RESPECTFUL WORKPLACE POLICY AND PROCEDURES

Introduction

Ottawa Little Theatre (OLT) is committed to providing a safe, productive, healthy, and respectful environment for its employees, volunteers, guests, and contractors. The Board, staff, and volunteers share responsibility for fostering a culture of mutual respect, openness, acceptance, creativity, and camaraderie.

Discrimination, harassment, bullying, workplace violence, and threats of violence will not be tolerated. All concerns raised in good faith will be taken seriously and addressed appropriately.

OLT is a signatory to the Canadian Arts Coalition’s “Respectful Workplaces in the Arts ”  Code of Conduct. 

Purpose

The purpose of this policy is to:

  • promote a positive, harmonious, safe, and respectful working environment;
  • ensure compliance with the workplace violence and harassment requirements of Ontario’s Occupational Health and Safety Act (OHSA);
  • establish clear standards of conduct and integrity; and
  • provide fair and effective processes for raising and resolving workplace concerns.

A respectful and safe workplace is fundamental to OLT’s mission and to fostering a culture of creativity and excellence.

Scope

This policy applies to all OLT staff, volunteers, guests, and contractors.

Prohibited conduct includes discrimination, harassment, bullying, workplace violence, and threats of violence, whether verbal, non-verbal, written, physical, or digital, including conduct through electronic communications and social media.

 Expectations

Staff and volunteers are expected to:

  • treat one another and members of the public with dignity and respect;
  • act with honesty and integrity;
  • maintain high standards of conduct;
  • avoid conflicts of interest;
  • conduct themselves in a manner that reflects positively on OLT and supports its mission and mandate; and
  • respect confidentiality and privacy when raising, responding to, or participating in the review of workplace concerns.

 Raising and Responding to Workplace Concerns

Everyone shares responsibility for maintaining a respectful workplace. Anyone who experiences or witnesses conduct that may be disrespectful, inappropriate, harassing, bullying, discriminatory, or threatening is encouraged to raise the concern promptly and in good faith.

Speaking up as an ally can be particularly important when the person directly affected may not feel comfortable or able to respond. Concerns should be based on conduct personally experienced or observed and raised through the appropriate channels. Concerns should not be spread through speculation, gossip, campaigning, or attempts to isolate or prejudge another person.

The appropriate response will depend on the nature and seriousness of the conduct. The following options are available and do not necessarily need to be followed in order.

1. Address the Conduct Directly

If comfortable and safe doing so, a person who experiences or witnesses unwelcome conduct may calmly identify the behaviour, explain its impact, and ask that it stop. A witness may also offer support to the person affected or, where appropriate, speak up at the time.

No one is required to confront another person directly before raising a concern.

2. Raise the Concern with the Appropriate OLT Resource

Concerns involving paid staff may be brought to the Technical Director or President.

Concerns arising within a production may be brought to the Director or Volunteer Liaison. The Volunteer Liaison is a neutral resource assigned to each production who can listen, help clarify the concern, and assist those involved in identifying an appropriate and constructive resolution.

The person raising the concern, the person directly affected, the Director, or the Volunteer Liaison may seek assistance from the Chair of the Volunteer Committee when further support or intervention would be helpful.

The Chair of the Volunteer Committee is also a point of contact when there is no Volunteer Liaison, such as concerns arising from committee work or other volunteer activities outside a production.

3. Report Harassment, Bullying, or Discrimination to a Board Designate

Conduct that may constitute harassment, bullying, or discrimination should be reported to a Board Designate.

A concern may be raised by the person directly affected or by someone who personally witnessed the conduct. The person reporting should provide, as accurately as possible, details of the specific conduct experienced or observed.

The Board Designate will determine the appropriate next steps in accordance with this policy.

 4. File a Formal Complaint

A formal written complaint may be submitted to a Board Designate when informal measures would be inappropriate or have been ineffective.

A formal complaint may be particularly appropriate for allegations involving violence, sexual harassment, serious discrimination, a significant power imbalance, or repeated conduct.

The complaint should describe the conduct at issue and, where available, include relevant dates, locations, witnesses, and supporting information.

 5. Report Immediate Threats or Violence

An immediate threat to safety or conduct involving physical or sexual assault should be reported to emergency services by calling 911.

A Board Designate should be notified as soon as it is safe and practical to do so.

 Responsible Reporting and Fair Treatment

All concerns will be taken seriously and addressed as promptly, discreetly, and fairly as circumstances permit. Raising a concern does not, by itself, establish that misconduct occurred. Information will be assessed objectively, and everyone involved will be treated with dignity and given an appropriate opportunity to provide relevant information.

Individuals are encouraged to distinguish between inappropriate conduct and ordinary interpersonal conflict, differences of opinion, reasonable direction, or isolated misunderstandings. When the nature of a situation is uncertain, the Volunteer Liaison or a Board Designate may provide confidential guidance about the appropriate process.

Reports must be made honestly and in good faith. A concern will not be considered improper merely because it cannot ultimately be substantiated. However, knowingly making a false or misleading allegation, deliberately withholding material information, organizing others against an individual, or spreading allegations outside the appropriate process may itself constitute a breach of this policy.

Retaliation against anyone who raises a concern, supports another person, participates in a review, acts as a witness, or provides information in good faith is prohibited. Retaliation may result in disciplinary action.

Everyone involved in a complaint or review is expected to respect the privacy of the individuals concerned and discuss the matter only with those who need the information to provide support or address the concern.

 Appointment of Board Designates

The Board shall designate two individuals from the membership to oversee concerns and complaints under this policy. Designates will be selected based on appropriate knowledge or experience in areas such as human resources, conflict resolution, or mediation. Training will be provided where necessary.

The Board Designates will:

  • act as the primary contacts for complaints and concerns involving workplace violence, harassment, bullying, and discrimination;
  • ensure concerns and complaints are handled professionally, discreetly, and in accordance with this policy; and
  • support the consistent application of the policy and reporting procedures.

The Volunteer Liaison will review the key provisions of this policy at the First Read of every production so that participants are aware of OLT’s expectations and reporting procedures.

 Consequences

Any staff member or volunteer found to have engaged in discrimination, harassment, bullying, violence, or retaliation may be subject to disciplinary or corrective action appropriate to the circumstances.

Consequences may include:

  • a verbal or written warning;
  • suspension, with or without pay where applicable;
  • termination of employment or volunteer involvement; or
  • legal action, where applicable.

 Review and Updates

This policy will be reviewed annually by the Board of Directors and updated as necessary to maintain compliance with applicable law and reflect the evolving needs of OLT.

 

APPENDIX A: DEFINITIONS

OLT applies the definitions contained in Ontario’s Occupational Health and Safety Act (OHSA).

 The OHSA defines :

“Workplace Violence” as:

  1. the exercise of physical force by a person against a worker, in a workplace, that causes or could cause physical injury to the worker;
  2. an attempt to exercise physical force against a worker, in a workplace, that could cause physical injury to the worker; or
  3. a statement or behaviour that it 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.

“Workplace Harassment” as

  1. 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, including workplace sexual harassment.

 “Workplace Sexual Harassment” as:

  1. engaging in a course of vexatious comment or conduct against a worker in a workplace because of sex, sexual orientation, gender identity, or gender expression, where the course of comment or conduct is known or ought reasonably to be known to be unwelcome; or
  2. making a sexual solicitation or advance where the person making 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.

 APPENDIX B: FIRST READ STATEMENT

To be read by the Volunteer Liaison at the First Read of each new production:

“Welcome, everyone. As we begin this production, the Board of Directors of Ottawa Little Theatre wants to remind our volunteers and staff of our commitment to maintaining a respectful and safe working environment.

We are committed to an atmosphere of mutual respect, openness, and acceptance. Discrimination, harassment, bullying, and violence will not be tolerated.

A respectful and safe workplace that fosters creativity and camaraderie is fundamental to OLT’s mission and culture of excellence.

If you experience or witness unacceptable behaviour, OLT has a clear process for raising concerns. Depending on the circumstances, you may address the conduct directly, speak with the Director or Volunteer Liaison, seek assistance from the Chair of the Volunteer Committee, report harassment, bullying, or discrimination to a Board Designate, or file a formal complaint. No one is required to confront another person directly before reporting a concern.

In the event of an immediate threat to safety or physical or sexual assault, call 911 and notify a Board Designate as soon as it is safe and practical to do so.

Concerns raised in good faith will be taken seriously, and retaliation against anyone who raises a concern or participates in the process in good faith is prohibited.”

 CONTACT INFORMATION

Board Designates
Venetia Lawless and Ross Dumontet
Email: Respectfulwp@ottawalittletheatre.com

 

Updated September 2026