DND’s Workplace Harassment and Violence Prevention (WHVP) Program Training Addendum

To request a PowerPoint version of this Training Addendum, please contact the Workplace Harassment and Violence Prevention Center of Expertise (WHVP CoE).

The purpose of this training addendum is to communicate specific Workplace Harassment and Violence Prevention (WHVP) Program elements that are not covered in the Canadian Armed Forces (CAF)/Department of National Defence (DND) Public Service Employees mandatory Canada School of Public Service training.

What is the DND/CAF WHVP program?

The DND and the CAF have a combined robust Workplace Harassment and Violence Prevention (WHVP) program.

The functional authority for the WHVP program lies with The Chief of Professional Conduct and Culture (CPCC) is the functional authority for the WHVP program. The program is administered under the Director General Conflict Solutions and Services (DGCSS) through the WHVP CoE.

The WHVP Program consists of three main components:

• Prevent (training, WHVP assessments, resolution and early intervention)
• respond; and
• support.

Who does the WHVP program apply to?

DAOD 5014-0, Workplace Harassment and Violence Prevention; and the Workplace Harassment and Violence Prevention policy manual are directives that apply to DND Public Service Employees and orders that apply to officers and non-commissioned members of CAF members.

Note: DAOD 5014-0 and its associated policy manual replaces DAOD 5012-0, Harassment Prevention and Resolution; and A-PM-007-000/FP-001, Harassment Prevention and Resolution Instructions effective January 1, 2021, for incidents involving public service employees and March 1, 2025, for incidents involving only CAF members.

One workplace, one reporting approach: what has changed?

DAOD 5014 WHVP program definitions

• Occurrence replaces Complaint

  An Occurrence is an incident/occurrence of harassment and violence in the workplace whereas a complaint was an incident of harassment in the workplace.

• Notice of Occurrence (NoO) replaces Notice of Dissatisfaction

  A NoO is submitted in writing or verbally either through reporting the occurrence to the Chain of Command (CoC)/manager or Designated Recipient (a unit within DGCSS) whereas a Notice of Dissatisfaction was submitted to a Responsible Officer for review.

• Principal Party replaces Complainant

  A Principal Party is a DND employee or CAF member who is the object of an occurrence, a complainant was a CAF member who submits a harassment complaint.

• Responding Party replaces Respondent

  A Responding Party is a person who is alleged to have been responsible for the occurrence and is identified in the NoO, a respondent was a CAF member against whom a harassment complaint has been filed.

• Witness

  A person who witnesses an occurrence or was informed of an occurrence by the Principal Party or Responding Party (this could have been a CoC, manager or co-worker).

What is workplace harassment and violence?

Workplace harassment and violence is "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 an employee/member, including any prescribed action, conduct or comment" (Defence Terminology Bank 696528).

Note: This includes any behaviours based on the prohibited grounds of discrimination identified in the Canadian Human Rights Act, which include race, national or ethnic origin, colour, religion, age, sex, sexual orientation, gender identity or expression, marital status, family status, genetic characteristics, disability and conviction for an offence for which a pardon has been granted or in respect of which a record suspension has been ordered.

Harassment and violence may appear to be minor or present itself as a conflict, however if not addressed it can escalate and cause more harm. The definition of harassment and violence has been broadened to include this fact.

Negative Behaviours Matrix

For more information on examples of workplace harassment and violence, consult the Negative Behaviours Matrix.

How do we prevent workplace harassment and violence?

The WHVP Program focuses on prevention by using a multifaceted approach through training, workplace assessments, resolution, and early intervention.

• View text

  A round diagram with 4 quadrants forming a circle and clockwise arrows. The first quadrant is green and refers to Early Intervention. The second quadrant is blue and refers to Training. The third quadrant is teal and refers to WHVP assessment. The fourth quadrant is a brighter shade of green and refers to Resolution.

Mandatory training

For more information on mandatory training, visit Workplace harassment and violence prevention training.

WHVP assessment

For more information on assessments, visit Workplace harassment and violence prevention assessments.

Resolution options

The resolution process contributes to WHVP by allowing employees/members to identify WHV risks directly to their CoC/manager. Resolution can consist of negotiated resolution, conciliation/alternative dispute resolution (ADR) and/or WHVP investigation, as required. The principal party is always at the heart of the solution.

Negotiated resolution

A negotiated resolution is when the employee or member and the CoC/manager work collaboratively to identify preventive measures which can resolve and prevent further occurrences of WHV. Reasonable effort to resolve the NoO must be taken at this level first, prior to engaging in the other two avenues.

• Negotiated resolution is an opportunity to:

  • Share the impact of harassment and/or violence experienced
  • Propose tangible measures that can be implemented to resolve and prevent further occurrences
  • Negotiate a resolution in a unified way
  • Respond and prevent harassment and violence in the workplace
  • Restore and mend the relationship between parties involved

• Negotiated resolution is not an opportunity to:

  • Accuse, confront or discipline
  • Make a request that does not fall in line with responding or preventing the occurrence
  • Make orders through confrontation
  • Resolve other issues, Ex: classification issues, collective agreement, letter of expectations, performance management, etc.
  • Make unreasonable requests

Conciliation/Alternative Dispute Resolution (ADR)

Conciliation/ADR of an occurrence of harassment and violence can only proceed if the involved parties agree to participate and agree on who will facilitate the process. The CoC/manager or the designated recipient must contact the ADR services of the local Conflict and Complaint Management Services (CCMS).

WHVP investigation

The WHVP investigation will focus on the root cause while providing recommendations to the CoC/manager to prevent future occurrences. The CoC/manager and the local workplace safety committee will jointly determine which recommendations are to be implemented. The resolution process always involves the CoC/manager in the process of prevention by identifying risks and preventive measures within their workplace and acts as a feedback loop regarding the health and safety of its employees and members. The outcome cannot be used for remedial or disciplinary measures.

All prevention investigation requests must come through the WHVP Centre of Expertise.

Early intervention

Open communication and early intervention are essential in preventing and resolving harassment and violence.

• Simple communication skills help in creating a respectful workplace: The exchange of information and feelings leads to mutual understanding.
• Clearly and respectfully presenting our ideas and thoughts, using "I" messages can be very effective in changing things. Also, stating what you want by making a request can be more effective than criticizing. Making a request does not guarantee that you get what you want. However, making a request is solution based and usually has a more positive impact on others than criticism.
• Sample Comment: "I feel upset when you make ethnic jokes. I'd really appreciate it if you'd stop."

Respect and integrity

Respect means accepting people as they are regardless of their culture, beliefs, accents, age, etc. Gossiping can be hurtful and harmful. It's always best to avoid it. Let people know that you do not approve of gossiping and that you encourage people to talk to one another directly.

Sample Comment: "This gossip makes me uncomfortable. Have you shared your concerns about the presentation with Sam?"

Adopt the behaviours contained in the DND and CF Code of Values and Ethics and the Canadian Armed Forces Ethos: Trusted to Serve.

Keep in mind

Creating a respectful workplace is everyone's business. Even if you're not directly or immediately affected by someone's inappropriate conduct, you can still choose to act in a way that reflects your values. Laughing at people or talking about them behind their backs is disrespectful and inappropriate. It may seem easier or safer to talk about a person than to directly talk to them, but this way of communication fosters unhealthy relationships by creating unease and tensions among people.

Remember, talk to people rather than about them, and encourage others to do the same.

Sample Comment: "I think that if Sam heard your comments, they might be hurt. This is unfair."

What are the different roles within the WHVP program?

Everyone has a role to play in the WHVP program which are outlined in DAOD 5014-0 and the WHVP policy manual.

Here are a few of the roles and responsibilities within the program:

• DND employees/CAF member.
• CoC/managers;
• Safety Committees; and
• Designated Recipient.

What roles do DND employees and CAF members have?

• Complete mandatory training as defined in WHVP policy.
• Respect and adhere to the expected behaviours found in the DND and CF Code of Values and Ethics and the Canadian Armed Forces Ethos: Trusted to Serve.
• Report occurrences of workplace harassment and violence, experienced or observed.
• Report risk factors to the CoC/manager that may contribute to workplace harassment and violence.
• Co-operate in the resolution of workplace harassment and violence occurrences.
• Respect the confidentiality of the information shared throughout the resolution process of an occurrence.
• Refrain from real or perceived retaliatory behaviour against the Principal Party, Responding Party, witnesses, and any other individuals involved in the resolution process of an occurrence.

What role do Chains of Command/managers have?

• Establish WHVP activities within their organization that are consistent with the WHVP Program as outlined in the DAOD 5014-0 and the policy manual.
• Promote the prevention of harassment and violence in their organizations and implement measures to minimise risk of incidents occurring.
• Work jointly with their local Safety Committees or Health and Safety Representatives to develop, monitor and update workplace assessments and implement investigation report recommendations.
• Respond to all NoOs reported to them and advise the WHVP CoE within seven days of receiving the notice.
• Ensure that the parties are aware of their rights and obligations in the resolution process.
• Initiate negotiated resolution with the Principal Party within 45 days after the day on which the NoO is received.
• Conduct a review of every NoO with the Principal Party against the definition of harassment and violence.
• Make every reasonable effort to resolve an occurrence of harassment and violence for which a NoO is submitted.
• Give the principal and responding parties the option of voluntarily participating in conciliation/ADR and agree on the assigned facilitator.
• Respect the confidentiality of the information shared throughout the resolution process of an occurrence. The disclosure of information about the occurrence must be in keeping with the need-to- know principle.
• Implement preventive measures derived from negotiated resolution and conciliation as well as any additional preventive measures warranted.
• Cooperate with an investigator and the investigation process.
• Support employees/members affected by workplace harassment and violence.

What role do Safety Committees have?

Safety Committees play an import role in the WHVP program at both the national and local level.

At the national level the National Health and Safety Policy Committee (NHSPC) jointly identifies risk factors that contribute to workplace harassment and violence and jointly develops the WHVP policy.

Local Canadian Armed Forces Safety Committees (CAFSC), Workplace Health and Safety Committees (WHSC) or Health and Safety Representatives jointly participate in WHVP assessments and make recommendations to the CoC/managers on preventive measures.

What role does the Designated Recipient have?

The Designated Recipient is a team of highly skilled individuals employed within CPCC, who can receive and respond to NoOs. They do the following:

• Respond to all NoOs, reported to them, within seven days of receiving the notice.
• Ensure that the parties are aware of their rights and obligations in the resolution process.
• Initiate negotiated resolution with the Principal Party within 45 days after the day on which the NoO is received.
• Conduct a review of every NoO with the Principal Party against the definition of harassment and violence.
• Make every reasonable effort to resolve an occurrence of harassment and violence for which a NoO is submitted.
• Give the principal and responding parties the option of voluntarily participating in conciliation/Alternative Dispute Resolution and agree on the assigned facilitator.
• Provide notice of investigation to the principal and responding parties if a WHVP investigation is requested by the Principal Party.

How to report workplace harassment and violence

Defence Team members who have experienced harassment and violence in the workplace, or who witness someone being subjected to harassment and violence, are encouraged to report it as soon as possible. Harassment and violence in the workplace can be reported by submitting a NoO in the following ways:

• To their CoC/manager verbally, or in writing by submitting the NoO. If the Principal Party or the Responding Party is the CoC/manager, the NoO must be provided to the Designated Recipient.
• To the DR verbally by calling 1-833-451-1604 for a secure voicemail box or in writing by submitting the NoO to the following email address: DesignatedRecipientHVP-DestinataireDesignedelaPHV@forces.gc.ca.

Where to find more information

For general information on the WHVP Program, please visit the Workplace Harassment and Violence Prevention Program website. It contains a lot of valuable information such as:

• How to report an incident;
• Applicable DAOD, policy and regulations;
• Tools and templates for CoC/managers and employees/members including communication templates and letters, and process charts;
• Training requirements;
• WHVP assessment guide and information; and
• Emergency procedures and support services information.

Key contacts

• For WHVP policy, procedures, and training, contact the WHVP Center of Expertise.
• For submitting NoO, contact the Designated Recipient general mailbox.
• For Alternative Dispute Resolution services, contact your local Conflict and Complaint Management Services office.
• For assistance with Restorative Services, contact the Restorative Services general mailbox.