ASSIGNMENT EMPLOYEE ORIENTATION

Local Staffing Policies, Employee Responsibilities, and Standard Employment Information

Orientation Overview

Welcome to the Local Staffing team. We operate a staffing service offering workers temporary employment assignments. You have been hired as an assignment employee, meaning you are an employee of Local Staffing who will be assigned work which is supervised by one of our clients. Unless you are offered a permanent position upon completion of the work assignment, the client is not your employer. Employment with Local Staffing is subject to both the availability of work assignments and the employee having the necessary skills and qualifications as determined by Local Staffing and our clients.

Your entitlements as an assignment employee of Local Staffing are in accordance with the Employment Standards Act, 2000 (ESA).

This orientation covers the major Local Staffing policies, procedures, and expectations that apply to all Assignment Employees. Your Recruiter may provide you with additional documentation when you accept a work assignment, depending on the needs of the client.

Local Staffing Policies for Assignment Employees:
1. Standard Pay Policy
2. Privacy and Use of Personal Information Policy
3. Absence Reporting Policy
4. Workplace Health and Safety Policy
5. Workplace Violence and Harassment Prevention Policy
6. Substance Use Policy
7. Cell Phone/Personal Device Usage Policy
8. Accessibility Policy Summary
9. Working Hours and Disconnecting from Work Policy
10. Electronic Monitoring of Assignment Employees Policy
Overtime Pay and Hours of Work Agreement
Understanding Assignment Information
Standard Expectations for Assignment

Please initial each page to confirm that you have read and understood the contents of this Orientation. If you have any questions, please contact your Local Staffing Recruiter for clarification.

In this Orientation we will cover:

Standard Pay Policy

Local Staﬃng pays each Friday for hours worked between Monday to Sunday the previous week. Pay is by direct deposit based on the account information you have provided to your Local Staﬃng Recruiter. A detailed wage statement will be provided to you for each pay period. This pay stub will be sent to the email you provided to Local Staﬃng during your application.

Pay rates will vary by client and position. Make sure that you conﬁrm your hourly pay rate before accepting an assignment. The pay rate will be stated in the assignment information provided to you before deployment. To ensure that you are paid correctly, and on time, follow each client's procedure for recording your hours of work. This process could involve:

• Tracking your daily hours on an individual time sheet,

• Following an internal punch-in punch-out process, or

• Signing in-and-out in the client's tracking book

Please contact your Recruiter for clariﬁcation if you have any questions regarding a client's time-tracking process.

Tax Deductions

Income Tax will be deducted from your earnings, assuming the ‘Basic Personal Exemption’ amount for both the ‘Personal Tax Credits Return’ (TD1) and ‘Ontario Personal Tax Credits Return’ (TD1ON). If you require a different amount, please inform your Recruiter who can provide the TD1 and TD1ON forms.

Vacation Pay

Vacation pay, in accordance with Ontario’s Employment Standards Act, 2000 (ESA), will be added to your weekly pay from Local Staﬃng. If you wish to accrue vacation pay and have it released when requested, you may notify your Recruiter, and they will provide you the appropriate form.

Overtime

Overtime will be paid when the total weekly time worked exceeds 44 hours (unless otherwise indicated). The rate for overtime hours is 1.5 times the regular rate of pay for the assignment.

Statutory holiday pay is based on the rules set out in the ESA. This pay is calculated by adding up the regular wages paid in the four weeks before the holiday and dividing by twenty (20). More information about how statutory pay is calculated can be found on the ontario.ca website.

The following days are oﬃcially recognized as Statutory Holidays in Ontario:

Holidays

New Year’s Day
Family Day
Good Friday
Victoria Day
Canada Day

Labour Day
Thanksgiving Day
Christmas Day
Boxing Day

To qualify for statutory holiday pay you must work the entirety of your regularly assigned shift both before and after the holiday or provide reasonable cause for failing to do so.

Some assignments may have exceptions to this standard pay policy. For example, some worksites may operate on a different weekly schedule, and some industries have different overtime rules as established by the ESA. You will be provided with written notice of any exceptions to this policy that apply before you accept an assignment with Local Staffing.

Exceptions To The Standard Pay Policy

Privacy and Use of Personal Information Policy

Local Staffing provides managed temporary staffing solutions in the Ottawa area. Our range of services include temporary contract, temporary to permanent, permanent recruitment, payroll services, and testing/training. To provide these services we must collect some personal information from both our clients and our potential employees.

Local Staffing will ensure that any personal information we collect will be stored, shared, and protected in an ethical and professional manner pursuant to the Personal Information Protection and Electronic Documents Act, 2000 (PIPEDA) and all other applicable legislation. Based solely on the nature of our business, we collect, use, and retain personal information on a regular basis to provide staffing services to our clients and provide individuals with suitable temporary contract, temporary to permanent, and permanent recruitment opportunities.

Our business purposes for collecting personal information are:

Recruitment and assessments as to suitability for work assignments
Negotiating temporary assignments and/or offers of employment
Verifying that all information obtained is correct, such as reference information, background check information, and skills/certifications
Fulfilling clients’ staffing requests
Workforce and risk management
Recording significant events during the interview process
Complying with applicable federal, provincial, and municipal legislation
Assessing and developing business operations to better service our employees and clients

The personal information that Local Staffing collects may include, but is not limited to:

Names, home address, email addresses, and telephone numbers
Employment, salary, education history
Reference check information
Testing results
Performance reviews
Interview notes
Work Permit (as applicable)
Criminal Check or Standard Police Check

Local Staffing obtains written consent to disclose Personal Information for the above-mentioned purposes during our registration process.

Absence Reporting Policy

As an employee of Local Staffing, if you are to be absent from your shift for any reason, you are to report your absence in a
timely manner.

To report your absence, you are required to:

Local Staﬃng is committed to the health and safety of our employees, customers, and guests. As an employer we take our responsibilities under Ontario’s Occupational Health and Safety Act, R.S.O. 1990 (OHSA) very seriously. All supervisors are trained to identify and eliminate hazards in the workplace wherever possible. When hazards cannot be eliminated, we will attempt to mitigate them through engineering controls and mark them clearly with proper signage. Any remaining worksite hazards will be explained to employees before they begin work, and employees who are required to work around known hazards will be provided with the training and personal protective equipment they need to perform the work safely.

All Local Staﬃng employees receive workplace health and safety awareness training during their initial onboarding. This training highlights the employees’ right to be aware of workplace hazards, their right to participate in workplace health and safety, and their right to refuse unsafe work. All Local Staﬃng employees who will be at worksites which store hazardous materials receive education on the Workplace Hazardous Materials Information System (WHMIS 2015), as well as job speciﬁc training on any speciﬁc hazardous materials they will be working with directly.

All Local Staﬃng supervisors are trained to follow up on reports of workplace hazards, document incidents of workplace injury/illness, and understand the procedures to be followed when work is refused due to unsafe conditions. Supervisors will also be trained to prepare and implement return-to-work plans in case workplace illness/injury has caused employee absence.

As a provider of staﬃng services, we have assignment employees placed at client worksites throughout the city. As such, we recognize that our clients also have a role to play in workplace health and safety. When choosing our clients, we ensure their commitment to workplace health and safety matches our own.

Local Staﬃng supervisors engage with client supervisors to ensure that any workplace hazards, accidents, and incidents, are documented by both Local Staﬃng and the client so this feedback can be used to continually improve workplace safety. Local Staﬃng employees working on a client site are instructed to always respect that client’s workplace health and safety procedures, and to report workplace hazards to their worksite supervisor.

Local Staﬃng will schedule regular meetings to review workplace health and safety. During these meetings, Local Staﬃng’s health and safety representatives will review documented incidents and determine actionable measures to improve workplace safety. It is in the best interest of all parties to consider workplace health and safety in every activity. We believe that safe workplaces make for productive workplaces. Local Staﬃng is committed to taking every reasonable measure to ensure the protection of workers in the workplace.

Contact your Assignment Supervisor– contact information provided in your assignment details.

Provide the following information:

• your name

• time of your scheduled shift

• reason for your absence

Contact Local Staffing – (613) 680-5757 (office landline) or (613) 790-8579 (office cellphone)

Provide the following information:

• your name

• time of your scheduled shift

• reason for your absence

• phone number you can be reached at

Proper absence reporting is your responsibility as an employee of Local Staffing.

If you have any questions or concerns regarding your responsibilities, or if any information in unclear in any way, please contact Local Staffing to speak to a representative.

Workplace Health and Safety Policy

Workplace Violence and Harassment Prevention Policy

Local Staﬃng is committed to providing a safe and inclusive workplace free of violence, threats of violence, verbal abuse, sexual harassment, and discrimination. We acknowledge the importance of creating an environment where all employees, clients, and visitors feel respected. This policy outlines our commitment to preventing and addressing workplace violence and harassment, and our collective responsibilities in achieving this goal.

Local Staﬃng encourages all employees to promptly report any perceived incidents of workplace violence or harassment to their Local Staﬃng Recruiter, or worksite supervisor, or health and safety representative.

Recruiters at Local Staﬃng are trained to take reports of workplace violence and harassment seriously. They will document all reports and assist employees in the reporting process, ensuring that the information is accurately recorded. Upon receiving such a report, the Recruiter should work with their account manager to ﬁnd a way to temporarily address the problem while Human Resources conducts a full investigation. The account manager should work with the aﬀected individual to ﬁnd a temporary solution, this could include reassignment.

As a provider of temporary assignment employees, Local Staﬃng recognizes that our clients share the responsibility for providing a workplace free of violence and harassment. Account Managers may need to inform clients of reports of workplace violence or harassment. This could be required as clients may need to assist in or conduct their own investigations, as part of their duty to maintain a safe working environment.

The Human Resources department at Local Staﬃng is responsible for conducting thorough and impartial investigations into all reported incidents of workplace violence and harassment. These investigations will be conducted in a conﬁdential and timely manner, with the aim of resolving the issues and preventing future occurrences. Employees involved will be informed of the investigation's progress and outcome.

If the investigation ﬁnds evidence of violence, sexual harassment, verbal abuse, or discrimination, then it is grounds for disciplinary action. This may include warnings, suspensions, and, in severe cases, termination of employment or denial of staﬃng services. The exact disciplinary measures will depend on the severity of the violation and the results of the investigation.

Local Staﬃng is committed to maintaining a safe working environment for all employees by addressing and preventing incidents of violence and harassment. We strive to create a culture of respect, inclusivity, and tolerance to promote a safe and productive workplace for everyone. This policy will be regularly reviewed and updated to reﬂect changes in legislation and best practices, as well as the evolving needs of our workplace. It is the responsibility of all employees to understand and adhere to this policy to create a safer and more inclusive work environment.

Substance Use Policy

Local Staffing works to reduce or eliminate the hazards associated with alcohol and drug use in the workplace in a way that is consistent and fair to all employees.

All individuals working for Local Staffing are expected to be prepared for their scheduled work and be able to perform assigned duties safely. Workplace consumption of substances such as drugs and alcohol may lead to injuries, accidents, and illness.

Our substance use policy is designed to provide our clients with employees who are expected to perform their work in a drug and alcohol-free environment. Local Staffing emphasizes that it strictly prohibits the use, making, sale, purchase, transfer, distribution, and consumption of drugs or alcohol on company property.

Employees who fail to cooperate in the enforcement of this policy may be subject to disciplinary action including immediate termination of employment.

Cell Phone Usage Policy

Part of our general obligation under the OHSA is to take every reasonable precaution to protect the health and safety of our workers. In keeping with this obligation, mobile phone usage is forbidden while working unless it is specifically required by the assignment. During designated breaks, employees may use their mobile device only if it doesn’t compromise the safety and productivity of other employees. To maintain confidentiality, employees are not to photograph, or otherwise record, their worksite without the explicit consent of their supervisor.

If you operate a motor vehicle as part of your duties, you are not permitted to use your device while driving. Only hands-free operation will be allowed.

Employees who fail to cooperate in the enforcement of this policy will be subject to disciplinary action that may include termination of employment.

This policy summary is intended to highlight essential parts of Local’s accessibility policy for assignment employees. The full accessibility policy is publicly available on the Local Staffing website.

Local Staffing believes that accessible services directly contribute to the success of our business and will do all we can to foster a culture of accessibility within our organization. We are fully committed to our obligations under the Accessibility for Ontarians with Disabilities Act, 2005 (AODA).

We recognize that people with disabilities face unique barriers depending on their situation. We maintain an accessibility policy that establishes best practices based on the principles of independence, dignity, integration, and equality of opportunity which will reduce or eliminate barriers faced by people with disabilities. Where barriers cannot be eliminated Local Staffing will work on a case-by-case basis to provide solutions and make our services accessible.

Assignment Employee work directly for our clients on their worksites. While on assignment, it is expected that employees will follow accessibility policies and procedures as directed by the site supervisor. Local Staffing provides accessibility education to all assignment employees when they accept their first contract.

This training covers:

The purpose of the Accessibility for Ontarians with Disabilities Act (ADOA)
The major requirements of the Integrated Accessibility Standards Regulation (IASR)
How to address people with disabilities in a way that follows from the guiding principles of independence, dignity, integration, and equality of opportunity.
How to interact with people using assisted devices.
How to interact with people using support animals/support people.
All onboarding documentation can be made available in accessible formats. If you require information in an accessible format or if you have feedback on the accessibility of Local Staffing’s services, please contact your recruiter.

Accessibility Policy Summary

Working Hours and Disconnecting from Work Policy

At Local Staﬃng we encourage all employees to bring a professional level of attention and eﬀort to the work they perform each day. We believe that part of maintaining a healthy working environment that helps employees thrive is in allowing employees to fully “disconnect from work” outside of their shift hours.

“Disconnecting from work” means not engaging in work-related communications, including emails, telephone calls, video calls or the sending or reviewing of other messages, and to be free from the performance of all other work duties. There is generally no expectation for employees to engage in work-related communications outside of their working hours.

Assignment employees are provided with assigned working hours upon accepting a work assignment. The scheduling of assignment employees is managed by our client partners and the needs of their worksite/business. Local Staﬃng carefully monitors work schedules to ensure hours of work meet or exceed minimums established by the Employment Standards Act, 2000 (ESA).

When a work assignment falls under an industry-speciﬁc exemption for overtime, minimum rest periods, or any other minimums established in the ESA, Local Staﬃng will make assignment employees aware of the nature of the exemption before the employee accepts the assignment.

To ensure that we can provide quality service to our clients and are able to present timely work opportunities to our assignment employees, some communication with Local Staﬃng recruiters will occur outside of working hours. However, since Local Staﬃng does not consider these communications “working hours” the recruiting team is directed not to prejudice any assignment employee who disconnects from work outside their assigned hours regarding future assignments or direct employment opportunities with a Local Staﬃng client. The recruiting team may need to communicate with assignment employees outside of their assigned working hours on topics including, but not limited to:

Employee leave, time oﬀ, or unscheduled absence
Placement performance, development, and feedback
Schedule changes, contract extensions, or termination of assignment
Gauging interest and conﬁrming eligibility for upcoming assignments
Securing information directly related to employment by Local Staﬃng
Oﬀering direct-hire positions with Local Staﬃng’s clients

Assignment employees are encouraged to schedule time away from work as needed. Time away from work should be communicated with both the worksite supervisor and a Local Staﬃng recruiter with as much advance notice as possible. It is understood that time scheduled away from work is outside of working hours and that the employee isn’t expected to engage in work-related communication during scheduled time oﬀ.

Electronic Monitoring of Employees Policy

Local Staffing does not engage in any electronic monitoring of assignment employees. That said, our client companies may have their own electronic monitoring programs for assignment employees on contract with them. For example, a worksite may be equipped with security cameras, or a client company may track its vehicles using GPS. Electronic monitoring systems, if any, will vary depending on client and/or worksite. If you have questions about electronic monitoring of employees on your assignment, please contact your Local Staffing Recruiter.

Based on the ESA, to work over forty-eight (48) hours per week an employee must give written consent. Based on the needs of each individual client, some work assignments may require overtime on an ongoing or sporadic basis. You will always be informed of potential overtime requirements prior to accepting the assignment.

By signing below, you agree to work more than 48 hours in one week, but no more than 60 hours in one week, if required to do so. If you wish to cancel this “Hours of Work Agreement”, you must provide Local Staffing with written notice two-weeks prior to cancelation. You also acknowledge that you have been provided with the information sheet prepared by the Director of Employment Standards titled Information for Employees about Hours of Work and Overtime Pay.

If you have any questions about this information or your Employee Rights, please refer to the Ministry of Labour, Training, and Skills Development’s Employment Standards Information Center at (416) 326-7160 (toll-free at 1-800-531-5551) or online at https://www.apps.labour.gov.on.ca/es-self-service-tool/

Overtime Pay & Hours of Work Agreement

Understanding Assignment Information

When you accept a work assignment with Local Staffing you will be provided with assignment details through the email address you provided to your Recruiter during registration. At minimum, this assignment information
will include:

The Business name of Local Staffing’s client
Name and contact information for your worksite supervisor
Your hourly wage and any additional compensation/benefits
Your regular working hours and any overtime expectations, if applicable
A short description of the worksite and job duties
The fixed term of the assignment including specific start and end dates

This assignment end date is the last day of your work assignment. Our clients may choose to extend an assignment, but this will always be confirmed with you, in writing, by your Recruiter before the original assignment end date. If you are approaching the end of your assignment and are wondering about the possibility of an extension you are encouraged to contact your Local Staffing Recruiter. If we are unable to offer you a work assignment your employment with Local Staffing will be ended. You will be informed by your Recruiter in writing, and a Record of Employment (ROE) will be filled with service Canada.

Standard Expectations for Assignment Employees

In addition to the duties of your assignment, as an employee of Local Staffing:

If you are to be absent from your shift for any reason you are to report your absence in a timely manner.
Immediately notify your Local Staffing Recruiter if you have any change in your contact information such as: mailing address, email address, or telephone number.
Injuries or accidents are to be reported to your worksite supervisor as soon as possible after they occur and reported to your Local Staffing Recruiter and no later than forty-eight (48) hours after the incident.
Report any work assignment if you have reasonable grounds for believing it to be unsafe. If work conditions should prove to be unsafe, you have the right to refuse to perform the work requested until the safety issues are properly addressed in accordance with the Occupational Health and Safety Act, 1990(OHSA).
If you are assigned a placement which requires the use of personal protective safety equipment, you must supply CSA approved steel-toed boots and wear all the necessary safety equipment in keeping with the OHSA and its regulations.
All employees are expected to uphold our Workplace Violence & Harassment Prevention Policy. All employees must raise any concerns about workplace violence and/or harassment and to report any violent incidents, threats, or sexual harassment to your worksite supervisor or Local Staffing Recruiter.
Local Staffing is an inclusive and equal opportunity employer committed to providing diversity and accommodation for applicants upon request at any stage of the hiring process in accordance with the Accessibility for Ontarians with Disabilities Act, 2005 (AODA) and the Ontario Human Rights Code. All applicants must make their requirements known to Local Staffing prior to accepting an assignment.
You are expected to maintain confidentiality regarding client policies and procedures. You may be required to sign a confidentiality agreement to be eligible for certain assignments.
Upon offer of employment, you may be required to obtain and provide clean criminal records check as a pre-condition of the assignment. This is determined based on the needs of the assignment.