1.0 PURPOSE This section defines the Last Post Fund management/employee responsibilities and obligations; and employee rights and benefits.

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1 31 Aug of PURPOSE This section defines the Last Post Fund management/employee responsibilities and obligations; and employee rights and benefits. 2.0 REFERENCES Governing Council Minutes and Executive Committee Records of Decisions 3.0 POLICY Objectives and Organization of the Last Post Fund 3.1 Each employee is expected to know the purposes and the objectives of the Last Post Fund as set out in the Letters Patent and By-Laws of the Last Post Fund. 3.2 Each employee is expected to be familiar with the organization of the Last Post Fund, particularly as to: a. the role of the Governing Council and of the Branch Boards, and how they operate; b. the relationships between the Branches, the National Office and with Veterans Affairs Canada. Responsibilities for Personnel Policy and Administration 3.3 Personnel Policy is set by the Governing Council. The Executive Director may recommend policy changes and initiatives The Executive Director is responsible for the administration and for the implementation of personnel policies, and to ensure they are applied throughout the offices. Categories of Employment 3.5 Permanent full-time employees work five days (35 hours) per week (excluding one hour per day for lunch breaks). They are entitled to all staff benefits after a three-month probationary period. Management positions are subject to a one (1) year probationary period. 3.6 Permanent part-time employees work for a specific number of hours per week, less than 35, on a continuous basis. They are entitled to all staff benefits on a pro-rata basis, after their six (6) months probationary period. 3.7 Term employees are engaged under a letter of agreement for a specific period of time to meet short-term needs due to vacancies, illness, workload, project requirements, etc. They are not entitled to staff benefits except vacation pay and statutory holidays falling within their period of employment.

2 31 Aug of 7 Position Descriptions 3.8 Each permanent position throughout the Last Post Fund shall be approved by the Governing Council. The job description is written at National Office and the classification is done by VAC HR. 3.9 Job descriptions shall be prepared and shall accurately reflect: a. the job title and level; b. to whom the incumbent is responsible; c. the broad purpose of the position; d. the specific duties of the position; and e. the scope of authority of the incumbent Job descriptions shall be available to all employees for information purposes Recommended changes to approved Job descriptions shall be forwarded to the Executive Director. Guidelines for Political Activities 3.12 Employees shall not publicly participate as representatives of the Last Post Fund in the campaign of a candidate for public office Employees who wish to run for political office shall take "leave without pay". A successful candidate will be expected to resign his/her position in the Last Post Fund. Grievance Procedure 3,14 Employee complaints shall be discussed with the appropriate level of authority described in the LPF MOM para 3.15, who will consider each complaint fully, and where there appears to be cause, shall take corrective action within his/her authority If this action does not resolve the problem, the employee may file a grievance A grievance may be defined as an allegation by an employee that a provision of the Last Post Fund Personnel Policy Guidelines has been violated A grievance shall:

3 31 Aug of 7 a. be presented in writing to the Executive Director; or directly to the National President if it involves the Executive Director; b. be copied to the employee s Manager; c. be presented within 20 working days of the alleged violation; d. specify the section of the Personnel Policy Guidelines or LPF MOM which is deemed to have been violated; and e. specify the redress sought If the grievance is not solved to the satisfaction of the griever within 10 working days of its receipt, the griever may present his grievance in writing to the National President of the Last Post Fund. In settling the grievance, the President may request the griever to appear before him/her. The President (or, in his absence, the Vice-President) shall notify the griever and the Executive Director of his/her decision within 20 working days. Workplace Harassment Policy 3.19 The management of the Last Post Fund is committed to providing a work environment in which all individuals are treated with respect and dignity. Workplace harassment will not be tolerated from any person in the workplace. Everyone in the workplace must be dedicated to preventing workplace harassment. Managers, supervisors, and workers are expected to uphold this policy, and will be held accountable by the employer Workplace harassment means 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. Harassment may also relate to a form of discrimination as set out in various provincial Human Rights Codes, but it does not have to. This policy is not intended to limit or constrain the reasonable exercise of management functions in the workplace Workers are encouraged to report any incidents of workplace harassment to the appropriate level as described in LPF MOM 6.2.3, para Management will investigate and deal with all concerns, complaints, or incidents of workplace harassment in a timely and fair manner while respecting workers' privacy, to the extent possible Nothing in this policy prevents or discourages a worker from filing an application with their applicable provincial Human Rights Tribunal on any matter related to a provincial Human Rights Code (or other applicable legislation) within one year of the last alleged incident. A worker also retains the right to exercise any other legal avenues available. Workplace Violence Policy

4 31 Aug of The management of the Last Post Fund is committed to the prevention of workplace violence and is ultimately responsible for worker health and safety. We will take whatever steps are reasonable to protect our workers from workplace violence from all sources Violent behaviour in the workplace is unacceptable from anyone. This policy applies to workers, visitors, clients, delivery persons, volunteers, etc. Everyone is expected to uphold this policy and to work together to prevent workplace violence There is a workplace violence program that implements this policy. It includes measures and procedures to protect workers from workplace violence, a means of summoning immediate assistance and a process for workers to report incidents, or raise concerns The Last Post Fund, as the employer, will ensure that this policy and the supporting program are implemented and maintained and that all workers and managers have the appropriate information and instruction to protect them from violence in the workplace Managers will adhere to this policy and the supporting program. Managerss are responsible for ensuring that measures and procedures are followed by workers and that workers have the information and instruction to protect themselves Every worker must work in compliance with this policy and the supporting program. All workers are encouraged to raise any concerns about workplace violence and to report any violent incidents or threats. This may be done by presenting your concerns and/or complaints to the appropriate level as described in the LPF MOM 6.2.3, para Any worker who believes they have been assaulted or criminally threatened in the workplace is advised to contact the police Management pledges to investigate and deal with all incidents and complaints of workplace violence in a timely and fair manner, respecting the privacy of all concerned as much as possible Conflict of Interest It is the organization s policy that all employees avoid any conflict between their personal interests and those of the organization. In the course of day-to-day business, employees are entrusted with or have access to sensitive and personal information about clients, co-workers and the organization. Employees are always expected to conduct themselves with personal integrity and honesty, without compromising the organization s reputation. The fundamental principle guiding this policy is that no employee should have, or appear to have, personal interests or relationships that actually or potentially conflict with the best interests of the Company Definition

5 31 Aug of 7 It is not possible to give an exhaustive list of situations that might involve violations of this policy. In general, a conflict of interest is any situation where private interests or personal considerations may influence an employee s judgment in acting in the best interest of the organization. It includes using an employee s position, confidential information or corporate time, material or facilities for private gain or advancement or the expectation of private gain or advancement A conflict may occur when an interest benefits any member of the employee s family, friends, business, corporation or partnership in which an employee holds a significant interest or business associates could influence an employee s decisions and ability to act in the organization s best interests or represent the organization fairly, impartially and without bias. Note: A conflict of interest exists if the decision could be influenced-it is not necessary that the influence takes place It is your responsibility to report any actual or potential conflict that may exist between you (and your immediate family) and the Company to your manager Outside Work or Business Activities Employees may not engage in any outside work or business activity: (a) that conflicts with their duties as an employee; (b) which uses their knowledge of inside policy or information about the organization; and (c) that will, or likely will, negatively influence or affect carrying out their employment duties with the organization Using Property Employees may not use, or permit the use of, the organization s property, facilities, equipment (including computer equipment and software), supplies or other resources for activities not associated with their work. Any exceptions to this must be approved by the organization in writing Receiving payments of Gifts Employees may not accept money, gifts, discounts or favors including benefit to family members, friends or business associates for doing work that they are paid to do under their current position Reporting Conflict of Interest If employees or their family members, friends or business associates have a personal or financial interest they might present a conflict or bias in connection with their duties, they must report this conflict to their executive directors/manager or designates in writing.

6 31 Aug of Implementation Managers and supervisors must make the policy available to all employees and must discuss the entire policy with their employees and highlight any of the rules that have particular relevance, given the nature of the employees work Employees should check with management if they need assistance in interpreting whether a situation they have experiences or are confronting puts them in a conflict of interest situation Any employee who is found to have knowingly acted in violation of this directive may be disciplined for their actions. Disciplinary measures could include written reprimand, suspension or loss of employment. Protection of Confidential Information 3.42 In the course of day-to-day business, employees are entrusted with or have access to sensitive and personal information about clients, co-workers and the organization. Such information should not be discussed, either during or after employment, with people outside the organization or even with fellow employees who are not associated with your particular job or who have no need to know. Employees who fail to use good judgment in the handling of any confidential information will be subject to discharge Definition Confidential information includes, without limitation, all client lists; client quotations; the names, addresses, facsimile, and telephone numbers of all clients and prospective clients of the organization; the organization s financial records, business plans, pricing and marketing plans; the terms of contracts between the organization and all of its employees; financial and human resource and payroll information about our employees; all internal operating procedures; the contents of all contracts with the organization s clients; information technology including software programs developed internally or purchased from third parties; and any additional information as may be considered as confidential and referred to as confidential in the future Non-Disclosure Employees may not disclose confidential or privileged information about clients, coworkers or affairs of the organization to any outside party, or use confidential information to advance their

7 31 Aug of 7 personal interests. This duty to refrain from disclosing confidential information persists not only during the employees employment, but at all times after their employment ceases for any reason Need to Know for Client Files Employees are required to protect the organization s interests by: (a) maintaining the confidentiality of the organization s confidential information; (b) only accessing client accounts when required in order to perform duties limiting access to client in formation where there is a need to know in order to perform duties; and (c) not accessing or working directly or indirectly on the file of a family member, a coworker, or a close personal acquaintance (for example: friends, neighbors, etc.) Company Property Office records are not to be taken from the premises. Only in cases of absolute necessity can certain records or books be removed from the premises and only with the permission of the Manager of the facility in which you work. No files or other records are to be destroyed without proper authorization from the VP of Operations. Electronic copying of any organizational or client information is strictly prohibited Implementation Managers and supervisors must make the policy available to all employees and must discuss the entire policy with their employees and highlight any of the rules that have particular relevance, given the nature of the employees work Employees should check with management if they need assistance in understanding whether organizational or client information can be disclosed to outside parties Any employee who is found to have knowingly acted in violation of this directive may be disciplined for their actions. Disciplinary measures could include written reprimand, suspension or loss of employment.

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