Co-operative Education and Career Services coordinators

 

 

January 2000
Procedures the procedures document pertaining to harassment on co-operative work terms is a very long document. The following preamble may prove helpful in determining whether the document contains the information that you are looking for. The complete text follows.
Preamble the University of Waterloo has a commitment to its students, both on and off campus, while engaged in university-related activities. When harassment occurs in a co-op student's workplace, the Co-operative Education and Career Services Department (CECS) has a responsibility to ensure that the student's complaint is handled competently. The objective of these procedures is to facilitate a fair and expeditious resolution of harassment in the workplace. These procedures are intended for CECS co-ordinators and designated CECS Harassment Advisors. Three Harassment Advisors (co-ordinators) trained in resolution of workplace human rights violations, will be available to co-ordinators and students to provide a level of expertise in carrying out the procedures. However it is important that all CECS co-ordinators are knowledgeable in these procedures as they may be the initial contact for a student and must refer accordingly. If cases of harassment do arise, resolution should, in the first instance, be informal and internal to the workplace whenever possible. However, documentation concerning the incident must always be communicated to the student's co-ordinator, regardless of how the situation is handled. Regular communication between the co-ordinator and/or Harassment Advisor and the student is a primary concern. It is important that the student feel empowered and an integral part of the process. To facilitate this, co-ordinators and/or Harassment Advisors should advise the student of a tentative time schedule and encourage the employer to advise the student on each step taken and, whenever possible, include the student in decision making. Both co-ordinators and Harassment Advisors are also responsible for ensuring that students are not penalized for filing a complaint (e.g., receiving a poor work term evaluation from the employer). At the University of Waterloo there are several people available to offer support and advice in cases of harassment. Any counsellor at the University of Waterloo Counseling Services can provide students with support; however, for matters of sexual harassment there is a designated sexual harassment counselor to whom students may be referred. This referral should take place immediately. For aid in understanding university policy and legal implications and support throughout the process, co-ordinators and/or Harassment Advisors may contact the co-ordinator of Conflict Management and Human Rights Office. co-ordinators and Harassment Advisors should keep the Human Rights co-ordinator apprised of all active cases.
The entire procedures and appendixes document follows.

 

The following is a breakdown of the document. You may get to the following sections by clicking on the part that is of interest.

A) Where the student's coordinator is the first contact
B) Where the Harassment Advisor is the first contact
C) Where a complaint has been filled with the coop employer, and the student, subsequently reports the incident to the coordinator
D) Where a complaint has been filled with the employer, and the student subsequently reports the incident to the Harassment Advisor
E) Appendix A: job description: Co-operative Education and Career Services - Harassment Advisor
F) Appendix B: documenting a complaint

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A) Where the student's co-ordinator is the first contact the co-ordinator should:

1. Listen to the complaint. If a student tells you that he/she has experienced, or is experiencing harassment:
Listen - meet with the student in a private office. Ask the student to tell you what happened in his/her own words.
Reassure -tell the student that you:

• support them for disclosing;

• are sorry about what happened;

• will assist him/her in getting the help needed; and,

• will make efforts, to the extent possible, to ensure that he/she is not further disadvantaged by attempting to remedy their situation.

Disbelieving a student's disclosure contributes to the trauma of the experience.
Determining the validity of the complaint is the responsibility of the employer. The university, through the Harassment Advisors, will encourage the employer to do this quickly, fairly, and with sensitivity.
Affirm - affirm whatever feelings the student has and avoid telling the student how he/she should feel. Avoid projecting your own reactions onto him/her.
Document - if the student has not yet documented his/her concerns, urge him/her to do so as quickly as possible. The notes should be detailed and in chronological order. It is best if the student personally makes the record in his/her own words. Request information from the student on all previous attempts to remedy the situation.
Appendix B. of this document provides more information on how a complaint can be documented. You may also want to check out documenting a complaint. Contact the CECS Harassment Advisor explain to the student that you would like to contact a CECS Harassment Advisor (HA). Explain that the HA is trained and responsible for assisting students who have experienced harassment while on their co-op work term. For a more detailed explanation see Appendix A. Advise the student that you will, on their behalf, contact one of the Harassment Advisors listed in Appendix A. If possible, try to determine when and how the Harassment Advisor will contact the student.

The Harassment Advisor Should:
1. Be briefed by the co-ordinator The HA should attempt to meet, or arrange a phone interview, with the co-ordinator who initially heard the student's concerns. The HA should try to get as much information from the co-ordinator as possible including any written documentation submitted by the student. With respect to the employer involved in the case, try to:

• obtain a copy of the employer's harassment policy (If no policy exists, contact the co-ordinator of Conflict Management and Human Rights Office for consultation);

• familiarize yourself with the complaint mechanism;

• identify the contact person in the organization; and,

• identify counselling and support services within the organization (e.g., EAP).

2. Meet with the student, review the role of the Harassment Advisor (Appendix A) and listen to the complaint. You should also:

• reaffirm the university's commitment to supporting the student in dealing with the complaint;

• reaffirm that the university acknowledges the importance of confidentiality in dealing with these issues, and will respect an individual's confidentiality to the extent possible; and,

• ascertain the level of support required by the student (e.g., phone support, personal visitation, accompaniment to meetings).

If at this point there is no written report, request the student review the details of the complaint. If there is a written report, briefly review it and check for omissions.

3. Refer student to counselling. (Ext. 3528)If the student is back on campus, he/she can be directed to Counselling Services for support and counselling. In cases of sexual harassment, there is a counsellor who will see the student quickly. For other kinds of problems you may wish to contact Counselling Services on the student's behalf if there is need for prompt help. If the student is in another city, suggest that he/she get counselling support locally. Counselling Services may be able to provide referral sources for major centres. In cases of sexual harassment, give the off-campus student the campus phone number of the Sexual Harassment Counsellor for students who will provide advice and support by telephone.

4. Advise on policy, process and appropriate contacts within the employer's organization, if known.

5. Assist the student in preparing a complaint (if appropriate).

6. Create a file. It is important that the HA create a file on the complaint. The file should contain the following:

• notations of all contacts made with respect to the complaint; and,

• copies of any supporting documentation including the student's written complaint.

Notes should be clear, factual, and dated. In the event that the case is not resolved, within the employer's organization, the case may be referred to the Ontario Human Rights Commission, or in appropriate cases to the police, at which time the file may be called as part of the public record.

7. If appropriate, go with the student to file the complaint at his/her place of employment.The student may wish to have you support him/her when contact is made with the employer. You should indicate, briefly to the employer the role that you play as a Harassment Advisor.

8. Depending upon the seriousness of the complaint, review with the employer what immediate action should be taken. Ascertain what steps the employer is prepared to take to ensure that there will be no repetition, escalation or reprisal. If you are not satisfied with the steps being taken to protect the student, contact the Director of CECS immediately.

9. Contact the employer on a periodic basis and inquire about the progress of the case.The employer may need authorization from the student in order to satisfy the employer's own internal confidentiality guidelines.

10. Advise the University of Waterloo's co-ordinator of the Conflict Management and Human Rights Office of the situation.The co-ordinator will not get directly involved, but will monitor the case and act as a resource for the HA.

11. Monitor the situation

• closely monitor case management, ensuring the student is being dealt with fairly;

• ensure the complaint is handled expeditiously;

• ensure that steps have been taken to prevent repetition or escalation;

• ensure the student is kept informed about the progress of the case;

• keep in contact with the student, preferably on a predetermined schedule;

• monitor for the duration of the work term to ensure that there have been no reprisals against the student;

• maintain regular contact with the student's co-ordinator; and,

• at the conclusion of the case, and after consultation with the student, call a meeting to discuss the outcome and to ensure that all issues have been dealt with.

B. Where a harassment advisor is the first contact

The Harassment Advisor should:
1. Listen to the complaint. If a student tells you that he/she has experienced, or is experiencing harassment:
Listen - meet with the student in a private office. Ask the student to tell you what happened in his/her own words.
Reassure - tell the student that you:

• support them for disclosing;

• are sorry about what happened;

• will assist him/her in getting the help needed; and,

• will make efforts, to the extent possible, to ensure that he/she is not further disadvantaged by attempting to remedy their situation.

Disbelieving a student's disclosure contributes to the trauma of the experience. Determining the validity of the complaint is the responsibility of the employer. The university, through the Harassment Advisors, will encourage the employer to do this quickly, fairly, and with sensitivity. Affirm - affirm whatever feelings the student has and avoid telling the student how he/she should feel. Avoid projecting your own reactions onto him/her.
Document - if the student has not yet documented his/her concerns, urge him/her to do so as quickly as possible. The notes should be detailed and in chronological order. It is best if the student personally makes the record in his/her own words. Request information from the student on all previous attempts to remedy the situation.
Appendix B. of this document provides more information on how a complaint can be documented. You may also want to check out documenting a complaint. You should also:

• reaffirm the university's commitment to supporting the student in dealing with the complaint;

• reaffirm that the university acknowledges the importance of confidentiality in dealing with these issues, and will respect an individual's confidentiality to the extent possible; and,

• ascertain the level of support required by the student (e.g., phone support, personal visitation, accompaniment to meetings).

If at this point there is no written report, request the student to review the details of the complaint. If there is a written report, briefly review it and check for omissions.

2. Refer student to counselling (Ext. 3528). If the student is back on campus, he/she can be directed to Counselling Services for support and counselling. In cases of sexual harassment, there is a counsellor who will see the student quickly. For other kinds of problems you may wish to contact Counselling Services on the student's behalf if there is need for prompt help. If the student is in another city, suggest that he/she get counselling support locally. Counselling Services may be able to provide referral sources for major centres. In cases of sexual harassment, give the off-campus student the name and campus phone number of the Sexual Harassment Counsellor for students who will provide advice and support by telephone.

3. Arrange a time for the next contact with the student. After listening to the complaint, and referring the student to counselling, make arrangements to meet again. During this time you will have an opportunity to gather the information necessary to advise the student on further action.

4. Contact the CECS co-ordinator.The HA should attempt to meet, or arrange a phone interview, with the student's co-ordinator. The HA should try to get as much information from the co-ordinator as possible regarding potential contact personnel, policy, or historical data. With respect to the employer involved in the case, the Harassment Advisor should try to:

• obtain a copy of the employer's harassment policy (If no policy exists contact the coordinator of the Conflict Management and Human Rights Office for consultation);

• familiarize yourself with the complaint mechanism;

• identify the contact person in the organization; and,

• identify counselling and support services within the organization (e.g., EAP).

5. After consultation with CECS co-ordinator advise the students on policy, process, and appropriate contacts within the employer's organization, if known.

6. Assist the student in preparing a complaint (if appropriate).

7. Create a file. It is important that the HA create a file on the complaint. The file should contain the following:

• notations of all contacts made with respect to the complaint; and,

• copies of any supporting documentation including the student's written complaint.

Notes should be clear, factual, and dated. In the event that the case is not resolved within the employer's organization, the case may be referred to the Ontario Human Rights Commission or, in appropriate cases, to the police. At this time the file may be called as part of the public record.

8. If appropriate, go with the student to file the complaint at his/her place of employment. The student may wish to have you support him/her when contact is made with the employer. You should indicate briefly to the employer the role that you, as a Harassment Advisor, are playing.

9. Depending upon the seriousness of the complaint, review with the employer what immediate action should be taken. Ascertain what steps the employer is prepared to take to ensure that there will be no repetition, escalation, or reprisal. If you are not satisfied with the steps being taken to protect the student, contact the Director of CECS immediately.

10. Contact the employer on a periodic basis and inquire about the progress of the case.The employer may need authorization from the student in order to satisfy the employer's own internal confidentiality guidelines.

11. Advise the University of Waterloo's co-ordinator of the Conflict Management and Human Rights Office of the situation. In each case, the co-ordinator of the Conflict Management and Human Rights Office will not be directly involved, but will monitor the case and act as a resource for the HA.

12. Monitor the situation

• closely monitor case management, ensuring the student is being dealt with fairly;

• ensure the complaint is handled expeditiously;

• ensure steps have been taken to prevent repetition or escalation;

• ensure the student is kept informed about the progress of the case;

• keep in contact with the student, preferably on a predetermined schedule;

• monitor for the duration of the work term to ensure that there have been no reprisals against the student;

• maintain regular contact with the student's co-ordinator; and,

• at the conclusion of the case, the after consultation with the student, call a meeting to discuss the outcome and to ensure that all issues have been dealt with.

C. Where a complaint has been filed with the co-op employer, and the student, subsequently reports the incident to the co-ordinator
The co-ordinator should:

1. Listen to the complaint. If a student tells you that he/she has experienced, or is experiencing harassment:
Listen - meet with the student in a private office. Ask the student to tell you what happened in his/her own words.
Reassure - tell the student that you:

• support them for disclosing;

• are sorry about what happened;

• will assist him/her in getting the help needed; and,

• will make efforts, to the extent possible, to ensure that he/she is not further disadvantaged by attempting to remedy their situation.

Disbelieving a student's disclosure contributes to the trauma of the experience. Determining the validity of the complaint is the responsibility of the employer. The university, through the Harassment Advisors, will encourage the employer to do this quickly, fairly, and with sensitivity.
Affirm - affirm whatever feelings the student has and avoid telling the student how he/she should feel. Avoid projecting your own reactions onto him/her.
Document - if the student has not yet documented his/her concerns, urge him/her to do so as quickly as possible. The notes should be detailed and in chronological order. It is best if the student personally makes the record in his/her own words. Request information from the student on all previous attempts to remedy the situation.
Appendix B. of this document provides more information on how a complaint can be documented. You may also want to check out documenting a complaint. Contact the CECS Harassment Advisor. Explain to the student that you would like to contact a CECS Harassment Advisor (HA). Explain that the HA is trained and responsible for assisting students who have experienced harassment while on their co-op work term. For a more detailed explanation see Appendix A. Advise the student that you will, on their behalf, contact one of the HAs listed in Appendix A. If possible, try to determine when and how the HA will contact the student.

The Harassment Advisor Should:
1. Be briefed by the co-ordinator. The HA should attempt to meet, or arrange a phone interview, with the co-ordinator who initially heard the student's concerns. The HA should try to get as much information from the co-ordinator as possible including any written documentation submitted by the student. With respect to the employer involved in the case, try to:

• obtain a copy of the employer's harassment policy (If no policy exists, contact the co-ordinator of the Conflict Management and Human Rights Office for consultation);

• familiarize yourself with the complaint mechanism;

• identify the contact person in the organization; and,

• identify counselling and support services within the organization (e.g., EAP).

2. Meet with the student, review the role of the Harassment Advisor (Appendix A), and listen to the complaint.You should also:

• reaffirm the university's commitment to supporting the student in dealing with the complaint;

• reaffirm that the university acknowledges the importance of confidentiality in dealing with these issues, and will respect an individual's confidentiality to the extent possible; and,

• ascertain the level of support required by the student (e.g., phone support, personal visitation, accompaniment to meetings).

If at this point there is no written report, request the student review the details of the complaint. If there is a written report, briefly review it and check for omissions.

3. Refer student to counselling (Ext. 3528). If the student is back on campus, he/she can be directed to Counselling Services for support and counselling. In cases of sexual harassment, there is a counsellor who will see the student quickly. For other kinds of problems you may wish to contact Counselling Services on the student's behalf if there is need for prompt help. If the student is in another city, suggest that he/she get counselling support locally. Counselling Services may be able to provide referral sources for major centres. For cases of sexual harassment, give the off-campus student the campus phone number of the Sexual Harassment Counsellor for students who will provide advice and support by telephone.

4. Ensure the student has a thorough understanding of the employer's policy and procedures. If there is any confusion with respect to policy and procedure, take steps to clarify. It may be appropriate for the HA to contact the employer.

5. Create a file. It is important that the HA create a file on the complaint. The file should contain the following:

• notations of all contacts made with respect to the complaint; and,

• copies of any supporting documentation including the student's written complaint.

Notes should be clear, factual, and dated. In the event that the case is not resolved within the employer's organization, the case may be referred to the Ontario Human Rights Commission or, in appropriate cases, to the police. At this time the file may be called as part of the public record.

6. If appropriate, go with the student when case related contacts are made with the employer. The student may wish to have you support him/her when contact is made with the employer. You should indicate briefly to the employer the role that you play as a Harassment Advisor.

7. Depending upon the seriousness of the complaint, review with the employer what immediate action should be taken. Ascertain what steps the employer is prepared to take to ensure that there will be no repetition, escalation, or reprisal. If you are not satisfied with the steps being taken to protect the student, contact the Director of CECS immediately.

8. Contact the employer on a periodic basis and inquire about the progress of the case. The employer may need authorization from the student in order to satisfy the employer's own internal confidentiality guidelines.

9. Advise the University of Waterloo's co-ordinator of the Conflict Management and Human Rights Office of the situation. In each case the co-ordinator of the Conflict Management and Human Rights Office will not be directly involved, but will monitor the case and act as a resource for the HA.

10. Monitor the situation

• closely monitor case management, ensuring the student is being dealt with fairly;

• ensure the complaint is handled expeditiously;

• ensure that steps have been taken to prevent repetition or escalation;

• ensure the student is kept informed about the progress of the case;

• keep in contact with the student, preferably on a predetermined schedule;

• monitor for the duration of the work term to ensure that there have been no reprisals against the student;

• maintain regular contact with the student's co-ordinator; and,

• at the conclusion of the case, and after consultation with the student, call a meeting to discuss the outcome and to ensure that all issues have been dealt with.

D. Where a complaint has been filed with the employer, and the student subsequently reports the incident to the harassment advisor
The Harassment Advisor should:
1. Listen to the complaint. If a student tells you that he/she has experienced, or is experiencing harassment:
Listen - meet with the student in a private office. Ask the student to tell you what happened in his/her own words.
Reassure - tell the student that you:

• support them for disclosing;

• are sorry about what happened;

• will assist him/her in getting the help needed; and,

• will make efforts, to the extent possible, to ensure an individual is not further disadvantaged by attempting to remedy their situation.

Disbelieving a student's disclosure contributes to the trauma of the experience. Determining the validity of the complaint is the responsibility of the employer. The university, through the Harassment Advisors, will encourage the employer to do this quickly, fairly, and with sensitivity.
Affirm - affirm whatever feelings the student has and avoid telling the student how he/she should feel. Avoid projecting your own reactions onto him/her.
Document - if the student has not yet documented his/her concerns, urge him/her to do so as quickly as possible. The notes should be detailed and in chronological order. It is best if the student personally makes the record in his/her own words. Request information from the student on all previous attempts to remedy the situation.
Appendix B of this document provides more information on how a complaint can be documented. You may also want to check out documenting a complaint. You should:

• reaffirm the university's commitment to supporting the student in dealing with the complaint;

• reaffirm that the university acknowledges the importance of confidentiality in dealing with these issues, and will respect an individual's confidentiality to the extent possible; and,

• ascertain the level of support required by the student (e.g., phone support, personal visitation, accompaniment to meetings).

If at this point there is no written report, request the student review the details of the complaint. If there is a written report, briefly review it and check for omissions.

2. Refer student to counselling (Ext. 3528). If the student is back on campus, he/she can be directed to Counselling Services for support and counselling. In cases of sexual harassment, there is a counsellor who will see the student quickly. For other kinds of problems you may wish to contact Counselling Services on the student's behalf if there is need for prompt help. If the student is in another city, suggest that he/she get counselling support locally. Counselling Services may be able to provide referral sources for major centres.For cases of sexual harassment, give the off-campus student the campus phone number of the Sexual Harassment Counsellor for students who will provide advice and support by telephone.

3. Arrange a time for the next contact with the student. After listening to the complaint, and referring the student to counselling, make arrangements to meet again. During this time you will have an opportunity to gather the information necessary to advise the student on further action.

4. Contact the CECS co-ordinator. The HA should attempt to meet, or arrange a phone interview, with the student's co-ordinator. The HA should try to get as much information from the co-ordinator as possible regarding potential contact personnel, policy, or historical data. With respect to the employer involved in the case, the Harassment Advisor should try to:

• obtain a copy of the employer's harassment policy (If no policy exists, contact the co-ordinator of the Conflict Management and Human Rights Office for consultation);

• familiarize yourself with the complaint mechanism;

• identify the contact person in the organization; and,

• identify counselling and support services within the organization (e.g., EAP).

5. Ensure the student has a thorough understanding of the employer's policy and procedures. If there is any confusion with respect to policy and procedure, take steps to clarify. If may be appropriate for the HA to contact the employer.

6. Create a file. It is important that the HA create a file on the complaint. The file should contain the following:

• notations of all contacts made with respect to the complaint; and,

• copies of any supporting documentation including the student's written complaint.

Notes should be clear, factual, and dated. In the event the case is not resolved within the employer's organization, the case may be referred to the Ontario Human Rights Commission or, in appropriate cases, to the police. At this time the file may be called as part of the public record.

7. If appropriate, go with the student when case-related contacts are made with the employer. The student may wish to have you support him/her when contact is made with the employer. You should indicate briefly to the employer the role that you play as a Harassment Advisor.

8. Depending upon the seriousness of the complaint, review with the employer what immediate action should be taken. Ascertain what steps the employer is prepared to take to ensure that there will be no repetition, escalation, or reprisal. If you are not satisfied with the steps being taken to protect the student, contact the Director of CECS immediately.

9. Contact the employer on a periodic basis and inquire about the progress of the case. The employer may need authorization from the student in order to satisfy the employer's own internal confidentiality guidelines.

10. Advise the University of Waterloo's co-ordinator of Conflict Management and Human Rights Office of the situation. In each case, the co-ordinator of Conflict Management and Human Rights Office will not be directly involved, but will monitor the case and act as a resource for the HA.

11. Monitor the situation.

• closely monitor case management, ensuring the student is being dealt with fairly;

• ensure that the complaint is handled expeditiously;

• ensure that steps have been taken to prevent repetition or escalation;

• ensure the student is kept informed about the progress of the case;

• keep in contact with the student, preferably on a predetermined schedule;

• monitor for the duration of the work term to ensure that there have been no reprisals against the student;

• maintain regular contact with the student's co-ordinator; and,

• at the conclusion of the case, and after consultation with the student, call a meeting to discuss the outcome and to ensure that all issues have been dealt with.

Appendix A:

Job description: CECS Harassment Advisor
Major duties: Inform complainants of all options and rights, advise complainant regularly of case status, and, if appropriate, accompany complainant through all proceedings.

• listen carefully to complainant's concerns and guide him/her through the appropriate complaint process;

• provide complainants with information on existing University policy and procedures, and refer student to counselling;

• advise complainants on policy, process, and appropriate contacts within the employer's organization;

• support and reassure complainants. If appropriate, go with the student to file the complaint with the employer, and accompany complainant to meetings, hearings, etc.;

• ensure that the students' complaint is dealt with in a fair and expeditious manner; and,

• review with the employer what immediate action should be taken in order to protect the student from repetition, escalation, and reprisal.

Specific accountabilities:

• maintain and ensure confidentiality of cases to the greatest extent possible;

• ensure that students have all the necessary information prior to making decisions in regards to their case;

• keep the Director of the Co-operative Education Program abreast of all case developments;

• attend any training and information sessions regarding harassment in the workplace; and,

• notify the appropriate University office if you detect resistance or "hostility" in the employer.

CECS Harassment Advisors