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 regarding 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.

Should it be determined that additional measures beyond preventive actions are required, these will be implemented through a separate process.

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.

Recourse Mechanism

If a party believes their CoC/manager or DR has failed to comply with the CLC Part II (with respect to the WHVP Program or the WHVP Regulations) if applicable, DAOD 5014-0 or this policy manual when responding to a NoO, they should first contact their CoC/manager or DR to resolve the issue. If no resolution is found they may contact the WHVP CoE, via the positional email WHVPCoE-PHVCE@forces.gc.ca, to have their case reviewed, and/or be given information on their recourse options. If the issue remains unresolved:

1. DND public service employees may contact the Employment and Social Development Canada Labour Program for information on their recourse options and depending on the circumstances of an occurrence, recourse through the grievance procedure under DAOD 5026-0, Civilian Grievances.
2. CAF members have the right to grieve pursuant to s. 29 National Defence Act and applicable regulations

For more information on the appropriate mechanisms to use to file a complaint/grievance consult the following website: Submit a formal complaint or report an incident - Canada.ca or contact your local CCMS for guidance.

Privacy and Confidentiality

Please note, as per 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.

Support Services

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,

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