Violence Prevention Procedures

ROLES AND RESPONSIBILITIES

1. The VCC President:
   
   
   
   1. Provides institutional leadership and direction for workplace violence prevention.
   
   
   2. Promotes a culture of safety and ensures College-wide compliance with applicable legislation and standards.
   
   
   3. Supports communication with the campus community following significant safety-related incidents.
   
   
   
   


2. The Executive Director; Safety, Security, Risk and Privacy, or delegate:
   
   
   
   1. Develops and maintains the Workplace Violence Prevention Program and associated procedures.
   
   
   2. Coordinates the College's threat assessment process and participates in the Threat Assessment Team.
   
   
   3. Ensures timely receipt, assessment, and follow-up of reports related to workplace violence.
   
   
   4. Participates in investigations involving students.
   
   
   5. Provides training and guidance to employees and students regarding violence prevention, reporting channels, and personal safety.
   
   
   6. Ensures all relevant incidents are documented and retained in accordance with College policies and regulatory requirements.
   
   
   
   


3. The Occupational Health and Safety (OHS) Coordinator:
   
   
   
   1. Conducts and updates risk assessments to identify areas of vulnerability within the College.
   
   
   2. Works with departments to implement safety controls and corrective measures.
   
   
   3. Maintains training records, incident logs, and related documentation.
   
   
   4. Provides guidance to employees and supervisors on reporting expectations and safe work practices.
   
   
   5. Participates in investigations and post‑incident reviews, as required.
   
   
   6. Identifies trends and recommends program improvements to strengthen campus safety.
   
   
   
   


4. College Employees must:
   
   
   
   1. Report any incidents, threats, or concerning behaviour through established reporting channels.
   
   
   2. Participate in required safety and violence prevention training.
   
   
   3. Cooperate with investigations, safety reviews, and follow‑up measures.
   
   
   4. Take reasonable steps to protect their own safety and the safety of others.
   
   
   5. Support an environment where concerns may be raised without fear of retaliation.
   
   
   
   


5. Emergency Situations
   
   
   
   1. In situations where there is an immediate threat to personal safety, individuals must contact 911 and then notify College security services as soon as it is safe to do so.
   
   
   2. The SSRP and campus security will initiate emergency response procedures and coordinate with external emergency services as required.
   
   
   
   


6. Non‑Emergency Concerns or Incidents
   
   
   
   1. Employees, faculty, and staff may report concerns, threats, or incidents to security services, the OH&S Coordinator, their supervisor, or through the College's online reporting system.
   
   
   2. Reports should be made at the earliest opportunity to ensure the safety of individuals and College compliance with external reporting requirements.
   
   
   3. Supervisors who receive a report must forward it to the OHS Coordinator or the Executive Director of SSRP without delay.
   
   
   4. Students may report concerns, threats and incidents to any College employee or security staff. Employees who receive a report from a student must forward it to the Executive Director of SSRP or their designate. 
   
   
   
   


7. Threat Assessment Team (TAT)
   
   
   
   1. Situations involving significant threats of harm, escalating behaviours, or significant safety concerns will be referred to the Threat Assessment Team.
   
   
   2. These situations are typically referred through the Committee for Concerning Student Behaviour (CCSB) or the Executive Director of SSRP or their designate.
   
   
   3. The TAT will determine the level of risk and recommend appropriate interventions, including monitoring, safety planning, or disciplinary measures.
   
   
   4. The TAT will gather relevant information, which may include interviews, academic or employment records, behavioural observations, and prior incident reports.
   
   
   5. The TAT will assign responsibilities for follow‑up actions and determine timelines for reassessment.
   
   
   
   


8. Investigations: 
   
   
   
   1. Where the investigation involves an Employee:
      
      
      
      1. The OHS Coordinator, in collaboration with People Services (where applicable), will initiate an investigation into reported incidents that involve employees.
      
      
      2. Based on the level of risk, the College may implement temporary Interim Measures while the investigation is ongoing. Interim Measures may include workspace modifications, escorted access, or schedule adjustments.
      
      
      3. Investigations may include interviews with involved parties, evidence review, and consultation with relevant departments.
      
      
      4. Investigations must be completed in a timely manner, in compliance with WorkSafeBC deadlines, while following the principles of procedural fairness and natural justice.
      
      
      5. A written report summarizing findings and recommended corrective actions will be submitted to the appropriate administrative authority and, when required, WorkSafeBC.
      
      
      
      
   
   
   2. Incidents involving only students will be investigated by the Executive Director, Safety, Security, Risk and Privacy, or their delegate, and the Student Conduct and Judicial Affairs Officer under the Student Non-Academic Conduct Policy.
   
   
   3. The College may elect to use an external investigator at its discretion.
   
   
   4. Individuals involved in investigations may request to have a support person, including union representatives, present during the investigation.
   
   
   5. Indigenous individuals involved in investigations are encouraged to access the IECE department for support during an investigation or incorporate Indigenous practices into the investigation process, including but not limited to: elder blessings, smudging ceremonies, or practices specific to their Nation that bring peace and understanding.
   
   
   6. No individual shall be penalized in any way for reporting incidents of violence, or giving evidence in an investigation, unless the claim is proven to be made in bad faith, or is frivolous or vexatious.
   
   
   
   


9.  Communications:
   
   
   
   1. Supervisors in affected areas will receive information necessary to maintain safety while protecting personal information in compliance with the Freedom of Information and Protection of Privacy Act.
   
   
   2. The Department of Safety, Security, Risk, and Privacy will issue internal notifications when immediate safety risks are present.
   
   
   3. Public statements related to incidents will be coordinated through the Executive Director of  Marketing and Communications, or their designate, to ensure accuracy and consistency.
   
   
   
   


10.  Post‑Incident Support Procedures
    
    
    
    1. Individuals affected by violence may be referred to counselling, employee and family assistance programs, or receive academic or employment accommodations where appropriate.
    
    
    2. Following major incidents, departments impacted by a violent incident may participate in facilitated debriefs to address concerns and restore a safe work environment.
    
    
    3. The People Services Department and/or the VP Students and Community Development or designate, will assist in developing supportive return‑to‑work or return‑to‑study plans when needed.
    
    
    
    


11. Training and Awareness Procedures
    
    
    
    1. The DSSRP will make violence prevention training available to employees on a regular basis.
    
    
    2. Supervisors will undertake any additional training required by WorkSafeBC.
    
    
    3. Students will be provided with relevant safety information during orientation and through campus awareness initiatives.
    
    
    
    


12. Recordkeeping and Documentation
    
    
    
    1. The DSSRP will maintain records of all reported incidents in a secure system.
    
    
    2. People Services will maintain investigation records involving employees.
    
    
    3. Records relating to student incidents will be retained by the Student Conduct and Judicial Affairs Officer.
    
    
    4. All records will be retained according to the College retention schedules and applicable legislation.