THE BOARD OF REGENTS BOARD MEETING AGENDA Monday, November 23, 2015 Convocation Hall 5:30 p.m.

5:30 p.m. 1. Call to Order

2. Adoption of the Agenda

3. Adoption of Minutes – October 5, 2015

4. Reports

4.1 Chair’s Remarks 4.2 President & Vice-Chancellor’s Remarks 4.3 Governance & Community Relations Committee 4.3.1 Safety and Health Policy – For Information 4.3.2 Working Alone/In Isolation Policy and Procedures – For Information 4.4 University Human Research Ethics Board 4.4.1 Revisions and Updates to Terms of Reference – For Approval 4.4.2 Annual Reports (2012 – 2015) - For Information

6:15 p.m. 5. In Camera

8:30 p.m. 6. Adjourn

THE UNIVERSITY OF WINNIPEG (the “University”) Meeting of the Board of Regents (the “Board”) held on Monday, October 5, 2015 at 5:30 p.m.

PRESENT : L. Adeleye-Olusae, N. Besner, J. Blackman, R. Dunsmore, E. Epp, B. Evans, H. Finnigan, A. Gerhard, H. Hickey, J. Huebner, R. Ingram, E. Johnstone, S. Jonasson, P. McLeod, A. Moran, N. Murdock, J. Northham, E. Phillips, M. Roksandic, G. Schiak, O. Siddiqui, B. Suderman, N. Tajdin, L. Tolton, A. Trimbee, M. Vachon, G. Van Den Bosch, P. Veitch, L. Waters

PRESENT WITH CONSENT OF THE BOARD : A. Balan, B. Balan, J. Currie, B. Daly, J. Distasio, N. Dixon, T. Einarson Breber, M. Emslie, D. Fitzpatrick, R. Jochelson, S. Kreiner, L. McGifford, C. Minaker, C. Morrison, G. Prefontaine, M. Reimer L. Repski, C. Russell, B. Song

REGRETS : B. Bileski, R. Campbell-Stovell, K. Grower, D. Jacks, G. MacDonald, R. Silver, T. Whalen

E. Johnstone acted as Chair of the meeting and C. Morrison acted as Secretary. Notice of Meeting having been given and a quorum of Regents being present, the Chair declared the meeting to be properly constituted for the transaction of business.

1. Approval of Agenda

E. Johnstone tabled the Agenda. On a motion by M. Vachon and seconded by E. Phillips:

RESOLVED THAT the Agenda is approved.

Carried .

2. Approval of the Minutes of the Meeting of June 22, 2015

E. Johnstone tabled the Minutes of the Meeting of June 22, 2015, and requested a motion for the approval of same. On a motion by M. Vachon and seconded by B. Suderman:

RESOLVED THAT the Minutes of the Meeting of June 22, 2015 be approved.

Carried .

3. Remarks of the Chair

E. Johnstone welcomed new and returning Regents. He advised that the Board would be discussing the Strategic Directions document later in the meeting, and encouraged a robust conversation. He reminded Regents that while all members are serving by appointment, Regents do not represent their appointing bodies and that the foremost responsibility of a Regent is to the University. E. Johnstone noted that, as is customary, the Board Officers met prior to this meeting, to discuss this Agenda, as well as a broader

strategy for agendas for the coming year. He advised that the Board Officers completed the annual performance review of the President, and expressed their support of A. Trimbee.

4. The Year to Come

E. Johnstone advised that the intent for the coming year is to have structured time at each meeting to discuss the particular themes which were identified throughout the Strategic Direction discussions, and outlined the items which would likely be discussed at the November meeting.

5. Report of the President and Vice-Chancellor

A. Trimbee noted that the format of this month’s report would focus on resources, reputation and reform. She noted that there are many achievements noted in the report, and highlighted the following:

- Resources: o enrolment is up slightly from last year; o several major external research grants were awarded;

- Reputation: o Premier Selinger was on campus to participate in UWinnipeg’s summer camp for inner-city children at the RecPlex; o CBC held their Annual Public Meeting in Convocation Hall, which was webcast across the country; o the second Dr. Axworthy Distinguished Lecture featuring Dr. Jane Goodall was held on September 11, 2015; o the University is working to implement the recommendations of the Truth and Reconciliation Commission as they apply to educational institutions; o the University of Winnipeg has collaborated with other Manitoba Universities on a blueprint for Indigenous Education; o the University has received notice that it has achieved a Silver rating under the STARS program; o The Richardson College for the Environment has been awarded LEED Gold status; o Diversity was named to the 2015 list of Canada’s greenest restaurants by Leaders in Environmentally Accountable Food Service; o I. Mauro was recently named to the Royal Society of Canada; o the University, in partnership with the Winnipeg Art Gallery, recently hired J. Nagam to be North America’s first Chair in History and Indigenous Art; o J. Janzen is one of six to be awarded the 2015 Governor General’s History Award for Excellence in Teaching; o L. Dietrick has been awarded the Boeschentein Medal; o W. Kinew’s book The Reason You Walk has been released; o M. Roksandic was awarded the Wenner-Gren Initiatives Grant for organizing an international conference with a goal of coming up with a plan of action on the Nicaraguan canal; o several homecoming events were held from September 25 – 27, 2015;

- Reform:

o UWinnipeg will be conducting a retention analysis this year to increase understanding of why student leave UWInnipeg prior to the completion of a degree and contribute to the development of an institutional retention framework and strategy; and o the University has launched a comprehensive action plan aimed at eliminating sexual misconduct on campus.

6. Nominating Committee

G. Van Den Bosh advised that the Nominating Committee met, and filled the remaining Board Committee vacancies. It was noted that L. Tolton should replace L. Waters, as Chair of the Audit & Risk Committee, on the Board Executive Committee.

7. Governance & Community Relations Committee

P. McLeod welcomed the new members of the Governance & Community Relations Committee, and provided an update on the Committee’s activities.

8. In Camera Discussion

9. Adjournment

As there was no further business to come before the meeting, on a motion by M. Vachon:

RESOLVED THAT the meeting be terminated.

Carried .

Chair Secretary

President’s Report Board of Regents – November 23, 2015

• This report covers the period from October 2015 to November 2015 and will focus on: o Resources; o Reputation; and o Reform

Resources:

• On October 16, Premier Selinger announced that the Province is investing $400,000 over the next two years towards the creation of the Prairie Climate Centre at the Richardson College for the Environment. One quarter of this money is being provided to Dr. Ian Mauro of the Department of Geography to produce a documentary about the boreal forest. The remaining $300,000 will be used as core funding for the Centre, under the supervision of Dr. Danny Blair (RCFE Principal) and Dr. Ian Mauro, to hire a Research Associate and additional personnel as needed, to create and mobilize knowledge about the Prairie’s changing climate for a wide range of stakeholders, including government and industry, who are in need of data, advice and networking to prepare adaptation strategies and policies. The Centre is a joint initiative with the International Institute for Sustainable Development (IISD); in June the Centre received $250,000 over five years from Great-West Life.

• Work has been completed on Indigenous Insights, which is a training series designed to help public and private sector organizations develop a better understanding of Indigenous issues. The series features a set of online video and a facilitation guide, the development of which was led by Wab Kinew and supported by Indigenous scholars at UWinnipeg. We have already received strong interest from a range of organizations. This will help organizations to comply with recommendations made by the Truth and Reconciliation Commission.

• The following external research grants were awarded: o SSHRC Connections Grant: Catherine Taylor ($36,000) o NSERC Engage Grant: Christopher Bidinosti ($25,000)

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o Thomas Sill Foundation: William Buhay ($7,500) o Manitoba Research Alliance (SSHRC sub grants): Shauna MacKinnon ($16,000), Jaime Cidro ($10,000) Donna Copsey Haydey ($6,832.70) o MPB Communications (Contract): Ed Cloutis ($6,000)

Reputation:

• The University of Winnipeg honoured The Honourable Justice Murray Sinclair at the Duff Roblin Dinner on November 17. In the spirit of reconciliation, conversations were facilitated between Indigenous, business and community leaders. The event was attended by the federal Minster of Indigenous and Northern Affairs Carolyn Bennet and Premier Greg Selinger and it was completely sold out, attended by over 450 people. Proceeds will fund scholarships for residential school survivors and their decedents.

• Dr. Wab Kinew, Associate Vice President of Indigenous Affairs recently released a book titled “The Reason You Walk” and attended over 20 public events across Canada. The book is a #1 national best seller in Canada. Wab also wrote an op-ed that was published in the National Post calling on all federal parties to make reconciliation a top priority. The open letter was signed by many honourary witnesses of the Truth and Reconciliation Commission, including two former Prime Ministers.

• The provincial government brought forward their Throne Speech on November 16. The University of Winnipeg received significant attention, including the innovative UWinnipeg Commons and our approach to creating a safe campus. The Minister of Advanced Education came to campus later that week to announce that the government was bringing forward legislation to ensure that all campuses in Manitoba create policies modeled on our Sexual Misconduct Response Protocol. Jan Byrd, Executive Director of Wellness and Student Life, was given an A+ by the Minister.

• Dr. David Suzuki received an honourary doctorate at UWinnipeg’s fall convocation. Dr. Suzuki delivered an impassioned address to students and implored them to stay open to the types of changes that are necessary to preserve our environment. On the evening preceding convocation, UWinnipeg hosted an event attended by 500 people at the Metropolitan Theatre that featured a screening of Dr. Ian Mauro’s film on how climate change is affecting Canada’s Pacific coast and a fireside chat with Dr. David Suzuki. Both events received significant media attention and were well received by students and community members.

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• The Convocation ceremony also featured Gilles Paquin, Distinguished Alumni Award winner, Dr. Anna Stokke, who was awarded the Clarence Atchison Award for Excellence in Community Service and Dr. Roewan Crowe who was awarded the Marsha Hanen Award for Excellences in Creating Community Awareness.

• On October 6, The University of Winnipeg hosted an event to recognize the tremendous contribution of Dr. Lloyd Axworthy and announced the naming of the RecPlex in his honour, now known as the Axworthy Health and RecPlex. New signage is being created and there will be a media photo opportunity once the final sign has been installed.

• The Weweni Speakers Series continued with a public lecture by University of Lethbridge’s Dr. Leroy Littlebear titled “What I know now about Canada” in which he explored the need for the country to reconcile with Indigenous peoples. The Weweni Series highlights the work of Indigenous scholars and celebrates the success of Indigenous students.

• Five outstanding female researchers from The University of Winnipeg were highlighted at the Manitoba Legislature on October 16, 2015 as part of the day for Women in : o Dr. Nora Casson (Geography) o Dr. Amy Desroches (Psychology) o Dr. Sara Good (Biology) o Dr. Melanie Martin (Physics) o Dr. Tabitha Wood (Chemistry)

• On October 29, the Richardson College for the Environment (RCFE) hosted Mr. Nicolas Chapuis, France’s Ambassador to Canada. He spoke in Convocation Hall to a large audience of students and community members (with government representatives and media in attendance) on the importance of the upcoming COP21 international climate negotiations. On hearing about the Prairie Climate Centre in June, Mr. Chapuis asked to speak at the Centre during his visit in October. The event was co-hosted with the IISD. The Ambassador’ staff noted that France would very much like to engage with the University to discuss how to increase the number of opportunities for Canadian students to study in France as exchange students.

• On October 28, RCFE hosted Dr. Slobodan Simonovic, who spoke in the Geography Department’s lecture series on his research into Disaster Resilience. Dr. Simonovic is the Director of Engineering Studies in the Institute for Catastrophic Loss Reduction; he is

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a very well connected and respected researcher who noted that there are clearly many ways in which he and his colleagues might collaborate with UWinnipeg researchers on projects related to climate change and disasters/risk.

• In October, Dr. Blair Jamieson spoke on the “ Winnipeg Connection to the 2015 Nobel Prize in Physics ”. Dr. Blair spoke about his work with Nobel-winner Dr. Art McDonald at the Sudbury Neutrino Observatory in the final phase of the experiment which made the prize-winning discovery.

• September 24 to November 6 saw seven books launched at McNally Robinson by members of the Faculty of Arts:

o The Social Determinants of Health in Manitoba (2 nd edition), Jim Silver and Shauna MacKinnon (Urban and Inner-City Studies) o Sons and Mothers: Stories from Mennonite Men , Mary Ann Loewen (Rhetoric, Writing, Communications) o Decolonizing Employment: Aboriginal Inclusion in Canada’s Labour Market , Shauna MacKinnon o Finding McLuhan: The Mind, The Man, the Message , Tracy Whalen, Catherine Taylor, Jaqueline McLeod Rogers (Rhetoric, Writing, and Communications) o Poor Housing: A Silent Crisis , Jim Silver o After Light (novel), Catherine Hunter o Social Justice Critical Research Strategies for Journalists, Scholars, Activists , Kevin Walby (Criminal Justice)

• Dr. Perry Nodelman, Emeritus Professor of English, was awarded the 2015 International Brothers Grimm Award, presented by the International Institute for Children’s Literature, in Osaka, Japan.

• The Master’s in Development Practice (MDP) program recently won the Career Development Award of Excellence from Career Trek. The awards acknowledge accomplishments that have a lasting impact, demonstrate the highest level of professionalism, and deliver exceptional results.

• Global College has developed a new on-line resource www.humanrightshub.ca using a grant from the Winnipeg Foundation. The site will build synergy among the growing number of entities in Winnipeg dedicated to Human Rights work.

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• CISCO Systems Canada has agreed in principle to support a project to address the Digital Divide, and to examine the possibilities and infrastructure requirements of a free-to-the- user wireless network available to UW neighbouring communities.

• UWinnipeg’s Institute of Urban Studies played a central role in the recent Census of Homeless Persons in Winnipeg. Much of this effort was coordinated by IUS Senior Research Associate Scott McCullough, with support of the IUS team, 20 partners and six supporting agencies and 300 volunteers. Approximately 2,000 surveys were completed along 150 km of inner-city streets. Winnipeg is the only city in Canada known to have undertaken writing of Ethics, Safety, and Protocols for homeless counts. These materials, as well as the Training Manual and 3.5 hour PowerPoint are being made available to cities across Canada as best-practices for doing homeless counts. The effort received significant media attention and was a demonstration of how UWinnipeg is leading the nation in the area of social research.

• UWinnipeg received a Silver designation from STARS, which is a rating system from the Association for the Advancement of Sustainability in Higher Education. Of note, the University was first in Canada and second among the 138 colleges and universities that were rated in the category of sustainable food service. Diversity Foods was highlighted in the STARS report for this achievement.

• UWinnipeg continues to earn media attention that features the excellent work of our faculty and students. Examples include:

o Faculty research (eg. “UWinnipeg Water Governance Research Featured at the Royal Society”), o Student achievement (eg. “UWinnipeg students run rings around competition at national forestry bowl”), o Student experience (eg. “Academic Accommodation For Student Voting”) o Academic excellence (eg. “Collegiate Teacher to receive prestigious award at Rideau Hall”) o Indigenous inclusion (eg. “Indigenous Academic to offer reflections on Canada”) o Alumni success (eg. “Gilles Paquin to receive UWinnipeg Distinguished Alumni Award”), o Sustainability (eg. “Eco Gold for UWinnipeg”), o Community outreach, (eg. “UWinnipeg team rides for refugees”)

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• UWinnipeg continues to build its digital following through increased integration of social media in communications activities. During the first two months of the school year, total impressions on Facebook and Twitter exceeded 440,000 and engagements (clicks) exceeded 9,000 — which peaked during high profile campus activities such as convocation and visits from Jane Goodall and David Suzuki.

Reform:

• As the Strategic Directions were approved by the Board of Regents on October 5, the University has started the next phase of its implementation, which includes the development of an integrated academic and research plan as well as a strategic enrolment management plan that includes consideration of how we should best provide supports to enable student success. On October 21 st , Dr. Annette Trimbee addressed a full house in Convocation Hall and delivered the University State of Address, the focus of which was the Strategic Directions and how faculty, staff and students can take part in its realization. We will continue to communicate the Strategic Directions to our internal and external community members over the coming months.

• The Indigenous course requirement was approved by the Senate on November 20. This requirement is a first in Canada in that it will apply to all undergraduate students who attend The University of Winnipeg.

• Work has begun to renovate the space on the first two floors of 491 Portage Ave for December occupancy by Student Services. When the move is complete, students will have access to a holistic range of services in one location. Preliminary planning continues on the renovations for the spaces vacated by Student Services.

• The Health and Wellness Centre Counseling Service opened on the first floor Duckworth, sharing facilities with the Department of Athletics. The link between exercise and mental health is strengthened by this shared space, which is designed to meet the emotional needs of students, assisting them in academics and in social, mental and physical health and wellness.

• On October 23rd in partnership with the Library, the Research Office hosted our first session in the 2015-16 Mobilizing Research Series. The session was a panel on Open Access and was webcast live via a grant from the Council of Prairie and Pacific University Libraries (COPPUL). Our second session was held on October 26th to end Open Access Week.

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• The University is in the process of preparing to distribute a Request for Proposal for contracted Security Services. The RFP will be distributed to Winnipeg-based established security firms. The RFP sets out detailed criteria which will form the basis of the University’s review and ultimate decision. In accordance with University guidelines, this partnership will be presented to the Board of Regents.

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POLICY: VPAS# :Safety and Health Policy PROCEDURES:

APPENDIX:

SAFETY and HEALTH POLICY

AUTHORITY: University Administration

RESPONSIBILITY: Vice President, Human Resources, Audit and Sustainability

Effective Date : October 30, 2015

Purpose The purpose of this Policy is to provide for and promote a safe and healthy environment for all employees, students, contractors, volunteers and visitors in which to work, study and participate in educational and University sponsored events or recreational activities both on and off campus in accordance with Manitoba Workplace Health and Safety legislation.

Scope This Policy applies to all members of the University community including employees, contractors and their employees, students, volunteers, visitors and any other individuals engaged in duties or activities having a substantial connection to the University, on or off campus.

This Policy applies to all University premises and other work and study sites under the University’s control, or during the course of any University sponsored event. This Policy also applies to conduct off of University premises that has an identifiable and substantial link to the University or that affects the University working, learning or living environment.

Responsibility The Vice-President, Human Resources, Audit and Sustainability shall be responsible for the development, administration and review of this Policy.

Definitions : “Supervisor” means: a person who has charge of a workplace or authority over a worker. In the case of the University this would include but not be limited to: Department Head, Director, Manager or supervisor responsible and which may include faculty in charge of classroom or laboratory settings.

“University Community ” shall include, but is not limited to, students, employees, visitors, volunteers and contractors and their employees

Approved : Revised : September 10, 2013 Cross Reference: Manitoba Workplace Safety and Health Act and Regulations Operational and Safe Work Procedures Specific to Departments

Principles The safety and health of all members of the University Community is of great importance to the University. The University recognizes that all members of the University Community have a right to expect, so far as is reasonably practicable, a safe and healthy working and learning environment. Therefore the University shall: • Support the operation of a joint employee-employer workplace safety and health committee and appropriate sub-committees, as may be required; • Support the formulation and implementation of ongoing effective safety and health policies and programs appropriate to the daily operations of the University; • Give priority to a safe work environment in the planning, direction and implementation of University activities; and • Comply with all applicable federal, provincial and municipal statues, regulations and codes pertaining to safety and health in the workplace.

Procedures:

Safety and health is a shared responsibility of the University Community where everyone has a responsibility to be aware of and conduct themselves in accordance with the law and related University policy, As such, all members of the University Community have a role to play in creating and maintaining a safe and healthy working and learning environment.

Responsibility of the Senior Executive The members of the Senior Executive shall: • Provide the support and organizational leadership necessary to implement and administer this Policy and comply with all relevant federal, provincial and municipal statutes, regulations, and codes pertaining to the University; • Incorporate into operational planning and budgeting the necessary resources, as may be reasonable and practicable, for the provision of safety and health programming and a safe working and learning environment; and • Ensure that the Safety Office has the opportunity to provide input: • on workplace safety and health related elements in the development of new construction and/or the renovation of existing buildings; and • in the procurement of equipment purchases to ensure appropriate safe work procedures, safety and ergonomic requirements are able to be met, and that University resources are effectively managed.

Responsibility of Deans, Department Chairs, Directors and Managers of Administrative Units Deans, Department Chairs, Directors and Managers of Administrative Units shall: • Provide the managerial support necessary to implement this Policy within their particular area of responsibility;

Approved : Revised : September 10, 2013 Cross Reference: Manitoba Workplace Safety and Health Act and Regulations Operational and Safe Work Procedures Specific to Departments

• Incorporate into operational policies, procedures, programs and projects adequate provision for safe working and learning conditions and practices; • Monitor and evaluate safety within their area of responsibility; • Ensure employees under their direction participate in appropriate safety and health training; and • Review completed inspection reports and implement any corrective actions that may be necessary.

Responsibility of Laboratory Supervisors/Instructors, Faculty with supervisory responsibilities including principal investigators, and any other Supervisory Employees Laboratory instructors, faculty with supervisory responsibilities and any other supervisory employees shall: • Take all precautions necessary to protect the safety and health of all employees and other persons under their supervision; • Enforce relevant safety and health policies and procedures; • Ensure that individuals are given adequate direction, training and instruction in the areas of their assignments so as to enable the safe performance of their work without undue risk; • Ensure all safety devices, clothing and personal protective equipment are used and maintained as per safe work procedures requirements; • Advise all employees and other persons of all known or reasonably foreseeable risks to safety and health in the area; • Ensure that in respect of all incidents involving an injury/illness and/or “near miss” (as referred to in Regulation M.R. 217/2006) • they are reported to the Safety Office; • an Incident Report form is completed and forwarded to the Safety Office (the form is located on the Safety Office web site under Forms and Requests); • action is taken to prevent a recurrence; • Ensure that all equipment is in good working order and safe to use; and • Participate in incident investigation and inspection process.

Responsibility of the University Community (employees, students, visitors and contractors and their employees) Members of the University community, including employees, students, visitors, contractors and their employees, shall: • Practice safe work habits; • Observe all safety rules and procedures established by federal, provincial and municipal authorities, by the University, and by a University employee with supervisory authority; • Report hazardous or unsafe equipment, conditions or behaviour promptly to a Supervisor and, where appropriate, make suggestions for corrective action;

Approved : Revised : September 10, 2013 Cross Reference: Manitoba Workplace Safety and Health Act and Regulations Operational and Safe Work Procedures Specific to Departments

• Report immediately to a Supervisor all work-related accidents or injuries, obtaining medical treatment without delay when necessary; and • Properly use any prescribed personal protective equipment, and adequately care for any personal protective equipment provided by the University.

Responsibility of the Workplace Safety and Health Committee Members: • Attend all scheduled Committee meetings and if not possible, send a designated alternate; • Monitor the safety and health program for its effectiveness; • Participate in inspections; • Participate in hazard recognition and control; • Participate in serious incident investigation when warranted; and • Participate in applicable training to assist in ensuring a functional Committee.

Responsibility of the Safety Office: • Develop, implement and oversee a safety and health program for the University in accordance with Manitoba Workplace Safety and Health legislation; • Provide assistance to Supervisors in conducting risk assessments and developing safe work procedures and processes; • Develop and implement appropriate training programs; • Participate in inspections and follow up on any corrective actions as may be appropriate; • Participate in investigations of serious incidents and report serious incidents to Manitoba Workplace Safety and Health Division, as may be appropriate; • Provide necessary tools, training and other resources to employees, Supervisors, the Workplace Safety and Health Committee and the University to assist in compliance with this and other safety and health policies and procedures; • Report on safety and health matters to the University and the Workplace Safety and Health Committee based on frequency and format as may be established by the University and the Committee from time to time; • Maintain safety and health records in accordance with legislated requirements.

Non-compliance with Policy: • Concerns with respect to allegations of non-compliance with this Policy should, where possible, be raised with the appropriate Supervisor or administrator for resolution.

• Concerns may also be raised with the Safety Office should that be necessary.

• Depending on the nature of the allegations, a formal investigation may be conducted by the University.

• Upon completion of an investigation, findings of non-compliance with this Policy may result in further action being taken against the non-compliant party including:

Approved : Revised : September 10, 2013 Cross Reference: Manitoba Workplace Safety and Health Act and Regulations Operational and Safe Work Procedures Specific to Departments

a) disciplinary consequences under any applicable collective bargaining agreement or pursuant to applicable University policies,

b) debarment from the University campus

c) actions for breach of contract where applicable.

d) referral to the Director of the Workplace Safety and Health Branch for consideration of proceedings pursuant to the Act and Regulations.

Review: This Policy shall be reviewed at least once every 5 years or more frequently as may be required by legislation.

Approved : Revised : September 10, 2013 Cross Reference: Manitoba Workplace Safety and Health Act and Regulations Operational and Safe Work Procedures Specific to Departments

POLICY: VP HRAS # /Working Alone/In Isolation PROCEDURES:

APPENDIX:

WORKING ALONE / IN ISOLATION POLICY

AUTHORITY: University Administration

RESPONSIBILITY: Vice President, Human Resources, Audit and Sustainability

Effective Date: October 30, 2015

Purpose : The purpose of this Policy is to provide a safe environment for any employee working alone or working in isolation at the University to meet the requirements of Manitoba Workplace Safety and Health Legislation.

Scope: This Policy and its accompanying Procedures apply to all University of Winnipeg employees, contractors and their employees, who are working on University of Winnipeg property, owned or leased.

Responsibility : The Vice President (Human Resources Audit and Sustainability), on behalf of The Administration of the University, is responsible for the development, administration and review of this Policy and its Procedures.

Definitions: “Supervisor” means: a person who has charge of a workplace or authority over a worker. In the case of the University this would include but not be limited to: Department Head, Director, Manager or supervisor responsible and which may include faculty in charge of classroom or laboratory settings.

“Working Alone” the performance of any work function by a worker who is on their own and where they are not expected to be checked on regularly or have direct contact with another employee or their Supervisor.

“Working in Isolation” working in circumstances where assistance is not readily available in the event of injury, ill health or emergency.

Approved : Revised : September 10, 2013 Cross Reference: Safety and Health Policy

POLICY: VP HRAS # /Working Alone/In Isolation PROCEDURES:

APPENDIX:

Principles : The University strives to provide a safe work environment for all employees, and contractors.

The University recognizes that working alone or in isolation is often a necessary component of working on campus, and that working alone/in isolation may present additional risk factors.

The University acknowledges its responsibility under Manitoba Regulation, Part 9, of the Workplace Safety and Health Act, to ensure, as far as is reasonably practicable, the safety, health and welfare of any individual working alone or working in isolation at the University.

All Supervisors and individuals working in a supervisory capacity at the University are responsible to be aware of this Policy and its Procedures, and to ensure so far as is reasonably practicable that they are complied with.

All persons working or who intend to be working on University property are responsible to: (i) inform their Supervisor of any intent to work alone or in isolation, (ii) follow safe work procedures, and (iii) comply with this Policy and its Procedures.

Procedures : The University has established procedures to give effect to this Policy, including the completion of a risk assessment and a working alone/in isolation plan, as may be appropriate under specific circumstances.

Review : This Policy and its Procedures shall be reviewed at least once every 5 years or more frequently as may be required by legislation.

Approved : Revised : September 10, 2013 Cross Reference: Safety and Health Policy

POLICY: # / Working Alone/In Isolation Policy PROCEDURES: APPENDIX:

PROCEDURES – WORKING ALONE/ IN ISOLATION

AUTHORITY: University Administration

RESPONSIBILITY: Vice President Human Resources, Audit and Sustainability

Effective Date: October 30, 2015

Purpose : To implement the Working Alone/In Isolation Policy, the procedures set out herein are required to be followed. The University’s Working Alone/In Isolation Policy provides for a safe environment for any employee including contractors and their employees working alone or working in isolation at the University to meet the requirements of Manitoba Workplace Safety and Health Legislation.

Responsibility : The Vice President (Human Resources Audit and Sustainability), on behalf of the Administration of the University, is responsible for the development, administration and review of these Procedures.

Definitions: All Definitions in the Working Alone/In Isolation Policy are incorporated into these Procedures and shall apply as fully as if they had been set out verbatim herein.

Procedures :

All Supervisors and all individuals working in a supervisory capacity at the University are responsible to be aware of the Working Alone/In Isolation Policy and its Procedures, and to ensure so far as is reasonably practicable that the Policy and Procedures are complied with.

Working alone/ in isolation may be hazardous depending on the circumstances and the degree of risk. All situations where persons may be working alone will be assessed to determine the degree of risk which will depend on a number of factors including, but not limited to, the location and nature of the work to be performed.

Approved: Revised: Cross Reference: Working Alone/In Isolation Policy, Safety and Health Policy

POLICY: # / Working Alone/In Isolation Policy PROCEDURES: APPENDIX:

Following completion of the assessment, the University shall take steps, so far as is reasonably practicable, to eliminate or control the identified hazards or risks. The control of risks or hazards includes the development of appropriate safe work or operating procedures and the provision of relevant training. Where, despite controls, an activity involves a high degree of risk of serious injury, it may be determined that the work activity cannot be performed when the individual is working alone or in isolation. A working alone plan, that is appropriate to the activity and level of risk, must be developed for each case of working alone or in isolation. The working alone plan must include the following:

a. establishment of an effective communication system (radio, cell or other) that is reflective of the degree of risk involved; b. any of the following: i. a system of regular contact by the Supervisor (or another person on behalf of the employer such as Security Services) with the worker working alone or in isolation, ii. limitations on or prohibitions of specific activities, iii. the establishment of training requirements, and c. where applicable, the provision of emergency supplies for use in travelling or working under conditions of extreme cold or other inclement weather conditions.

A working alone or in isolation plan may cover multiple instances of working alone/in isolation. For example, one working alone/in isolation plan may apply to all individuals who fall into a specific employment classification where the hazards or risks may be expected to be similar.

Responsibility of Supervisors (i) Complete a working alone/in isolation risk assessment; (ii) Take steps, so far as is reasonably practicable, to eliminate or control identified risks including, but not limited to: a. the development of safe work procedures, b. training of employees; (iii) Complete a working alone/in isolation plan that includes all required elements; (iv) Post the working alone/ in isolation plan in a prominent area in the location where employees will be working alone/in isolation; (v) Comply with this Policy and its Procedures.

Approved: Revised: Cross Reference: Working Alone/In Isolation Policy, Safety and Health Policy

POLICY: # / Working Alone/In Isolation Policy PROCEDURES: APPENDIX:

Responsibility of Employees All persons working or who intend to be working on University property are responsible to: (i) inform their Supervisor of any intent to work alone or in isolation, (ii) comply with the established working along/in isolation plan, (iii) follow safe work procedures, and (iv) comply with this Policy and its Procedures.

The working alone/in isolation plan must be prominently posted in the location where the individual is working alone/in isolation.

A risk assessment form (Lab and General) which includes a working alone/in isolation plan template may be found on the Safety Office website under Forms and Requests.

Review : These Procedures and its Policy shall be reviewed at least once every 5 years or more frequently as may be required by legislation.

Approved: Revised: Cross Reference: Working Alone/In Isolation Policy, Safety and Health Policy