Board Orientation Manual 2024

• Staff members working alone off-site should carry a cell phone with them at all times and determine a check-in procedure. At a minimum, check-ins should occur once a day during work days. • Determine steps to take if a check-in or check-out is missed. • Situations where staff members may be working alone will be examined and any hazards to the worker identified. Any identified hazards or risks will be eliminated or reduced to a safe level. • Staff members should communicate their off-site plans, so it is known where the staff member working alone will be and when. • If an incident occurs or a staff member identifies an issue or concern while working alone, they must report it to the President and CEO. Wherever possible, corrective measures will be taken to remedy the issue and prevent recurrences. Inclement Weather In the event of inclement weather, or when poor driving conditions exist, it is at the staff member’s discretion whether they travel to work. If the staff member decides it is unsafe for them to travel and they are able to work from home, they are expected to do so. If a staff member is not able to work from home, they may choose to take the day off as vacation or lieu time. The staff member must notify the President and CEO of the request. In the event of severe weather, the President and CEO may close the office. If the office is closed, staff members will not be required to come to work and will be paid for their regular working day. If staff members have arrived at work and then the office closes, they will also be paid for their regular working day. Staff members will be notified of the closure by President and CEO. In the event of inclement weather, or when poor driving conditions exist, when at the Games or other events, the staff member should determine collectively with colleague they are travelling with if it is safe to travel. Plans should be discussed with the President and CEO. Access to/Use and Storage of Information Staff Member File A staff member file will be created at the time of hire to maintain personnel documents relating to their employment with the BC Games Society. • All staff members will have an electronic file securely stored in the BC Games Society’s electronic systems and/or a paper file maintained in a secure, locked filing cabinet. • The staff member file may contain information such as: the staff member’s resume, references, letter of offer/employment contract, signed acceptance, other correspondence, details of salary and payroll records, reviews, relevant medical certificates, proof of education, letters of commendation or complaints and any other matters related to the staff members' history with the BC Games Society.

Updated June 2023

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