, Autism Ontario will
utilize administrative controls to minimize exposure to the risk and may use job rotation or other
means.
In the event that both engineering and administrative controls are not possible, or are
unreasonable, Autism Ontario shall determine and provide appropriate forms of Personal
Protective Equipment (PPE) to eliminate, mitigate or otherwise control the exposure levels to
the hazard, and lower the risk of injury.
Stage 6 – Education and Training
Autism Ontario will ensure that all staff members that are exposed to risks associated with
MSI's, and staff members that may reasonably be expected to come into contact with risks
associated with MSI's are provided with appropriate training and education in the awareness
and identification of hazards, as well as safe work practices for the prevention of MSI's.
Autism Ontario MIS Education and Training will ensure that workers can:
• Recognize MSI risk factors and change their work area or their work habits to avoid
injury;

• Recognize and report signs and/or symptoms of MSI's;
• Be aware of the potential health effects associated with MSI's;
• Learn safe work practices that will help them prevent MSI's;
• Learn proper usage techniques for PPE and other control measures that have been
implemented.

Ladder Safety Policy
Intent
Autism Ontario has adopted this policy to provide procedures that meet and/or exceed the
requirements of occupational health and safety legislation in ensuring the consistent protection
of all Autism Ontario employees when using ladders.
Guidelines
Ladders are used for access and inspections where 3-point contact can be maintained at all
times. Ladder accidents are attributed to the unsafe use of ladders as well as using unsafe
ladders! To avoid accidents with portable ladders:
• select the right ladder for the job situation;

• inspect the condition of the ladder before using it;
• inspect the jobsite for overhead wires, obstructions, and solid surfaces;
• use the ladder as it was designed to be used;
• remove material and debris away from the base of the ladder;
• set the ladder one foot out for every three or four feet up, and secure the base;
• ensure that the rails of the ladder extend one meter above the landing or point of
contact;
• clean the soles of your footwear before climbing the ladder;
• face the ladder when climbing or descending the maintain 3-point contact;
• keep your centre of gravity between the side rails;
• tie-off the ladder at the point of contact;
• hoist tools and materials to the jobsite;
• use fall protection as appropriate (e.g., tie-off to the structure when above 3 meters, use
climbing devices on fixed vertical ladders, etc.).
Procedures
1. Supervisors shall provide safety training and education about fall protection for
employees required to use ladders and fixed access structures.
2. Employees shall evaluate their requirements for safe access to work assignments and
shall consult supervisory personnel as necessary.
3. Ladders and fixed access structures shall be inspected for safety before use.
4. Fixed access structures shall comply with Ontario Ministry of Labour data sheet 2-04.
5. All portable ladders shall be CSA-approved and rated "industrial heavy duty" or "industrial
extra-heavy duty".
6. Employees climbing and working from ladders shall maintain 3-point contact with the
ladder.
7. Straight ladders used for access shall be secured at the base and at the point of contact.

8. Fall arrest systems shall be installed and used on all fixed vertical ladders exceeding 3
meters.
9. Defective ladders shall be taken out of service, tagged for repair, or scrapped.
10. Wooden ladders shall not be painted.
11. Ladders and fixed access structures shall be repaired only by qualified personnel.
12. Special purpose ladders and work platforms shall be used in accordance with the
manufacturer's directions and only for the applications intended.
Personal Protective Equipment (PPE)
All Autism Ontario employees that are required to work using ladders will be required to wear
appropriate PPE.
Safe Ladder Use
• DO NOT use damaged parts that affect the strength of the ladder.
• DO NOT work on ladders when feeling weak, sick, or dizzy.
• DO NOT work while leaning away from the ladder.
• DO NOT alter the ladder.
• DO NOT move a ladder horizontally while workers are on it unless it is a mobile ladder,
and the proper procedures are followed.
• DO NOT work on ladders covered with snow, ice, or other slippery materials.
• DO NOT erect, use, alter, or move ladders within 12 feet of overhead power lines.
• DO NOT work on ladders in bad weather or high winds unless the competent person
decides that doing so is safe.
• DO NOT use ladders, boxes, barrels, or other makeshift materials to raise your work
height.
• DO NOT put more weight on a ladder than it is designed to hold.

Hand Washing Policy
Intent
Autism Ontario has adopted this policy to ensure that all reasonable measures are taken to
prevent the spread of bacteria and diseases within the workplace, and to ensure the ongoing
health and safety of our staff, clients, and visitors.
Guidelines
All employees shall practice hand hygiene before any contact with clients or visitors (even if
gloves are worn). All employees must wash, rinse, and dry their hands or apply an alcohol hand
rub before beginning work, after using the rest room, and before leaving work. For routine hand
washing, use the liquid lotion soap located in the dispensers. Use antiseptic (antimicrobial) hand
washing products or alcohol hand rub for hand hygiene before any expected contact with clients
or visitors. Perform hand hygiene after contact with clients or their environment. Employees may
use an alcohol hand rub for hand hygiene in place of an antimicrobial soap hand-wash. Grossly
contaminated hands must be washed with lotion soap beforehand disinfection with an alcohol
hand rub. Gloves must be worn when there is exposure to blood, excretions, or any other body
fluids or when secretions are likely to occur when working.
Routine Hand Washing Procedure
All employees of Autism Ontario must follow the outlined techniques for washing hands to
perform their work duties and before any contact with clients and visitors:
• Use warm water to wet the hands;

• Apply lotion soap;
• Work up a good lather and rub hands palm to palm and in between and around fingers;
• Apply with vigorous contact on all surfaces of the hands (back of hands, fingertips, and
each thumb);
• Wash hands for at least 15 seconds;
• Rinse thoroughly under running water and avoid splashing;
• Keep hands down so that runoff will go into the sink and not down the arm;
• Dry hands well with paper towels and use the paper towels to turn off the faucet; and
• Discard the paper towels into the appropriate container.
Hand Antiseptics
For hand washing, employees may substitute an antimicrobial soap for lotion soap.
Furthermore, an alcohol hand rub may be substituted for an antimicrobial soap. All employees
must use the following technique for an alcohol hand rub:
• If hands are visibly soiled, wash hands with lotion soap before applying alcohol hand
rub.
• Apply enough alcohol hand rub to cover the entire surface of hands and fingers.
• Rub the solution vigorously into hands until dry.
• The use of alcohol hand rubs may result in a sticky residue on the hands. Wash with
lotion soap periodically to remove the hand rub residue.

Allergies
Allergic contact dermatitis may be associated with hand hygiene products. Reactions to
products applied to the skin may present as delayed reactions or less commonly as immediate
reactions. If an Autism Ontario employee suspects allergic contact dermatitis, they will be
instructed to go to a qualified medical practitioner for an assessment. If allergic contact
dermatitis is diagnosed by a suitable medical practitioner or healthcare provider, the employee
will be provided with an alternative hand hygiene product to perform their job safely.
Monitoring
Autism Ontario will enforce this policy through the use of managerial supervision and spot-
checks. If an employee witnesses a violation of this policy, they must direct the violator to
complete the required hand washing procedures as outlined. If the violator refuses this direction
or continues in their work, the employee should inform their supervisor as soon as possible.

Temporary Closure for Cleaning Policy (Infectious
Diseases)
Intent
This policy has been developed to provide procedures and guidance if Autism Ontario must
temporarily close to thoroughly clean the workplace. Our organization understands the
importance of having processes in place that address the concerns COVID-19 and its
variants. Autism Ontario has adopted this policy to ensure the health and safety of our
employees.
Guidelines
Our organization will follow all precautionary measures identified to reduce the spread of
COVID-19 and subsequent variants. However, due to the nature of the virus, additional
measures have been put in place in case an employee of Autism Ontario is affected.
Regular Cleaning
Autism Ontario understands the importance of providing a clean and safe workplace for our
employees. Part of making sure Autism Ontario appropriately protects our employees includes
regularly scheduled cleaning of our workplace.
Autism Ontario works to ensure that all workspaces are cleaned regularly and are cleaned in a
way that does not disrupt workflow. Autism Ontario staff and volunteers are responsible for the
cleanliness of workspaces. Staff and volunteers must use the cleaning guidelines outlined
below
Temporary Closure
In response to the COVID-19 pandemic, Autism Ontario is taking every precaution necessary to
protect our employees. Due to the evolving nature of the pandemic, Autism Ontario will continue
to adapt and make changes necessary to ensure the safety of our workers.
With that understanding, Autism Ontario may need to temporarily close for cleaning in certain
situations. The closure will serve as a precautionary measure and ensure the necessary areas
are cleaned properly and thoroughly before resuming work. Circumstances will dictate how long
the closure will last and how it will affect organizational functions.
If Autism Ontario offices must close temporarily for cleaning, work will transition online with
guidance from management, with the exception of tasks that can only be done in-person (e.g.,
picking up mail, printing cheques).
Immediate Cleaning
The following instances require affected areas to be immediately cleaned, and may require a
temporary closure:
• An employee has tested positive for COVID-19;

• A client or child who has recently visited our location has tested positive for COVID-19;
• An employee, or client, shows signs or symptoms of COVID-19 (cough, difficulty
breathing, fever) while present at our location;
• An employee, or client has been exposed to a COVID-19-positive individual; and
• Presence of visible contaminants on surfaces, especially any bodily fluids.
Cleaning Guidelines
• Before cleaning, put on appropriate personal protective equipment (PPE);

• Block off areas being cleaned, especially if the need for cleaning is a result of possible or
confirmed exposure to COVID-19;
• Spend extra time cleaning high-contact areas like door handles, toilets, or telephones;
• Read and follow manufacturer’s instructions for cleaning products;
• Clean dirty hard surfaces with detergent or soap before disinfecting, or use products that
both clean and disinfect at the same time;
• Reusable cleaning items can be washed with regular laundry soap and hot water (60 to
90 °C);
• For soft or porous items, remove any visible contaminants if present, and clean with
appropriate cleaners. If the items can be laundered, do so at the highest possible
temperature allowed by the manufacturer, and ensure items are completely dry;
• For electronics, follow manufacturer’s instructions for cleaning. Alcohol-based sprays
containing at least 70% alcohol may be used if no instructions are available;
• All used disposable cleaning products must be put into a plastic garbage bag and tied
shut when cleaning is finished; and
• Once cleaning is completed, ensure cleaning materials have also been disinfected as
appropriate (wipe spray bottles or cleaning cart).

Preventing COVID-19 in the Workplace Policy
Intent
This policy was developed to help prevent the spread of COVID-19 in the workplace. The
precautionary measures have been developing using advice and information obtained from the
World Health Organization and the government of Canada.
Guidelines
Autism Ontario will work to achieve a workplace that follows all precautionary measures
identified by applicable governmental bodies and public health authorities to reduce the spread
of COVID-19 and other variants.
All employees should ensure they understand and comply with the infection prevention policies
and practices outlined within this policy.
Hand Hygiene
• Wash hands frequently. Thoroughly wash hands with an alcohol-based rub or with soap
and water. Wash hands for at least 20 seconds.
• Avoid touching your face (specifically your eyes, nose, and mouth) as much as possible.
• Cover your mouth when coughing, sneezing, and yawning by doing so into the bend of
your arm, not your hand.
• Avoid touching surfaces people touch often.
• Instead of a handshake, give a friendly wave or elbow bump.
• Use any necessary personal protective equipment as directed.
Workspace Cleaning
Use appropriate products provided by Autism Ontario to clean and disinfect items like your
desk, work surface, phones, keyboards, and electronics at least twice daily and more often if
they are visibly soiled.
Physical Distancing
• Maintain physical distance between you and anyone else, including your co-workers.
• Increase distance between desks, tables, and workstations.
• Reduce or eliminate activities that require close physical proximity or contact with
people, such as team meetings.
• Limit any necessary personal proximity to others that is closer than two metres to the
shortest time possible.

Updates to Management
• Provide updated emergency contact information to your manager.

• Consider whom Autism Ontario should call if you require transportation home from work.
• Immediately notify management if you rely on public transport to get to work and have
no means to safety get home if you start to feel ill while at work.
Self-Isolation
If you have a symptom of COVID-19 or think you might have such a symptom, do not come to
work. It is critical that if you have at least one symptom of COVID-19 (fever, cough, or difficulty
breathing), or even mild symptoms, you must stay home to avoid spreading illness to others.
Mild symptoms may be similar to a cold or flu.
Additional actions you should take include:
• Immediately isolating yourself to prevent any possible spread of COVID-19;

• Notifying the organization by e-mailing your supervisor; and
• Remaining away from work for a minimum of 5 days or after a negative rapid antigen
test.
You need to self-isolate if you:
• Have symptoms, even if mild, associated with COVID-19;

• Have been diagnosed with COVID-19;
• Are waiting for laboratory test results after being tested for COVID-19; or
• Have been advised to self-isolate by your regional public health authority.
Self-isolating means:
• Staying home until you are no longer symptomatic and have tested negative, and
• Avoiding contact with others.
If your symptoms worsen, immediately contact your healthcare provider or public health
authority, and follow their instructions.
Developing Symptoms at Work
If you develop even mild symptoms while at work:
• Separate yourself from others.

• Contact your manager using a telephone or by e-mail;
• Notify your manager where you worked that day;
• Disclose any interactions with fellow staff, customers, or others; and
• Disclose any equipment you used, items you handled, or surfaces you touched.
If you drove yourself to work, immediately go home and start self-isolating. If you took public
transport, your manager will contact either your emergency contact or the local public health
authority or non-emergency services to ensure that you are safety returned home.

Employer Responsibilities
To ensure that Autism Ontario continues to provide a healthy and safe workplace, the following
measures have been implemented. In addition, Autism Ontario continues to stay updated on
guidelines and information provided from the World Health Organization and the government of
Canada, and on measures implemented at a provincial level.
• Use the risk-informed decision-making guidelines for workplaces and businesses during
the COVID-19 pandemic to help develop policies and procedures.
• Continue to communicate with staff and customers about COVID-19, including the
measures we are taking to prevent the spread of COVID-19.
• Post signs asking ill clients or customers to stay away from the premises.
• Post signs encouraging good respiratory hygiene, hand hygiene, and other healthy
practices.
• Where feasible, implement measures to reduce social contact, such as teleworking
arrangements, flexible hours, staggering start times, encouraging the use of e-mail, and
teleconferencing.
• Continually evaluate the workplace for areas where people have frequent contact with
each other and shared spaces and objects to look at measures to reduce contact.
• Ensure increased cleaning of high-contact areas.
• Evaluate and implement ways that employees can practice social distancing, such as
increasing distance between desks, workstations, and people in queues.
• Minimize interactions between customers and employees.
• Implement and follow increased cleaning guidelines:
o Make hand sanitizer available at all entries, kitchens, and common areas
o Clean and disinfect all high-traffic areas and frequently touched areas (such as
door handles, fridge handles, microwaves, printers, photocopiers) twice daily.
o Provide cleaning wipes that are at least 70% alcohol to ensure proper
disinfection or use other approved disinfectant sprays and solutions in common
areas and workspaces for employees to clean workspaces.
• Open windows and doors whenever possible to ensure the space is well-ventilated.
The following personal protective equipment is available and provided based on the following
situations:
• Gloves for employees who are in direct contact with an ill person or a contaminated
object or environment. Hands must be washed before putting on gloves and immediately
after removing gloves. While wearing gloves, employees must refrain from touching their
face. Gloves should be frequently removed and disposed to limit contact transfer.
• Heavy-duty gloves will be provided to staff who do cleaning.
Work-Related Travel
Autism Ontario will follow public health directives regarding travel and while under stay-at-home
orders are in effect, work-related travel must be done with the approval of the employee’s
supervisor/management. Employees may be required to quarantine after travel depending on
public health orders.
Self-Monitoring

You need to self-monitor if you have no symptoms but may have been exposed to COVID-19 in
the last 14 days, are in close contact with elderly people or medically vulnerable people or have
been instructed to self-monitor by your public health authority.
Self-monitoring means to:
• Monitor yourself for 14 days for symptoms of respiratory illness, such as cough, fever,
and difficulty breathing; and
• Avoid crowded places and increase your personal space from others whenever possible
If you develop symptoms, self-isolate immediately and contact your public health authority as
soon as possible.
Assessment Resources
If you are having difficulty breathing or experiencing other severe symptoms, call 911
immediately. Advise them of your symptoms and travel history.
If you are concerned about COVID-19 exposure, you can use an online self-assessment tool to
determine whether you are likely infected. Please visit the appropriate provincial government
websites for self-assessments.

Responding to COVID-19 in the Workplace Policy
Intent
This policy was developed to help respond to an incident of possible COVID-19 exposure in the
workplace.
Guidelines
Autism Ontario will work to achieve a workplace that follows all precautionary measures
identified by applicable governmental bodies and public health authorities to reduce the spread
of the COVID-19.
If an employee identifies that they or another employee have developed symptoms similar to
those of COVID-19, they are to immediately notify their immediate supervisor or manager and
remove themselves from the workplace with the least possible amount of physical contact with
workspaces or other employees.
For purposes of this policy, symptoms similar to COVID 19 can include, but are not limited to:
• Fever;
• Cough;
• Difficulty breathing;
• Muscle aches;
• Fatigue;
• Headache;
• Sore throat; and
• Runny nose.
Once isolated, it is important that the employee cooperates with their immediate supervisor or
manager to provide information regarding their exposure to the workspace, other employees,
and third parties. This can include:
• Notifying their manager or supervisor where they worked that day;

• Disclosing any interactions with fellow staff, customers, or others;
• Disclosing any equipment they used, items they handled, or surfaces they touched; and
• Any other relevant information.
Manager and Supervisor Responsibilities
If an employee reports that they or another employee presents symptoms similar to COVID-19 it
is important to take all reasonable measures to isolate the employee and make them feel at
ease regarding the situation.

Placing the Employee at Ease
Do not presume when an employee feels unwell that they have COVID-19. Communicate to the
employee that all necessary precautions are to be taken to ensure that any potential risk is
mitigated.
Offer the employee any available resources to ensure they feel comfortable disclosing
information required to properly assess the risk of possible exposure to others. Make the
employee aware of their rights to privacy and that they are not required to disclose any medical
or personal information not relevant to determining possible exposure to others.
Isolating the Employee
Request that the employee move to an area where they will have no or limited physical contact
with others. Ensure that the area where the employee is isolated leaves enough space (at least
two metres) between the manager or supervisor and the employee. Where possible, use
teleconferencing equipment or physical barriers when communicating with the employee.
Assessing Symptoms and Determining Possible Exposure
Once the employee is safely isolated, assess any symptoms the employee has experienced and
determine when they first experienced such symptoms. Figure out how long the employee
worked with the symptoms or whether there are any other additional factors which could explain
the symptoms, such as failing to take chronic medication.
Make the employee aware of their rights to privacy and that their privacy will be protected as far
as possible.
Have the employee provide as much information as available to determine the possible
exposure to employees, customers, and other third parties, including:
• Whom the employee associates with during working hours.

• Whom the employee associates with on breaks.
• Any workstations and equipment the employee uses.
• Any common areas the employee visits, including restrooms and break areas.
• Any third parties the employee interacts with, including customers, suppliers, and
visitors.
• Any areas the employee visited outside their normal scope of work.
Helping the Employee Leave Work
If the employee drove themselves to work, immediately instruct them go home and self-isolate.
If the employee took public transport, the manager or supervisor should contact either their
emergency contact or the local public health authority or non-emergency services to ensure that
the employee is safety returned home.
Employees are not to return to work until a public health authority advises it is safe to do so. The
quarantine period will likely last a minimum of 14 days.

Additional Measures
If an employee or third party who has been in the workplace notifies Autism Ontario of a positive
test for COVID-19, it is important to gather the same information as with suspected symptoms.
Where the person is an employee, they are to self-isolate and follow the guidelines provided by
the relevant public health authorities and report to the organization when they have been
cleared for return to work.
Upon notification of a positive test for COVID-19, the employer will:
• Ensure that the supervisor or manager conducts a risk assessment of the possible
exposure of other employees, customers, and third parties to the affected person.
• Communicate the risk to any person identified as possibly exposed and encourage them
to take precautions to protect themselves and others while looking for symptoms.
• Provide information and support to affected or possibly affected employees during
periods of self-isolation.
• Ensure that any workspace, common area, or other location possibly infected be
immediately closed off for decontamination.
• Identify tools or other equipment that could have been infected and ensure they are
removed from any workspaces and isolated. Ensure tools and equipment are properly
sanitized before returning to the workspace.
• Determine based on the possible exposure whether a partial or complete closure of the
business is required for deep cleaning.
• Review policies, procedures, and protocols in place to determine whether there are any
improvements that can be implemented to better mitigate against future risks.
• Report any confirmed cases to the relevant public health department for further
investigation.

Vaccination Policy
Intent
In order to protect vulnerable populations in environments where the risk of contracting and
transmitting the COVID-19 and the Delta variant is higher, Ontario’s Chief Medical Officer of
Health has issued a directive mandating that community care service providers have a
vaccination policy for employees, contractors, and volunteers.
This policy complies with the requirements of the Ministry of Health and Ministry of Children
Community and Social Services and addresses Autism Ontario’s expectations around
vaccinations for the COVID-19 and Delta variant.
Scope
This policy applies to all staff, volunteers, contractors and students.
Policy Statements
Effective September 23, 2021, all employees, contractors, and volunteers must provide proof
one of the following:
1. Full vaccination against COVID-19 (After vaccination, individuals with an Ontario photo
health card can log in to the provincial portal to download or print an electronic COVID-
19 vaccine receipt (PDF) for each dose received.)*
2. A medical reason for not being vaccinated against COVID-19 – this must be
substantiated by adequate medical evidence (Written proof of a documented medical
reason for not being fully vaccinated against COVID-19 must be provided by a physician
. The note from the physician must specify the effective time-period for the medical
reason. If time-limited, the note should indicate how long it is expected to last.)
An individual’s ability to volunteer in-person with Autism Ontario will be contingent upon
providing proof of one of the above. If not vaccinated, a COVID-19 antigen test must be taken,
and a negative result presented within 72 hours of any Autism Ontario in-person event or
meeting.
For employees, proof must be submitted, as an encrypted email, to hr@autismontario.com and

will be kept in a separate confidential employee file (separate from personnel information).
Confidentiality:
All vaccination information and/or the reason(s) for not receiving a vaccination will remain in the
employee’s confidential Human Resources file for the purposes of ensuring the safety of the
Autism Ontario’s employees, volunteers, contractors, and the families and communities we
serve, in the event of a COVID-19 or Delta variant outbreak. Employee vaccination statuses will
not be disclosed to other employees. Vaccination status will only be disclosed on a “need-to-
know” basis where it might impact Autism Ontario’s service delivery.

If an employee tests positive for COVID-19 they must follow the procedures outlined in Autism
Ontario’s Responding to COVID-19 in the Workplace Policy.
Accommodations:
Where an individual provides a medical or religious reason for having not received a COVID-19
vaccination, Autism Ontario will work with the employee to find an appropriate accommodation.

Administration
Acknowledgement and Agreement
I acknowledge that I have read and understand the policies, practices and procedures outlined
in the Autism Ontario Employee Manual (version 2.0). I agree to adhere to the manual in its
entirety and will ensure that employees working under my direction adhere to the manual. I
understand that if I violate the rules set forth in the manual, I may face disciplinary action, up to
and including termination of employment.
Employee Sign-Off
Name
Signature
Date
Please submit this signed acknowledgment to HR (hr@autismontario.com) to be placed in your

personnel file.

Appendix
Serious Incident Report Flow Chart

Autism Ontario Policy Manual - V2 May 2022

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Autism Ontario Policy Manual - V2 May 2022

Uploaded by

Copyright:

Available Formats

Employee Policy Manual, 2.

Autism Ontario Employee Policy Manual, Version 2 p2

Autism Ontario Employee Policy Manual, Version 2 p3

Autism Ontario Employee Policy Manual, Version 2 p4

Autism Ontario Employee Policy Manual, Version 2 p5

More specifically, we ask that you:

What you can expect from Autism Ontario:

Autism Ontario Employee Policy Manual, Version 2 p6

All policies contained in this manual will be:

• Presented in a common format;

Autism Ontario Employee Policy Manual, Version 2 p7

Mission, Vision, Values

Our Vision: Best Life, Better World, Making Autism Matter!

Respect: We value equity, diversity, and inclusion, and we listen to understand.

Autism Ontario Employee Policy Manual, Version 2 p8

Using the Policy

Autism Ontario Employee Policy Manual, Version 2 p9

• Human resources shall be responsible for the placement of all recruitment

• Applicants must also submit a resume and cover letter.

Autism Ontario Employee Policy Manual, Version 2 p10

References and Background Checks

Potential Hiring Conflicts

Autism Ontario Employee Policy Manual, Version 2 p11

• Employees engaging in romantic relationships and employees that become married or

Autism Ontario Employee Policy Manual, Version 2 p12

Requesting a Record Check

Consent and Disclosure of Police Record Checks

Results of a Record Check

Autism Ontario Employee Policy Manual, Version 2 p13

The individual will be advised in writing of the committee’s decision.

Autism Ontario Employee Policy Manual, Version 2 p14

Prohibited Grounds of Discrimination

The following is a list of the prohibited grounds of discrimination in Ontario:

Autism Ontario Employee Policy Manual, Version 2 p15

Accommodation may be temporary, or permanent, based on the requirements of the individual.

In the creation of an accommodation plan, Autism Ontario shall:

1. Identify the need for accommodation.

Where the accommodation required necessitates an investment in materials, equipment or

Autism Ontario Employee Policy Manual, Version 2 p16

In the event an employee cannot be accommodated in their current position it may be

Autism Ontario Employee Policy Manual, Version 2 p17

Where the provision of accommodation is found to cause undue hardship on the

Reporting a Human Rights Issue

• The date and time of each incident you wish to report;

False or Frivolous Complaints

It is important to realize that unfounded/frivolous allegations of discrimination may cause both

Autism Ontario Employee Policy Manual, Version 2 p18

Autism Ontario Employee Policy Manual, Version 2 p19

Autism Ontario believes in the development of our workforce to enhance employee

Programs and Resources for Training and Development

Autism Ontario Employee Policy Manual, Version 2 p20

Employer or Human Resources

Support career development by:

• Providing resources to managers and employees;

Take individual responsibility for their careers by:

• Demonstrating organizational values;

Autism Ontario Employee Policy Manual, Version 2 p21

Criteria for Approval

Guidelines for Reimbursement

Training Requiring Leave of Absence

Autism Ontario Employee Policy Manual, Version 2 p22

Autism Ontario classifies termination of employment in three categories:

Resignations should be confirmed by the employee’s department in writing as soon as possible