Workplace Harassment and Violence Prevention Communication Template: File Closure Letter- Principal Party

Warning

In accordance with National Defence Security Orders and Directives (NDSOD), form File Closure Letter – Informing Principal Party is "Protected B" information once completed.

Completed "Protected B" forms must not be saved unencrypted on any network and workstation drive or storage media. "Protected B" forms, when completed, must be encrypted using the dnd issued pki smartcard. Failure to respect this requirement will result in a breach of security and administrative measures shall be applied in accordance with the policy.

Instructions

All texts highlighted in yellow with brackets are to indicate required fields prior to signing and sending.

File Closure Letter – Informing Principal Party

Enter date

[Enter file number as required, (i.e. 5085 if CAF member and 6007 if DND civilian)]

[Enter name of principal party]

I first contacted you on Enter date when the principal party was contacted to confirm that the NoO was received concerning a Notice of Occurrence (NoO) that was received on Enter date when original notice was received.

Through a collaborative effort and with your agreement, specifically at the Specify the step – of a negotiated resolution, conciliation/alternative dispute resolution (ADR), and/or the WHVP investigation stage, the steps taken to respond to the occurrence as per the Workplace Harassment and Violence Prevention (WHVP) resolution process are:

• Describe the steps taken to respond to the occurrence.

As the WHVP resolution process is now complete, your file will be considered closed.

In the event of a new occurrence related to this file, you may submit a new NoO. However, I recommend that you include a note that a resolution process had already been completed.

I want to reiterate, as per DAOD 5014-0 and the WHVP policy manual, that privacy and confidentiality must be maintained throughout the entire process including following the completion of the resolution process. As such, please refrain from disclosing any information related to the occurrence or the resolution process to other colleagues.

Every member of the Defence Team has the right to work in an environment where they are treated with respect, dignity, and fairness. It is the responsibility of all involved in this process to ensure no person suffer any prejudice, retaliation, or embarrassment following the submission of a NoO.

If you experience any of these actions by anyone involved in the process or other colleagues, please inform me immediately.

As a reminder, support services are available to you. The Employee Assistance Program (EAP) at: 1-800-663-1142 or 1-888-384-1152 (for people with hearing impairments). EAP offers support and assistance to all employees who are affected by workplace harassment and violence. CAF members seeking assistance may contact the Member and Family Assistance services at 1-800-268-7708 for confidential counselling service either via telephone or to arrange face-to-face support, 24 hours a day, seven days a week. Individuals experiencing personal or work-related problems can receive confidential help through this program.

Further, you can access a list of available services on the support services webpage.

If you have any questions regarding the conclusion of your file, please contact me immediately to discuss further.

Best regards,

Enter digital signature once saved as a PDF