Employment Policies and Notices (Canada)

The Foundation facilitates the For the Strength of Youth religious youth conferences (“FSY”) of The Church of Jesus Christ of Latter-day Saints. In order to do so, the Foundation hires Coordinators, Assistant Coordinators, Health Coordinators, and Counselors (“FSY Staff”). The policies on this policies web page apply to all FSY Staff in Canada. The Foundation strives to offer FSY in accordance with the teachings and policies of The Church of Jesus Christ of Latter-day Saints, a worldwide community of believers (the “Church”). Accordingly, as conditions of employment, the Foundation expects FSY Staff to be religious ministers and disciples of Jesus Christ who believe in, live, and support Church doctrine and teachings, including at FSY.

At all times, FSY Staff are expected to abide by the terms and conditions of their employment contracts, relevant policies and procedures, and the teachings of the Church. Failure to do so could result in disciplinary action, up to and including termination of the employment relationship for cause.

The Foundation structures its organization and designs positions to achieve the ecclesiastical purposes of FSY, which include helping youth grow in their testimonies of Jesus Christ and His restored gospel, in a learning atmosphere that will help all recognize and learn by the Spirit. FSY Staff are expected to serve as role models of honorable priesthood holders or divine sisterhood, future missionaries, and leaders in the Lord’s Church. FSY Staff are expected to be role models in accordance with the FSY Standards of Conduct and For the Strength of Youth: A Guide for Making Choices.

FSY Staff are required to read, understand, and comply with all FSY Canada employment policies as set out on the FSY Employment web page, as updated from time to time in the sole discretion of the Foundation. To the maximum extent allowable by law, all FSY employment policies on the FSY Employment web page, all as updated from time to time in the sole discretion of the Foundation, are incorporated into each employment contract between each FSY Staff member and the Foundation.

Staff Human Resources Policy

This policy applies to FSY Staff employed by EFY-Canada Foundation in its purpose to offer For the Strength of Youth religious youth conferences in accordance with the FSY norms of The Church of Jesus Christ of Latter-day Saints ("FSY"). FSY Staff are summer seasonal employees of the EFY-Canada Foundation and include Coordinators, Assistant Coordinators, Health Coordinators, and Counselors. FSY staff are religious ministers who are expected to be disciples of Jesus Christ that believe in, live, and support Church doctrine and teachings.

1. Discipline Policy

Violation of the terms of employment or other FSY policies could result in discipline. In particular, any failure to strictly honor any FSY youth protection policy, occurring on or off the job, could result in immediate termination without notice.

2. Discipline Procedures

EFY-Canada Foundation values FSY Staff and desires that each one succeed in his or her respective job responsibilities. Therefore, when discipline is required, the action to be taken should be determined with due regard to the nature of the alleged offense and the employee's previous employment record.

Disciplinary actions that may be taken range from informal counseling to immediate termination. Action may include, but is not limited to, the following:

  • Verbal warning
  • Written warning
  • Suspension
  • Unpaid leave
  • Termination
  • Verbal coaching is also appropriate to help guide FSY Staff in accomplishing their job duties.

In situations where line management determines that employee behavior or performance warrants immediate termination, there is no obligation to follow any specific progressive discipline policy.

Employees who believe they have been unfairly dealt with are encouraged to resolve their concerns directly with line management. If necessary, they may bring concerns to the FSY Hiring Manager. Employees may also request an opportunity to appeal a disciplinary action.

3. Employee Grievance Policy and Procedures
  • Informal: EFY-Canada Foundation urges each employee with a complaint regarding disciplinary action to discuss the matter first with his or her direct supervisor to attempt to reach an acceptable resolution.
  • Formal: An employee with a complaint may file a written grievance no later than five calendar days after the disciplinary action occurs with his or her direct supervisor and FSY session administrator who supervised the FSY session at which the action is alleged to have occurred. The written grievance must be signed by the employee and contain the following information:
    • the employee's name, position, and FSY session(s) worked;
    • a detailed outline of the specific circumstances and issues leading to the alleged action;
      and
    • the requested resolution of the complaint.

The session administrator should discuss the complaint with the affected employee and take appropriate action to investigate and resolve the complaint.

  • Written Request for Review. The decision to terminate employment is final unless the employee timely files, and the FSY Manager timely receives, a written application for an administrative review by FSY Leadership. To invoke an administrative review, the employee must submit a signed, written memorandum to FSY Leadership within thirty calendar days of being informed of the termination decision. This memorandum must describe the grievance, the efforts made to resolve the complaint, and the resolution sought by the employee, and must include supporting materials. A written response will be provided to the employee within a reasonable period of time. The decision of FSY Leadership is final in all cases.
4. Employee Leaves Policy

Paid Leaves

FSY Staff are seasonal employees. Accordingly, there is no paid leave benefit, except as required by law. For example:

  • Vacation. There is no paid vacation leave benefit for FSY summer staff, except as required by law.
  • Sick Leave. There is no paid sick leave benefit for FSY summer staff, except as required by law.
  • Medical Maternity Leave. There is no paid maternity leave benefit for FSY summer staff.
  • Funeral Leave. There is no paid funeral leave benefit for FSY summer staff.
  • Jury Duty Leave. There is no paid jury duty leave benefit for FSY summer staff.
  • Disability Leave. There is no paid disability leave benefit for FSY summer staff.

Unpaid Recess

  • At times, FSY Staff members may be hired to work multiple FSY conference weeks, but will have weeks off in between their scheduled weeks, during which they are not working for the Foundation and accordingly not receiving wages. For the purposes of these policies, we refer to these weeks off inbetween scheduled work weeks as "Unpaid Recesses." During an Unpaid Recess, the Foundation will not provide housing, meals, or travel. During Unpaid Recesses, FSY Staff are still expected to act in accordance with the applicable FSY policies, including, but not limited to all policies set out on the FSY Employment web pages and Church FSY web pages.
5. Employment Policy

EFY-Canada Foundation structures its organization and designs positions to achieve the ecclesiastical purposes of FSY, which include helping youth grow in their testimonies of Jesus Christ and His restored gospel, in a learning atmosphere that will help all recognize and learn by the Spirit.

It is a condition of FSY employment that all employees act in accordance with the Church's policies, and refrain from behavior or expression that seriously and adversely affects the ecclesiastical purposes of FSY or The Church of Jesus Christ of Latter-day Saints. FSY employees also accept as a condition of employment Church and Church Educational System standards of conduct, including the holding of, and being worthy to hold, a temple recommend. This includes authorizing all questions to, discussions with, and disclosures by, the prospective employee's ecclesiastical leaders that pertain to the CES Ecclesiastical Clearance Office clearance process for new hires, as the process is updated from time to time. (More information can be found here.) All employees are expected to serve as role models of honorable priesthood holders or divine sisterhood, future missionaries and fathers and mothers, and leaders in the Lord's Church and kingdom.

All FSY employees hired must complete all employment eligibility documentation required by national and provincial law in a timely manner and have their employment eligibility confirmed in accordance with law.

Youth Protection Training, Abuse, Harassment, Violence, and Sexual Misconduct

The Foundation has a zero-tolerance policy for abuse, violence and harassment of any and every kind. FSY is an opportunity for youth to feel the love of the Savior and the influence of the Holy Ghost. Youth need to feel safe and protected while participating in FSY. FSY staff should follow the Savior’s example of love and concern for youth. Abuse violates the laws of God and the laws of society. The Lord expects us to do all we can to prevent abuse and to protect and help those who have been victims of abuse.

Each FSY Staff member must complete the online FSY Youth Protection Training before interacting with youth at FSY in any program year.

The Foundation is committed to promoting and maintaining a safe and respectful environment. Each FSY Staff member must learn and honor the Church’s FSY Youth Protection Policy. Failure to comply with this policy may result in discipline, including dismissal for just cause. FSY Staff members shall report to a session coordinator any incident, report, or allegation of abuse, violence, sexual violence, harassment, or sexual harassment.

For the purposes of this policy, abuse includes, but is not limited to, physical abuse or assault, sexual abuse (including sexual assault, invitation to sexual touching, sexual exploitation, and incest), verbal abuse, financial abuse, isolation, and emotional/psychological abuse.

Standards of Conduct

Each FSY staff member must adhere to the following standards of conduct:

  • Do not engage in abuse of youth in any form, including sexual abuse, sexual exploitation, hazing, or bullying, whether by means of direct physical contact, texting, email, online forums, social media, or any other method.
  • Avoid one-on-one contact with youth.
  • Comply with the FSY Communication policy when communicating with youth.
  • Do not strike, hit, administer corporal punishment to, or touch any youth in an abusive or illegal manner.
  • Do not assist youth in accessing pornography or make any form of pornography available to them.
  • Do not enter areas where you would be alone with a youth who is showering or bathing unless for an emergency.
  • Do not transport youth in a personal vehicle.
  • Transportation of youth in FSY vehicles during FSY sessions may be permitted in certain circumstances, but only if at least three people are present in the vehicle at all times.

Reporting Abuse

When an FSY staff member has reason to believe that an FSY conference participant has been subjected to abuse of any kind, or learns that an FSY conference participant is being subjected to conditions or circumstances which would reasonably result in abuse, the FSY staff member shall immediately report the situation to a session assistant coordinator and/or coordinator and to local police if applicable.

Note that sexual activity between youth under certain ages can constitute abuse and/or a criminal offense, so FSY staff members must immediately report all sexual activity by youth to a session coordinator, even if not sure it is abuse. The session coordinator may call the Church abuse help line and consult with an attorney for help complying with reporting obligations.

All forms of abuse of youth, including sexual abuse, sexual exploitation, assault, sexual assault, sexual interference, invitation to sexual touching, sexual exploitation, incest, and any sexual activity involving youth at FSY must be reported to a session assistant coordinator and/or coordinator immediately.

Examples

Below are some examples of conduct relevant to this policy:

  • Abuse includes but is not limited to the mistreatment of a person in a way that causes (or could cause) physical, psychological, sexual, or emotional harm. Abuse includes sexual abuse and sexual exploitation.
  • Sexual Abuse includes but is not limited to sexual interference, invitation to sexual touching, sexual exploitation, sexual assault, and incest. For the purposes of this policy, any sexual activity between a youth (of any age) and an adult may constitute sexual abuse, and accordingly, should be reported to a session coordinator. In addition, for the purposes of this policy, sexual abuse can also include sexual conduct between youth, and accordingly, should be immediately reported to a session assistant coordinator and/or coordinator. For the purposes of this policy, the viewing, creation, and/or distribution of child pornography also constitutes sexual abuse and must be reported to a session assistant coordinator and/or coordinator and the police.
  • Sexual Exploitation includes but is not limited to knowingly using or influencing a youth to engage in sexual activity, including viewing pornography, for the sexual arousal of an adult or for the purpose of photographing or recording the activity. Sexual exploitation also includes displaying, distributing, selling, or possessing child pornography. A youth is abused or exploited through any of the above actions whether or not the activity involves explicit force, involves, physical contact, is initiated by the youth, or produces a discernible harmful outcome.
  • Harassment includes a single or repeated incident of objectionable or unwelcome conduct, comment, bullying or action intended to intimidate, offend, degrade or humiliate a particular person or group.
  • Sexual Harassment is unwelcome and unwanted conduct of a sexual nature, whether verbal, nonverbal, or physical, and can include unwelcome sexual advances, requests for sexual favors, and other conduct of a sexual nature.
  • Violence is the threatened, attempted, or actual conduct of a person that causes or is likely to cause physical, psychological, or emotional injury or harm.
  • Sexual Violence refers to any sexual act, attempt to obtain a sexual act, or other act directed against a worker's sexuality using coercion, by any person regardless of their relationship to the victim. Sexual violence exists on a continuum from obscene name-calling to sexual assault. It includes online forms of sexual violence, such as internet threats and harassment and sexual exploitation.
Workplace Violence, Harassment Prevention Policy, and Procedure

Application

This policy applies to all FSY work sites/workplaces in Alberta, British Columbia, and Ontario. It applies to all FSY Coordinators, Assistant Coordinators, Health Coordinators, and Counselors (herein after, collectively referred to as "FSY Staff"). This policy also applies to Staff, directors, officers, contractors, consultants, volunteers and workers, including permanent, temporary, casual, contract and student volunteers and workers (“Other FSY Personnel”) and to suppliers and all other individuals while they are conducting business with FSY ("Third Parties"), and FSY conference participants when they are participating in FSY conferences and/or FSY sessions ("FSY conference participants"). It also applies to interpersonal and electronic communications, such as email.

Policy Statement

The Foundation is committed to providing a safe, healthy and supportive work environment in which all FSY Staff and FSY conference participants are treated with respect, dignity and sensitivity. Violence and harassment in the workplace will not be tolerated from any person at or outside of the work site/workplace including other employers, FSY Staff, Other FSY Personnel, Third Parties, FSY conference participants and members of the public.

The Foundation is committed to eliminating or, if that is not reasonably practicable, controlling the hazards of violence and harassment in the workplace. This policy defines behaviours that constitute violence and harassment. Everyone is obligated to uphold this policy and to work together to prevent workplace violence and harassment.

The Foundation recognizes the potential for violence and harassment in the workplace. Therefore, it has made efforts to identify potential sources of violence and harassment in the workplace so as to eliminate or minimize them through our workplace violence and harassment prevention plan/program. The Foundation has implemented violence and harassment prevention procedures to eliminate or minimize these risks to FSY Staff and FSY conference participants. They include measures and procedures to protect FSY Staff and FSY conference participants from the hazards of violence and harassment and a process for reporting such incidents.

No FSY Staff can be penalized or reprimanded when acting in good faith in furtherance of this policy. Nothing in this policy is intended to discourage FSY Staff from exercising their right under any other law, including British Columbia's Human Rights Code, the Alberta Human Rights Act, or Ontario's Human Rights Code.

Responsibilities

The Foundation is committed to providing a working environment free of violence and harassment by familiarizing all workplace parties with the related terminology as well as their individual responsibilities for prevention and corrective action.

The Foundation will ensure, as far as it reasonably practicable for the Foundation to do so, that no FSY Staff or FSY conference participants are subjected to or participate in harassment or violence at the work site/workplace. The Foundation will ensure this policy and the supporting procedures are implemented and maintained. All FSY Staff will receive relevant information and instruction on the contents of the policy and procedures. The Foundation will ensure that all FSY Staff are aware of the hazards and are trained in the appropriate actions to take for protection from violence and harassment. The Foundation will investigate and take appropriate corrective actions to address all incidents and complaints of violence and harassment in a fair, respectful and timely manner.

Supervisors will adhere to this policy and the supporting procedures. Supervisors are responsible for ensuring that measures and procedures are followed by FSY Staff and that FSY Staff have the information they need to protect themselves. Every supervisor will as far as it reasonably practicable for the supervisor to do so, ensure that none of the FSY Staff under the supervisor's supervision are subjected to or participate in harassment or violence at the work site/workplace.

All FSY Staff must apply and work in compliance with this policy and the supporting procedures. All FSY Staff will refrain from causing or participating in harassment or violence. All FSY Staff are required to raise any concerns about violence and harassment and to immediately report any incidents to the appropriate person if violence or harassment is observed or experienced.

Privacy

The Foundation will not disclose the circumstances related to an incident of violence or harassment or the names of the parties involved (including the complainant, the person alleged to have committed the violence or harassment, and any witnesses) except:

  • where necessary to investigate the incident, to take corrective action, to inform the parties involved in the incident of the results of the investigation and corrective action taken;
  • where necessary to inform FSY Staff of a specific or general threat of violence or potential violence, and in such case, the Foundation will disclose only the minimum amount of personal information that is necessary to inform FSY Staff of a specific or general threat of violence or potential violence;
  • as required by law.

Annual Review

This policy statement will be reviewed at least annually.

Definitions

Harassment

BC

Bullying and harassment includes any inappropriate conduct or comment by a person towards a worker that the person knew or reasonably ought to have known would cause that worker to be humiliated or intimidated, but excludes any reasonable action taken by an employer or supervisor relating to the management and direction of workers or the place of employment.

Examples of behaviour or comments that might constitute bullying and harassment include verbal aggression or insults, calling someone derogatory names, harmful hazing or initiation practices, vandalizing personal belongings, and spreading malicious rumours.

A 'person' includes any individual, whether or not they are a workplace party. This means that a 'person' could be a workplace party such as an employer, supervisor, or co-worker, or a non workplace party such as a member of the public, a FSY conference participants, or anyone a worker comes into contact with at the workplace.
AB Workplace harassment means any single incident or repeated incidents of objectionable or unwelcome conduct, comment, bullying or action by a person that the person knows or ought reasonably to know will or would cause offence or humiliation to a worker, or adversely affects the worker's health and safety, and includes conduct, comment, bullying or action because of race, religious beliefs, colour, physical disability, mental disability, age, ancestry, place of origin, marital status, source of income, family status, gender, gender identity, gender expression and sexual orientation, and a sexual solicitation or advance. Reasonable action taken by THE FOUNDATION or supervisors relating to the management of workers or a work site is not workplace harassment.
ON

Workplace harassment means engaging in a course of vexatious comment or conduct against a worker in a workplace that is known or ought reasonably to be known to be unwelcome or workplace sexual harassment. This definition of workplace harassment is broad enough to include all types of harassment prohibited under Ontario's Human Rights Code, including sexual harassment.

Workplace harassment also includes what is often called psychological harassment or personal harassment. The comments or conduct typically happen more than once. They could occur over a relatively short period of time (for example, during the course of one day) or over a longer period of time (weeks, months or years). However, there may be situations where the conduct happens only once. For example, a single instance of an unwelcome sexual solicitation or advance from a supervisor or manager could constitute workplace sexual harassment.

Workplace harassment can involve unwelcome words or actions that are known or should be known to be offensive, embarrassing, humiliating or demeaning to a worker or group of workers, in a workplace. It can also include behaviour that intimidates, isolates or even discriminates against the targeted individual(s). This may include: making remarks, jokes or innuendos that demean, ridicule, intimidate, or offend; displaying or circulating offensive pictures or materials in print or electronic form; bullying; repeated offensive or intimidating phone calls or e-mails; or workplace sexual harassment.

A reasonable action taken by the Foundation or a supervisor relating to the management and direction of workers or the workplace is not workplace harassment. Reasonable management actions would be part of a manager's or supervisor's normal work function, and could include changes in work assignments, scheduling, job assessment and evaluation, workplace inspections, implementation of health and safety measures, and disciplinary action. If these actions are not exercised reasonably and fairly they may constitute workplace harassment. Differences of opinion or minor disagreements between co-workers would also not generally be considered workplace harassment.

Workplace sexual harassment means:

  • engaging in a course of vexatious comment or conduct against a worker in a workplace because of sex, sexual orientation, gender identity or gender expression, where the course of comment or conduct is known or ought reasonably to be known to be unwelcome, or
  • 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.

This definition of workplace sexual harassment reflects the prohibitions on sexual harassment and sexual solicitation found in Ontario's Human Rights Code.

The comments or conduct typically happen more than once, although a single unwelcome solicitation or advance from a manager, supervisor, or another person who has the power to reward or punish the worker may constitute workplace sexual harassment. Multiple events can occur over a relatively short period of time or over a longer period.

Workplace sexual harassment can involve unwelcome words or actions associated with sex, sexual orientation or gender that are that are known or should be known to be offensive, embarrassing, humiliating or demeaning to a worker or group of workers, in a workplace. It can also include behaviour that intimidates or isolates individual(s).

Workplace sexual harassment may include: asking questions, talking, or writing about sexual activities; rough or vulgar humour or language related to sexuality, sexual orientation or gender; displaying or circulating pornography, sexual images, or offensive sexual jokes in print or electronic form; leering or inappropriate staring; invading personal space; unnecessary physical contact, including inappropriate touching; demanding hugs, dates, or sexual favours; making gender-related comments about someone's physical characteristics, mannerisms, or conformity to sex-role stereotypes; verbally abusing, threatening or taunting someone based on gender or sexual orientation; or, threatening to penalize or otherwise punish a worker if they refuse a sexual advance.

Where the conduct or behaviour includes inappropriate sexual touching, this may also constitute a criminal offence such as sexual assault. In such cases, the police should be notified.

Violence

BC Violence means the attempted or actual exercise by a person, other than a worker, of any physical force so as to cause injury to a worker, and includes any threatening statement or behaviour which gives a worker reasonable cause to believe that he or she is at risk of injury.
AB Violence, whether at a work site or work-related, means the threatened, attempted or actual conduct of a person that causes or is likely to cause physical or psychological injury or harm, and includes domestic or sexual violence.
ON

Workplace violence means the exercise of physical force by a person against a worker, in a workplace, that causes or could cause physical injury to the worker. It also includes an: attempt to exercise physical force against a worker in a workplace, that could cause physical injury to the worker; and a statement or behaviour that a worker could reasonably interpret as a threat to exercise physical force against the worker, in a workplace, that could cause physical injury to the worker.

This may include: verbally threatening to attack a worker; leaving threatening notes at or sending threatening e-mails to a workplace; shaking a fist in a worker's face; wielding a weapon at work; hitting or trying to hit a worker; throwing an object at a worker; sexual violence against a worker; kicking an object the worker is standing on such as a ladder; or trying to run down a worker using a vehicle or equipment such as a forklift.

The definition of workplace violence is broad enough to include acts that would constitute offences under Canada's Criminal Code.

Accidental situations – such as a worker tripping over an object and pushing a co-worker as a result – are not meant to be included.

For workplace violence to occur, a person must apply, attempt to apply, or threaten to apply physical force against a worker. However, they do not need to have the capacity to appreciate that these actions could cause physical harm. For example, a person may have a medical condition that causes them to act out physically in response to a stimulus in their environment. This would still be considered workplace violence. Workplace violence could also include situations where two non-workers are fighting and a worker is injured when they intervene. The non-workers may not have intended their violence to spill over to anyone else, but they used physical force, which ultimately caused physical injury to a worker.

A person who has a personal relationship with a worker – such as a spouse or former spouse, current or former intimate partner or a family member – may physically harm, or attempt or threaten to physically harm, that worker at work. In these situations, domestic violence is considered workplace violence.

Where harassment, including sexual harassment, in the workplace involves threats, attempts or acts of physical force, this would be considered to be workplace violence.
Workplace Violence and Harassment Prevention Procedures

Hazard Identification and Assessment

As part of the Foundation's hazard assessment process, the Foundation identifies existing and potential hazards relating to violence and harassment. The hazard identification and assessment includes all forms of workplace violence, such as physical assault/aggression, threat of violence, domestic violence and sexual violence. The Foundation recognizes that members of the general public present a risk of violence that FSY Staff may encounter, as well as specific and general threats of violence or potential violence.

Controls to Prevent Workplace Violence and Harassment

Using the results of the hazard assessment, the Foundation identifies possible controls for the hazards identified. The Foundation refers to the hazard assessment to identify and put measures in place to eliminate or control each hazard identified in the Foundation's hazard assessment. The Foundation uses information of hazards and controls to develop safe work procedures for each job or position.

Safe Work Procedures

Detailed work procedures provide FSY Staff with information they need to stay safe relating to violence and harassment at the workplace. The safe work procedures address the hazards and controls identified for each job or position. FSY refers to its hazard assessment and control when developing or updating safe work procedures.

In a violent workplace situation, FSY Staff should use the following measures and procedures to summon immediate assistance: use cell phones and FSY handheld devices to contact emergency responders and/or supervisors, and take advantage of the positioning of FSY Staff colleagues, Other FSY Personnel, and any present Third Parties to readily offer each other assistance.

Reporting Incidents

All FSY Staff and FSY conference participants should be familiar with the procedure for how, when and to whom to report incidents. The below procedures include details for FSY staff to know how to report an incident, when they should report and to whom they report.

1. How to report
FSY Staff and FSY conference participants can report incidents or complaints of workplace violence or harassment verbally or in writing.

2. When to report
Incidents or complaints should be reported as soon as possible after experiencing or witnessing an incident. This allows the incident to be investigated and addressed promptly.

3. Reporting contact
The reporting contact person of incident or complaints is the FSY Staff member’s immediate supervisor, and if the immediate supervisor is unavailable, report up the Counselor to Assistant Coordinator to Coordinator to Session Administrator line up to and included FSY Assistant Director Phyllis Nielsen (or her successor) as appropriate.

FSY Staff are advised to report incidents to the police as appropriate.

4. Alternate reporting contact
If Phyllis Nielsen is the respondent or under the direct control of the respondent, the reporting contact person will be FSY Director Todd Willey (or his successor) instead.

5. What to include in a report
Provide as much information as possible in the report, such as the names of people involved, witnesses, where the events occurred, when they occurred, and what behaviour and/or words led to the complaint. Attach any supporting documents, such as emails, handwritten notes, or photographs. Physical evidence, such as vandalized personal belongings, can also be submitted.

Investigating and Documenting Incidents

The Foundation documents and investigates all reported incidents of workplace violence and harassment.

Phyllis Nielsen, FSY Assistant Director (or her successor) is responsible to conduct the investigation. In some cases, The Foundation may retain an external investigator to conduct the investigation. The Foundation aims to complete investigations within 90 days.

The Foundation will collect details of the incident including date(s), frequency, location(s), name(s) of the FSY Staff and others involved or witness(es) to the incident, and supporting documents. The investigator will interview the parties involved, provide the respondent with an opportunity to respond to the allegations, and collect and review any relevant documents.
Where appropriate, The Foundation will implement corrective actions.

Informing Parties Involved and Disclosing Information

Where appropriate, the Foundation will inform the parties involved of the results of the investigation and corrective action to be taken. The involved parties include the complainant, the respondent (the person alleged to have committed the harassment or violence), and any witnesses.

The Foundation will not disclose the circumstances related to an incident of violence or harassment or the names of the parties involved (including the complainant, the person alleged to have committed the violence or harassment, and any witnesses) except:

  • where necessary to investigate the incident, to take corrective action, to inform the parties involved in the incident of the results of the investigation and corrective action taken;
  • where necessary to inform FSY Staff of a specific or general threat of violence or potential violence, and in such case, the Foundation will disclose only the minimum amount of personal information that is necessary to inform Foundation personnel of a specific or general threat of violence or potential violence;
  • as required by law.

FSY Staff Communication and Training

FSY Staff training includes this Workplace Violence and Harassment Prevention Plan/Program, including recognizing hazards, controlling hazards, reporting incidents, obtaining FSY Staff assistance support, and investigating and documenting incidents.

FSY Staff will be trained during orientation in this Workplace Violence and Harassment Prevention Plan/Program. FSY also provides ongoing training, as new work processes or conditions arise, or when new hazards are identified.

Program Administration and Continuous Improvement

The Foundation tracks and maintains all aspects of the Workplace Violence and Harassment Prevention Plan/Program, and FSY maintains records of incidents, investigations and working training.

The Workplace Violence and Harassment Prevention Plan/Program is readily available to FSY Staff. These reporting procedures will be reviewed, and revised as necessary, on an annual basis, with the involvement of the health and safety committee, health and safety representative or FSY Staff, as the case may be.

Communication Policy

At all times, in all forms of communication (in person, virtually, over social media, over electronic platforms, text messages, email, and all other forms of communication), FSY Staff must use good judgment and comply with this Communication Policy in communications with youth participants, parents, and other FSY Staff and personnel.

FSY Staff must use clean language that encourages, uplifts, and compliments others. FSY Staff must not use profane language or participate in discussions that are vulgar or crude, or that involve jokes or stories about immoral actions. FSY Staff are expected to be role models in accordance with the FSY Standards of Conduct and For the Strength of Youth: A Guide for Making Choices.

Communication with Youth

With regard to any youth that attend any FSY Staff member’s FSY sessions, the following policies apply during and after any session, and following termination of employment for any reason:

  • Always communicate with youth in a prudent, responsible, and respectful manner.
  • Do not engage in private communications with youth. Keep all communication with youth open to the public, such as a Facebook wall or Instagram post. Do not private message or chat with youth on Facebook, Twitter, Instagram, or any other platform. Do not use Snapchat or similar apps to contact the youth.
  • Do not give your personal phone number or email address to youth.
  • Do not save or keep any youth’s personal information, including personal phone numbers, email addresses, or other contact information.
  • Do not meet one-on-one with youth or even talk one-on-one out of the view of other adults.

Sensitive Topics with Youth

Some sensitive topics are better left to parents, Church leaders, or licensed professionals to discuss with youth program participants (“Sensitive Topics”). FSY Staff are not permitted to counsel the youth participants at any of their assigned FSY sessions about Sensitive Topics. This restriction applies in person and virtually, during and after FSY, and even after termination of employment as FSY staff. Do not offer counsel, express personal opinions, or otherwise discuss Sensitive Topics.

Sensitive Topics include, but are not limited to: mental health issues (for example, depression, anxiety, and suicidal ideation), past or current serious transgressions, gender identity, and same-sex attraction or sexual preferences.

Do not invite youth to disclose struggles or life challenges that involve Sensitive Topics. If an FSY Staff member is approached by a participant seeking personal counsel about a Sensitive Topic, the FSY Staff member should politely inform the participant that FSY staff are not professionally trained or hired to address these issues. Your counselor role is to model and teach how to turn to the Lord.

When a Sensitive Topic is brought up, appropriate responses include the following:

  • kindly expressing appreciation for letting the FSY Staff member know that topic is something the participant is encountering (for example, “Thank you for letting me know”).
  • respectfully acknowledging the participant’s concerns (for example, “I can see this is really important to you”).
  • generally, but not specifically even if you have had a similar experience, expressing empathy (for example, “Life can be really difficult”).
  • gently informing those present that FSY staff are not trained nor hired to address that topic.
    encouraging youth to try spiritually strengthening activities and turn to the Lord while they are at FSY.
  • testifying of the Savior’s Atonement.
  • referring the participant to parents, ecclesiastical leaders, or other trusted adults for additional love and support.

If a participant has expressed an inclination toward suicide or other self-harm, promptly get help, counseling with the Assistant Coordinator, Coordinator, and Session Administrator. Getting appropriate help may include calling 911 and the FSY Helpline. FSY Staff members who are trained and certified in Question, Persuade, Refer (“QPR”) suicide prevention are encouraged to apply QPR principles.

Direct youth to contemplate how to turn to the Lord. You might ask questions and give invitations like:

  • What are your goals and challenges related to your relationship with the Lord?
  • What would you most like to strengthen in your spirituality this week?
  • In what ways would you like to draw closer to the Savior this week?
  • What would you like to learn this week about personal revelation?
  • Prayerfully consider how you can turn to the Lord this week for answers to your questions.
  • This week, prayerfully seek spiritual strength and guidance from the Lord in your challenges.

Even though FSY Staff members are not permitted to counsel about Sensitive Topics, the activities of the FSY program can be effective in the life of someone who has brought up a Sensitive Topic. FSY Staff members’ job responsibilities provide many appropriate opportunities to incorporate principles that will guide and strengthen youth through any personal challenge or struggle. As with all the participants in an FSY Staff member’s assigned group, the FSY Staff member should prayerfully consider how to encourage participants who bring up Sensitive Topics to engage in the spiritually strengthening activities that FSY offers. In addition, FSY Staff members should encourage participants to talk with parents and/or Church leaders to receive counsel and assistance.

Reporting

Any suspected or reported abuse must be reported. FSY Staff Members are mandatory reporters. Please refer to the Abuse and Sexual Misconduct Policy for directions on reporting and addressing abuse.

Scope

These standards apply to all forms of communication, including conversations in person, on the phone, or by video conference, email, letters, texting, social media, or any other method.

FSY Staff should remember that they are employed to support a program of The Church of Jesus Christ of Latter-day Saints. An FSY Staff member who disregards these standards of communication may be subject to appropriate sanctions up to and including termination and adverse impact on future employment opportunities.

Employee Expectations
  • FSY employees understand that they must be available for the entire session, work all days of the contracted session, be on time to all meetings and activities, fulfill specific duties and responsibilities as assigned, and meet all expectations as found in FSY policies and other training materials.
  • Continued summer employment with FSY is contingent on satisfactory performance, evaluations, and meeting all expectations, in the discretion of the employer. Failure to meet expectations may result in early termination of a contracted session and any future contracts that may have already been accepted.
  • Failure to work an entire session due to health, termination, or other circumstances will result an adjustment to employee pay.
  • Employees experiencing any of the following symptoms should not report to work: Fever, congestion, cough, diarrhea, fatigue, headache, muscle or body aches, nausea and vomiting, new loss of taste or smell, sore throat, or undiagnosed rash.

Contact your Session Administrator, Coordinator, or FSY Hiring as soon as possible so that a replacement can be found.

Session Commitment

Failure to comply with this policy could result in the following for the staff member (subject to EFY–Canada Foundation’s sole discretion): (1) a $50 fee, (2) name change fees or reimbursement from employee for any booked flights, and/or (3) suspension or disqualification from future employment with EFY–Canada Foundation.

EFY–Canada Foundation goes to great expense to schedule session assignments and make travel and housing arrangements for FSY staff. Failure by an FSY employee to work assigned sessions without giving adequate notice results in significant expense in time and money for EFY–Canada Foundation. As a result, each session contract offered to an FSY employee must be accepted or declined within fourteen days. Also, absent extenuating circumstances, an employee must provide notice at least fourteen days before the session start date if he or she is unable to work an assigned session.

FSY employees understand that if they are unable to fulfill their contract(s), it is their responsibility to notify FSY. Notification must be made no fewer than 14 days before the contract start date, and no fewer than 45 days before out of state sessions. Failure to do so may result in forfeiting future contract privileges. At the discretion of the hiring committee, FSY employees may be subject to a $50 fee for each contract dropped within 14 days of the session start date.

Employees who do not accept or who decline assignments risk losing all other assigned contracts. Any costs associated with flights booked could become the responsibility of the employee.

FSY employees understand that FSY reserves the right to cancel contracts and reschedule or cancel sessions at its discretion. The employee’s work availability should be kept current if he or she wishes to be considered for a rescheduled or alternate session.

FSY employees understand that a session assignment contract must be accepted and authorized before work may begin. By accepting a session assignment contract an employee is agreeing to work that session.

Availability and Assignments

When applying for a position as FSY Staff, applicants indicate weeks in which they are available to work and commit to maintain that availability once hired. FSY Staff members are assigned to specific sessions based on availability and the needs of the Foundation. FSY personnel are unable to consider location preferences or requests when making session assignments.

FSY Staff members are not guaranteed to be assigned to work every week they have indicated they are available, or to work in their preferred locations. When FSY Staff members accept assigned sessions, they affirm their intention to work those assigned sessions so that FSY personnel can plan to adequately staff all sessions.

Once hired, FSY Staff members must communicate with the FSY office if there are any changes in their availability. This is so that arrangements can be made to adequately staff all sessions.

Preparation and Training

FSY employees agree to prepare personally and complete all required pre-session training. Preparation and training includes, but may not be limited to, the following:

  • Read and study the FSY Leadership Handbook.
  • Complete FSY online training.
  • Attend and successfully complete mandatory pre-session training before beginning work.
Employee Special Needs and Considerations

At least 30 days prior to a training or session date, each FSY Staff member must inform FSY personnel of conditions that may require accommodation for the FSY Staff member to perform their job responsibilities. In appropriate cases, the FSY Staff member may be required to supply medical documentation to detail what form of accommodation is required. FSY personnel will review and consider whether and how the Foundation may be able to accommodate bona fide requests, in accordance with its obligations under human rights legislation.

Failure to allow FSY sufficient time to consider and arrange for reasonable accommodations may result in the Foundation’s inability to do so.

Dress and Appearance

A clean and well-kept appearance should be maintained:

  • Clothing should exhibit professionalism. Clothing should not be frayed, have holes, or be formfitting, low-cut, sleeveless, or sheer (no leggings, exercise pants, sweatpants, or spandex).
  • Professional attire for Day One is solid-colored black, khaki, navy, or gray business casual pants that come to the ankle; jeans, or knee-length or longer skirts.
  • Ankle-length pants and joggers are appropriate on Day Two, Day Three, and Day Five.
  • Sunday best should be worn on Day Zero and Day Four. Men should wear dress slacks, dress shoes, and a white shirt and tie. Suit coats are optional. Women should wear a modest knee length or longer dress, skirt or dress slacks and blouse.
  • Hairstyles should be clean and neat. Avoid extreme styles or unnatural colors.
  • Men’s hairstyles should be trimmed above the collar and the ears. Eyes need to be visible.
  • Men should be clean-shaven.
  • Shoes must be worn at all times. Comfortable open-toed shoes with a strap around the ankle are appropriate for most of the week. Closed-toed shoes are required for Games Night.
  • Comfortable dress shoes are appropriate for Day Zero and Day Four.
  • One ear piercing per ear is appropriate. Body piercings are not acceptable for men or women.
Travel

FSY Staff accept as a condition of employment that they will need to travel to various FSY locations to fulfill their employment related duties. Travel to sessions is assigned and arranged for by the Foundation. All FSY related transportation will originate from and return to the University of Calgary.

Not all potential travel-related costs are paid for by the Foundation. However, the Foundation pays certain costs related to travel to FSY Canada special work locations.

In no event should any cost for which an allowance is provided be paid for using a Foundation purchasing card. FSY Staff are prohibited from requesting or receiving reimbursement for costs paid using Foundation purchasing cards.

In no event should a meal be purchased with a Foundation purchasing card.

As with all FSY policies, violation of this policy could result in disciplinary action, up to and including termination of the employment relationship for cause.

Travel Costs Paid for by the Foundation

  • The Foundation will arrange and provide air and ground transportation, in the Foundation’s discretion, to all FSY sessions, for FSY staff. Travel will generally take place on the Saturdays before and after the contracted session(s).
    • Due to the large volume of FSY staff travel, the Foundation is not able to customize or individualize any of our group flight plans.
  • The Foundation will provide a one-time travel allowance to offset the costs of travel to training in Calgary and home after the employee’s last contracted session. This allowance will be issued after attending in-person training.
  • For FSY staff members flying to Calgary for training, a flat rate allowance of $14.00 for transportation from the airport to training generally will be provided. If ground transportation from the airport is provided by the Foundation or paid for using a Foundation purchasing card, the FSY staff member will not receive this allowance.
  • FSY staff members traveling by air to a session will receive a flat rate allowance of $40.00 for one checked bag for the flights to and from the session(s) unless the checked bag is included in the airfare or otherwise paid for by the Foundation.
  • Allowance for meals missed while traveling to and from campus locations (and not provided by the Foundation) will be paid at a per diem flat rate as follows:
    • Breakfast: $13
    • Lunch: $20
    • Dinner: $24
  • Housing and meals are generally made available in between contracted consecutive sessions and in between the end of in-person counselor training in Calgary and the first FSY session for FSY staff members who attend and complete in-person counselor training and are assigned to and work the first FSY session.

Travel Costs Not Offset

  • During any Unpaid Recess (defined below), the Foundation does not provide housing, travel, travel-related allowances, or meals. For example, an FSY staff member spending an Unpaid Recess week outside of Calgary is responsible for the cost of (and arranging travel for) returning to Calgary for session travel arrangements. The Foundation does not pay for any travel during an Unpaid Recess.
  • The Foundation will not offset costs related to airport or campus parking.

Dropping Contracts after Air Travel is Booked

  • If an FSY staff member drops a confirmed session assignment, he or she must reimburse the Foundation for the cost of flights that have already been booked by the time the FSY staff member drops the assignment.
  • Except in extenuating circumstances, beyond the FSY staff member’s control, FSY staff members will be responsible for any fees incurred as a result of a missed flight (intentional or unintentional), including costs for a flight or hotel change, for meals, and for rental cars.
  • Except in extenuating circumstances, beyond the FSY staff member’s control, FSY staff members must reimburse the Foundation for the cost of the flight if they are unable to work a session due to a missed flight.
  • The FSY staff member will be billed and given an opportunity to make payment before further action is taken (for example: collection agency).
  • Flight changes that become necessary due to extenuating circumstances such as a medical emergency, death of an immediate family member, or airline cancellations or delays, will be reviewed and, if approved (in the reasonable discretion of the Foundation), will not be charged to the FSY staff member.

Dress Code

  • When the Foundation is providing travel, FSY staff members are required to wear the current FSY staff or participant T-shirt with long pants.
  • For additional expectations, please review FSY Dress and Appearance Standards.

Travel to Training

The Foundation will provide a one-time, flat-rate travel allowance to assist with travel expenses such as airfare, gas, luggage, and meals. It may be used toward one round trip that consists of a one-way flight (or other transportation) to in-person training, and a second one-way flight (or other transportation) at the end of the employee’s assigned sessions.

The FSY staff member is responsible to pay upfront for all expenses associated with travel arrangements to attend mandatory in-person training. The travel allowance will be issued after the FSY Staff member attends in-person training.

The travel allowance amount is zone-based and varies by province/territory. The zone amounts are as follows:

  • Alberta - $200
  • British Columbia - $600
  • Manitoba - $550
  • New Brunswick - $700
  • Newfoundland and Labrador - $850
  • Nova Scotia - $750
  • Ontario - $600
  • Prince Edward Island - $800
  • Quebec - $600
  • Saskatchewan - $550
  • Yukon - $1,100
  • Nunavut - $2,200
  • Northwest Territories - $1,300

The FSY Staff member must arrange their travel to ensure arrival at the appropriate training check-in time.

Repayment of the Travel-to-Training Allowance

  • By accepting a travel-to-training allowance, the employee agrees to strictly honor the FSY Travel-to-Training Policy and timely attend all assigned in-person training(s).
  • If an employee fails to honor this policy and timely arrive at an assigned in-person training, the employee is responsible to promptly repay the full amount of the travel-to-training allowance to the employer.

Timely Arrival at Core Leadership Training and Counselor Training

FSY Staff members are required to be present in person at the training location (at or near the University of Calgary) to check into in-person training at the time and on the dates specified by FSY personnel. These days and times can be found under Important Dates on the home page of this website.

The Foundation will provide housing for in-person training beginning the night before training starts. Meals will not be provided until training begins.

FSY Travel Contact Information

Notices
Ontario Hours of Work Information

Coming soon.

Daily and Weekly Limits on Hours of Work

Coming soon.

Work Time

Coming soon.

Travel Time

Coming soon.

Training Time

Coming soon.

Electronic and Written Agreement Requirements for Exceeding Limits on Hours of Work

Coming soon.

Hours Free from Work

Coming soon.

Eating Periods and Breaks

Coming soon.

Night Shifts

Coming soon.