Recruitment Policies and Procedures Manual

 

Stillwater Respite Care Inc.

 

Table of Contents

1.      Recruitment Policy

Objective

Scope

Job Posting Guidelines

Hiring Procedures

2.      Background Checks and Verification

Police Vulnerable Sector Check

Reference Checks

Credential Verification

3.      Confidentiality and Data Protection

Privacy Policy

Data Retention and Disposal

4.      Compliance with Labor Laws

Fair Wage Policy

Employment Standards Act (ESA) Compliance

Non-Compete and NDA Agreements

5.      Anti-Discrimination and Harassment

Equal Employment Opportunity (EEO) Policy

Anti-Harassment Policy

6.      Training and Onboarding Procedures

New Employee Orientation

Ongoing Training

7.      Performance Evaluation and Probation Period

Probation Period

Performance Appraisal

8.      Duty to Report

Policy

Procedure

9.      Non-Physical Restraint Policy

Policy

Procedure

10.                                   Auto Insurance Policy

Policy

Procedure

11.                                   Phone Use Prohibition Policy

Policy

Procedure

12.                                   Medication Administration Policy

Policy

Procedure

13.                                   Serious Occurrence Reporting Policy

Policy

Procedure

14.                                   Safety and Health Policies

Workplace Safety Compliance

Health and Wellness Programs

15.                                   Complaint and Grievance Procedures

Reporting Concerns

Investigation and Resolution

1.   Recruitment Policy

1.1                                   Objective

1.2                                    

To ensure a fair, transparent, and effective recruitment process that identifies, attracts, and selects qualified candidates who meet the organization’s standards while ensuring compliance with applicable laws and organizational values.

Scope

1.3                                    

This policy applies to all recruitment activities for all positions within Stillwater Respite Care Inc, including full-time, part-time, contract, and volunteer roles.

1.3 Job Posting Guidelines

All job vacancies will be advertised internally and externally to provide equal opportunity to all potential candidates.

Job descriptions must clearly state the role, required qualifications, responsibilities, and any other criteria (e.g., Police Vulnerable Sector Check for roles involving children or vulnerable adults).

 

Language used in job postings will be inclusive and free from any form of discrimination, as outlined in the Equal Employment Opportunity (EEO) Policy.

 

1.1                             Hiring Procedures

Step 1: Job Description Creation – Hiring managers and HR will create detailed job descriptions for each vacancy.

Step 2: Application Collection – Resumes and cover letters are collected via the organization’s recruitment portal, job boards, or via email.

Step 3: Shortlisting – HR will screen applications based on pre-established criteria.

Step 4: Interviews – Interviews will be conducted in one or more stages, including telephone screening, face-to-face or virtual interviews, and possibly practical assessments.

Step 5: Selection – Based on interviews, assessments, and references, the most suitable candidate will be selected.

Step 6: Offer Letter – Conditional or permanent job offers will be made based on the successful completion of background and reference checks.

 

2.   Background Checks and Verification

2.1                                   Police Vulnerable Sector Check

2.2                                    

All candidates applying for positions involving direct work with children, youth, or vulnerable adults must undergo a Police Vulnerable Sector Check before being offered a position.

 

2.3                                   Reference Checks

2.4                                    

Reference checks will be conducted for all shortlisted candidates. A minimum of two professional references must be provided by the candidate.

 

HR is responsible for verifying employment history, work ethic, and suitability for the role.

2.3 Credential Verification

Verification of educational qualifications, licenses, or certifications is mandatory. HR will contact the relevant institutions to confirm the validity of the candidate’s credentials.

3.      Confidentiality and Data Protection

3.1                                   Privacy Policy

3.2                                    

The organization is committed to protecting the privacy and confidentiality of candidate information. All personal data provided during the recruitment process will be handled in compliance with applicable privacy laws, such as HIPAA (if health-related) or local privacy legislation.

3.3                                   Data Retention and Disposal

3.4                                    

Candidate data will be retained securely for a maximum period of 12 months post-hiring decision, after which it will be securely deleted or shredded.

Only authorized personnel will have access to candidate information during the recruitment process.

 

4.   Compliance with Labor Laws

4.1                                   Fair Wage Policy

4.2                                    

All employees will be compensated in accordance with the organization’s pay structure, which complies with local minimum wage laws and other applicable labor regulations.

4.3                                   Employment Standards Act (ESA) Compliance

4.4                                    

The recruitment process and employment contracts will comply with the Employment Standards Act (ESA), including provisions for working hours, overtime, vacation entitlements, termination, and other labor protections.

4.3 Non-Compete and NDA Agreements

Candidates may be required to sign Non-Disclosure Agreements (NDA) to protect confidential information.

Non-compete clauses may be added to employment contracts, restricting employees from engaging in similar work with competitors for a specified period after leaving the organization.

 

5.   Anti-Discrimination and Harassment

5.1                                   Equal Employment Opportunity (EEO) Policy

5.2                                    

The organization prohibits discrimination based on race, gender, disability, age, religion, sexual orientation, or any other protected class. Recruitment decisions will be based solely on the candidate’s qualifications, experience, and ability to perform the job.

5.3                                   Anti-Harassment Policy

5.4                                    

The organization is committed to providing a harassment-free work environment. Harassment of any kind during the recruitment process or in the workplace will not be tolerated. Any candidate or employee experiencing or witnessing harassment is encouraged to report it through the Grievance Procedures.

 

6.   Training and Onboarding Procedures

     6.1                                   New Employee Orientation

6.2                                    

New hires must undergo a formal orientation that covers:

Introduction to the organization’s mission, values, and policies.

Health and safety training, especially for positions working with vulnerable populations.

Specific training related to their role, such as child protection, cultural sensitivity, first aid, and medication administration.

6.3                                   Ongoing Training

6.4                                    

Employees are expected to complete additional training as required, including:

Child Protection Training for staff working with children and youth.

Cultural Sensitivity Training, particularly for roles supporting Indigenous, FNIM, or multicultural populations.

Annual certification renewals for positions such as nurses or social workers.

 

Medication Administration Training for staff responsible for administering medication.

7.   Performance Evaluation and Probation Period

7.1                                   Probation Period

7.2                                    

All new employees will be subject to a three-month probationary period. During this time, their performance and suitability for the role will be evaluated. Upon successful completion of the probation, permanent employment will be confirmed.

7.3                                   Performance Appraisal

7.4                                    

Performance reviews will be conducted annually. During these reviews, employees will receive feedback on their performance, areas of improvement, and opportunities for career development.

 

8.   Duty to Report

8.1                                   Policy

8.2                                    

All employees have a legal duty to report any suspected or actual abuse, neglect, or maltreatment of children, youth, or vulnerable adults in their care. Failure to report may result in disciplinary action or legal consequences.

8.3                                   Procedure

8.4                                    

Employees must immediately report concerns to their supervisor and document the incident in detail.

The supervisor will follow up by contacting the appropriate authorities or child protection services.

 

All reports must be kept confidential except for those involved in the investigation.

 

9.   Non-Physical Restraint Policy

9.1                                   Policy

9.2                                    

The use of physical restraint is prohibited unless absolutely necessary to protect the safety of the client or others. Employees should prioritize non-physical de-escalation techniques.

9.3                                   Procedure

9.4                                    

Employees will be trained in non-physical restraint and de-escalation techniques such as verbal calming, setting boundaries, and providing space.

Any incidents requiring restraint must be documented and reviewed by management to assess the need for further training or policy adjustments.

 

10.                             Auto Insurance Policy

10.1                           Policy

10.2                            

Employees using personal vehicles for work-related tasks must maintain adequate auto insurance coverage.

10.3                           Procedure

10.4                            

Employees must provide proof of insurance before using their vehicles for work purposes.

The organization will not reimburse employees for damages, traffic violations, or accidents incurred while using personal vehicles unless specified in their contract.

 

 

11.                             Phone Use Prohibition Policy

11.1                           Policy

11.2                            

Personal phone use during work hours is prohibited, except in cases of emergency. This policy ensures that employees remain focused on their responsibilities, especially when working with vulnerable clients.

11.3                           Procedure

11.4                            

Employees must keep personal phones on silent or off while on duty and only use them during designated breaks.

Any exceptions to this policy must be approved by management in advance.

Violations of the policy will result in disciplinary action, which may include written warnings or termination.

 

12.                             Medication Administration Policy

12.1                           Policy

12.2                            

Medication administration must be conducted safely and accurately to protect the health and well-being of clients. Only trained and authorized staff are permitted to administer medication, and RIGHTS of Medications must be observed.

 

12.3                           Procedure

12.4                            

Training: Employees responsible for administering medication must complete approved Medication Administration Training and be certified before performing this duty.

Authorization: Only staff authorized by management may administer medication to clients.

Documentation:

Maintain accurate records of all medications administered, including date, time, dosage, and any observations.

Use the organization’s standardized Medication Administration Record (MAR) forms.

Storage: Medications must be stored securely, in locked cabinets, and according to the manufacturer’s recommendations (e.g., refrigeration if necessary).

Medication Errors:

Any medication errors must be reported immediately to a supervisor.

Complete an incident report detailing the error and steps taken.

Client Rights:

Clients have the right to be informed about their medications and to refuse medication.

Any refusal must be documented, and the supervisor must be notified.

Prescription Changes:

Only accept medication changes authorized in writin by a licensed healthcare provider.

 

Update the MAR and inform all relevant staff of changes.

 

13.                             Serious Occurrence Reporting Policy

13.1                           Policy

13.2                            

All serious incidents involving clients, staff, or visitors must be reported promptly to ensure appropriate action is taken and compliance with regulatory requirements.

13.3                           Procedure

13.4                            

Definition of Serious Occurrences:

Death or serious injury of a client or staff member.

Allegations of abuse or neglect.

Missing clients (AWOL incidents).

Medication errors resulting in harm.

Any incident that may Iresult in significant legal or media attention.

Immediate Actions:

Ensure the safety and well-being of all individuals involved.

Provide first aid or seek medical attention if necessary.

Notification:

Internal: Notify a supervisor or manager immediately.

External: As required, notify relevant authorities such as law enforcement, child protection services, or regulatory bodies.

 

Documentation:

Complete a Serious Occurrence Report detailing the incident, actions taken, and any witnesses.

Reports must be factual, objective, and submitted within 24 hours of the incident.

Follow-Up:

Management will investigate the incident to determine causes and implement corrective actions.

Provide support to clients and staff affected by the incident, which may include counseling services.

Confidentiality:

Maintain confidentiality throughout the reporting and investigation process.

Information should only be shared with individuals directly involved in managing the incident.

Review and Prevention:

Serious occurrences will be reviewed regularly to identify patterns and develop strategies to prevent future incidents.

Updates to policies and staff training may result from these reviews.

14.                             Safety and Health Policies

14.1                           Workplace Safety Compliance

14.2                            

Recruiters must ensure that all new hires are aware of and trained in workplace safety standards, especially for roles involving physical care or supervision of vulnerable populations.

14.3                           Health and Wellness Programs

14.4                            

New hires will have access to the organization’s health and wellness programs, which may include mental health support, counseling services, and fitness initiatives.

 

15.                             Complaint and Grievance Procedures

15.1                           Reporting Concerns

15.2                            

Any candidate or employee who feels they have been unfairly treated during the recruitment process or in the workplace is encouraged to report their concerns to the HR department. Reports will be handled with confidentiality and professionalism.

15.3                           Investigation and Resolution

15.4                            

HR will investigate any complaints promptly. Resolution steps will include interviewing involved parties, reviewing relevant documentation, and proposing corrective actions where necessary. Retaliation against individuals who file complaints is strictly prohibited.

Final Note

These policies and procedures are designed to support a fair, transparent, and lawful recruitment process that aligns with the mission and values of Stillwater Respite Care Inc while ensuring compliance with all relevant laws and best practices. Any updates or revisions to these policies will be communicated to staff and candidates in a timely manner.

 

 

 

Acknowledgement of Recruitment Policies and Procedures Manual

I, the undersigned, acknowledge that I have received, read, and understand the Recruitment Policies and Procedures Manual of Stillwater Respite Care Inc. I agree to comply with the policies, procedures, and guidelines outlined in the manual as a condition of my employment or contract with the organization.

I understand that failure to adhere to these policies and procedures may result in disciplinary action, including but not limited to termination of employment.

I also acknowledge that it is my responsibility to seek clarification from my supervisor or Human Resources if I have any questions or concerns about any section of this manual.

I understand that Stillwater Respite Care Inc reserves the right to update or modify these policies as necessary, and I will be notified of any such changes.

 

 

Associate Name: ___________________________________________

Position/Role: ___________________________________________

Signature: ___________________________________________

Date: ___________________________________________

 

 

 

 

This form will be retained in the employee/associate's file as part of the organization’s compliance records.