How to report an occurrence of workplace harassment and violence

Step 1 – Review the definition of harassment and violence

As the principal party or a witness of an occurrence of harassment and violence, you must review the definition of harassment and violence:

The Canada Labour Code and DAOD 5014-0 defines harassment and violence as: "any action, conduct or comment, including of a sexual nature, that can reasonably be expected to cause offence, humiliation or other physical or psychological injury or illness to a DND employee or CAF member, including any prescribed action, conduct or comment." - Record 696528.This also includes any negative behaviours based on the prohibited grounds of discrimination identified in the Canadian Human Rights Act.

For examples on harassment and violence in the workplace, consult the Harassment and violence in the workplace: Negative Behaviour Matrix.

For more information on the appropriate mechanisms to use to file a complaint or report an incident, please contact your local Conflict and Complaint Management Services office or visit submitting a formal complaint or report an incident.

Step 2 – Report an occurrence

If you have experienced or witnessed harassment or violence, and you believe the occurrence meets the above definition, you can report the occurrence either:

To your Chain of Command/manager:

• In writing, by sending them a completed Notice of Occurrence. You can choose to complete the form anonymously.

  Note: The form must be downloaded and opened in Adobe Acrobat. If you are unable to complete the NoO form, you may submit an email instead, as long as it includes the following information:

  • the name of the principal party and the responding party, if known;

  • the date of the occurrence; and

  • a detailed description of each occurrence.

  • Or, by verbally advising them. They can fill in the form on your behalf.

• Note: If the occurrence involves your Chain of Command or manager, you must submit the NoO to the Designated Recipient Unit.

To the Designated Recipient:

A Designated Recipient unit (DR), established within Chief Professional Conduct and Culture (CPCC) can receive and resolve Notice of Occurrences from Defence Team members who wish to provide notice outside of their Chain of Command or manager.

• In writing by submitting a Notice of Occurrence (NoO) to the secure mailbox.

  Note: The form must be downloaded and opened in Adobe Acrobat. If you are unable to complete the NoO form, you may submit an email instead, as long as it includes the following information:

  • the name of the principal party and the responding party, if known;

  • the date of the occurrence; and

  • a detailed description of each occurrence.

• Or, verbally by calling 1-833-451-1604 for a secure voicemail box. An assigned Designated Recipient within CPCC will then contact you.

We are committed to ensuring that everyone can access and utilize the reporting process in a way that is inclusive and respectful of individual needs. If you require any accommodations to report an occurrence, please contact the Designated Recipient Unit —your request will remain confidential.

Note: You can submit a NoO anonymously. If a NoO is submitted by a witness or anonymously, and a principal party is named, the Chain of Command/manager or the Designated Recipient will contact the principal party to ask if they wish to begin the resolution process. If the principal party refuses to participate in the resolution process, the resolution process is considered closed, and a version of the NoO (with all identifying information removed) will be shared with the applicable Workplace Health and Safety Committees (WHSC/ Health and Safety Representatives (HSR)/ Canadian Armed Forces Safety Committees (CAFSC),who will review and, if necessary, update the WHVP assessment to determine if any additional preventive measures are required. 

Note: All information regarding the identity of parties must not be provided to the applicable safety committee or representative to maintain privacy and confidentiality of the person(s) involved. This includes any reference to work locations, dates, division/group names or additional information that would directly or indirectly reveal the identity of a person involved.

For Chain of Commands/Managers

If the Chain of Command/manager is notified of a NoO, they are required to track and send the NoO to the Workplace Harassment and Violence Prevention Center of Expertise (WHVP CoE) via the positional email WHVPCoE-PHVCE@forces.gc.ca within seven calendar days, and submit monthly status update reports until file resolution.

Note:  All NoOs must be kept in a safe and secure location (Protected B).