The following guidelines should be used by all CTSS employers to report bullying or harassment related incidents. Contact the designated “Reporting Contact” identified in heading 3 if you have questions about the following procedures.

 

1.    How to Report

Staff and volunteers of CTSS can report incidents or complaints of workplace bullying and harassment verbally or in writing. This includes incidents that occur at the CTSS office, within the CTSS trail crew at any of trail networks that CTSS manages, or at a volunteer trail workday. (CTSS, 2013) To submit a written complaint, please use the attached workplace bullying and harassment complaint form. “When reporting verbally, the reporting contact, along with the complainant, will fill out the complaint form.” (WorkSafeBC, 2013)

 

2.    When to Report

“Incidents or complaints should be reported as soon as possible after experiencing or witnessing an incident. This allows the incident to be investigated and addressed promptly.” (WorkSafeBC, 2013) For trail crew staff that are not frequently in the office, please contact the designated “Reporting Contact” identified in heading 3 if you are unsure how to proceed and they will provide guidance on how to move forward.

 

3.    Reporting Contact

Report all incidents or complaints to the general manager, Kim Johnson. Contact Kim via phone at (555)-677-7777 or email her at kim@ctss.com.

 

4.    Alternate Reporting Contact

If the general manager is the person engaging in bullying or harassment behaviour, contact Jay Thompson, Executive Director via phone at (555)-677-8888 or email him at jay@ctss.com.

 

5.    What to Include in a Report

“Provide as much information as possible in the report, such as the names of people involved, witnesses, where the events occurred, when they occurred, and what behaviour and/or words led to the complaint. Attach any supporting documents, such as emails, handwritten notes, or photographs. Physical evidence, such as vandalized personal belongings, can also be submitted.” (WorkSafeBC, 2013) If you believe that anyone involved in the incident is in immediate physical danger please call 9-1-1 for assistance. (Government of Canada, n.d.)

 

6.    Annual Review

These reporting procedures will be reviewed on an annual basis. All employees will be provided with a copy during a follow up information session and have access to the updated document on the Human Resources portal.

 

Date created

March 22, 2026

Annual review date

March 22, 2027

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Workplace Bullying and Harassment Complaint Form

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If you have been a victim of workplace bullying or harassment at the Cowichan Trail Stewardship Society please complete the following form. To complete, download this form as a fillable pdf from the CTSS Human Resources portal or print and fill out with pen. Upon completion, email this form and any additional documentation to the designated “Reporting Contact” on page 1 of this document. If you have any questions or concerns about completing this form, please refer to page 1 of this document.

 

 Name and contact information of complainant:

 

 

 Name of alleged bully or bullies:

 

 

Personal statement

“Please describe in as much detail as possible the bullying and harassment incident(s), including:

•      the names of the parties involved

•      any witnesses to the incident(s)

•      the location, date, and time of the incident(s)

•      details about the incident(s) (behaviour and/or words used)

•      any additional details that would help with an investigation
 

Attach any supporting documents, such as emails, handwritten notes, or photographs. Physical evidence, such as vandalized personal belongings, can also be submitted.” (WorkSafeBC, 2013)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Signature

 

Date

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