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Agency Policy and Procedures

This Table of Contents for the Simcoe Muskoka District Health Unit Policies and Procedures provides a direct link to each policy.  Should you have any questions concerning what is required of you with regards to reviewing these policies and procedures or the content of any of these policies and procedures, please contact Human Resources.

Simcoe Muskoka District Health Unit
Policy and Procedures
Table of Contents

Policy Number 

 

Name of Policy

Date of Approval /

Most Recent Update

GEN0100 - P&P General

Defines the various types of policy statements guiding actions and practice within the organization including how these statements are developed and approved.  Also includes information of relevance to the interpretation of policy statements.

GEN0101

Policy Authority, Distribution and Change

 June 12, 2013

GEN0102

Definitions

 March 1, 1998

GEN0103

Guidebook

 July 29, 1999

GEN0104

Protocol and Guideline

 June 8, 2011

GEN0105

Directives and Standing Orders

 August 25, 2010

GEN0106

Committee Form & Function

 June 8, 2011

GEN0107

Emergency Response

 September 25, 2013

GEN0108

Emergency Fan- Out Notification System Policy

 January 9, 2013

HR0100 – Human Resources

Performance Management/Code of Conduct

Sets expectations for employee behaviour where organizational values dictate the acceptable code of conduct.  Includes process for performance review, conflict of interest, fund raising and attendance.

HR0101

Employee Conduct

 February 12, 2014

HR0102

Conflict of Interest

 July 15, 1998

HR0103

Acceptance of Gifts, Donations and Honoraria

 April 27, 1997

HR0104

Gambling Activities for Fund Raising

 October 23, 1996

HR0105

Performance Review

 September 26, 2012

HR0106

Attendance Management

 February 9, 2000

HR0107

Attendance Control

 February 9, 2000

HR0108

Alcohol and Drug Use Policy

 September 26, 2012

HR0200 – Human Resources

Employment Practices

Defines the parameters for recruitment, hiring, termination and related information management.

HR0201

Employee Classification

 January 8, 2014

HR0202

Recruitment, Selection and Hiring

 May 8, 2008

HR0203

Staff Qualifications

 December 14, 2007

HR0204

Personnel Files

 May 28, 2008

HR0205

Seniority

 February 9, 2009

HR0206

Temporary Lay Offs

 July 22, 2009

HR0207

Termination Compensation

 July 22, 2009

HR0208

Resignation & Retirement

 May 14, 2008

HR0209

Student and Volunteer Placements

 August 9, 2000

HR0210

Employment Background Check

 January 16, 2014

HR0300 – Human Resources

Employee Relations

Defines the parameters for years of service, collective agreement, grievance procedure, flower donation requests, and staff attendance at board meetings.

HR0301

Years of Service Awards

 September 19, 2007

HR0302

Negotiation and Ratification of Collective Agreements

 March 3, 2010

HR0303

Flower/Donation Requests

 January 26, 2011

HR0304

Staff Attendance at Board Meetings

 May 14, 2008

HR0305

Grievance Procedure

 March 3, 2010

HR0400 – Human Resources

Compensation

Defines the parameters and the procedures related to employee compensation and payroll.

HR0401

Position Descriptions

 June 26, 2002

HR0402

Job Evaluation

 February 9, 2000

HR0403

Payroll

 June 10, 2009

HR0404

Payroll Deduction Programs

 February 9, 2000

HR0405

Salary

 September 25, 1996

HR0500 – Human Resources

Benefits

Defines the parameters for benefits administration, OMERS administration and Employee Assistance.

HR0501

Employee Benefits

 January 26, 2011

HR0502

Maternity and Parental Leave Salary Top Up

 January 17, 2007

HR0503

Vision Care

 August 12, 2009

HR0504

Liability Insurance

 February 9, 2011

HR0506

Access to Tobacco Cessation Supports

 March 21, 2007

HR0600 Human Resources

Hours of Work

Defines the parameters that address the hours than an employee works. 

HR0601

Hours of Work

 March 1, 1998

HR0602

Paid Rest Periods

 September 25, 1996

HR0603

Flexible Working Hours

 February 9, 2000

HR0604

Flexible Working Hours for Managers

 March 1, 1998

HR0700 Human Resources

Holiday Vacation Leaves

Defines the parameters that address employee holiday, vacation, and leaves.

HR0701

Vacation

 May 12, 2014

HR0702

Statutory Holidays

 March 24, 2010

HR0703

Family Related Leave

 December 10, 2003

HR0704

Sick Leave

 December 10, 2003

HR0705

Bereavement Leave

 January 17, 2007

HR0706

Maternity Leave

 January 17, 2007

HR0707

Parental or Adoption Leave

 January 17, 2007

HR0708

Leave of Absence (paid)

 December 19, 1990

HR0709

Leave of Absence (unpaid)

 July 9, 2014

HR0710

Court Attendance

 March 3, 2010

HR0711

Winters Season Office Closures

 September 16, 2009

HR0712

Pre-Paid Leave of Absence

 July 9, 2014

HR0800 Human Resources

Employee Training and Development

Defines the parameters and includes all aspects of employee growth and development including orientation, inservicing, mentoring, succession planning.

HR0801

Employee Orientation

 September 25, 1996

HR0802

Professional Development

 January 8, 2014

HR0803

Out of Province and Out of County Travel

 May 21, 2008

OP0100 – Office Polices

Define the parameters for office use, office closure, alternative office settings and incident response.

OP0101

Guidelines for Office Social Events

 March 31, 1992

OP0102

Staff Use of Rooms for Non-Health Unit Activities

 May 14, 2008

OP0103

Tobacco Free Grounds

 March 21, 2007

OP0104

Office Closure/Travel in Adverse Weather

 February 12, 2014

OP0106

Alternate Workplace Policy

 November 24, 1993

OP0107

Response to Health Unit Vaccine Fridge Alarms

 January 24, 2014

OP0108

Innovative Office

 April 24, 2013

OP0109

Vehicle Idling

 October 12, 2009

HS0100 – Health and Safety

Define parameters and legislative requirements, in addition includes policies that support and encourage employee health in the broadest sense.

HS0101

Agency Health and Safety Policy

 May 22, 2013

HS0102

Staff Exposure to Blood and Body Fluids

 October 23, 2013

HS0103

Electrical Safety and Maintenance

 June 9, 2004

HS0104

Slips Trips and Falls

 January 12, 2005

HS0105

Injury on Duty

 December 19, 1990

HS0106

Influenza Immunization

 October 22, 2013

HS0107

Staff Immunization Recommendations

 May 10, 2000

HS0108

Sexual Harassment

 September 16, 2009

HS0109

Workplace Violence and Prevention

 June 9, 2010

HS0110

Protection From Environmental Tobacco Smoke

January 23, 2013 

HS0111

Role - Modeling Healthy Eating Practices

 November 3, 2010

HS0112

Harassment Response

 May 20, 2009

HS0113

Joint Health and Safety Committee

 October 20, 2010

HS0114

Motor Vehicle Incident Prevention

 February 8, 2012

HS0115

Breastfeeding Friendly Workplace

 January 12, 2011

HS0116

Use of Safety-Engineered Needles

 September 28, 2011

HS0117

Early and Safe Return to Work

 June 12, 2013

IM0100 – Information Management

Define parameters for information privacy and access, documentation, and records management.

IM0101

Information Privacy - Principles

 September 20, 2006

IM0102

Information Privacy - Accountability

 September 20, 2006

IM0103

Information Privacy - Consent

 September 20, 2006

IM0104

Information Privacy - Collection and Use

 Sepember 20, 2006

IM0105

Information Privacy - Disclosure

 September 20, 2006

IM0106

Information Privacy - Access

 September 20, 2006

IM0107

Information Privacy - Correcting Records

 September 20, 2006

IM0108

Information Privacy - Privacy Breach

 September 20, 2006

IM0109

Documentation

 October 9, 2013

IM0110

Records Management

 November 24, 2003

IM0111

Contact Management

 August 9, 2006

IM0112

Sharing of Agency Contacts

 August 9, 2006

IM0113

Library Services

 August 23, 2000

IM0114

Intranet Management

 July 17, 2000

IM0115

Website Management

 July 17, 2000

IM0116

Website Links

 November 22, 2000

IM0117

Use of Electronic Signatures

 October 22, 2008

IM0119

Information Privacy and Security Assessment

 September 23, 2009

IM0120

Fax Policy

 May 28, 2014

PR0100 – Public Relations and Communications

Define parameters for communications with the public and other stakeholders (external communications) in order to ensure efficiency, effectiveness, quality and consistency.

PR0101

Media Relations and Communications

 July 24, 2007

PR0102

Copyright

 November 12, 2008

PR0103

Use of Health Unit Logo

 October 22, 2008

PR0104

French Translation

 July 7, 1999

PR0105

Resource Production Distribution & Ordering

 October 20, 2010

FI0100 -  Purchasing Expenses and Finance

Define the parameters for obtaining funding, expending agency funds, purchasing required equipment and clothing and for claiming expenses incurred while on agency business in order to ensure integrity and financial controls.

FI0101

Travel Conservation and Reimbursement

 March 5, 2014

FI0102

Meal Allowance

 January 1, 2014

FI0103

Clothing & Equipment (Health Unit Supplied)

 September 25, 1996

FI0104

Expense Report

 March 3, 2010

FI0105

Office Supply and Equipment Requisition

 September 25, 1996

FI0106

Petty Cash

 January 26, 2000

FI0107

Purchasing and Contracting Services

 October 18, 2006

FI0108

Corporate Sponsorship

 September 29, 2004

FI0109

Involvement with External Applications for Funding

 July 7, 1999

TQ0100 – Technology and Equipment

Defines parameters for access and use of agency technology and resources. 

TQ0101

Acceptable Use

 September 13, 2006

TQ0102

Systems Access and Changes Including Email and Voicemail

 July 17, 2000

TQ0103

Email and Voicemail Access from Home

 March 5, 2008

TQ0104

Remote Access to Agency Network

 March 5, 2008

TQ0105

Internet Policy and Guidelines

 July 12, 2003

TQ0107

Use of Portable Electronic Storage Devices

 November 30, 2005

TQ0108

Cell Phones and Other Mobile Communication Devices Deployment and Use

 February 12, 2014

TQ0109

Leased Car

 October 23, 1996

TQ0110

Personal Use of Health Unit Equipment & Services

 March 3, 2010
 TQ0111 Text Messaging SMDHU Clients  September 24, 2014

PP0100 – Program Planning / Service Delivery

Defines agency expectations for planning to be applied within all programs and services.

PP0101

Involving the Community in Planning

 June 26, 1996

PP0102

Operational Plans

 August 12, 2009

PP0103

Public Health Research, Planning, Approval & Conduct

January 22, 2014 

PP0104

Data Collection Policy

 March 5, 2008

PP0105

Request for Service from External Clients

 May 11, 2011

PP0107

Baby Friendly Initiative

 September 5, 2012

PP0108

Accessible Client Service

 April 27, 2011

LG0100 – Legal Professional Practice

Defines parameters for action that are legally mandated or defined within professional standards of practice.

LG0101

Consent for Treatment

 June 26, 1996

LG0102

Report to Children's Aid

 March 4, 2009

LG0103

Medication Error

 July 24, 2007

LG0104

Delegation of Controlled Acts

 August 25, 2010

LG0105

Provincial Offenses Act Part III

 November 22, 2000

LG0106

Mandatory Blood Testing for Blood Borne Disease

 November 18, 2010

LG0107

Designation of Provincial Offenses Officer

 November 22, 2000

LG0108

Commissioner for Taking Affidavits

 November 22, 2000

LG0109

Corporate and Business Searches

 November 22, 2000

LG0110

Title Searches

 November 22, 2000

LG0111

Smoker’s Helpline Fax Referral

 November 28, 2012
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