Welcome
ABOUT OUR ORGANIZATION
We would like to welcome you to Granite Golf Club (the "Company"). It is our pleasure to welcome you to our team. Since the beginning of the company's activities, we have always attributed our success to the work and cooperation of our staff.
Whether you are a new employee or have been working for a few years at Granite Golf Club, this Employee Handbook ("Handbook") is intended to answer questions you may have about the Company. It is intended to be a working tool that you can refer to when necessary to learn about, or remember, many aspects of your work environment.
Our mission and values, organizational structure, policies, procedures and current practices, summary of benefits (if applicable) are elements that shape the organisational culture of Granite Golf Club.
Management can also provide you with information and guidance on how the organisation works. Please note that we reserve the right to revise, at any time, the nature and content of our policies, practices and benefits (if applicable) in line with its financial capabilities and market developments.
Please also note that the Employment Standards Act of Ontario will always take precedence over this document. Should you wish to make any suggestions and/or comments to improve the quality of your work environment and the diversity of services offered, we invite you to discuss them with management.
We are pleased to have you on board, and we hope that your experience with our team will be a rewarding one. If you have any questions or recommendations regarding this Handbook, please do not hesitate to contact me or any member of the management team.
Phil Scully, General Manager
MISSION
Granite Golf is a private golf club nestled on a spectacular property on the Oak Ridges Moraine where golf is core to everything we do. A day at Granite Golf is an enjoyable escape with friends, family and colleagues that is appreciated by all. No matter why you love the game there is a place for you at Granite Golf Club.
VISION
To consistently deliver a superior golf experience while celebrating a welcoming, friendly, and respectful community.
VALUES
All members and staff contribute to Granite Golf Club. We respect and support one another.
We value and respect our Club
● We are a welcoming and inclusive community united in our love of golf.
● We welcome and celebrate every member of our community and their guests.
● We steward our magnificent property with care and commit to environmental sustainability.
● We commit to an exceptional experience however you chose to use the Club
● We inspire friendly competition. We welcome casual play.
● We support one another and our love of the game and we have fun!
We listen
● We are fair, open and responsive to concerns and suggestions.
● We commit to transparent and accountable Management and Governance.
We are proud of Granite Golf Club
HISTORY OF THE COMPANY
Granite Golf Club is a private golf club nestled on a spectacular property on the Oak Ridges Moraine where golf is core to everything we do. Featuring a world-class Thomas McBroom designed championship golf course that our Members rated higher than any other membership in Canada. Our limited membership is open to everyone and ensures easy and equal access to tees.
Granite Golf Club is proud to have been designated as a Certified Audubon Cooperative Sanctuary in 2004. The boundaries of our Golf Course are buffered by protected wildlife habitat. The impeccable playing conditions are the result of responsible, environmental grounds maintenance, allowing the course to thrive in harmony with the timeless beauty of the region.
To find out more about the company, we invite you to visit our website at https://granitegolfclub.ca/.
FORCE OF POLICIES
At Granite Golf Club, we strive to create a fair and efficient workplace where employees are safe and can thrive. The policies in this handbook apply to all employees at Granite Golf Club and are intended to provide a consistent set of guidelines to direct the behaviour of all members of our team. They are based on current legislation and best practices and, therefore, may need to be amended from time to time. If there are any discrepancies between the policies in this manual and current legislation, the legislation will take precedence. Employees are expected to be familiar with the contents of this manual and to refer to it as necessary to inform their actions and behaviour.
OPEN DOOR
Granite Golf Club is committed to an open and accessible environment for employee communication, feedback, suggestions, and complaints. This communication may be provided by email, text, verbally, or otherwise (e.g., on the company’s message board, etc.).
We have instituted an Open Door Policy to ensure that employees feel comfortable and safe bringing forward items that may need attention in the business. An Open Door Policy also means that if an employee is nervous to bring a concern forward to a specific person, they may bring it forward to another person in the organization without fear of repercussion.
*Please note that if a complaint involves any element relating to discrimination, violence, or harassment, the investigation procedures in those applicable policies (Anti-Violence Policy, Anti-Harassment Policy, Human Rights Policy, etc.) will be followed rather than what is outlined in this policy.
Supervisor/Manager
Employees are encouraged to speak first to their immediate supervisor/manager regarding suggestions for improvements, changes to processes, etc., as their supervisor/manager would be the closest to be able to see how changes could be implemented. If an employee is uncomfortable speaking to their direct supervisor/manager, they may speak to any other member of management they feel comfortable with.
Meeting Time
Employees are encouraged to request a time to speak with their chosen communicator, bearing in mind key operational responsibilities and deadlines. As much as possible, employee requests will take precedence over other issues, although there may be times when it is not possible to grant the time immediately.
Remedies
Employees should be considering what an ideal state would mean for them when bringing forward a complaint.
Follow-Up
During the meeting, the supervisor/manager to whom you are speaking will provide you with a date for follow-up of the concern you brought forward (as needed). For matters of urgency, they will try to resolve it as soon as possible. For matters of process that require input from additional stakeholders, this may take additional time. Regardless, if an employee is not provided with a follow-up date, they should request one.
Violence, Harassment, Discrimination, and Investigation
Once in the meeting, employees should feel free to pass along what is concerning them but must be aware that any complaints relating to discrimination, harassment, or violence, must be pursued further. Reporting any of the above, whether the employee is the subject of or witness to; will trigger an investigation as soon as possible. While requests for confidentiality will be adhered to as much as possible, there are times, for investigative purposes, when an employee’s identity must be divulged.
Matters Relating to Health and Safety
For any matters relating to an immediate and urgent safety issue, employees should speak with whomever is available immediately, be it their supervisor/manager (if available), a committee member, or the authorities (9-1-1), rather than book in for a meeting. Safety is not a matter that can wait!
For non-urgent safety matters, employees are encouraged to email their supervisor or committee member.
Speaking Up for Another Employee
While Granite Golf Club understands there are times an employee may feel uncertain about sharing concerns and ask another person to do so on their behalf, employees are encouraged to speak up for themselves as much as possible. While we will do our best, it is difficult for Granite Golf Club to take appropriate action unless the employee who is the subject of the open door comes forward.
Repercussions
Employees will not be subject to any repercussions for bringing forward their thoughts, ideas, or opinions for the business. However, if it is found that an employee contravened any other policies, such as Workplace Anti-Violence, Workplace AntiHarassment, Human Rights Policy, the employee will be subject to the progressive discipline process, up to and including termination of employment.
MUTUAL COMMITMENTS
Granite Golf Club firmly believes that a positive working environment will not only ensure maximum staff productivity, and therefore long-term employability, but also a friendly and stimulating working atmosphere. An attitude of listening and openness is required in all departments of the Club. The management's door is always open to constructive exchanges, and several means of communication are available to staff so that they can quickly and easily convey their message to the people concerned. Good understanding is the responsibility of all employees of The Club.
We are committed to providing a safe and healthy work environment for all our employees. In return, we ask for a commitment to Granite Golf Club. All employees must comply with company policies and health and safety regulations.
INCLUSIVE WORKPLACE POLICY
Granite Golf Club is committed to fostering an inclusive, respectful, and safe environment for all employees, where every individual is valued and treated with dignity. We proudly support diversity in all its forms, including but not limited to race, gender, sexual orientation, gender identity, and disability.
We recognize the importance of creating an environment where LGBTQ+2S (Lesbian, Gay, Bisexual, Transgender, Queer/Questioning, Two-Spirit) individuals can thrive. Discrimination, harassment, or any form of mistreatment based on sexual orientation, gender identity, or expression will not be tolerated under any circumstances.
We are dedicated to promoting equal opportunities for all, and we offer ongoing training and education to ensure our workplace remains a welcoming and inclusive space for all employees.
If you experience or witness discrimination or harassment, we encourage you to report it immediately to Aly Longstreet, Human Resources Manager at alongstreet@granitegolfclub.ca or 905-642-4416 et. 2223, or 905-642-4416 ext. 2225, or Phil Scully, General Manager at pscully@granitegolfclub.ca or 905-642-4416 ext. 2222 if not available.
An alternate report may be made to any of the above if one of the above are the alleged harasser(s).
Key Legislated Policies
ACCESSIBILITY
Granite Golf Club is committed to upholding and exceeding Ontario’s legislation intended to remove barriers to accessibility for persons with disabilities. This includes providing equal access to employment, information, goods, and services, and treating persons with disabilities with dignity and respect in a way that takes their disability into account.
DEFINITIONS
Definitions taken from the Accessibility for Ontarians with Disabilities Act, S.O. 2005, C. 11 or Ontario Human Rights Code.
“Accessible formats” may include, but are not limited to, large print, recorded audio and electronic formats, braille, and other formats usable by persons with disabilities.
“Barrier” means anything that prevents a person with a disability from fully participating in all aspects of society because of his or her disability, including a physical barrier, an architectural barrier, an information or communications barrier, an attitudinal barrier, a technological barrier, a policy, or a practice; (“obstacle”).
“Disability” is defined broadly by the Ontario Human Rights Code as:
1. "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 coordination, 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,
2. a condition of mental impairment or a developmental disability,
3. a learning disability, or a dysfunction in one or more of the processes involved in understanding or using symbols or spoken language,
4. a mental disorder, or
5. an injury or disability for which benefits were claimed or received under the insurance plan established under the Workplace Safety and Insurance Act, 1997."
POLICY
Granite Golf Club will make every reasonable effort to meet the requirements of the Accessibility for Ontarians with Disabilities Act (AODA), 2005, including all applicable elements of the Integrated Accessibility Standards
1. Information and Communication
2. Employment
3. Customer Service
4. Design of Public Spaces
5. Transportation
Granite Golf Club will provide training to all employees, volunteers, and independent contractors to ensure they are familiar with our policies, practices, and procedures for communicating with and providing services to persons with disabilities.
Information and Communication
Granite Golf Club will make its information accessible to people with disabilities by creating materials and supports in accessible formats, and it will notify the public of the types of accessible formats provided.
Further, Granite Golf Club will deliver alternate formats of information to clients, upon request. If a particular material cannot be converted into an accessible format that meets the needs of the person requesting it, Granite Golf Club will provide details of why it cannot be converted and provide a summary of the information or communication in another way that is suitable to the person requesting it.
This extends to any emergency procedures or safety information prepared by Granite Golf Club.
Employment
Granite Golf Club welcomes and encourages employment applications from people with disabilities and will do its part to make hiring and employee support practices more accessible by providing accommodation during all stages of recruitment, hiring, and employment.
If a job applicant requests accommodation, Granite Golf Club will consult with the applicant and provide suitable accommodation that takes the person’s accessibility needs into account.
When making offers of employment, Granite Golf Club will notify the successful applicant of its policies for accommodating employees with disabilities.
New employees will be reminded about the organization’s job accommodation policies as soon as possible upon being hired and notified when any future changes are made to policies. Policy and practice information will include available employment accommodations that will be provided for job related matters such as performance management, career development, emergency response plans, and return to work information.
Granite Golf Club will consult with an employee who requests it, to provide or arrange for the provision of accessible formats and communication supports that take the employee’s needs into account when providing information that is needed to perform the employee’s job, and information that is generally available to employees in the workplace.
Customer Service
Granite Golf Club will provide customer service in a manner that removes barriers for people with disabilities according to the following key principles of the AODA:
● Goods and services will be provided in a manner that respects the dignity and independence of persons with disabilities.
● Service to people with disabilities will be integrated with others, unless an alternate way of providing the goods, service or facility is required by the person with the disability.
● Persons with disabilities will be given equal opportunity to use and benefit from the goods, services, or facilities an organization or business has to offer.
● We will communicate with people with disabilities in a way that takes the individual’s disability into account.
Assistive Devices, and Service Animals, Service Dogs or Guide Dogs
Persons with disabilities who use an assistive device will be permitted to use their own device to access the goods and services of Granite Golf Club.
If a person with a disability is accompanied by a guide dog or other service animal, Granite Golf Club shall ensure that the person is permitted to enter the premises with the animal and to keep the animal with him or her, unless the animal is otherwise excluded by law from the premises.
Support Workers
If a person with a disability is accompanied by a support person, Granite Golf Club will ensure that both persons are permitted to enter the premises together and that the person with a disability is not prevented from having access to the support person while on the premises.
Granite Golf Club will ensure that notice is given in advance if admission fees will be charged to support workers for accessing the goods or services in their role as support person, including how much the fee will be.
Service Interruptions
If there is a temporary disruption in any of our services either in whole or in part, Granite Golf Club will provide notice of the disruption to the public via as many channels as possible, in accessible formats, where available. We will physically post notices where the disruption is taking place as well as through any other channels that are appropriate such as email, phone, text, social media, or on our website.
Notice of the disruption will include the reason for the disruption, its anticipated duration and a description of alternative facilities or services, if any, that are available.
Process for Receiving Feedback
Granite Golf Club will accept feedback about the way in which it provides goods and services to persons with disabilities in person, by phone or email, or in another way that is suitable to a person with a disability.
When a complaint is received about the way we provide goods, services, or facilities to persons with disabilities, Granite Golf Club will let the person who submitted the feedback know about the actions the organization will take to resolve the issue.
Transportation
Granite Golf Club does not provide conventional or specialized commercial transportation services to passengers and is not required to adhere to the Transportation Standard.
Design of Public Spaces
If Granite Golf Club redesigns or redevelops an outdoor public space such as a parking area, outdoor eating area or play space, exterior path of travel, recreational trail or beach access route, or an indoor or outdoor service counter, waiting area or queuing line, it will do so in accordance the Design of Public Spaces Standard of the AODA. Granite Golf Club will also ensure any newly redesigned or redeveloped areas are maintained in accordance with the rules set out by the AODA.
HUMAN RIGHTS COMMITMENT
Granite Golf Club is committed to upholding the human rights of all employees. Specifically, Granite Golf Club will ensure that every employee has a right to equal treatment under the protected grounds and aspects of employment established by the Ontario Human Rights Code:
● Age
● Ancestry, colour, race
● Citizenship
● Ethnic origin
● Place of origin
● Creed
● Disability
● Family status
● Marital status (including single status)
● Gender identity, gender expression
● Record of offences (in employment only)
● Sex (including pregnancy and breastfeeding)
● Sexual orientation
POLICY
Granite Golf Club will not discriminate against any of its employees under any of the protected grounds outlined above. Furthermore, Granite Golf Club will ensure equal treatment for its employees, including, but not necessarily limited to, the following processes:
● Job applications
● Recruitment
● Training
● Transfers
● Promotions
● Apprenticeship terms
● Dismissal
● Layoff
Granite Golf Club will ensure that this right to equal treatment is upheld in the areas of rate of pay, overtime, hours of work, holidays, benefits, shift work, discipline, and performance evaluations.
Duty to Accommodate
Granite Golf Club has a duty to accommodate employees to eliminate negative treatment based on the prohibited grounds of discrimination. Granite Golf Club will accommodate to the point of undue hardship which can only be considered when adjustments to a policy or practice would incur financial cost, necessitate outside funding, or create risks to the health or safety of a person.
Filing a Complaint
Granite Golf Club acknowledges that an employee who believes their rights have been violated may speak to a Human Rights Officer or file a complaint with the Ontario Human Rights Tribunal. Granite Golf Club will not retaliate against any employee who has filed a complaint with the Tribunal or had someone file a complaint on their behalf.
PAY EQUITY
The purpose of this policy is to demonstrate Granite Golf Club’s dedication to Pay Equity, or providing equal pay for equal work, as legislated under the Employment Standards Act, 2000 (ESA) and the Pay Equity Act (Ontario). Employee pay rates will be based on the following criteria: skill, effort, responsibility, and working conditions.
DEFINITIONS
As per Ontario.ca or The Pay Equity Act:
“Equal work” means the employees perform substantially the same kind of work in the same establishment; the work requires substantially the same skill, effort and responsibility and is performed under similar working conditions. Each of these conditions must be met for equal pay for equal work to be required.
“Substantially the same kind of work” means the work does not have to be exactly the same. What matters is the actual work performed by the employees, not the stated conditions of their job offer or their job description.
“Skill” means the amount of knowledge, physical skill or motor skills needed to perform a job. This includes:
● education, like post-secondary degrees and diplomas
● training, like apprenticeships
● experience, like the number of years required to master a skill or gain expertise
● manual dexterity, like hand-eye coordination
“Effort” is the physical or mental effort regularly needed to perform a job.
POLICY
Granite Golf Club believes in providing women and men equal pay for work of equal value and is committed to using objective factors of skill, effort, responsibility, and working conditions when compensating employees. Further, we will ensure the malefemale job-to-job comparison method is utilized when assigning compensation to ensure gender neutral pay.
Granite Golf Club will not pay one employee at a rate of pay less than another employee on the basis of sex when:
● they perform substantially the same kind of work in the same establishment
● their work requires substantially the same skill, effort, and responsibility
● their work is performed under similar working conditions
Granite Golf Club will not lower employees’ rates of pay to create equal pay for equal work.
Employer’s Responsibilities
Granite Golf Club will:
● Establish and maintain compensation practices that provide for pay equity
● Examine evaluate its job positions using fair and equitable standards as outlined in the Employment Standards Act and Pay Equity Act
● Utilize the male/female job-to-job comparison method outlined in the Pay Equity Act to ensure gender neutral pay
Exceptions
Where employees of different sexes are doing equal work, they can be paid different rates of pay if the difference is due to:
● a seniority system
● a merit system
● a system that measures earnings by production quantity or quality
Employees who perform equal work can also be paid different rates of pay if the difference is based on any other factor other than sex.
Reprisals
Granite Golf Club will not punish an employee in any way for asking other employees about their rates of pay to find out if an employer is providing equal pay for equal work or for disclosing their own rate of pay to another employee for the purpose of determining or assisting that employee in determining whether they he or she are receiving equal pay for equal work.
Filing a Claim
In the event an employee believes that the organisation is not complying with the equal pay for equal work provisions, the employee may file a claim with the Ministry of Labour.
PROTECTION OF PERSONAL INFORMATION
Granite Golf Club is committed to upholding the privacy of private and identifiable information. While Granite Golf Club is not subject to the protection obligations outlined in the Personal Information Protection and Electronic Documents Act (PIPEDA), this policy is based upon PIPEDA’s 10 Fair Information Principles and is intended to ensure the safety of employee personal information.
DEFINITIONS
As defined by PIPEDA, personal information includes: any factual or subjective information, recorded or not, about an identifiable individual. This includes information in any form, such as:
● Age, name, ID numbers, income, ethnic origin, or blood type
● Opinions, evaluations, comments, social status, or disciplinary actions
● Employee files, credit records, loan records, medical records, existence of a dispute between a consumer and a merchant, intentions (for example, to acquire goods or services, or change jobs).
1. Accountability
2. Identifying purposes
3. Consent
4. Limiting collection
5. Limiting use, disclosure, and retention
6. Accuracy
7. Safeguards
8. Openness
9. Individual access
10. Challenging compliance
POLICY
Granite Golf Club will ensure that any private employee information that is collected adheres to the principles outlined below:
1. Accountability: Granite Golf Club is responsible for all employee personal information under its control and will ensure its accountability to the 10 Fair Information Principles.
2. Identifying purposes: Granite Golf Club will always identify to employees why their personal information is being collected.
3. Consent: Employee consent is required for the collection, use, or disclosure of employee information, as appropriate.
4. Limiting collection: Granite Golf Club will only collect the personal employee information that is required for the administration of pay, benefits, and other human resource activities. This information will always be collected in fair and legal ways.
5. Limiting use, disclosure, and retention: Unless required by law, all private employee information collected by Granite Golf Club will only be used for the purposes for which it was collected. Private employee information will only be retained as necessary to serve the purposes for which it was collected.
6. Accuracy: Granite Golf Club will maintain personal employee information as accurate, complete, and as up to date as possible. Granite Golf Club may request periodic updates from its employees to ensure that the information on file is accurate.
7. Safeguards: Granite Golf Club will protect any personal employee information it has collected, either by locked filing cabinets, encrypted drives, or any other means necessary to ensure the privacy of the information.
8. Openness: Granite Golf Club will disclose its purposes for the collection of employee information and will have this information available upon request from employees.
9. Individual access: Employees of Granite Golf Club have the right to view what personal employee information has been retained. Further, employees may challenge the accuracy of this information and make modifications to the information, as necessary.
10. Challenging compliance: While Granite Golf Club is not subject to the compliance regulations under PIPEDA, it will endeavour to meet or exceed the principles established by the Act. Should an employee bring forward a way that Granite Golf Club could improve the safety of personal employee information, they may bring it forward to the Human Resources and Communications Manager.
SMOKE-FREE WORKPLACE
Extensive health research has shown that smoking or inhaling second-hand smoke has an adverse effect on health and wellness. Granite Golf Club is committed to upholding the law and promoting a safe and healthy workplace for all employees and visitors by prohibiting smoking and vaping in enclosed workspaces.
DEFINITIONS
The following definitions have been taken from Ontario.ca or the Smoke-Free Ontario Act
“Enclosed workplace” means any part of a building, structure, or vehicle with a roof that an employee works in or visits, even during off-hours. This includes hotel rooms and vehicles used for business purposes.
“Electronic cigarettes” means 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 the vapour contains nicotine.
“Smoking” means smoking (inhaling and exhaling) or holding lighted tobacco or cannabis (medical or recreational).
“Vaping” means inhaling or exhaling vapour from an electronic cigarette (e-cigarette) or holding an activated e-cigarette, whether the vapour contains nicotine.
POLICY
Granite Golf Club is a smoke-free workplace. No smoking or vaping is permitted on company premises by employees, contractors, or visitors at any time, except within any designated smoking areas. Smoking or vaping are also prohibited in any other enclosed workplace such as hotel rooms or vehicles being used for company business.
In accordance with the Smoke Free Ontario Act (SFOA), Granite Golf Club will:
● Post the required smoke free signage at each entrance and exit of the enclosed workplace, place, or area in appropriate locations and in sufficient numbers to ensure that employees and the public are aware that smoking and the use of electronic cigarettes is prohibited in the enclosed workplace, place, or area
● Ensure that no ashtrays or similar equipment remain in the enclosed workplace or place or area, other than a vehicle in which the manufacturer has installed an ashtray
If a designated smoking area has been created, it will be clearly marked with signage. This is the only place employees, visitors or contractors may smoke or vape, provided they do so in a safe manner, with all extinguishable and smoking products materials disposed of properly in the appropriate trash receptacle.
There is no obligation of the company to provide smoking breaks outside of designated break times.
This policy is intended for the workplace only. While Granite Golf Club supports employees in living a healthy lifestyle, it will not penalize employees for smoking or vaping in their personal life.
Non-Compliance
Employees who do not comply with the guidelines of the Smoke Free Ontario Act (SFOA), as set out in this policy, will be subject to disciplinary action, including possible suspension or even termination of employment.
ELECTRONIC MONITORING POLICY
For the purposes of safety, security, and the protection of Club assets, Granite Golf Club may utilize electronic monitoring. This monitoring is not intended to diminish the privacy of our employees but to ensure operational efficiency and safety. Monitoring may include, but is not limited to:
• Computer & Network Use: Tracking login/logout times and internet usage on Club-owned devices to ensure cybersecurity and productivity.
• GPS Tracking: Use of GPS on power carts and maintenance equipment for the purposes of pace-of-play management and asset location.
• Security Cameras (CCTV): Use of cameras in public areas, entrances, and storage areas for the protection of property and staff safety.
• Dayforce/HRIS: Tracking of time and attendance records for payroll accuracy. The information collected through these means may be used by Management for performance management, internal investigations, or as required by legal authorities.
DISCONNECTING FROM WORK POLICY
Granite Golf Club values the well-being of our staff and recognizes the importance of maintaining a healthy work-life balance. In accordance with the Employment Standards Act, employees are encouraged to "disconnect" from work outside of their regularly scheduled hours.
"Disconnecting from work" means not engaging in work-related communications, including emails, telephone calls, video calls, or the sending/reviewing of other messages. While operational emergencies may occasionally require contact outside of normal hours, employees are generally not expected to review or respond to work-related communications during their off time, including during vacations or protected leaves. No employee will be subject to reprisal for failing to respond to a non-emergency communication while disconnected from work.
Employment Standards Policies
HIRING
The purpose of this policy is to outline the processes Granite Golf Club will follow to ensure our hiring practices are fair, consistent, equitable and in line with all applicable legislation such as the Ontario Human Rights Code, the Accessibility for Ontarians with Disabilities Act, and the Employment Standards Act.
POLICY
Granite Golf Club is committed to the principles of equality and diversity in the workplace. We aim to hire the best candidate for the position based on their qualifications and merit in terms of knowledge, skills, and experience. Granite Golf Club will not discriminate against job applicants on any of the grounds protected by human rights legislation during any phases of the recruitment, screening and hiring process.
We welcome applications from persons with disabilities and will provide accommodations during all stages of the hiring process, upon request. This statement will be added to any job postings, and all applicants will be reminded of this policy: 1) when they are invited to an interview, and 2) within any job offer provided. All hiring managers of Granite Golf Club will treat all job applicants with dignity and respect.
At no time during the interview process will any questions be asked that touch on any prohibited areas outlined in the Human Rights Code (such as age, ancestry, colour, race, citizenship, ethnic origin, place of origin, creed, disability, sex/pregnancy, family status, marital status, sexual orientation, gender identity, gender expression, and record of offences).
Reference checks must be completed for any candidate that is considered for hiring prior to making an offer of employment, to validate credentials and the accuracy of information provided by the candidate during the recruitment and screening process.
Any offer of employment will outline the terms and conditions of employment, including any further steps that the applicant must agree to complete to be eligible for employment (example: successful police records check).
Offers of employment will contain a probationary period of at least three months, so that both the employer and employee can trial the fit between the employee and the position, without any negative consequences.
Once the offer of employment is signed by the employee and any additional agreed terms have been met, the new employee may begin work at the agreed upon date. New employees will receive orientation and training about key policies and safety issues that pertain to their position or that are required by law.
Granite Golf Club will ensure any personal information collected during any stage of the recruitment and hiring process is retained in an appropriate manner and remains confidential.
HOURS OF WORK AND OVERTIME
Granite Golf Club is committed to ensuring that all employees are compensated, at minimum, as per the standards outlined in the Ontario Employment Standards Act (ESA).
DEFINITIONS
Overtime is defined as any hours worked above 44 in one work week.
POLICY
At Granite Golf Club, a work week consists of 37.5 hours for full time employees.
Granite Golf Club employees will at times be requested to work hours above their usual hours of work. For the purposes of this policy, hours worked beyond an employee’s usual number of hours but below the overtime threshold of 44 hours weekly will be paid in straight time.
Any hours worked beyond the Ontario ESA threshold of 44 hours will be paid at a rate of time and one half the employee’s usual rate of pay.
All overtime hours must be authorized by a supervisor/manager in advance of being worked. In the event of an emergency, the hours may be worked but a manager/supervisor must be informed as soon as possible. Failure to adhere to these guidelines will result in corrective action.
Managers and Supervisors
Note that at Granite Golf Club, managers and supervisors who perform managerial tasks for at least 50% of their time are not generally entitled to overtime pay, specifically if they perform other tasks only on an irregular or exceptional basis.
PROTECTED LEAVES
Granite Golf Club recognizes that qualified employees have the right to take job protected leave without any negative consequences to their employment. As such, Granite Golf Club is committed to adhering to the guidelines established by the Ontario Employment Standards Act (ESA) with respect to any job-protected leaves.
POLICY
The purpose of this policy is to outline the job-protected leaves employees have a right to take under the ESA so that:
● Employees know their rights; and
● Granite Golf Club manages employee leave in a fair and consistent manner.
Granite Golf Club will adhere to all regulations covered under the ESA.
Protected Leaves:
1. Pregnancy Leave
2. Parental Leave
3. Sick Leave
4. Bereavement Leave
5. Family Responsibility Leave
6. Family Caregiver Leave
7. Family Medical Leave
8. Critical Illness Leave
9. Child Death Leave
10. Crime-related Child Disappearance Leave
11. Domestic or Sexual Violence Leave
12. Infectious Disease Emergency Leave
13. Organ Donor Leave
14. Reservist Leave
15. Jury Duty Leave
16. Voting Leave
Employee Rights During a Leave
Employees have the right to continue to participate in the company benefits plans during their job-protected leave of absence. This includes programs such as pension plan, life insurance, extended health care, and dental. If an employee wishes to opt out of their participation in these company-provided benefits, they must provide their request via written notice.
Granite Golf Club will continue to pay its portion of the employee benefits contribution to an employee’s benefit plan, unless the employee has provided written notice, they’d like to opt out during the leave period.
Employees will continue to accrue seniority while on a job-protected leave.
Sharing Leave Time
The total amount of leave taken by one or more employees under the ESA in respect of the same family member, child, or event is the entire amount of the leave; the leave is not doubled. Employees who are sharing the leave can be on leave at the same time, or at different times; the ESA does not provide restrictions for this. The sharing requirement applies whether the employees work for the same employer.
Seasonal staff are provided with minimum entitlements of ESA while year-round staff are provided with what is specified below.
1. Pregnancy Leave
Pregnant employees have the right of taking a pregnancy leave constituting up to 17 unpaid weeks off work provided they have worked at Granite Golf Club for a period of at least 13 weeks leading to the due date. The earliest the leave can begin is 17 weeks before the employee’s due date and the latest one can begin is the baby’s due date (or actual date of birth if that arrives sooner).
If an employee is still pregnant after the 17 weeks of leave, they may continue until the birth and then commence their parental leave. Employees are entitled to return early from their leave if they desire to do so; however, they may not split up their leave and use up the unused part later.
Miscarriages and Stillbirths
Pregnancy leave is not an entitlement when an employee has a miscarriage or stillbirth more than 17 weeks prior to their due date. If an employee has a miscarriage or stillbirth within the 17 weeks prior, they continue to be eligible for parental leave, and it commences on the date of the miscarriage or stillbirth if it hadn’t started yet.
Pregnancy leave for an employee who had a stillbirth or miscarriage ends either 17 weeks after the leave started or 12 weeks after the miscarriage or stillbirth (whichever is later).
Granite Golf Club employees embarking on pregnancy leave are required to provide at least two weeks’ written notice prior to the start of their leave. Medical information may be requested. Where an emergency forces the leave to start early, pregnant employees must provide the notice no later than two weeks after the leave started. In certain cases, employees may be entitled to the use of sick time prior to the start of the pregnancy leave.
This two-week notice requirement also applies if an employee needs to change the date of their pregnancy leave.
An employee may also change the date that their pregnancy leave ends, provided they provide a written notice at least four weeks in advance of the new date. If an employee does not provide Granite Golf Club with a return-to-work date, a leave of 17 weeks will be assumed, and the employee will be expected to resume work after that time.
Employees who choose not to return from pregnancy leave are required to provide at least four weeks’ written notice.
2. Parental Leave
New parents are entitled to take parental leave of up to 61 or 63 weeks of unpaid time free from work. Parents may refer to a birth parent, an adoptive parent, or a person in a relationship with a parent of a child who plans on treating the child as their own. To be eligible, employees must have been hired by Granite Golf Club at least 13 weeks prior to starting their parental leave.
Birth mothers who have taken pregnancy leave are entitled to up to 61 weeks of leave. In the case of a birth mother who did not take pregnancy leave and any other new parents, they are entitled to up to 63 weeks of parental leave.
Parental leave for a pregnant employee may begin as soon as the pregnancy leave ends unless the baby has not come into their care. In this event, an employee may return to work between the pregnancy and parental leaves and then start parental leave within 78 weeks of the birth (or the date the baby first left the hospital to come home). For any other employees, parental leave must be started no later than 78 weeks after the date of the baby’s birth or the date the child came into their care, custody, and/or control. Note: the parental leave must be started in the 78 weeks but is not required to be completed then. Employees may return early from leave but may not re-embark on the leave to use up any remaining time.
Employees must provide at least two weeks’ written notice before the start of a parental leave and four weeks’ written notice if they desire to return to work before their leave entitlement has been used up. If an emergency occurs and the parental leave needs to begin immediately, employees are required to provide their notice of the leave at least two weeks after starting the leave.
Granite Golf Club will not penalize any employee because the employee is or will be taking either pregnancy or parental leave. Employees who take a pregnancy or parental leave are entitled to return to either their same position or a comparable one, if Granite Golf Club has eliminated their previous one.
3.
Sick Leave
Seasonal employees have the right to take up to three days of unpaid sick leave each calendar year because of personal illness, injury, or medical emergency. Year-round staff may take up to 10 days of paid sick days per year.
This entitlement begins once an employee has worked for Granite Golf Club for at least two consecutive weeks. Employees may not take sick leave for cosmetic surgery or medically unnecessary procedures.
These sick leave days may not be carried over into another calendar year if they are not used. If an employee’s hire date is partway through the year, they are still entitled to the three days. As per the ESA, reasonable medical documentation may be requested. This will only include the duration of the absence, that date of the employee’s medical appointment, and whether the employee was examined in-person.
4. Bereavement Leave
Employees are entitled to up to three days of paid leave in the event of the death of a family member. As per the ESA, family member refers to:
● A spouse (married or unmarried, of the same or opposite genders);
● Parent, stepparent, foster parent, child, stepchild, foster child, grandparent, step-grandparent, grandchild or stepgrandchild of the employee, or the employee's spouse;
● Spouse of the employee's child;
● Brother or sister of the employee; or
● Relative of the employee who is dependent on the employee for care or assistance.
This entitlement starts once an employee has been employed with Granite Golf Club for a period of at least two weeks. It can be taken on the date of the death, or later for a funeral or to settle the estate. Bereavement leave entitlement resets every calendar year and the days may not be carried over. The entitlement to the t days remains the same, regardless of whether an employee of Granite Golf Club is hired partway through the year.
Granite Golf Club may request reasonable documentation of the need for the leave such as a death certificate, a funeral home notice, etc.
5. Family Responsibility Leave
Employees are entitled to take up to three days of unpaid leave each calendar year because of an illness, injury, medical emergency, or other urgent health matters relating to specific relatives. This applies to Granite Golf Club employees if their hire date is at least two weeks prior to taking the leave.
As per the ESA, the term “family members” refers to:
● Spouse (includes both married and unmarried couples, of the same or opposite genders);
● Parent, stepparent, foster parent, child, stepchild, foster child, grandparent, step-grandparent, grandchild, or stepgrandchild of the employee or the employee's spouse;
● Spouse of the employee's child;
● Brother or sister of the employee; or
● Relative of the employee who is dependent on the employee for care or assistance.
Employees may take the leave whether the illness is a planned event (such as surgery that is medically necessary), or an unplanned emergency, such as an urgent matter. Urgent matters could include an unforeseen need for childcare, as an example.
Notice of family responsibility leave may occur before the leave if it is planned, or as soon as it happens if unplanned. This notice can be made orally; it does not have to be in writing. Family responsibility leave entitlement resets every calendar year and the days may not be carried over. The entitlement to the three days remains the same, regardless of whether an employee of Granite Golf Club is hired partway through the year.
Granite Golf Club may request reasonable evidence of the need for the leave. This will not include medical notes or medical information from the doctor of the family member.
6. Family Caregiver Leave
Employees of Granite Golf Club are entitled to a leave of up to eight weeks per calendar year, per specified family member, to provide support or care in the event a medical practitioner certifies that they have a serious medical condition. As per the ESA, medical practitioners could include a physician, registered nurse, psychologist, psychiatrist, or nurse practitioner. Granite Golf Club employees are entitled to this leave, regardless of the length of their term of employment.
Under the ESA, “family members” refers to:
● The employee’s spouse (including same-sex 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 or step-grandparent of the employee or the employee’s spouse;
● A grandchild or step-grandchild of the employee or the employee’s spouse;
● A spouse of a child of the employee;
● A brother or sister of the employee; or
● A relative of the employee who is dependent on the employee for care or assistance.
Employees of Granite Golf Club do not need to produce the medical certificate prior to starting the leave but need to provide the certificate at some point during the leave. This certificate needs to include the name of the individual and that the individual has a serious medical condition but does not need to include medical specifics. Written notice is required for the family caregiver leave of absence but may be produced during the leave if the leave was not planned.
Family caregiver leave may last for up to eight weeks; however, the weeks may be taken either consecutively or separately. If an employee takes part of a week, this counts as a full week of the entitlement. Employees are required to provide written notice each time they are taking a week of leave.
7. Family Medical Leave
Employees of Granite Golf Club are entitled to family medical leave (consisting of unpaid leave for a period of up to 28 weeks in a 52-week period) to provide care or support to family members who have a significant risk of death occurring within a period of 26 weeks. This leave is different from family caregiver leave because an employee is only eligible for family medical leave if the family member who has a serious medical condition has a significant risk of death occurring within a period of 26 weeks. These leaves are also separate from the critical illness leave (outlined later in this policy).
Granite Golf Club employees are entitled to this leave, regardless of their length of service, for the care and support (e.g., emotional support or providing care) of the following family members (as per the ESA):
● The employee's spouse (including same-sex 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 brother, stepbrother, sister, or stepsister of the employee;
● A grandparent or step-grandparent of the employee or of the employee's spouse;
● A grandchild or step-grandchild of the employee or of the employee's spouse;
● A brother-in-law, step-brother-in-law, sister-in-law, or step-sister-in-law of the employee;
● A son-in-law or daughter-in-law of the employee or of the employee's spouse;
● An uncle or aunt of the employee or of the employee's spouse;
● A nephew or niece of the employee or of the employee's spouse;
● The spouse of the employee's grandchild, uncle, aunt, nephew, or niece; or
● A person who considers the employee to be like a family member (full details in the ESA).
Employees are not required to take all 28 weeks consecutively and may separate their weeks. However, if an employee takes part of a week, this will count as a full week of leave. If the family member does not pass away within the 26 weeks outlined in the original certificate, employees may continue leave until 28 weeks have passed without needing to provide another medical certificate.
As per the ESA, there are three important periods of time relating to family medical leave:
● The 26-week period specified in the medical certificate within which the family member has a significant risk of death;
● The 52-week period that starts on the first day of the week in which the 26-week period specified in the medical certificate begins; and
● The 28 weeks of family medical leave.
The latest day an employee can remain on leave is:
● The last day of the week in which the family member dies;
● The last day of the week in which the 52-week period expires (a Saturday as per the ESA); or
● The last day of the 28 weeks of family medical leave.
It must be whichever is earlier.
Granite Golf Club employees are required to provide written notice of the need for a family medical leave of absence. If the leave is required unexpectedly, employees may provide notice as soon as possible after having started the leave. Employees must provide notice for each week of the leave if they are taking them separately.
8. Critical Illness Leave
Granite Golf Club employees are entitled to up to 37 weeks in a 52-week period of unpaid leave in the event they have a critically ill minor child or 17 weeks in the event of a critically ill adult family member (the term family member includes the same list as that of family medical leave). This leave may be taken to support or provide care for a minor child (includes a child, stepchild, foster child, or child who is under legal guardianship and is under 18 years of age). The term adult refers to a person over 18 years of age. Employees with at least six months of service with Granite Golf Club are entitled to this leave.
Employees are required to provide a medical certificate from a qualified medical practitioner which sets out who requires care and support and establishes the period that the care and support may be required. The certificate does not have to be produced prior to embarking on the leave but must be produced at some point during the leave. Employees must also provide written notice of their intent to take the leave and a written plan indicating the specific weeks either in advance of the leave or as soon as possible after starting it. Changes may be made to the plan under special circumstances outlined in the ESA.
If a medical certificate issued by a qualified health practitioner sets out a period during which the person requires care or support of a family member that is less than 37 weeks (for a minor child) or less than 17 weeks (for an adult), the employee is entitled to take a leave only for the period set out in the certificate. An employee’s leave may be extended if the original certificate did not use up all the leave, but another medical certificate must be issued.
Employees may take the weeks separately, or consecutively. If an employee only takes part of a week, this does qualify as a full week of leave unless the employee takes another day in the same week; these both qualify as only one week.
In the event of the death of the person for whom the employee is providing care, the leave ends at the end of the week in which the person passes away.
9. Child Death Leave
An employee of Granite Golf Club who experiences the death of a child is entitled to an unpaid leave of absence for a period of up to 104 weeks. Eligibility for this leave begins after an employee has at least six months of service with Granite Golf Club. “Child” refers to a child, a stepchild, a child under the legal guardianship of the employee, or a foster child less than 18 years of age. This leave must be taken within the 105-week period that started when the child passed away and only as a single period of leave (it may not be broken up).
A written notice and a plan for taking the leave must be provided to Granite Golf Club as soon as possible either prior to beginning the leave or once the leave has started. As necessary, Granite Golf Club may require reasonable evidence of the need for the leave.
10. Crime-Related Child Death or Disappearance Leave
Employees who have been employed with Granite Golf Club for a minimum of six months and who experience the crime-related death or disappearance of a child are entitled to up to 104 weeks of unpaid leave. The crime does not have to be proven, but probable. If an employee was a party to the crime, they are not entitled to the leave. “Child” refers to a child, stepchild, or foster child who is under 18 years of age.
This leave must be taken within the 105-week period that started when the child disappeared and must be taken all at once (it may not be broken up). If there is a change in circumstance that occurs during the leave and it is no longer probable that it is the result of a crime, the employee’s entitlement to the leave ends. If the child is found alive during the leave, an employee is entitled to remain on leave for 14 days following the discovery of the child. If a child is found dead, the employee then has a separate entitlement to the child death leave.
A written notice and a plan for taking the leave must be provided to Granite Golf Club as soon as possible either prior to beginning the leave or once the leave has started. The plan may be amended under special circumstances. As necessary, Granite Golf Club may require reasonable evidence of the need for the leave.
11. Domestic or Sexual Violence Leave
Employees of Granite Golf Club who have at least 13 weeks of service are entitled to this leave in the event an employee or an employee’s child has experienced or been threatened with sexual or domestic violence. This leave provides for up to ten days and 15 weeks in a calendar year of protected leave. “Child” refers to a child, stepchild, child under legal guardianship, or foster child who is under 18 years of age. The employee’s first five days of leave will be paid, and the remainder of the leave is unpaid.
The leave may be taken for any of the following:
● To seek medical attention for the employee or the child of the employee because of a physical or psychological injury or disability caused by the domestic or sexual violence;
● To access services from a victim services organization for the employee or the child of the employee;
● To have psychological or other professional counselling for the employee or the child of the employee;
● To move temporarily or permanently; or
● To seek legal or law enforcement assistance, including making a police report or getting ready for or participating in a family court, civil or criminal trial related to or resulting from the domestic or sexual violence.
Employees are not entitled to the leave if they committed the violence.
The entitlement to the ten days resets every calendar year, regardless of the month in which an employee began employment with Granite Golf Club. These days may not be carried over if unused and an employee does not have to take all the days off in the same period. An employee may choose to take part days but in terms of the leave, these are counted as full days.
This entitlement extends to if an employee needs to take up to 15 weeks of domestic or sexual violence leave for the same reasons as those above. These weeks can be taken separately, or all at once. If an employee only uses part of a week, it does count as a full week of leave.
Note: Employees of Granite Golf Club will be paid for the first five days whether they take the ten days, or they take leave from their 15-week entitlement.
Employees are required to provide notice, either ahead of the leave or as soon as possible after they have started the leave (this notice may be provided orally), for either length of leave. In addition, employees are not required to take the ten days leave before starting on their 15-week entitlement. Employees may be requested to provide reasonable evidence of the need for the leave.
12. Organ Donor Leave
An employee of Granite Golf Club who has been employed with the company for at least 13 weeks is entitled to organ donor leave if they are undergoing surgery to donate all or part of certain organs to a person. As necessary, organ donor leave may be extended past the original 13 weeks to an additional 13 weeks.
Under the ESA, “organ” refers to a kidney, liver, lung, pancreas, or small bowel. This leave generally begins on the date of the surgery unless another date is specified by the certificate. The leave may be extended for employees if a qualified medical practitioner asserts that the employee requires more time away from work. The maximum length of time for organ donor leave is 26 weeks.
An employee is required to provide at least two weeks’ written notice of the need for the original leave and if there is a need to extend the leave. An employee may also return early from leave provided they have two weeks’ written notice that they intend
to do so. Granite Golf Club reserves the right to request a medical certificate attesting to the need for the leave and this must be provided as soon as possible after it is requested.
13. Reservist Leave
A reservist employee who has worked for the company for at least three consecutive months and who is deployed to an operation is entitled to unpaid leave for the time that is necessary for them to be a part of the operation. The ESA sets out that an operation may include aiding in dealing with an emergency or its aftermath (including search and rescue operations, recovery from national disasters such as flood relief, military aid following ice storms, and aircraft crash recovery).
Employees can also take this leave if participating in Canadian Armed Forces military skills training.
Employees are required to provide written notice of the beginning and end date of their leave and will be reinstated to their same position upon returning from leave. If their position has been eliminated, Granite Golf Club will reinstate them to a comparable position. As needed, Granite Golf Club reserves the right to postpone an employee’s reinstatement for two weeks, or one pay period, as needed.
14. Jury Duty Leave
Granite Golf Club will provide 10 paid days of job-protected time away from work as necessary for year-round employees to participate in jury duty. Employees may be requested to provide evidence of the need for them to participate in jury duty.
Seasonal employees will be provided with unpaid leave in accordance with the Employment Standards Act.
15.
Voting Leave
Eligible employees are entitled to take three (3) hours off to vote during work hours during federal and provincial elections. The leave will be applicable where an employee’s hours of work prevent them from having three consecutive hours to vote. The hours will be paid. Note that voting is open for 12 hours.
PUBLIC (STATUTORY) HOLIDAYS
Granite Golf Club is committed to upholding the employment rights as established by the Ontario Employment Standards Act, 2000. Specifically, we will ensure that it adheres to the provisions established for public holidays in Ontario.
1. New Year’s Day
2. Family Day
3. Good Friday
4. Victoria Day
5. Canada Day
6. Labour Day
7. Thanksgiving Day
8. Christmas Day
9. Boxing Day (December 26)
POLICY
Granite Golf Club will ensure that qualified employees who are entitled to taking these days off from work will be paid the appropriate public holiday pay.
As needed, Granite Golf Club may request that employees work on the day of the public holiday. To compensate for this an employee may choose one of the following:
● Be paid their regular wages on the public holiday and then receive another day off in lieu of which they will be paid public holiday pay.
● Be paid their public holiday pay, in addition to time and one half their regular rate of pay. In this case, the employees would not be entitled to another day off.
In either case, employees must agree electronically or in writing to work on the public holiday. A substitute holiday day must be scheduled for a day that is no later than three months following the earned public holiday. If a substitute holiday needs to be delayed beyond three months, employees of Granite Golf Club can agree electronically or in writing to delaying the day, but it must be allotted to the employee in the 12 months following the initial public holiday.
If an employee’s employment with the organization concludes prior to the day, they scheduled the substitute holiday day, Granite Golf Club will ensure that the employee’s public holiday pay entitlement is included in their final wages.
Calculating Public Holiday Pay
Employees are entitled to public holiday pay in the amount of an average of the employee’s regular wages earned during the preceding four weeks leading to the public holiday. If the employee was on vacation entitlement, the vacation pay will also count towards the total. Then, the total is divided by 20. Note: As employees of Granite Golf Club are entitled to be paid their vacation pay before they take a vacation or on or before the pay day for the period in which the public holiday is, vacation pay will be included in the calculations.
● As employees of Granite Golf Club are paid their vacation pay on every pay cheque, the calculation will be at least four percent (or six percent, depending on the length of service of the employee).
Qualifying for Public Holiday Pay
Employees of Granite Golf Club will qualify for public holiday pay unless they:
● Fail (without reasonable cause), to work all their last regularly scheduled day of work prior to the public holiday or all their first regularly scheduled day of work following the public holiday, OR
● They fail without reasonable cause to work their entire shift on the day of the public holiday if required to work.
Granite Golf Club may request specifics concerning an employee’s absence on their last and/or first regularly scheduled shift(s) around the public holiday to determine whether the employee is entitled to the pay despite their absence. Generally, reasonable cause can be shown when an event beyond an employee’s control occurs and results in their absence. Employees are responsible for establishing their reasonable cause to assure their public holiday pay
TERMINATIONS
The purpose of this policy is to ensure employee terminations are handled in a fair and consistent manner, according to legislated employment practices.
DEFINITIONS
“Termination” means a situation in which the employment relationship comes to an end due to a variety of reasons such as resignation or the employer ending the employment relationship.
“Involuntary Termination” means the employee's departure at the hands of the employer.
“Voluntary Termination” or resignation means the decision is made by the employee to leave the job.
“Termination for cause" means an employee is terminated without notice when they are “guilty of wilful misconduct, disobedience, or wilful neglect of duty that is not trivial and has not been condoned by the employer”.
“Temporary layoff” means an employer cuts back or stops the employee’s work without ending his or her employment. According to the ESA, an employee is temporarily laid off when the employee has earned less than half of what he or she would ordinarily earn (or earns on average) in a week.
POLICY
Granite Golf Club will follow the rules set out in The Employment Standards Act (ESA) and the terms set out in an employee’s contract when it comes to ending the employment relationship.
All terminations, no matter the cause, will be handled respectfully and in a confidential manner.
Voluntary Termination
In the case of Voluntary Termination or resignation, Granite Golf Club requests that employees provide a minimum of two weeks’ notice to the employer, in writing.
If an employee fails to show up to work for more than three days in a row without notifying the employer, the employer will assume the employee has resigned.
Involuntary Termination
In the case of involuntary termination not for cause, the employee will be provided with written notice of termination which meets the criteria set out within the Employment Standards Act, at minimum:
The employee will either work for the remainder of the time provided by the notice period (working notice) or be provided with termination pay (pay in lieu of notice) for the duration of the notice period.
Employees will be entitled to their full regular pay during the notice period and will continue to accrue vacation pay during this time. Any benefits will remain in place for the duration of the notice period.
Employees may also be entitled to severance pay based on their years of service, as defined under the Employment Standards Act The Human Resources Manager shall determine whether severance pay should be applied.
Employees who are terminated for just cause are not entitled to notice, pay in lieu of notice, or severance pay.
Temporary Lay-off
Granite Golf Club will refer to and adhere to the Employment Standards Act in the event a temporary layoff is required for any reason. The organization is not required to provide written notice of the layoff.
If an employee is laid off for a period longer than a temporary layoff as set out in the ESA (generally 13 weeks in any period of 20 consecutive weeks*), the organization understands the employee may be considered terminated according to the ESA, and will provide any termination pay to the employee, as required.
*Note: Employer guidelines for temporary layoff have temporarily changed due to COVID-19. Please consult the most up-to-date information for temporary layoff
Final Pay and ROE
Upon termination, whether voluntary or involuntary, for cause or not-for-cause, the organization will:
● Provide any monies owing including any outstanding vacation pay, on the final pay after the notice period
● Issue a Record of Employment (ROE) within 5 calendar days after the end of the pay period in which an employee’s interruption of earnings occurs so that eligible employees may apply for Employment Insurance (EI)
Return of Employer Property
Whether the termination is voluntary or involuntary, the employee must return all company property including such items as keys or computer devices. All intellectual property, or information, products or content created for the employer will remain the property of the employer.
Rehiring
Employees who are terminated for cause may not be eligible for rehire.
VACATIONS
Granite Golf Club understands the importance of taking time away from work to relax and recharge. It is committed to providing vacation time and pay in accordance with the Ontario Employment Standards Act (ESA), at minimum. If an employee’s employment contract provides a greater benefit, the employment contract shall take precedence.
POLICY
Vacation time and vacation pay at Granite Golf Club are provided according to the following chart:
YEARS OF SERVICE
Less Than 5 Years 5 or More Years
Vacation Time Two weeks (10 days) Three weeks (15 days)
Vacation Pay 4% gross wages 6% gross wages
As per the ESA, vacation pay must be at least four percent of the gross wages (excluding any vacation pay) earned in the 12month vacation entitlement year or stub period (where that applies) for employees with less than five years of employment, and at least six per cent of the gross wages thereafter.
Vacation time may be taken after it has been accrued in the previous 12-month vacation entitlement year. It must be taken within 10 months of being accrued.
An employee who does not complete either the full vacation entitlement year or the stub period (if any) does not qualify for vacation time under the ESA. However, employees earn vacation pay as they earn wages. Therefore, if an employee works even just one hour, they are still entitled to at least four per cent (or six per cent, depending on length of employment) of the hour's wages as vacation pay.
Maternity or Parental Leave
For the duration of a maternity or parental leave, vacation time only will accrue; vacation pay does not accrue during this time away.
Public/Statutory Holidays and Sick Days
Should a public/statutory holiday fall within an employee’s vacation time, they are entitled to an extra day away following their scheduled vacation. Sick days taken during a vacation do not qualify the employee to another day off with pay following their scheduled vacation.
Vacation Pay
Granite Golf Club employees are paid their vacation pay at the appropriate rate on each pay cheque.
Vacation Requests
Employees are requested to please speak with their immediate manager, or the HR department, to request vacation.
Termination of Employment
If employment is terminated prior to an employee taking their vacation time, it will be paid out to them on their final pay cheque along with any other owed amounts.
Key Health and Safety
HEALTH AND SAFETY STATEMENT
Granite Golf Club places the health, safety and well-being of all workers and volunteers as its highest priority. We understand the organization holds the highest responsibility for the safety of the workplace and will take all steps needed to provide a healthy and safe working environment.
Granite Golf Club adheres to the requirements set out in the Occupational Health and Safety Act, at minimum. This includes promoting health, safety, and well-being awareness; providing information, training, and competent supervision to employees about specific work tasks; ensuring employee participation in H&S initiatives; and monitoring safety hazards on an ongoing basis.
However, managers, supervisors, employees, and volunteers are all accountable to work together to always uphold their own health and safety and that of others. Managers and supervisors must train their workers appropriately, make sure working conditions are safe, and monitor that employees are following safe work practices and procedures.
Employees and volunteers must do their part by implementing all safety training and practices of Granite Golf Club; staying vigilant about their environment; and reporting any health or safety concerns to management or the health and safety committee right away. They are also encouraged to participate in health and safety initiatives, at any time.
We must all remain committed to keeping each other safe and healthy in every way possible. At Granite Golf Club, we look forward to working together to do just that.
WORKPLACE ANTI-HARASSMENT
Granite Golf Club is committed to ensuring a workplace free of harassment, bullying, and discrimination. In pursuit of this, Granite Golf Club will not tolerate any harassment, bullying, or discrimination within the workplace. Granite Golf Club is further committed to investigating any complaints regarding workplace harassment, bullying, and/or discrimination, using the method of corrective action, up to and including the point of termination of employment for the perpetrator(s).
Canada’s Criminal Code specifically lays out matters such as violent acts, sexual assault, threats, and behaviours such as stalking. In the event of any of the above, Granite Golf Club will immediately contact the police.
DEFINITIONS
Harassment is defined by the Ontario Occupational Health and Safety Act as “engaging in a course of vexatious comment or conduct against a worker in a workplace, including virtually through the use of information and communications technology, that is known or ought reasonably to be known to be unwelcome.” This definition includes sexual harassment, personal harassment, psychological harassment, and bullying.
Workplace harassment does not include reasonable actions taken by an employer or supervisor relating to the management or direction of workers in the workplace.
Sexual Harassment under the Occupational Health and Safety Act is defined as: “engaging in a course of vexatious comment or conduct against a worker in a workplace, including virtually through the use of information and communications technology, 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.”
Note that this Anti-Harassment Policy is administered in conjunction with Granite Golf Club’s Human Rights Policy and includes freedom from discrimination under any of the grounds established by the Ontario Human Rights Code, including race, ancestry, place of origin, colour, ethnic origin, citizenship, creed (religion), sex (including pregnancy), sexual orientation, gender identity, gender expression, age (18 and over), marital status (including same sex partners), family status, disability, and record of offences.
Common harassing behaviours can include (but are not limited to):
● Rumour spreading;
● Jokes about sex;
● Email chains with jokes about specific individuals;
● Excluding individuals from work-related activities;
● Reviewing work unfairly or trivial fault-finding; and
● Belittling behaviour or comments.
Harassment can either occur over a period, or in a specific instance, depending on the specific situation.
POLICY
Granite Golf Club encourages any of its employees who witness or who are victim to harassment, bullying, or discrimination to bring forward the information as soon as possible so that an investigation may immediately commence.
In pursuit of a harassment-free environment, Granite Golf Club is committed to fully preventing and/or addressing any instances of harassment, including sexual harassment, by:
● Providing education and training to ensure that all employees understand their rights and responsibilities regarding harassment;
● Ensuring that supervisors understand how to respond to incidents of harassment, including how to collect information, how to act, how to deal with confidentiality, how to document, and how to keep records;
● Methodically monitoring or adjusting Granite Golf Club’s systems for any barriers, including any barriers regarding any protected grounds laid out in the Ontario Human Rights Code and Granite Golf Club’s Human Rights Policy;
● Reviewing their Anti-Harassment program with the Health and Safety Committee
● Providing a procedure for complaints (outlined below) that is fair, timely, and effective; and
● Ensuring to promote appropriate standards of conduct.
This policy also prohibits any person at Granite Golf Club who can grant or deny a benefit to another employee from sexually soliciting or making advances on that person. This could include co-worker to co-worker, or supervisors and managers to employees. Further, any reprisals for the rejection of these advances are not permitted.
Granite Golf Club will also not permit the creation of a poisoned work environment, as created by comments or any forms of conduct that are known to be unwelcome. Granite Golf Club will investigate all complaints to prevent this poisoned environment.
In addition, any employees who experience harassment while in the course of work for Granite Golf Club have the right to file a complaint without any fear of reprisal. Granite Golf Club will ensure that an investigation is conducted into any incidents or complaints of workplace harassment, as appropriate.
Employee and Supervisor Responsibilities
All Granite Golf Club employees have the responsibility to adhere to the contents of this policy and refrain from enacting or condoning any form(s) of harassment. Further, all employees have the responsibility of fully cooperating in any investigations into complaints of harassment.
All Granite Golf Club supervisors or managers have an additional responsibility of acting immediately upon either receiving a complaint of harassment or witnessing it themselves. Supervisors and managers are responsible for the creation and maintenance of a harassment-free workplace and must immediately investigate as soon as any forms of harassment become known in the workplace.
COMPLAINT PROCEDURE
At Granite Golf Club, complaints regarding harassment, bullying, or discrimination may be brought forward to:
● Aly Longstreet: alongstreet@granitegolfclub.ca
● An alternate report may be made to Phil Scully at pscully@granitegolfclub.ca if the above are the alleged harasser.
● Immediately upon receipt of a complaint, an investigation will be started, and additional information and context will be sought. The investigation may include:
o A review of the details of the incident;
o Separate interview(s) with the parties involved and any witnesses;
o Examination of any relevant documents, emails, notes, photographs, or video;
o A decision about whether the complaint constitutes workplace harassment; and
o The preparation of a report which summarizes the incident, the steps of the investigation, the evidence collected, and any findings
● Granite Golf Club will take appropriate measures to ensure that employees and/or witnesses involved in filing the complaint are protected, as necessary. This may include temporary reassignments or shift changes. Granite Golf Club will ensure that these changes do not penalize any employee who brought forward a complaint, or any witness to the complaint.
● Granite Golf Club will not disclose any information regarding a complaint of harassment (including any identifying personal information of any of the individuals involved), unless the disclosure is necessary. The disclosure may become necessary for the purposes of investigating the complaint, taking disciplinary action, or as required by law.
● The employee who disclosed the complaint, as well as the alleged harasser (provided they are both employees of Granite Golf Club), will be kept up to date on the investigation and will be notified of the results of the investigation and any subsequent actions to be taken.
Any reports resulting from an investigation into complaints of harassment, discrimination, or bullying are not considered to be Occupational Health and Safety reports and will not be shared with the safety committee
Note: This policy will be in written form and posted in a conspicuous place at Granite Golf Club. It will be reviewed as often as necessary, but at least annually.
WORKPLACE ANTI-VIOLENCE
This policy and program are intended to:
a) Ensure that Granite Golf Club maintains a work environment that is free from workplace violence.
b) Establish measures and procedures to control the risk of workplace violence.
c) Communicate the procedure for summoning immediate assistance in the event of an incident of workplace violence or where an incident is imminent.
d) Establish a procedure for reporting incidents of workplace violence.
e) Establish how reports of workplace violence will be dealt with and investigated by the organization.
DEFINITIONS
“Workplace Violence” as defined by the Ontario Occupational Health and Safety Act, means:
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;
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” refers to any land, premises, location, or thing at, upon, in or near which a worker works including the organization's offices, off-site locations where work is performed, social events related to work or away from work but resulting from work (i.e., a threatening phone call to your home or other personal electronic contact from co-workers or clients).
POLICY
Granite Golf Club is committed to providing a healthy, safe, and supportive work environment for all employees that is free from workplace violence and will not tolerate any such incidents that are perpetuated by or against an employee, client, volunteer, vendor, or visitor.
In pursuit of this commitment, Granite Golf Club will take all reasonable steps to prevent workplace violence and will deal with incidents and complaints made in good faith, in a fair, consistent, and timely manner.
Employee Responsibilities
● Understand what constitutes workplace violence as defined in this policy and adhere to the organization’s zero tolerance requirement.
● Immediately report any incident of violence one is subject to or witnesses in accordance with the organization’s antiviolence program.
● Participate as required in internal and external investigations concerning incidents of workplace violence.
● Refrain from any retaliatory acts against any individual who has brought forward a complaint of violence.
● Attend and actively participate in training and education sessions regarding workplace violence.
Employer and Management Responsibilities
● Assess the risk of workplace violence and implement procedures, response plans and other controls to help minimize identified risks.
● Educate and train employees on this policy and program, response plans and other controls established to protect employee health and safety.
● Ensure a copy of this policy is available to all employees.
● Review the Workplace Anti-Violence Policy and Program annually or as often as necessary to properly protect employees from the risk of violence. This policy and program will be reviewed after any violent incident to determine if changes are necessary.
● Take appropriate action(s) upon receipt of a complaint of workplace violence or when aware that workplace violence is occurring.
● Impose appropriate disciplinary measures in response to substantiated claims of workplace violence.
All members of management who are aware, or who ought to reasonably be aware that incidents of workplace violence are occurring or are thought to be occurring are obligated to take appropriate action to stop the offending behaviours and actions, even in the absence of a formal complaint.
WORKPLACE ANTI-VIOLENCE PROGRAM
Reporting Incidents of Workplace Violence
● In the event you are directly affected by, or witness to an act of violence or a threat of violence in the workplace, it is imperative that the incident be reported immediately. Reports are to be made to your direct supervisor, his or her designate or other relevant party.
● For the health and safety of everyone, employees are encouraged to request an informal meeting with their supervisor/manager or their designate to discuss issues concerning or related to workplace violence.
● Employees should also notify their supervisor/manager or their designate if any restraining order affecting them is in effect or if they are aware of a non-work-related situation that could result in violence in the workplace including concerns regarding the potential for domestic violence to occur in the workplace.
If you are subject to workplace violence, you also have the option to pursue recourse through the Provincial Police or the Federal Criminal Code.
Summoning Immediate Assistance
● If you require immediate assistance following an act of violence, are being threatened, or consider yourself to be in imminent danger, contact the police/emergency services immediately by dialling “911” and follow department/facility emergency response procedures (where relevant).
● If you are unable to phone 911 right away, you should:
o Yell for help.
o If in a vehicle, honk the horn repeatedly, turn on hazard lights and lock all vehicle doors.
o If possible, use the vehicle’s emergency alarm.
o Immediately move to a safe location.
o Contact a manager/supervisor.
Right to Refuse Unsafe Work Due to Workplace Violence
If you believe that you are being endangered by workplace violence, you have the right to refuse to perform the work you deem to be unsafe. If you are refusing to work because of workplace violence, you must immediately report the refusal to your supervisor/manager or their designate.
Once reported, an investigation into the refusal will commence. During the investigation, you must remain in a safe place that is as near to your work location as reasonably possible and must remain available to the investigator for the purpose of the investigation.
History of Violent Behaviour
Under the Ontario Occupational Health and Safety Act, the organization may be required to provide information (including personal information) to its employees about a person with “a history of violent behaviour” if:
a) The employee can reasonably be expected to encounter that person in the course of their work; and
b) There is a potential risk of workplace violence because of exposure to the individual with a history of violent behaviour.
Pursuant to this obligation, if the organization is of the view that there is a risk of workplace violence such that an employee is likely to be exposed to physical injury, information that is deemed reasonably necessary to protect employees from physical injury, including personal information and any known triggers of the individual’s potentially violent behaviours will be communicated.
When disclosing personal information, the organization will limit as much as possible the amount of personal information provided and will not release any medical information that is deemed protected.
Furthermore, the organization will not disclose any information to individuals who are unlikely to encounter the person with a history of violence or to those who are not at risk of physical injury from that person.
Domestic Violence
In the event the organization is aware that domestic violence could likely expose an employee to physical injury in the workplace, it will take every precaution reasonable in the circumstances for the protection of the affected employee(s). In such situations the organization will work with the employee to create a personal support plan which will identify safety measures and procedures for the protection of the individual.
Violence Risk Assessment
Granite Golf Club will conduct a risk assessment of the work environment to identify any issues related to potential violence that may impact the organization and its employees and will institute measures to control those risks.
When conducting the risk assessment, Granite Golf Club will take into consideration specific areas that may contribute to the risk of violence including:
● Working in a community-based setting
● Interaction with the public and/or working with unstable or possibly volatile clients.
● The exchange of money
● Working alone or in small numbers
● Working at night
● Working in a high crime area
As part of its assessment the organization may review records and reports (incident reports, health and safety inspection reports, etc.). The results of the assessment will be provided to the Joint Health and Safety Committee where one exists.
Violence Investigation Procedure
The investigation process will be initiated upon receipt of a formal complaint from an employee or at the discretion of the employer where workplace violence is known or is suspected to be occurring.
The organization will endeavour to complete investigations within 90 calendar days or less once the process has been initiated; unless extenuating circumstances warrant a longer investigation (for example where more than five witnesses must be interviewed or in the event a witness, Complainant or Respondent is unavailable due to illness).
Once initiated, the investigation procedure will generally adhere to the following steps/guidelines:
1. The organization will appoint an internal or external investigator(s) to promptly conduct and document an investigation into the incident in which all facts are examined in a manner that is timely, fair, and impartial.
a. No person shall be appointed to the role of investigator where they have been named within a complaint.
b. Any allegations against the GM will be investigated by a neutral third-party investigator.
2. The investigator(s) will review this policy, the submitted complaint and supporting documents, and will meet with the Complainant to gather additional details and information regarding the incident(s).
3. Individual(s) named in the complaint (known as Respondents) will be advised via written notification of the complaint that has been filed against them. The notification will inform the Respondent of the alleged offensive action(s)/behaviour(s) made against them.
4. The investigator will then meet with the Respondent to allow the individual to respond to the presented allegations and to gather facts and information.
5. Where warranted, the organization may issue a paid administrative leave to the Respondent, Complainant and any other party deemed necessary until the investigation is completed.
6. Employees on paid administrative leave pending the results of the investigation must remain available to meet with the investigator and to return to work as requested.
7. The investigator may also individually meet with witnesses and any other individual deemed necessary to provide additional evidence or context/information pertinent to the investigation.
8. Once the investigator is satisfied with the amount of factual information collected from all parties, they will decide as to whether the allegation(s) are substantiated based on a balance of probabilities and where substantiated, make recommendations on any remedial action to be taken.
9. The investigator will provide an investigation report which must include a summary of the steps taken during the investigation, the complaint and allegations of the Complainant, the response from the Respondent(s), the evidence of any witnesses, any additional evidence gathered, findings of fact, the conclusion of the investigation and any recommendations made.
10. If the investigator deems a breach of the policy has occurred, the organization will take necessary corrective action were deemed appropriate to do so.
11. If the results of the investigation do not substantiate that a breach of this policy has occurred, the allegations will be disregarded in any subsequent employment decision affecting the parties involved. This is the case except where there is repetition of the same allegation from the same or different parties, and in that case, further investigation and corrective action may occur. However, if after investigating any complaint the organization determines that the complaint is not genuine or that an employee has deliberately provided false information regarding the complaint, disciplinary action may be taken against the Complainant or the individual who gave the false information.
12. If the Complainant disagrees with the outcome of the investigation, they will have the option to pursue recourse through the applicable legislation (example: The Human Rights Code or the Occupational Health and Safety Act).
13. Granite Golf Club will provide the Complainant and Respondent (where the Respondent is an employee) with a written outcome letter summarizing the investigation findings and any disciplinary action to be taken because of the investigation.
14. All parties involved in the investigation process, including the Complainants, Respondents, and witnesses are responsible for fully cooperating with the investigator(s) throughout the investigation process.
Prohibition Against Retaliation/Reprisal
Granite Golf Club strictly prohibits any form of retaliation against an employee for filing a genuine complaint under this policy or for participating in the investigation process.
Specifically, no employee shall be demoted, dismissed, disciplined, or denied a promotion, advancement, or other opportunity because they have lodged a complaint in good faith or have participated in an investigation.
Disciplinary Action
Any employee who is found to have breached this policy by engaging in violence or a form of reprisal; who breaches confidentiality expectations; fails to cooperate with an investigation; makes a complaint in bad faith or supplies falsified information will be subject to appropriate disciplinary action.
Disciplinary action may range from training, counselling, written warning, suspension, work transfer and termination of employment, depending on individual circumstances. Additionally, the organization may pursue criminal charges where warranted.
Confidentiality
Granite Golf Club will ensure that information and documents regarding a complaint or incident will not be disclosed except to the extent necessary to protect workers, to investigate the complaint or incident, to take corrective action or as otherwise required by law.
All parties involved in a workplace violence complaint, including complainants, respondents, witnesses, managers, and support persons are expected to treat the matter and any information they become aware of as confidential. No party shall discuss the matter or associated details with other employees or witnesses. An employee may face disciplinary action if it is determined that they have failed to adhere to these confidentiality expectations.
All investigation notes and full reports will be retained in a separate file and are not to be saved in employee personnel files. Investigation outcome letters and disciplinary action will be saved in applicable employee files only when the complaint has been verified and is found to be in breach of this policy.
Record Keeping
Granite Golf Club will securely retain records of all complaints or incidents of harassment including copies of:
● The complaint or details about the incident
● Records of the investigation including notes
● Witness statements, if taken
● The investigation report, if any
● Results of the investigation that were provided to the Complaint and Respondent
● Any corrective action taken to address the complaint or incident of workplace harassment
Reports of Violent Incidents - Workplace Expectations
The Organization Shall:
● Promptly investigate all reported acts and incidents of violence.
● Consult with other parties (i.e., legal counsel, Health and Safety Consultants, Health and Safety Representatives, Employee Assistance Providers, Human Rights, and local Police Services) as deemed necessary to address, resolve and mitigate incidents.
● Take all reasonable measures to identify and eliminate risks and root causes resulting from the incident.
● Comply with WSIB and OHSA violent incident reporting obligations by:
o Immediately notifying the Ministry of Labour, and the JHSC (where relevant) of any incident resulting in the death or critical injury of an employee and providing the Director of the Ministry of Labour with a written report detailing the circumstances of the incident within 48 hours of its occurrence.
o Providing written notification to the JHSC within four days of any violent incident which leaves an employee disabled from performing their job duties or which requires medical attention.
o Providing notification to the WSIB within 24 hours of any violent incident in which an employee sustains a losttime injury past the day of the incident or an injury that requires health care.
ENTRANCE / EXIT / PARKING
Staff Members must adhere to the twenty-kilometre (20km) speed limit once they enter the property. Staff Members are required to park or be dropped off/picked up in the North end of the parking lot, only. All Staff Members must use the designated entrance to the parking lot (a left after the Administration building), when entering or exiting the grounds, to avoid excess traffic in high pedestrian areas to and from the Clubhouse. Golf Maintenance Staff Members should enter and exit the Maintenance Building through the entrance on the main level via the west doors. All Clubhouse and Golf Operations Staff Members should enter and exit through the north lower-level entrance of the Clubhouse. When the Club is hosting a special event, it may be necessary for Staff Members to park in other designated locations. Notice of these situations is provided whenever possible, and the Club asks for cooperation and understanding when this occurs.
Conduct and Discipline Policies
ABSENTEEISM AND ATTENDANCE
Granite Golf Club is committed to ensuring that all its employees are appropriately compensated for their hours of work. This Attendance and Absenteeism policy outlines our expectations for employees with regards to their time and attendance.
POLICY
Granite Golf Club employees have the responsibility of attending work at their scheduled time or providing as much notice as possible in the event they are unable to arrive for the start of their shift. Employees need to contact their immediate manager or supervisor if they will not be present. If they are unable to reach their immediate manager or supervisor, they are to call Aly Longstreet, HR and Communications Manager (phone call is preferred), and if there is no answer, they are to leave a voicemail and send an email or text. If employees need to leave their shift early, they must provide as much notice as possible to their supervisor.
Prolonged Absences
If an employee requires an absence for a prolonged period, Granite Golf Club may request additional information from an employee’s medical provider regarding the projected length of their absence. Granite Golf Club will not request confidential medical information, including any diagnosis, etc., from the medical provider.
Three Consecutive Absences
Any case where an employee misses at least three consecutive shifts without providing notice to their supervisor is considered job abandonment and the employee’s relationship with Granite Golf Club will be severed. If an employee can provide adequate reasoning behind their absence, their employment may be continued at the organization’s discretion.
Absenteeism
Absenteeism refers to a deliberate pattern of absences or late-arrivals that need to be corrected to ensure that Granite Golf Club can adequately staff its premises and achieve its organizational goals. Employee absences without reasonable cause affect the company’s ability to achieve those goals. Repeated absences or tardiness considered as absenteeism refer to absences or tardiness because of:
● Sleeping in late
● Having personal social plans when scheduled for work
● Leaving early every Friday without reasonable cause
● Arriving late every Monday morning without reasonable cause
● Failing to catch a regularly scheduled method of public transportation such as a bus
● Extending a weekend without approval (e.g., not attending work on a Monday or a Friday for unjustified reasons)
This is not a comprehensive list. Employees are expected to attend work unless an emergency arises or they are ill and cannot present themselves.
Disciplinary Steps
In the case of an excessive number of absences, late shift arrivals, shifts left early, or if a pattern of absenteeism presents itself, Granite Golf Club will first meet with the employee to determine whether there is a workable solution to the attendance exceptions. Employees have a responsibility to do their part to work towards a solution and abide by the terms of the attendance agreement. If the attendance exceptions continue without reasonable cause and/or notice, Granite Golf Club will institute the corrective action process following these three steps:
1. Verbal warning
2. Written warning(s)
3. Termination of the employment relationship
Each of these steps will be documented and copies will be provided to the employee to read and understand during the disciplinary meeting. For further guidelines on the corrective action process, Granite Golf Club will refer to the Corrective Action Policy
CODE OF CONDUCT
Granite Golf Club believes in honesty, integrity and respect and requires all employees working on behalf of the organization to uphold these values. The purpose of this policy is to outline the organization's expectations when it comes to the behaviour and conduct of its employees.
POLICY
Granite Golf Club is committed to doing business in a respectful and ethical manner. Employees of Granite Golf Club are expected to behave in a professional and courteous manner toward the organization, fellow employees, our clients, and the public always
This means employees will adhere to the following guidelines for working with integrity:
● Report for work on time and put their best effort forward each day
● Assist clients and fellow colleagues to the best of their ability
● Take responsibility for their choices and actions
● Treat others with dignity and respect
● Represent the organization and its clients or affiliates in a positive manner
● Keep confidential information private
● Use company resources and property as intended
● Ask for clarification and guidance when unsure about an action or decision
Granite Golf Club will not tolerate:
● Discrimination, harassment, bullying or violence of any kind
● Illegal or criminal behaviour including but not limited to stealing, damaging property, or possessing illegal substances or items
● Any type of lewd behaviour or unethical conduct
● Showing up for work under the influence of any substance that impairs judgement or hinders safety, whether that substance is legal or not
● Insubordination
● Competing with the organization or using company information or intellectual property for personal gain
● Intentionally behaving in any untrustworthy manner such as misrepresenting the company or its products, services, or prices to clients or to the public whether in person or via social media channels
Granite Golf Club will provide education and training to ensure employees understand their obligations and responsibilities when it comes to respectful behaviour.
Employees who do not comply with the expectations set out in this code of conduct will be dealt with through corrective action, that may include termination of employment.
CONFIDENTIAL COMPANY AND CLIENT INFORMATION
The Confidentiality Policy defines and describes the management of confidential information for all employees of Granite Golf Club. We believe that company and proprietary information and all information relating to Granite Golf Club employees and clients are confidential, and every safeguard should be taken to ensure information is kept confidential. This policy further outlines our commitments to our employees and clients how we will handle this information.
Protecting the privacy and confidentiality of personal information is an important aspect of the way Granite Golf Club conducts its business. Collecting, using, and disclosing personal information in an appropriate, responsible, and ethical manner is fundamental to Granite Golf Club’s daily operations.
Financial information about the club, market strategies, membership rosters, and personal info on club members all must remain confidential.
SCOPE
Our company relies upon employees and business partners to properly develop, maintain, and operate our systems, networks, and processes which keep our sensitive information safe and properly used. This means that every person and organization handling our information has the responsibility to keep information safe, no matter where the information is located. This includes computing systems, networks, paper copies, business processes, and verbal transmission of information.
POLICY
Company Confidential information
Granite Golf Club requires all employees to handle all personal and business information regarding confidential materials, intellectual and proprietary property, pending business transactions and sales, partnerships, supplier pricing, IT information, access and processes as well as personal, personnel and client information gained through the course of their regular job duties in a confidential and appropriate manner.
Employees agree that if confidential information is not effectively protected, the operations and reputation of Granite Golf Club may be threatened and may suffer irreparable damage.
All employees shall keep confidential and shall not, during the continuance of their employment or any time after the termination thereof, without the express written consent of Granite Golf Club, disclose to any person or organization any information of Granite Golf Club or its partners to which an employee may have acquired during employment or partnership.
Failure to adhere to this policy may result in disciplinary action up to and including termination of employment.
Client Information
In accordance with the Privacy Act and PIPEDA (Personal Information Protection and Electronic Documents Act), Granite Golf Club requires all employees to handle sensitive personal client information in a confidential and appropriate manner. It is understood that employees of Granite Golf Club will become aware of confidential information regarding our clients through the course of their employment. Employees agree that if confidential information is not effectively protected, the operations of Granite Golf Club may be threatened, and the well-being and privacy of our clients may suffer irreparably. The rules by which information is handled are determined by the regulations, business requirements, and company commitments relating to that type of information. Only the information required to achieve the desired business outcome will be collected and will remain confidential.
Every employee, vendor, contractor, supplier or vendor, agent or representative of our company must be aware of the significance of the information being handled and ensure that proper controls are applied to prevent copying, disclosure, or other misuse of the information.
Employees are required to keep all confidential information, both about the Company and our clients, confidential both during and after their term of employment. Employees shall not divulge, disclose, provide or disseminate confidential or private Information to any third party not employed by Granite Golf Club at any time, unless Granite Golf Club gives written authorization.
Return of Company Property
You agree that all confidential and proprietary information of Granite Golf Club, which includes, but not limited to files, confidential information, spreadsheets, proprietary information, client information and other documents or papers (and all copies thereof) relating to the Company, including such items stored in computer memories, computer disks or by any other means, made or compiled by or on your behalf during your employment, or made available to you relating to the Company or any affiliate of the Company, shall remain the property of the Company, and shall be delivered, along with any copies thereof, to the Company promptly upon the termination of your employment with the Company for any reason whatsoever or at any other time upon request and you confirm that you shall not keep any reproductions thereof.
Consequences
Failure to adhere to this policy may result in disciplinary action up to and including termination of employment.
CORRECTIVE ACTION
Granite Golf Club is committed to maintaining a work environment and atmosphere where all employees are afforded the opportunity to learn, grow, and thrive. The Corrective Action Policy outlines the framework for addressing inappropriate behaviours within the workplace and ensuring a fair and consistent approach is in place to address situations quickly.
DEFINITIONS
“Corrective Action” is the process for dealing with job-related behaviour and/or conduct that does not meet expected and communicated performance standards.
POLICY
This policy outlines a fair and consistent approach to discipline within the workplace if Granite Golf Club sees conflicting behaviours in the desired workplace atmosphere. Granite Golf Club is committed to addressing these situations promptly and appropriately following these guidelines. The policy applies to all employees of Granite Golf Club and employees will be made aware of this Policy at the time of hire.
Corrective Action Principles
Granite Golf Club will apply corrective action to address employees’ performance and/or workplace issues. Corrective action uses increasingly serious measures to correct performance, conduct, and/or unacceptable workplace behaviours. Corrective action may be warranted in the following instances such as, but not limited to: Performance issues:
● Workplace misconduct
● Breach of workplace policies or procedures
● Off duty conduct that has detrimental impact on the workplace
Through corrective action, Granite Golf Club will:
● Communicate the workplace expectations for performance and/or conduct
● Provide appropriate support to rectify the issues or concerns
● Provide the employee the opportunity to improve their conduct or performance issues
Management, depending on the situation, will determine the most appropriate form of disciplinary action when evaluating the performance or misconduct. Serious offences may result in immediate suspension or dismissal without progressing through the verbal or written warnings.
Granite Golf Club reserves the right to move to any level of discipline as deemed fit by management based on the severity of the offence.
Corrective Action Levels and Procedures
1. Verbal Warning – Where warranted, an employee will be issued a verbal warning regarding a behaviour and/or action that contradicts desired workplace conduct and/or performance. When a verbal warning is issued, management will provide the employee with an explanation of the inappropriate conduct or performance issue, why the verbal warning was issued, and what the expectations are of the employee moving forward. Management will document the conversation that has taken place and add the documentation to the employee’s file
2. Written Warning – Where warranted, an employee will be giving a written warning regarding undesirable workplace behaviour. This warning could be about performance that was previously discussed in a verbal warning that has not been rectified, or a behaviour or action that was considerably severe in nature and requires more than a verbal warning. The employee will be provided with a letter that outlines the situation being discussed, what the concerns are, and what is expected of the employee within a specific timeframe for rectification. The employee and manager will both sign off on the document, and one copy will be provided to the employee, and a second copy will be placed in the employee file.
3. 2nd Written Warning – If the employee does not rectify their behaviour after a written warning has been issued, Management may provide a subsequent written warning (example: second written warning, final written warning) or move to a higher stage of corrective action as outlined below.
4. Termination – An employee will be provided with written documentation regarding their termination outlining why the termination is being completed, any actions or disciplinary measures previously taken to rectify the situation that was not met and the justification for the for-cause termination as outlined in the Termination Policy. In severe instances, management may choose to move directly to the termination of employment when warranted.
Responsibilities
Employees
Employees must:
● Ensure they understand and fulfil work expectations
● Ask management for help in the event they do not understand what is expected of their performance in the workplace
● Consistently act in a respectful manner towards colleagues, superiors, and clients
● Adhere to Granite Golf Club’s policies and procedures
● Follow all health and safety measures put in place within the workplace
Managers
Managers must:
● Ensure employees are aware of all workplace expectations for conduct and performance
● Manage employees effectively, providing ongoing and constructive feedback on work performance and workplace conduct
● Ensure employees are aware of and consistently enforce workplace policies and procedures
● Follow and enforce the Corrective Action Policy with respect to employee performance and workplace concerns
● Maintain appropriate documentation for disciplinary actions
Appeals
Where an employee feels they have been unfairly disciplined under the corrective action framework, they may appeal the decision within 30 days of the disciplinary meeting. Employees must provide solid evidence of the unfair disciplinary measures enacted or provide proof that the concern being disciplined for did not occur as described. Management will review all appeals within a timely manner and provide the employee with a written response to the appeal, including the outcome of the appeal.
Employee Files
All written documentation in relation to corrective action will be maintained within the employee files. Disciplinary documentation will remain active within an employee file for 18 months from the date the document was signed or as otherwise specified in writing.
DRESS CODE AND HYGIENE
Granite Golf Club requires all employees to present themselves in a professional manner when representing the Company. It is always important that the professional image of the firm be maintained, even on casual days, as our employees’ own presentation is a direct reflection of Granite Golf Club. The purpose of this policy is to outline our expectations for employee attire, personal hygiene and appearance.
Attire
Granite Golf Club is a professional organization.
All staff members are provided with a uniform. Depending on the department, some employees are required to pay for the uniform, some departments are required to wear name tags, and some employees may be required to use PPE.
Employees who may have in-person contact with Members, whether on our site or when working outside the office are expected to present a professional appearance. We expect that employees will use appropriate judgement when selecting their work attire.
Examples of clothing or representations that are not acceptable include but are not limited to:
● Ripped or torn clothes;
● Denim or cargo style pants / shorts;
● Open toed shoes, flip flops, or sandals;
● Clothing and/or tattoos that contain words or images that are racist, anti LGBTQ2S+, violent and/or clearly inappropriate;
● Clothing that is revealing and skintight without appropriate coverage;
● Skirts / shorts / skorts shorter than fingertip length;
● Dirty or unwashed clothes.
Appearance and Hygiene Standards
Hair, Makeup, and Piercings:
● Hair should be kept in natural colours, styled in a neat and tidy manner, and appropriate for a professional setting.
● Makeup should be subtle and appropriate for a professional environment.
● Piercings are allowed but should not be excessive or distracting. Employees should use discretion when choosing visible piercings.
Hygiene:
● Employees are expected to maintain personal cleanliness, oral hygiene, and use deodorant/antiperspirant to minimize body odours
● Granite Golf Club is a scent-free environment. Please be mindful of any lotions, soaps, or deodorants, as these products can cause allergic reactions, migraines, and respiratory difficulties for some employees.
● Fingernails should be clean, of an appropriate length, and tidy. Nail polish, if worn, must be fresh and free of cracks or chips.
● Wash hands after eating or using the restrooms.
Compliance
Departure from appropriate grooming, hygiene and attire standards will result in employee counselling and/or disciplinary action up to and including termination of employment.
Personal appearance standards may be reviewed periodically and updated as deemed necessary.
Questions pertaining to these guidelines, or the appropriateness of dress and/or hygiene on a given day should be directed to Management.
Some decisions regarding dress code and/or hygiene may have human rights considerations involved. Any such circumstance will be handled on a case-by-case basis, always with adherence to the applicable Human Rights legislation.
DRUGS AND ALCOHOL IN THE WORKPLACE
Granite Golf Club recognizes impairment as a serious health and safety issue in the workplace as it can reduce the abilities and judgement of employees. We also recognize that substance abuse and dependency are medical issues that certain employees may struggle with. Granite Golf Club is therefore committed to:
1. Creating a safe and healthy workplace by prohibiting the unsafe use of drugs and alcohol in the workplace; and
2. Providing support to any employees with dependency issues.
DEFINITIONS
Medical Marijuana: Cannabis that is used for a medical purpose. The Ontario Human Rights Code “protects people who use cannabis for a medical purpose related to a disability from discriminatory treatment in employment”.
Substance Abuse: The Code also prohibits discrimination against people who have or are perceived to have an addiction to drugs or alcohol [including cannabis] based on the ground of disability.
POLICY
To protect our organization, employees, clients, and the public at large, Granite Golf Club prohibits the use of any substances that lead to impairment such as drugs or alcohol, whether legal or illegal, while in the workplace or representing Granite Golf Club, unless they have been authorized in writing for use by management for medical reasons or in special circumstances such as a company event.
Employees may not be impaired while working, whether on-site, off-site or while working from home. Employees who are unfit to report to work for any reason should notify their supervisor using their regular process. Safety is our number one priority at Granite Golf Club.
Employees who fail to comply with this policy may face disciplinary action, including termination, or the involvement of the authorities, where necessary.
Safety Concerns with Machinery or Equipment
Driving or operating machinery, including work vehicles, while under the influence is also strictly prohibited.
Should an employee who operates machinery or equipment, including company vehicles, report to work and inform their supervisor/manager of their current state of impairment, their supervisor or manager is required to take immediate action, which may include sending the employee home in a taxicab or other commercial vehicle, and pursuing disciplinary action at a later date when the employee is no longer impaired.
Solicitation or Possession of Illegal Substances
Solicitation, or possession of illegal substances within the workplace is strictly prohibited. There are no exceptions to this rule.
Work Events
Certain work situations (work parties, events, etc.) may allow for consumption of legal substances. These exceptions to company policy will be communicated by management and employees will be expected to use appropriate judgement and reasonable consumption levels while in these situations.
Duty to Accommodate
Granite Golf Club is committed to providing disability-related accommodation up to the point of undue hardship to employees who come forward with an addiction issue, or to employees who require cannabis for a medical purpose related to a disability under Ontario’s Human Rights Code
Employees with substance abuse or dependency concerns are encouraged to share these challenges with their manager/supervisor or HR team member so proper and appropriate accommodations can be organized. They may do so without fear of negative consequences. All employee medical information will be treated as confidential.
Medical Use of Cannabis
As per the Ontario Human Rights Code: “An employee can consume edible cannabis for a medical purpose related to a disability in an enclosed workplace, as long as it does not interfere with workplace health and safety or performing essential job duties.”
In accordance with smoking and human rights laws:
● Employees may not smoke or vape cannabis for a medical purpose related to a disability in places where laws or rules prohibit smoking or vaping cannabis and tobacco for public health reasons. For example: “Ontario prohibits smoking or vaping cannabis for a recreational or medical purpose in an enclosed workplace”.
● Where there is medical need to smoke or vape cannabis, Granite Golf Club will allow an employee who smokes cannabis for a medical purpose to smoke outside in places where smoking is permitted by law.
Employee Responsibilities
Employees are responsible for:
● Following the procedures outlined in this policy
● Informing their supervisor/manager in the event they are under medical care and require the use of a prescription drug which may impair their abilities
o Employees are not to share their diagnosis or prognosis with the supervisor/manager; the information regarding their medication is precautionary only
● Employees must also inform their supervisor/manager in the event they arrive at work impaired
● If an employee should observe the suspected impairment of another employee, they have a responsibility for informing their supervisor/manager to ensure the health and safety of all others attending the workplace
● Using their judgement in the case of work events, either taking place off-site or at Granite Golf Club’s premises
Supervisor/Manager Responsibilities
First and foremost, where a manager or supervisor “observes or otherwise obtains knowledge of a worker’s impairment that could give rise to a hazard in the workplace the supervisor is required to communicate this to any worker that may be in danger and to take every precaution reasonable in the circumstances for the protection of the worker(s).” (Ontario Ministry of Labour)
Supervisors/Managers are also responsible for:
● Informing employees about and enforcing the company’s drug and alcohol policy
● Ensuring employees under their direct supervision are fit for work
● Alerting the authorities should an employee attempt to drive while under the influence or a legal or illegal substance
● Providing job accommodation to employees who require it
● Providing clear instructions to employees for special events such as company parties to ensure employees clearly understand what they are and are not allowed to do
PERFORMANCE ASSESSMENT
Granite Golf Club maintains a policy of assessing the performance of its staff on an annualised cyclical basis. The purpose of the performance assessment is to:
● discuss job responsibilities and evaluate success in meeting job requirements; ∙
● discuss strengths and opportunities for development; and
● set standards and performance measures for the coming year.
The program includes the following elements:
● manage employees' professional and personal aspirations, their personal development and align them with the business needs of Granite Golf Club;
● monitoring the performance of the employee during the review period (year);
● performance reviews at the end of the annual cycle.
Performance Objectives and Personal Development Plan
● At the beginning of each performance assessment year, each staff member should discuss their performance objectives with their manager.
● The results of these discussions should be documented and added to the employee's file.
● The purpose of the personal objectives and personal development plan is to align the personal career aspirations and skills development of the employee with the needs of Granite Golf Club.
● Our performance reviews are conducted on an annual cycle or as often as the management team deems necessary.
Managers/leaders should provide concrete examples of the employee's performance to support the assessment scores.
The employee's performance will be evaluated throughout the period of employment. If necessary, Granite Golf Club will administer and enforce disciplinary measures in accordance with the Corrective Action Policy, in the hope that the employee can be coached to make the necessary improvements.
SOCIAL MEDIA
Granite Golf Club strives to maintain a positive image on our social media platforms. We are committed to preventing any harm to the organization, its employees, clients, or other involved parties that can arise if social media channels are misused, misrepresented, or abused in a way. The purpose of this policy is to outline the expectations we have of our employees when it comes to social media use that is associated with our organization.
DEFINITIONS
“Social media” means any online websites, communities or social networks that allow users to create and share content, opinions, interests, and other information.
POLICY
Granite Golf Club is very thoughtful about its branding. The organization and its employees must work together to ensure Granite Golf Club is represented in a positive manner on social media. As such, only designated representatives are permitted to speak on behalf of Granite Golf Club on social media.
Employees who link themselves to Granite Golf Club on social media by commenting on or about or liking or sharing information regarding Granite Golf Club, must use professionalism and respect.
The following guidelines have been established to protect Granite Golf Club, and must be adhered to by employees:
● The use of personal social media on company time is not permitted, unless on approved breaks or as a function of the employee’s job duties.
● Granite Golf Club has a zero-tolerance policy for any form of discriminatory comments based on gender identity, race, age, religion, ethnicity, sexual orientation, disability, or any other legally recognized protected status.
● Granite Golf Club has a zero-tolerance policy for online bullying or other threatening behaviour.
● Sensitive financial, operational, legal or client data or information is not permitted to be shared on social media.
● Employees must recognize that this policy applies to not only company directed social media actions but also personal use of social media regarding anything that may harm or damage the organization.
● Employees are encouraged to associate themselves to the organization on social media but may not act as official representatives (or speak on its behalf) unless authorized by the organization or management.
● The company’s social media may not be used to promote personal blogs, websites, or services as this is a conflict of interest and is not permitted.
● Use common sense when posting. Where there is doubt about the appropriateness of a post and how it may be viewed by others, do not post it until the content has been approved by your manager or supervisor.
● If something inappropriate/ not permitted does get posted by you or someone else, immediately delete the post, if possible, and consult your manager/supervisor immediately in case further action is required to mitigate the situation.
Non-Compliance
Failure to adhere to the guidelines set out in this policy may result in disciplinary action, including termination.
USE OF TECHNOLOGY
Employees are expected to use company computers, email, technology and access the internet for employment purposes only. Employment purposes refer to duties required as outlined in the employment agreement, job description or as directed by the organization. Limited, occasional or incidental use of the organization's network for personal activities are acceptable, provided the privilege is not abused
Employees may use company computers, technology and access the internet for appropriate personal use on designated breaks, lunch and off-work times. Any activity that reflects negatively on the organization, poses a danger to the equipment, organization, or others or conflicts with other company policies will not be permitted.
Restricted comments and/or behaviours may lead to discipline, up to and including termination, and could lead to criminal or civil action against an employee.
Employees are responsible for the use and security of the company computer, including email accounts, and/or technology assigned to them. Employees should use appropriate passwords and protections and ensure their computer is secured when unattended.
Restricted Use – Company Computers, Email and Internet
● Any personal use during work time, including personal emails, unless otherwise authorized to do so.
● Internet sites which are deemed to be inappropriate will not be permitted to be accessed and will be subject to discipline. Examples, pornographic websites, blocked websites, potentially harmful websites, etc.
● Company email must only be used for employment purposes. Emails will only be sent or received to and from people as required for employment purposes.
● Company email is subject to the organizations’ policies: Workplace Violence, Harassment and Discrimination, Appropriate Workplace Conduct and Confidentiality
● If an inappropriate email or link is received, it must be deleted immediately, and the email must be reported if sent internally. If the email is forwarded you will be subject to appropriate discipline.
● Downloading files, music, videos, pictures, etc. not required for employment purposes.
● Conducting unapproved business for any alternate sources of employment, compensated or otherwise, or for any home-based business at any time.
● Shall not install or run security programs or utilities unless specifically instructed to do so.
● Employees must comply with copyright and licensing restrictions on any information which has been downloaded or is protected by the organization.
● Employees are prohibited from using protected materials (copyright material, branding and/or logo(s) without prior express written permission.
● Allowing others who are not authorized users to access and utilize company equipment or software.
Please note: The employer reserves the right to monitor employee company emails and computer use, which includes internet use.
GIFTS AND TIPPING POLICY
Granite Golf Club understands the complexities of gift giving and tipping. Accepting gifts, honours, and favours in connection with official duties may appear to create an obligation and compromise our independence and impartiality whereas improperly practiced tipping can create inequality.
This policy therefore details Granite Golf Club's gift giving and tip pooling policies for eligible employees. It follows the Employment Standard Act, 2000 and the Protecting Employees' Tips Act (2015), which regulates how tips and other gratuities are handled in any workplace that accepts them, and the Conflict-of-Interest Act
DEFINITION
The Conflict of Interest Act defines Gift or other advantage as:
● (a) an amount of money if there is no obligation to repay it; and
● (b) a service or property, or the use of property or money that is provided without charge or at less than its commercial value. (cadeau ou autre avantage)”
Under the Employment Standards Act, 2000, a tip or other gratuity is any:
● voluntary payment left by a customer for an employee or group of employees;
● voluntary payment left by a customer for the employer to give to their employee(s);
● service or other similar charge or fee imposed by the employer (e.g. a service charge from a catering company, banquet hall, or other type of event centre) in which a reasonable person would believe the payment would be kept by an employee or shared among employees.
A tip pool is a collection of employees’ tips that is redistributed among some or all employees. This includes tip outs, which are payments from one employee to other employees because it is required by the employer’s policy. For example, a server "tipping out" a busser for clearing tables.
GIFT GIVING
Employees of Granite Golf Club are prohibited from accepting any of the following in return for completing any work that we pay them to do:
1. gifts (items, products, or services offered by any current or potential customer or vendor),
2. money,
3. discounts,
4. meals,
5. tickets to events, or
6. favours including a benefit to family members, friends, or business associates
Employees, however, may access promotional gifts (e.g., promotional coffee mugs, t-shirts, etc.), coffee or perhaps a lunch purchase, or gifts with a monetary value of less than five dollars ($5).
Employees are directed to report any customer attempt to create bias or offer of a gift with a monetary value more than $5.00 to management.
If any employee receives a gift that carries a monetary value more than $5.00, they are directed to
● notify management
● return it to the sender with written acknowledgement of the gift
● politely decline the acceptance of the gift by referring to our Conflict-of-Interest Policy.
If a return of the gift is not possible, any unreturned gifts must be forwarded to management. Unreturned gifts shall be donated for charitable purposes.
Management will generate a letter to the individual or business that provided the gift to inform them of the decision to donate the gift to charity. A copy of this letter shall be kept on file.
TIPPING
Granite Golf Club has implemented a tip pooling system to ensure all eligible employees are provided with tips in a fair and equitable manner.
The following employees are eligible to be part of the tip pooling system:
● All seasonal staff members who continue their employment with the Company for the full duration of the Offer which as indicated in the signed Offer Letter will end on the agreed upon “End Date”.
● All full-time staff members who are employed by the end of the Company’s fiscal year end (October 31).
The General Manager is not eligible for a tip pool share.
Tip Pool
Seasonal staff are entitled to participate in the annual staff gratuity plan which is based on a discretionary amount contributed by the Members of Granite Golf Club and on a percentage of the seasonal staff’s gross earnings. The gratuity is a reward for the superior service provided to Members during the season from all Club Staff. The amount of such gratuity is within the sole discretion of the Club, and the Club reserves the right to alter the plan in its sole discretion. Payment of the gratuity in any given year shall not constitute a precedent for any future years.
The gratuity is calculated following the close of the Club’s fiscal year (October 31) and payment is made in December of the same year.
To receive payment of the gratuity, seasonal staff members must continue their employment with the Club for the full duration of their employment contract, which is indicated within their offer letter, and ends on the agreed upon “End Date”.
In the event the seasonal staff member provides notification of their intention to resign (more than 1 week (7 days) from the End Date) or receives notification of termination of employment from the Club, for any reason, prior to the End Date, the seasonal staff member will not be eligible to receive payment of the gratuity.
Please note the Club reserves the right to cancel, revise or amend the above-noted staff gratuity plan without notice. As such, the Seasonal Staff Member understands and agrees that they will only be entitled to bonus payment(s) as required
under the ESA and shall not be entitled to any bonus payment(s) beyond the ESA minimums or under the common law, regardless of the reason or manner of termination (including wrongful termination or constructive dismissal).
Responsibilities
For the tip pooling process to work effectively, each team member must understand their responsibilities.
Any questions regarding this policy should be directed to Aly Longstreet, HR & Communications Manager at alongstreet@granitegolfclub.ca.
Employees who fail to comply with the tip pooling policy may face disciplinary action up to and including termination of employment.
Legal Compliance
Granite Golf Club will adhere to CRA, EI, and CPP requirements for reporting or deducting from tips/gratuities as required or ordered.
MEMBER INTERACTION AND FRATERNIZATION POLICY
Granite Golf Club is committed to establishing and maintaining high professional standards for its employees. Granite Golf Club is aware that the potential exists for members of the golf club and its employees to cross professional boundaries. This policy outlines instances in which professional boundaries might be crossed and establishes guidelines of conduct for employees to prevent any impropriety, or any appearance of impropriety in relation to their interactions with members of our organization.
SCOPE
This policy applies to all employees of Granite Golf Club.
POLICY
Granite Golf Club expects its employees to build relationships with members and provide friendly and accessible services without crossing professional boundaries. Employees must understand the distinction between professional and personal relationships in the workplace. Employees are required to establish and maintain appropriate boundaries with members.
In a professional relationship, the employee is paid to provide a service or a good. Employees may wield power because they have authority, knowledge, and access to confidential member information. Employees are responsible for building and maintaining professional relationships with members.
This policy guides employees in maintaining professional relationships at the organization. Because the procedure cannot cover all role-related scenarios, the Granite Golf Club’ Code of Conduct should be reviewed and adhered to. Anyone covered by this procedure is expected to use good judgement and seek guidance from their manager when in doubt about the appropriate course of action.
Social Contact and Disclosing Information
● Relationships must be professional in the workplace.
● Employees may not go out socially with members or form any personal relationships with them.
● Employees may not golf with members (excluding golf professional staff).
● Employees should not initiate or seek to initiate social contact with members to establish or strengthen friendships. This includes getting members’ Facebook, Twitter, and other social media information.
● Employees may not ask members to play golf or invite them to their house, or for drinks, etc.
● If a member initiates social contact, the employee should use professional judgement and consult with their manager.
● Employees will not ask for information that is not required to provide services.
● Employees will not divulge unnecessary personal information about themselves or others. This is critical when the revealed information may jeopardize the professional relationship.
● Employees should always question why they are disclosing information, whether the information will help the person and the possible unintended consequences.
Dress and Appearance
All employees who work with members should dress appropriately for the task at hand.
Infatuation
● In cases when a member develops an infatuation with an employee, said employee must deal with the situation sensitively and appropriately to maintain the dignity and safety of all involved.
● If an employee notices a member developing an infatuation toward them, they should notify their manager immediately who will take action to separate the employee and the member.
● An employee must be careful with over-involvement with a client as it may lead the client to believe the employee is the only one who can meet their needs.
● If an employee is ever concerned for their wellbeing due to a member’s actions, they must remove themselves from the situation and contact their manager immediately. If they feel in danger, they must notify emergency services (the Police) immediately.
At Granite Golf Club we have zero tolerance for bullying and harassment, whether perpetrated by members or employees, and will take the necessary steps to protect employees, in accordance with our harassment and violence policies.
Personal or Sexual Relationships
Personal or sexual encounters between a member and an employee constitute a grave breach of trust. Employees are required to disclose any such relationship to their manager if the other person is a member of the organization.
CONFIDENTIALITY
All employees must be aware of and follow the Granite Golf Club' privacy and confidentiality policies and procedures. Member confidentiality must never be breached except in cases of client or employee safety. If this is the case, the employee is required to request approval from their manager.
SUPPORT
Any employee with concerns or questions about professional boundaries should consult their manager.
Managers can assist employees, including removing them from situations where professional boundaries are being questioned. Depending on the situation, a manager and employee may discuss and develop a strategy to help the employee feel safe in their roles.
Managers may consider discussing professional boundaries in team meetings to learn best practices and maintain professional boundaries.
Training Granite Golf Club employees shall be trained on this policy and are encouraged to discuss issues regarding professional boundaries during employee meetings.
DISCIPLINARY ACTION
A possible professional boundary breach will be investigated and may result in disciplinary action. The disciplinary outcome will be determined by the severity of the breach.
Depending on the gravity of the incident, actions may be any of the following:
● Counselling
● Verbal warning
● Written warning
● Termination
Personal Relationships
The Club does not prohibit personal or romantic relationships between seasonal employees. However, because we operate in a fast-paced, team-focused environment, personal relationships must never disrupt Club operations, impact member service, or create a difficult environment for your coworkers.
Workplace Professionalism & Boundaries
Your personal life is your own outside of work, but your relationship must remain separate from your shifts.
• Zero PDA: Public displays of affection, personal arguments, or excessive non-work-related chatting while on the clock or on Club property are strictly prohibited.
• Member & Guest Experience: Our members come to the Club for an exceptional experience. At no time should a personal relationship dynamic be visible to, or disrupt, a Club member or guest.
Operational Integrity & Scheduling
A personal relationship will not grant you special privileges regarding how you are scheduled or how your department operates
• Shift Integrity: Employees are strictly prohibited from coordinating unapproved shift trades, refusing scheduled shifts based on their partner’s schedule, or causing scheduling conflicts.
• Team Dynamics: Cliquey behavior, favoritism, or letting personal relationship drama affect how you work with the rest of the service team will not be tolerated.
Management’s Right to Separate & Adjust
If management determines that a personal relationship is causing a distraction, creating a drop in performance, or impacting staff morale, the Club reserves the absolute right to step in and make operational changes.
To eliminate workplace disruption, management may immediately:
• Separate your work zones or stations.
• Alter your shift schedules so you are no longer working together.
• Transfer one or both individuals to different departments or areas of the Club.
Post-Relationship Professionality (Breakups)
In the event that a relationship ends, both employees are expected to maintain the exact same level of professional courtesy and teamwork. Allowing post-relationship conflict or animosity to disrupt the workplace, affect team cohesion, or impact service will be treated as a serious breach of Club expectations.
Enforcement
Failure to maintain a professional, productive work environment or causing a disruption to the team due to personal relationship dynamics will result in progressive discipline, up to and including the immediate termination of your seasonal contract.
Staff Privileges
GOLF PRIVILEGES
Granite Golf Club Staff are permitted to play the golf course on a scheduled basis. This is a great opportunity for all Staff Members to reap the benefits of their hard work at Granite Golf Club and to learn more about our great facility.
Please be reminded that this is a privilege and not a right. The use of the practice range by Staff Members is not permitted. Staff Members must conduct themselves accordingly and adhere to the following:
● Tee times will be made available, based on the discretion of the Head Golf Professional. Member tee times will take priority. Staff Members will not be permitted to book tee times prior to 4:00 pm daily. Tee times before 4:00 pm may be requested but are subject to availability.
● Walk-on tee times are reserved for members only.
● All Staff Members who are playing must be listed on the tee-sheet and have the approval of the Head Golf Professional.
● Staff Members are permitted to use putting green only when playing golf for that day and may use the putting green for thirty (30) minutes only before or after their round of golf.
● Staff Members are not charged for green fees or cart fees.
● Staff members may use the SGA for 1 hour after their shift with the approval of the Head Professional. Staff members must change out uniform and wear proper golf apparel as per the Club dress code.
● A Staff Member may bring up to three (3) guests per month during designated Staff Member play times with the approval of the Head Golf Professional. Staff Member guest green fees are twenty dollars ($20.00) per person, and use of a golf cart is ten dollars ($10.00) per person. Use of the practice range is permitted for thirty (30) minutes prior to the scheduled guest round only.
● Staff Members must coordinate with their manager to arrange a game through the Professional Staff Member.
● Staff Members (and their guests) must adhere to all existing Granite Golf Club policies including dress code, pace of play, care of the course, and consideration of other players. Please contact the Golf Shop for more information. Staff Member uniforms must not be worn while playing.
● Granite Golf Club Members and their guest(s) are the Club’s top priority and shall be allowed to take precedence over Staff Members tee times and range use if warranted.
● The Golf Shop Staff Members reserve the right to cancel/postpone any Staff Member scheduled tee time.
● Staff Members are not permitted to use the Clubhouse dining and/or Member locker room facilities. On course food and beverages are permitted paid either on Staff Member account, credit card, or debit card at time of purchase. No alcoholic beverages are permitted.
● Former Staff Members of Granite Golf Club are not permitted as guests unless pre-authorized by the General Manager.
● All guests must have their own set of golf clubs. No guests will be permitted to use the golf course without proper golf equipment.
REFERRAL PROGRAM
The Referral Program is a valuable tool to help us bring the best talent to our team at the Club. All non-supervisory, Seasonal Staff Members are eligible to participate.
Earnable Rewards
If a Staff Member refers a candidate who is successfully hired, they will receive a Referral Bonus based on the position type.
• Seasonal Positions: $50.00 after 30 days of work, plus an additional $100 once the candidate completes their contract.
• Permanent Year-Round Positions: $50.00 after 30 days of work, plus an additional $100 once the candidate completes their probationary period.
• Fall (Closing) Season Positions (August – End of Season): A single payment of $50.00 once the candidate successfully completes their contract.
Program Rules and Eligibility
The 30-Day Rule: To receive the initial hire payment, both the referring Staff Member and the new hire must complete 30 days of work.
Notification: HR must be notified at the time of application, and the referring Staff Member’s name must be on the candidate’s application form.
DISCOUNT PROGRAM
All Granite Golf Club Staff Members are eligible for the discount program outlined below upon hire. Staff Members will be required to pay using their Staff Member account (if applicable), credit card, or debit card when purchasing merchandise from the Golf Shop. No merchandise can leave the Golf Shop at any time without being paid for.
Club Retail Shop items are available for purchase at the following discount:
● Clothing: 10% above cost; and
● Hard goods (clubs, balls, shoes, gloves etc.): 10% above cost.
All Staff Member purchases must be approved by the Head Golf Professional and rung in by a Golf Shop attendant. Golf Shop attendants must have their purchases rung in by their manager
Appendices
ACKNOWLEDGMENT
Checking the box in Dayforce Onboarding indicates that I have received a copy of Granite Golf Club’s Handbook.
I acknowledge that I have read and understood the policies and procedures outlined within this manual.
I also understand that Granite Golf Club may revise, supplement, or rescind policies, procedures or benefits described in the manual, with or without notice.
I further understand that this manual does not supersede any employment legislation and in the case of a conflict between a policy and the legislation, the legislation shall prevail.
I understand that I must contact my manager/supervisor or Human Resources department if I have any questions or do not understand the contents of any of these policies as I am required to follow their guidelines.