Employee Handbook

Employee Handbook
Welcome to the Santa'Ville family! We're thrilled to have you join us in creating the magic of Christmas. Our mission is to bring joy and warmth to every home with beautifully crafted, personalized decorations.
As a family-run business, we value each team member and believe in fostering a supportive, joyful workplace. Our core values of customer-centric service, craftsmanship, and continuous improvement guide everything we do.
We understand the unique challenges of the holiday season, but with teamwork and a shared commitment to excellence, we can not only meet these challenges but also enjoy the experience. Together, we can make every day at Santa'Ville a celebration of the festive spirit.
Thank you for choosing to be a part of Santa'Ville. Let's make this season the best one yet!
Warm Regards,
Dawood, Fatima, Rubia & Taimour
Santa'Ville Inc.
"It's the little things"
Table of Content
1
Overview of Santa'Ville Inc.
a. Our Mission and Values
b. The Santa'Ville Culture
2
Employment Basics
a. Pre-Employment and Onboarding Steps
b. Orientation Process
c. Training and Development
d. Probationary Period
e. Workplace Integration
f. Ongoing Support
g. Documentation and Acknowledgment
3
Compensation and Benefits
a. Pay Structure and Frequency
b. Overtime Policy
c. Holiday Pay
d. Employee Discounts on Products
e. Statutory Holidays and Leave Policies
4
Workplace Conduct and Expectations
a. Code of Conduct
b. Dress Code and Appearance
c. Attendance and Punctuality
d. Anti-Discrimination and Harassment Policy
e. Health and Safety in the Workplace
f. Substance Abuse Policy
g. Social Media and Internet Use Policy
5
Operational Guidelines
a. Work Schedules and Break Periods
b. Timekeeping Procedures
c. Handling Customer Complaints and Returns
d. Product Quality and Safety Standards
6
Employee Relations and Communication
a. Open Door Policy
b. Reporting Issues and Grievancesa
c. Conflict Resolution Procedures
7
Company Policies and Legal Compliance
a. Workplace Violence Prevention Policy
b. Environmental Sensitivities Policy
c. Compliance with Canadian Employment Standards
8
Seasonal Specifics
a. Preparing for the Holiday Season
b. Managing Peak Season Stress
c. Seasonal Layoffs and Re-Hiring Process
9
Leaving Santa'Ville
a. Voluntary Resignation
b. Termination Procedures
c. What you need to know
10
Workplace Harassment Policy and Guidelines
a. Province-Specific Guidelines
1. Overview of Santa'Ville Inc.
Santa'Ville Inc. is a proudly Canadian, family-owned business that specializes in creating beautifully crafted, personalized Christmas decorations. Our mission is to bring joy and warmth to every home during the holiday season.
As a family that shares a deep love for Christmas, we have poured our passion into every aspect of the business. Our team members are an integral part of the Santa'Ville family, and we are committed to fostering a supportive, collaborative, and joyful work environment.
Our Mission and Values
Mission:
Santa'Ville is dedicated to bringing the magic of Christmas to life through beautifully crafted, personalized decorations. Specializing in unique tree ornaments that capture the joy of the season, our mission is to help customers create memories that will last a lifetime. We are committed to cultivating a joyful and festive workplace atmosphere, creating beautiful keepsakes for our customers, and delivering a memorable shopping experience that reflects the care and quality we put into every detail.
Core Values:
Customer-Centric Service
Customer service is at the heart of everything we do. We take immense pride in ensuring that every interaction is warm, welcoming, and focused on exceeding customer expectations.
Craftsmanship and Quality
We believe that every ornament tells a story. We are dedicated to providing high-quality, personalized products that reflect the attention to detail and craftsmanship that our customers expect.
Joy and Festivity
Our goal is to spread the joy and spirit of the holiday season, not only through our products but also through the environment we create at our kiosks and stores. We want every visit to Santa'Ville to be a joyful experience.
Supportive Work Environment
We foster a supportive, close-knit work environment where every team member is valued. We encourage personal growth, development, and teamwork, creating a positive atmosphere where everyone can thrive.
Continuous Improvement
At Santa'Ville, we are always looking for ways to improve our products, services, and customer experience. We welcome feedback and ideas from both our customers and our team members to ensure we stay ahead of the curve.
The Santa'Ville Culture
At Santa'Ville, our culture is defined by warmth, joy, and collaboration. As a family-run business, we treat each other and our customers with kindness and respect, united by our shared passion for the holiday season.
Every team member plays a crucial role, and we foster an environment where everyone feels like family. Open communication and valuing diverse perspectives are key to our success.
Despite the seasonal demands, the Santa'Ville workplace remains cheerful and supportive. Our commitment to efficiency and teamwork during the busy holiday rush creates a sense of camaraderie that is as joyful as the products we create.
2. Employment Basics
Orientation and Onboarding Process
At Santa'Ville Inc., we understand that the first few weeks of employment are crucial for setting the stage for a successful and fulfilling career. Our orientation and onboarding process is designed to welcome new team members, provide them with the knowledge and tools they need to excel, and ensure they feel comfortable and integrated into our family-oriented, festive work environment.
Pre-Employment and Onboarding Steps
QuickBooks Payroll Integration:
Prior to your start date, you will receive an email invitation to securely provide your payroll information through QuickBooks. This platform ensures that all your personal and financial details are kept safe and confidential.
No Background Checks:
At Santa'Ville, we trust in the integrity of our team members and do not require pre-employment background checks. We believe in providing a supportive and inclusive environment from the outset.
Orientation Process
Welcome Session with Shadowing
On your first day, you’ll kick off your journey with us by shadowing an experienced team member. This approach allows you to ease into your role and get comfortable with the environment and daily operations at your own pace.
Introduction to Company Policies, Values, and Culture
During your orientation, you will receive a walkthrough of our virtual Employee Handbook through our online platform. This resource is designed to introduce you to Santa'Ville’s policies, values, and the unique culture that defines our workplace.
Team Introduction
Right from the start, you will be introduced to your team members. We believe in building a close-knit, collaborative work environment, and knowing your colleagues is an essential first step.
Training and Development
Initial Training with Shadowing:
Your initial training begins with shadowing, allowing you to observe and learn in a hands-on environment. As you grow more comfortable, you will gradually take on more responsibilities, guided by your team and supervisors.
Product Knowledge:
You will receive comprehensive training on our products, including store layouts, the purpose and story behind our products, and why they are important to our customers.
Sales and Customer Service Training:
At Santa'Ville, we prioritize customer service over traditional sales tactics. Our training will focus on how to provide exceptional service, ensuring our customers have a joyful and memorable experience. This training includes learning how to use our POS system and understanding the best ways to assist our customers.
Probationary Period
Duration
The first four weeks of your employment will be considered a probationary period. This time allows us to assess your fit within the Santa'Ville team and ensure that the role meets your expectations.
Evaluation Criteria
During your probation, we will evaluate your customer service skills, how you guide and assist customers, and, if applicable, the quality of your artistic personalization work. Managers will be assessed on their ability to manage their team and maintain a harmonious work environment.
Feedback Mechanism
We believe in continuous, open communication. Throughout the probationary period, you will receive regular verbal feedback to help you grow and adjust in your role. If any issues arise, they will be addressed promptly through verbal warnings to provide you with an opportunity to improve.
Formal Review at the End of Probation
At the conclusion of your probationary period, a formal review will be conducted to assess your overall performance. This review will recap the feedback provided during the probation and evaluate your progress. While verbal feedback is typically sufficient, any significant disciplinary actions, such as warnings or documentation of ongoing issues, will be recorded to ensure clarity and transparency.
Workplace Integration
Work Schedule Introduction
We understand that flexibility is key, especially during the holiday season. We will discuss your availability and work with you to create a schedule that fits both your needs and those of the business. Breaks will be mandatory and in accordance with provincial laws, which we will explain during your orientation.
Break Rules Across Provinces
In Canada, break rules vary by province. For example, in Ontario, employees are entitled to a 30-minute break after 5 hours of work. In British Columbia, employees must receive a 30-minute meal break after 5 hours of work, and in Quebec, a 30-minute break is required after 5 consecutive hours. We will ensure you are fully informed of the specific regulations applicable to your work location.
Introduction to Tools and Equipment
Our POS system is user-friendly and requires only a short training session. Aside from this, we primarily use a few basic forms, keeping our operations simple and straightforward.
Ongoing Support
Communication Tools:
To facilitate smooth communication, we integrate messaging apps that connect managers, admins, and team members. This ensures that support is always available when you need it.
Continuous Learning:
We offer a variety of documentation and resources for continuous learning. Whether you need additional training on customer service techniques or want to deepen your product knowledge, resources are readily available to help you succeed.
Documentation and Acknowledgment
Acknowledgment of Completion:
At the end of your orientation and initial training, you will be required to sign an acknowledgment form confirming that you have completed the onboarding process. Additionally, you will be provided with access to other training courses that may be relevant to your role.
3. Compensation and Benefits
Pay Structure and Frequency
Hourly Pay: All employees at Santa'Ville are compensated on an hourly basis. The rate of pay is determined at the time of hire and is reviewed periodically in accordance with company policy and provincial standards.
Biweekly Deposits: Employees are paid biweekly via direct deposit. Your earnings will be deposited directly into your designated bank account every two weeks, ensuring timely and secure payment.
Overtime Policy
Compliance with Provincial Law:
Santa'Ville adheres strictly to provincial laws regarding overtime. Overtime pay is calculated at the rate specified by the Employment Standards Act in your respective province. Our robust payroll system automatically calculates any overtime you have earned, ensuring accuracy and compliance with legal requirements.
General Guidelines:
In most provinces, employees are entitled to overtime pay at 1.5 times their regular hourly rate after working more than 8 hours in a day or 40 hours in a week. However, these thresholds may vary depending on your province of employment.
Holiday Pay
Provincial Compliance:
Holiday pay is also calculated according to the provincial Employment Standards Act. Our payroll system ensures that you receive the correct holiday pay in accordance with the law.
General Guidelines:
In most provinces, employees are entitled to public holiday pay for recognized statutory holidays. If you work on a statutory holiday, you may be entitled to additional pay, typically 1.5 times your regular hourly rate, plus your regular wages for the hours worked.
Employee Discounts on Products
Discount Structure
Santa'Ville offers employees discounts on our products. The discount percentage can vary depending on the product, and details will be provided during your orientation. This benefit allows our team members to enjoy our beautifully crafted Christmas decorations at a reduced price.
Statutory Holidays and Leave Policies
Maternity/Paternity Leave
Employees are entitled to maternity or parental leave as per provincial law. Typically, maternity leave can be up to 17 weeks, and parental leave can be up to 63 weeks, depending on the province. This leave is job-protected, ensuring that your position or an equivalent one is available upon your return.
Sick Leave
Santa'Ville provides sick leave in accordance with provincial laws, which may include both paid and unpaid sick leave depending on the jurisdiction. Employees are encouraged to use sick leave when necessary to recover from illness or injury.
Compassionate Care Leave
Employees may be entitled to compassionate care leave to provide care or support to a gravely ill family member. The duration and eligibility of this leave are governed by provincial legislation, generally allowing up to 28 weeks of leave.
Overtime Policy
Alberta
Overtime Pay: Overtime is paid at 1.5 times the regular hourly rate after 8 hours in a day or 44 hours in a week.
Holiday Pay: Employees are entitled to holiday pay for general holidays if they have worked 30 days in the 12 months before the holiday.
British Columbia
Overtime Pay: Overtime is paid at 1.5 times the regular hourly rate after 8 hours in a day and 2 times the rate after 12 hours in a day. Weekly overtime applies after 40 hours in a week.
Holiday Pay: Employees are entitled to 1.5 times the regular wage for the first 12 hours worked on a statutory holiday, and 2 times the wage thereafter, in addition to an average day’s pay.
Manitoba
Overtime Pay: Overtime is paid at 1.5 times the regular hourly rate after 8 hours in a day or 40 hours in a week.
Holiday Pay: Employees receive holiday pay equal to 5% of the gross wages (not including overtime) earned in the four weeks before the holiday.
New Brunswick
Overtime Pay: Overtime is paid at 1.5 times the regular hourly rate after 44 hours in a week.
Holiday Pay: Employees receive regular pay for the holiday if they have been employed for at least 90 days.
Newfoundland and Labrador
Overtime Pay: Overtime is paid at 1.5 times the regular hourly rate after 40 hours in a week.
Holiday Pay: Employees receive their regular daily wage for the holiday, or they can be paid 1.5 times the regular rate for hours worked plus their regular wage.
Nova Scotia
Overtime Pay: Overtime is paid at 1.5 times the regular hourly rate after 48 hours in a week.
Holiday Pay: Employees are entitled to holiday pay if they have been employed for at least 15 days in the 30 calendar days before the holiday.
Ontario
Overtime Pay: Overtime is paid at 1.5 times the regular hourly rate after 44 hours in a week.
Holiday Pay: Employees receive holiday pay equal to the regular day’s wages.
Prince Edward Island
Overtime Pay: Overtime is paid at 1.5 times the regular hourly rate after 48 hours in a week.
Holiday Pay: Employees receive 1.5 times the regular wage for hours worked on a holiday, plus holiday pay if they have worked on 15 of the 30 days preceding the holiday.
Quebec
Overtime Pay: Overtime is paid at 1.5 times the regular hourly rate after 40 hours in a week.
Holiday Pay: Employees receive their regular daily wage or 1.5 times the regular rate for hours worked, in addition to holiday pay.
Saskatchewan
Overtime Pay: Overtime is paid at 1.5 times the regular hourly rate after 8 hours in a day or 40 hours in a week.
Holiday Pay: Employees receive 1.5 times the regular wage for hours worked on a holiday, in addition to holiday pay.
Northwest Territories
Overtime Pay: Overtime is paid at 1.5 times the regular hourly rate after 8 hours in a day or 40 hours in a week.
Holiday Pay: Employees receive their regular daily wage for a holiday or 1.5 times the wage for hours worked, plus holiday pay.
Yukon
Overtime Pay: Overtime is paid at 1.5 times the regular hourly rate after 8 hours in a day or 40 hours in a week.
Holiday Pay: Employees receive their regular daily wage or 1.5 times the wage for hours worked, plus holiday pay.
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4. Workplace Conduct and Expectations
Code of Conduct
Our Code of Conduct sets the foundation for how we expect employees to interact with customers, colleagues, and management. As a representative of Santa'Ville, you are expected to:
Treat customers and colleagues
Respect, courtesy, and professionalism at all times.
Maintain a positive attitude
Even during busy or stressful periods.
Follow company policies
Including those outlined in this handbook.
Report misconduct
To your manager or supervisor immediately.
Act with integrity
And honesty in all interactions.
Dress Code and Appearance
At Santa'Ville, we encourage employees to dress comfortably while maintaining a presentable appearance. We believe that a relaxed dress code contributes to a positive work environment, as long as it aligns with the following guidelines:
Comfortable and Presentable Attire
Employees should wear clothing that is clean, neat, and appropriate for a retail setting. While formality is not required, clothing should not be overly casual or revealing.
Hygiene
Personal hygiene is very important. Employees are expected to maintain good personal hygiene, including regular bathing and grooming. Please ensure that body odor and bad breath are managed effectively to maintain a pleasant environment for both colleagues and customers.
Seasonal Uniforms
During the holiday season, employees may be provided with seasonal attire or accessories to wear while on duty. These are intended to enhance the festive atmosphere and should be worn as directed.
Attendance and Punctuality
Regular attendance and punctuality are essential to the smooth operation of Santa'Ville. As a seasonal retail business, we rely on every team member to be present and on time, especially during peak holiday periods. Employees are expected to:
Arrival and Attendance
Arrive on time for all scheduled shifts and remain at work until the end of the shift. Notify your supervisor as soon as possible if you are unable to attend work or if you anticipate being late.
Time Off Requests
Follow the established procedures for requesting time off, ensuring that sufficient notice is provided.
Anti-Discrimination and Harassment Policy
Santa'Ville is committed to providing a workplace free from discrimination, harassment, and retaliation. We do not tolerate any form of discrimination or harassment based on race, color, religion, gender, sexual orientation, age, national origin, disability, or any other protected characteristic.
Workplace Harassment Defined:
Workplace harassment in Ontario is any unwelcome conduct or comment by a person towards an employee that is known, or should be known, to be unwelcome. This includes but is not limited to name-calling, offensive jokes, bullying, sexual harassment, or any aggressive behavior.
Reporting and Investigation:
Employees are encouraged to report any incidents of harassment to their supervisor or HR as soon as they occur. Reports should be documented in writing, detailing the specific behaviors or incidents, and employees have the right to request a formal investigation. Santa'Ville may bring in an external investigator if the situation requires it, ensuring that all parties involved are heard and that a fair resolution is reached.
Zero Tolerance:
Any employee found to be engaging in discriminatory or harassing behavior will be subject to disciplinary action, up to and including termination of employment.
Employer's Responsibility:
Employers are legally required to prevent workplace harassment, which includes addressing incidents that occur outside of the traditional workplace, such as during company events or online interactions. Santa'Ville is committed to investigating all harassment complaints promptly, impartially, and confidentially.
Protection Against Retaliation:
Santa'Ville enforces a strict non-retaliation policy. Employees who report harassment or participate in an investigation are protected from any form of reprisal or punishment. Any attempt at retaliation will result in disciplinary action, up to and including termination.
Consequences of Harassment:
Any employee found to have engaged in harassment will face disciplinary measures that may include mandatory training, suspension, or termination, depending on the severity of the behavior.
Health and Safety in the Workplace
As a retail business operating within malls, Santa'Ville is committed to ensuring a safe and healthy work environment for all employees. While malls generally have robust safety protocols in place, we expect employees to:
Follow all mall-specific safety regulations and guidelines.
Always adhere to the safety regulations and guidelines set by the mall to ensure a secure environment for everyone.
Report any safety hazards or concerns to your supervisor immediately.
If you notice any safety hazards or have concerns, inform your supervisor promptly to address them effectively.
Use equipment and tools safely and as instructed.
Handle equipment and tools with care, following all safety instructions provided to prevent accidents.
Participate in any safety training provided by Santa'Ville or the mall management.
Engage in all safety training sessions offered by Santa'Ville or the mall management to enhance your safety awareness and knowledge.
Substance Abuse Policy
Santa'Ville maintains a zero-tolerance policy for substance abuse in the workplace. Employees are prohibited from using, possessing, or being under the influence of illegal drugs or alcohol during work hours.
Prescription Medications
If you are taking prescription medication that may affect your ability to perform your job safely, please inform your supervisor.
Violations
Any violation of this policy may result in disciplinary action, up to and including termination of employment.
Social Media and Internet Use Policy
Social media and internet use at Santa'Ville should be conducted responsibly and in a manner that does not interfere with your work duties.
Personal Use
Personal use of social media and the internet should be limited to breaks and non-working hours. Use of personal devices during work hours is discouraged unless necessary for work-related purposes.
Company Representation
When using social media, employees should not represent themselves as speaking on behalf of Santa'Ville unless authorized to do so. Avoid posting any content that could harm the company’s reputation or violate confidentiality agreements.
Confidentiality and Non-Disclosure
As part of your employment with Santa'Ville, you may have access to confidential information, including customer data, business plans, and proprietary information. Employees are expected to:
Maintain the confidentiality of all company information, both during and after employment.
Refrain from sharing any confidential information with unauthorized individuals, inside or outside the company.
Workplace Harassment Prevention Policy by Province
6. Employee Relations and Communication
Open Door Policy
Santa'Ville maintains an open-door policy to foster a culture of transparency and accessibility. We encourage all employees to bring forward their ideas, questions, concerns, or suggestions at any time. Whether you have a new idea, need clarification on company policies, or want to discuss a concern, our management team is always available to listen and provide support.
Accessibility
Employees are welcome to approach their direct supervisor, any member of the management team, or even the owners of Santa'Ville with any matters they wish to discuss.
Confidentiality
While we encourage open communication, we also respect your privacy. Any discussions you have with management under this policy will be treated with confidentiality unless the issue requires further action.
Reporting Issues and Grievances
At Santa'Ville, we take all employee concerns seriously and are committed to addressing them in a timely and effective manner. If you encounter any issues or grievances during your employment, the following steps should be taken:
Informal Resolution
Whenever possible, we encourage employees to resolve issues directly with the person involved. Many concerns can be effectively addressed through open and respectful dialogue.
Reporting to Management
If the issue cannot be resolved informally or if you are uncomfortable addressing the issue directly, you should report the matter to your supervisor or another member of management. You may also use the complaint form provided in the employee resources section for more formal documentation.
Formal Investigation
Depending on the nature of the grievance, management may initiate a formal investigation. During this process, all parties involved will have the opportunity to present their perspectives, and confidentiality will be maintained to the fullest extent possible.
Conflict Resolution Procedures
Conflicts can arise in any workplace, and Santa'Ville is committed to resolving them fairly and constructively. Our conflict resolution procedures are designed to address disputes efficiently while maintaining a respectful and collaborative work environment.
Direct Communication
As a first step, we encourage employees to discuss the conflict directly with the other party involved. Often, conflicts arise from misunderstandings, and direct communication can help clarify issues and reach a mutual understanding.
Mediation by Management
If direct communication does not resolve the conflict, management will step in to mediate. A supervisor or manager will facilitate a meeting between the parties involved to help them reach a resolution. The goal of mediation is to find a mutually agreeable solution that maintains harmony in the workplace.
Escalation
In rare cases where conflicts cannot be resolved through mediation, the issue may be escalated to higher management or, if necessary, referred to an external mediator. Santa'Ville will take all reasonable steps to ensure that the conflict is resolved in a manner that is fair and satisfactory to all parties involved.
7. Company Policies and Legal Compliance
Workplace Violence Prevention Policy
Santa'Ville is dedicated to providing a work environment that is free from violence, threats, and harassment. We have a zero-tolerance policy for any form of workplace violence, including physical aggression, verbal threats, intimidation, or any behavior that creates an unsafe or hostile work environment.
Definition of Workplace Violence
Workplace violence includes any act in which a person is abused, threatened, intimidated, or assaulted in their employment. This can include physical attacks, verbal abuse, or any behavior that causes an employee to feel unsafe.
Reporting and Response
Employees are encouraged to report any incidents of workplace violence immediately to their supervisor or any member of management. All reports will be taken seriously and investigated promptly and confidentially. Santa'Ville will take appropriate action, which may include disciplinary measures, up to and including termination of employment, and notifying law enforcement if necessary.
Training and Awareness
Santa'Ville provides regular training to all employees on how to recognize, avoid, and report workplace violence. We are committed to creating a culture where all employees feel safe and supported.
Environmental Sensitivities Policy
Santa'Ville recognizes that some employees may have environmental sensitivities, which can include reactions to certain chemicals, fragrances, or other environmental factors in the workplace. To ensure the health and well-being of all employees, we have implemented the following guidelines:
Fragrance-Free Workplace
Employees are encouraged to refrain from wearing scented products, including perfumes, colognes, and heavily fragranced lotions, to reduce potential reactions among colleagues with sensitivities.
Use of Chemicals and Cleaning Products
Santa'Ville uses environmentally friendly and non-toxic cleaning products whenever possible. We also ensure that any necessary chemicals used in the workplace are handled and stored in a manner that minimizes exposure and potential reactions.
Accommodation for Sensitivities
If you have specific environmental sensitivities, please inform your supervisor or HR so that appropriate accommodations can be made. Santa'Ville is committed to making reasonable adjustments to the work environment to ensure the comfort and safety of all employees.
Compliance with Canadian Employment Standards
Santa'Ville is committed to adhering to all applicable federal and provincial employment standards. These laws govern various aspects of the employment relationship, ensuring that employees are treated fairly and that their rights are protected.
Wage and Hour Laws
Santa'Ville complies with all provincial regulations regarding minimum wage, overtime pay, meal breaks, and rest periods. Our payroll systems are designed to ensure that all employees are compensated accurately and in accordance with the law.
Leaves of Absence
We comply with Canadian laws regarding various leaves of absence, including maternity and paternity leave, sick leave, compassionate care leave, and any other legally mandated time off. Employees are encouraged to familiarize themselves with their rights and responsibilities under these laws.
Equal Employment Opportunity
As part of our commitment to legal compliance, Santa'Ville provides equal employment opportunities to all employees and applicants. We do not discriminate based on race, color, religion, gender, sexual orientation, age, national origin, disability, or any other characteristic protected by law.
8. Seasonal Specifics
Preparing for the Holiday Season
The holiday season is a time of high demand, excitement, and fast-paced activity at Santa'Ville. To ensure we are fully prepared:
Managing Peak Season Stress
The holiday season is both exciting and demanding. To help manage the stress and maintain a positive work environment:
Breaks and Rest
We emphasize the importance of taking regular breaks as mandated by provincial law to rest and recharge. Adequate rest is essential to maintain high energy levels and a positive attitude during your shift.
Supportive Environment
Santa'Ville fosters a supportive work environment where team members look out for each other. If you’re feeling overwhelmed, don’t hesitate to speak with your supervisor or a colleague. We’re all in this together, and support is always available.
Time Management
Effective time management is key to handling peak season stress. Prioritize tasks, stay organized, and don’t hesitate to ask for help if needed. We encourage a collaborative approach to ensure that the workload is manageable for everyone.
Seasonal Layoffs and Re-Hiring Process
As a seasonal business, Santa'Ville experiences fluctuations in staffing needs. Here’s how we manage seasonal layoffs and the re-hiring process:
1
End of Season Layoffs
At the conclusion of the holiday season, there may be a reduction in staffing levels. Employees will be given notice in accordance with provincial employment standards. We aim to provide as much notice as possible to allow employees to plan accordingly.
2
Re-Hiring Process
As the next holiday season approaches, we prioritize re-hiring employees who have performed well in previous seasons. This helps us maintain continuity and leverage the experience and knowledge of returning team members. We will reach out to past employees early in the season to confirm their availability and interest in returning.
3
Employment Records
We maintain detailed records of all seasonal employees, including performance evaluations and any feedback provided during the season. These records help us make informed decisions during the re-hiring process.
9. Leaving Santa'Ville
Santa'Ville primarily employs seasonal staff due to the nature of our business. The following guidelines outline the procedures for leaving the company, whether through voluntary resignation or termination, with a focus on seasonal employment.
Voluntary Resignation
If you decide to resign from your position at Santa'Ville before the end of your seasonal contract, please follow these guidelines to ensure a smooth transition:
Notice Period
Although your employment is seasonal, we encourage you to provide at least one week’s notice in writing if you decide to resign before the end of the contract. This notice allows us to make the necessary arrangements to cover your duties.
Resignation Letter
Your resignation letter should specify the effective date of your resignation and any relevant details. Your supervisor will acknowledge your resignation and discuss any remaining duties or responsibilities with you.
Final Pay
Your final paycheck will be processed in accordance with provincial laws and will include any wages owed, including payment for unused vacation time, if applicable. Ensure that all company property, such as uniforms or equipment, is returned before your final paycheck is issued.
Termination Procedures
Termination of seasonal employment may occur due to various reasons, including performance issues, violation of company policies, or operational needs. The following procedures apply to terminations for seasonal staff:
End of Seasonal Contract:
Seasonal employees are generally hired for a specific term, and employment automatically ends when the contract expires. In such cases, there is no obligation to provide notice or severance pay, as the employment term was predetermined.
Early Termination Without Cause:
If Santa'Ville needs to terminate your employment before the end of your seasonal contract without cause (e.g., due to operational needs or performance concerns not related to misconduct), you may be entitled to notice or pay in lieu of notice, depending on the provincial laws. Our robust payroll system ensures compliance with all legal requirements.
Termination With Cause:
Immediate termination without notice or severance may occur if there is just cause, such as theft, gross misconduct, or serious breaches of company policy. The same legal standards apply to determine just cause, regardless of whether the employee is seasonal or permanent.
Notice and Severance Requirements by Province:
Alberta
Under the Alberta Employment Standards Code, if a seasonal employee is terminated before the end of their term without cause, they are generally entitled to notice or pay in lieu of notice unless the termination is due to a just cause.
British Columbia
Seasonal employees in BC are covered under the Employment Standards Act. If terminated without cause, they are entitled to at least one week’s notice or pay in lieu of notice after three months of continuous employment.
Manitoba
The Employment Standards Code of Manitoba requires employers to provide notice or pay in lieu of notice if a seasonal employee is terminated without cause, depending on the length of employment.
Ontario
In Ontario, the Employment Standards Act applies to seasonal employees, who are entitled to notice or pay in lieu of notice after three months of continuous employment, even if they are seasonal.
Quebec
The Act Respecting Labour Standards in Quebec mandates that seasonal employees receive notice or pay in lieu of notice if terminated without cause after three months of service.
Saskatchewan
Saskatchewan’s Employment Act requires that seasonal employees receive notice or pay in lieu of notice if they are terminated without cause after three months of employment.
New Brunswick, Nova Scotia, Prince Edward Island, Newfoundland and Labrador, Northwest Territories, Yukon, and Nunavut
These provinces and territories generally follow similar principles, with specific notice or severance requirements based on the length of employment and whether the employee has completed three consecutive months of work.
What You Need to Know
Right to Review: Terminated employees have the right to review any termination documents or severance offers and are encouraged to seek legal advice if necessary. Employees are not obligated to sign any documents immediately.
Return of Company Property: All company property, including uniforms, keys, or any other items issued during employment, must be returned upon termination. Failure to return company property may result in deductions from your final paycheck, as permitted by law.
Employment Insurance (EI) Information: Seasonal employees terminated without cause may be eligible for Employment Insurance (EI) benefits, depending on their insurable hours and the reason for termination. However, those terminated for cause may not qualify for EI benefits unless the termination is successfully challenged.
In Ontario, Alberta, and British Columbia, an employer has the right to terminate an employee for cause without providing notice or severance pay if the employee’s conduct is deemed entirely inappropriate and inexcusable. The following acts of misconduct may be cited as just cause for dismissal:
Lateness / Tardiness, Poor Performance, Absenteeism, Off-duty and Workplace Conduct, Theft, Dishonesty, Inappropriate Conduct on Social Media
10. Workplace Harassment Policy and Guidelines
Province-Specific Guidelines
Ontario - Occupational Health and Safety Act (OHSA)
· Policy Statement
· Santa'Ville Inc. is committed to providing a work environment that is safe, healthy, and free from workplace harassment. We believe that every employee has the right to work in a respectful atmosphere that promotes equal opportunities and prohibits discriminatory practices. Workplace harassment will not be tolerated, and we will take appropriate steps to prevent and address such conduct.
· Purpose
· The purpose of this policy is to:
Define what constitutes workplace harassment under the Ontario Occupational Health and Safety Act (OHSA).
Outline the procedures for reporting and investigating workplace harassment complaints.
Ensure that all employees and managers understand their roles and responsibilities in preventing and addressing workplace harassment.
Provide training to all employees and managers on the workplace harassment policy.
· Definition of Workplace Harassment
· Under the Ontario OHSA, workplace harassment is defined as engaging in a course of vexatious comment or conduct against a worker in a workplace that is known or ought reasonably to be known to be unwelcome. This includes:
Offensive or intimidating comments or jokes.
Bullying or aggressive behavior.
Displays of offensive materials.
Any other behavior that humiliates, insults, or intimidates an employee.
· Roles and Responsibilities
o Employer Responsibilities
Develop and maintain a written workplace harassment policy.
Provide training on this policy to all employees and managers.
Ensure that all employees are aware of how to report incidents of workplace harassment.
Conduct prompt and impartial investigations into reported incidents of harassment.
Take corrective action to address harassment and prevent its recurrence.
o Manager/Supervisor Responsibilities
Act as role models by demonstrating appropriate behavior.
Ensure that employees understand the workplace harassment policy and receive the required training.
Take all reports of workplace harassment seriously and address them in a timely manner.
Support employees who report harassment and protect them from retaliation.
o Employee Responsibilities
Understand and comply with the workplace harassment policy.
Treat colleagues, supervisors, and others with respect.
Report any incidents of harassment they experience or witness to their supervisor or HR immediately.
Cooperate fully in any investigations related to workplace harassment.
· Reporting Workplace Harassment
· Employees who believe they have been subjected to workplace harassment or have witnessed harassment should report the incident as follows:
Verbal Report: Notify your immediate supervisor or HR verbally as soon as possible after the incident occurs.
Written Report: If you prefer, or if the issue is not resolved, provide a written report detailing the incident(s). Include the date, time, location, individuals involved, and a description of what occurred.
Anonymous Report: If you are uncomfortable identifying yourself, you may make an anonymous report. However, please be aware that anonymity may limit the investigation's scope and effectiveness.
· Handling Complaints
· When a harassment complaint is received:
Acknowledgment: The complaint will be acknowledged within 24 hours, and the employee will be informed of the next steps.
Investigation: A formal investigation will be initiated promptly. All parties involved will be interviewed, and relevant documents or evidence will be reviewed.
Confidentiality: The investigation will be conducted with the utmost confidentiality, and only those directly involved in the process will have access to information about the case.
Resolution: Upon completion of the investigation, the findings will be shared with the parties involved. If harassment is found to have occurred, corrective action will be taken, which may include disciplinary measures up to and including termination.
Follow-Up: A follow-up with the complainant will be conducted to ensure that the harassment has ceased and that no retaliation has occurred.
· Training
Initial Training: All employees and managers will receive training on the workplace harassment policy during their onboarding process. This training will include an overview of the policy, examples of harassment, and detailed procedures for reporting and handling complaints.
Ongoing Training: Refresher training sessions will be conducted annually to reinforce understanding and compliance with the policy. Updates to the policy will be communicated promptly to all staff.
· Review and Updates
· Santa'Ville Inc. will review this Workplace Harassment Policy annually or as required by law. Any updates will be communicated to all employees, and additional training will be provided if necessary.
· No Retaliation
· Santa'Ville Inc. prohibits retaliation against any employee who, in good faith, reports workplace harassment or participates in an investigation. Retaliation is a serious violation of this policy and will be subject to disciplinary action.
· Resources and Support
· Employees who need support or guidance on workplace harassment can contact HR for confidential advice and assistance. Santa'Ville Inc. is committed to providing a safe and supportive work environment for all employees.
Quebec - Act Respecting Labour Standards
· Policy Statement
· Santa'Ville Inc. is committed to maintaining a respectful and harassment-free workplace in compliance with the Act Respecting Labour Standards (Loi sur les normes du travail) in Quebec. We are dedicated to ensuring that all employees work in an environment where dignity and respect are upheld. Workplace harassment of any kind will not be tolerated.
· Purpose
· The purpose of this policy is to:
Define workplace harassment as per the Act Respecting Labour Standards.
Outline the responsibilities of employees, managers, and the company in preventing and addressing workplace harassment.
Provide guidelines for reporting and investigating harassment complaints.
Ensure that all employees and managers receive appropriate training on the harassment policy and on the proper handling of harassment complaints.
· Definition of Workplace Harassment
· Under the Act Respecting Labour Standards, workplace harassment is defined as any vexatious behavior in the form of repeated and hostile or unwanted conduct, verbal comments, actions, or gestures that affect an employee’s dignity or psychological or physical integrity and that result in a harmful work environment. A single serious incident of such behavior may also constitute harassment if it produces a lasting harmful effect on the employee.
· Roles and Responsibilities
· Employer Responsibilities
Implement a written workplace harassment policy.
Provide mandatory training on this policy to all employees and managers.
Establish clear procedures for reporting and addressing workplace harassment.
Ensure a prompt and impartial investigation into any harassment complaints.
Take corrective measures to address harassment and prevent its recurrence.
· Manager/Supervisor Responsibilities
Lead by example by promoting a respectful workplace.
Ensure employees are familiar with the workplace harassment policy and have completed the required training.
Respond to and report any harassment complaints in a timely and appropriate manner.
Support employees who report harassment and ensure they are protected from retaliation.
· Employee Responsibilities
Understand and comply with the workplace harassment policy.
Treat colleagues, supervisors, and others with respect and dignity.
Report any incidents of harassment they experience or witness to their supervisor, HR, or designated company representative.
Participate fully in investigations when required.
· Reporting Workplace Harassment
· Employees who experience or witness workplace harassment should report the incident as follows:
Verbal Report: Report the incident to your immediate supervisor, HR, or any designated company representative as soon as possible after the incident occurs.
Written Report: You may also submit a written report detailing the incident(s). This should include the date, time, location, individuals involved, and a description of what occurred.
Anonymous Report: Employees can choose to make an anonymous report, understanding that this may limit the investigation's scope and effectiveness.
· Handling Complaints
· Upon receiving a harassment complaint:
Acknowledgment: The complaint will be acknowledged within 24 hours, and the employee will be informed of the next steps.
Investigation: A thorough and impartial investigation will be conducted. All parties involved will be interviewed, and relevant documents or evidence will be reviewed.
Confidentiality: The investigation process will be confidential, and information will be shared only with those directly involved in the case.
Resolution: Following the investigation, the findings will be communicated to the involved parties. If harassment is confirmed, appropriate corrective action will be taken, which may include disciplinary measures up to and including termination.
Follow-Up: A follow-up will be conducted with the complainant to ensure that the harassment has ceased and that no retaliation has occurred.
· Training
Initial Training: All employees and managers will receive mandatory training on the workplace harassment policy during their onboarding. This training will include an overview of the policy, examples of harassment, reporting procedures, and the process for handling complaints.
Ongoing Training: Annual refresher training sessions will be provided to all employees and managers. Updates to the policy or procedures will be communicated, and additional training will be provided as needed.
· Review and Updates
· Santa'Ville Inc. will review this Workplace Harassment Policy at least annually or as required by law. Any changes to the policy will be communicated to all employees, and additional training will be provided to ensure continued compliance.
· No Retaliation
· Santa'Ville Inc. strictly prohibits retaliation against any employee who, in good faith, reports workplace harassment or participates in an investigation. Retaliation is a violation of this policy and will result in disciplinary action.
· Resources and Support
· Employees who need support or have questions regarding workplace harassment can contact HR for confidential advice and assistance. Santa'Ville Inc. is committed to providing a safe and supportive work environment for all employees.
British Columbia - Workers Compensation Act and OHSR
· Policy Statement
· Santa'Ville Inc. is committed to providing a work environment that is safe, healthy, and free from workplace harassment. In accordance with The Workers Compensation Act and the Occupational Health and Safety Regulation (OHSR) in British Columbia, Santa'Ville Inc. takes all necessary steps to prevent and address workplace harassment. We ensure that all employees and managers are trained to recognize, report, and manage harassment.
· Purpose
· This policy aims to:
Define what constitutes workplace harassment under the Workers Compensation Act and OHSR.
Establish a framework for reporting and investigating harassment complaints.
Ensure that all employees and managers receive adequate training on recognizing, reporting, and addressing workplace harassment.
Comply with the legal obligations set out by the Workers Compensation Act and the OHSR.
· Definition of Workplace Harassment
· Under the OHSR, workplace harassment is defined as any inappropriate conduct or comment by a person towards a worker that the person knew or ought to have known would cause that worker to be humiliated, intimidated, or offended. This can include:
Bullying or aggressive behavior.
Unwelcome remarks, jokes, or innuendos.
Display of offensive materials.
Any other conduct that creates an uncomfortable or hostile work environment.
· Roles and Responsibilities
· Employer Responsibilities
Develop, implement, and maintain a written workplace harassment policy.
Provide ongoing training on the policy to all employees and managers.
Establish clear procedures for reporting and investigating harassment complaints.
Conduct impartial investigations into reported incidents of harassment.
Take appropriate action to address confirmed cases of harassment.
· Manager/Supervisor Responsibilities
Promote a respectful and harassment-free workplace.
Ensure employees are trained on the workplace harassment policy.
Respond promptly to any harassment complaints and initiate investigations where necessary.
Support employees who report harassment and protect them from retaliation.
· Employee Responsibilities
Understand and adhere to the workplace harassment policy.
Treat all colleagues, supervisors, and others in the workplace with respect.
Report any incidents of harassment they experience or witness.
Participate in investigations when required.
· Reporting Workplace Harassment
· Employees who experience or witness workplace harassment should:
Verbal Report: Report the incident to their immediate supervisor, HR, or designated company representative as soon as possible.
Written Report: Submit a detailed written report if preferred, including the date, time, location, individuals involved, and a description of what occurred.
Anonymous Report: Employees may submit anonymous reports, although anonymity may limit the investigation's effectiveness.
· Handling Complaints
· Upon receiving a harassment complaint:
Acknowledgment: The complaint will be acknowledged within 24 hours, with information on the next steps provided to the complainant.
Investigation: An impartial and thorough investigation will be conducted. All involved parties will be interviewed, and relevant documents or evidence reviewed.
Confidentiality: The investigation process will be conducted confidentially, and information will be shared only with those directly involved.
Resolution: The findings of the investigation will be communicated to the involved parties, and corrective actions will be taken if harassment is confirmed. This may include disciplinary action up to and including termination.
Follow-Up: A follow-up with the complainant will ensure that the harassment has stopped and that no retaliation has occurred.
· Training
Initial Training: All employees and managers will receive training on this harassment policy during their onboarding. Training will cover what constitutes harassment, how to report it, and how complaints will be handled.
Ongoing Training: Refresher training will be provided annually or as needed. Employees will be informed of any updates to the policy, and additional training will be provided if necessary.
· Review and Updates
· Santa'Ville Inc. will review and update this Workplace Harassment Policy annually or as required by law. Updates will be communicated to all employees, and any necessary additional training will be provided.
· No Retaliation
· Santa'Ville Inc. strictly prohibits retaliation against any employee who, in good faith, reports workplace harassment or participates in an investigation. Retaliation is a serious violation of this policy and will result in disciplinary action.
· Resources and Support
· Employees requiring assistance or guidance on workplace harassment can contact HR for confidential advice and support. Santa'Ville Inc. is dedicated to maintaining a safe and supportive work environment for all employees.
Alberta and Remaining Provinces  - Occupational Health and Safety Act
· Policy Statement
· Santa'Ville Inc. is committed to ensuring a work environment that is safe, respectful, and free from harassment in compliance with Alberta's Occupational Health and Safety Act (OHSA). We recognize the importance of a harassment-free workplace and are dedicated to providing the necessary training and resources to prevent and address workplace harassment.
· Purpose
· The purpose of this policy is to:
Define workplace harassment as per Alberta's OHSA.
Outline the responsibilities of the employer, managers, supervisors, and employees in preventing and addressing workplace harassment.
Provide a clear process for reporting and investigating harassment complaints.
Ensure all employees and managers receive training on the harassment policy and on how to handle complaints effectively.
· Definition of Workplace Harassment
· Under Alberta's OHSA, workplace harassment is defined as any single or repeated incident of objectionable or unwelcome conduct, comment, bullying, or action by a person that causes or is likely to cause offence or humiliation to a worker or adversely affects the worker’s health and safety. This can include:
Verbal abuse or threats.
Unwelcome remarks or jokes.
Physical or psychological bullying.
Any other behavior that creates a hostile or uncomfortable work environment.
· Roles and Responsibilities
o Employer Responsibilities
Develop, implement, and maintain a written workplace harassment policy.
Provide mandatory training on the policy to all employees and managers.
Ensure a clear procedure is in place for reporting and investigating workplace harassment.
Conduct impartial and thorough investigations into reported harassment incidents.
Take corrective actions to address confirmed harassment and prevent future occurrences.
o Manager/Supervisor Responsibilities
Promote a culture of respect and zero tolerance for harassment.
Ensure all employees are trained on the workplace harassment policy.
Address any harassment complaints promptly and fairly.
Support employees who report harassment and ensure they are protected from retaliation.
o Employee Responsibilities
Understand and comply with the workplace harassment policy.
Treat all colleagues, supervisors, and others in the workplace with respect and dignity.
Report any incidents of harassment they experience or witness to their supervisor, HR, or designated company representative.
Participate in investigations when required and cooperate fully.
· Reporting Workplace Harassment
· Employees who experience or witness workplace harassment should:
Verbal Report: Immediately report the incident to their supervisor, HR, or a designated representative.
Written Report: Submit a detailed written report if possible, including specifics such as the date, time, location, individuals involved, and a description of the incident.
Anonymous Report: Employees may also submit anonymous reports. However, anonymity may limit the scope and effectiveness of the investigation.
· Handling Complaints
· Upon receiving a harassment complaint:
Acknowledgment: The complaint will be acknowledged within 24 hours, with details provided on the subsequent steps.
Investigation: A thorough and impartial investigation will be initiated. All parties involved will be interviewed, and all relevant documents or evidence will be reviewed.
Confidentiality: The investigation process will be kept confidential, with information shared only with those directly involved.
Resolution: Upon conclusion of the investigation, the findings will be communicated to the involved parties. If harassment is confirmed, appropriate corrective measures will be taken, which may include disciplinary action up to and including termination.
Follow-Up: A follow-up with the complainant will be conducted to ensure that the harassment has ceased and that no retaliation has occurred.
· Training
Initial Training: All employees and managers will receive training on this harassment policy during their onboarding process. This training will cover the definition of harassment, how to report it, and the procedures for handling complaints.
Ongoing Training: Annual refresher training sessions will be provided. Employees will be informed of any updates to the policy, and additional training will be provided if necessary.
· Review and Updates
· Santa'Ville Inc. will review and update this Workplace Harassment Policy at least annually or as required by law. Changes to the policy will be communicated to all employees, and additional training will be provided as necessary.
· No Retaliation
· Santa'Ville Inc. strictly prohibits any form of retaliation against employees who report workplace harassment in good faith or who participate in an investigation. Retaliation is a violation of this policy and will result in disciplinary action.
· Resources and Support
· Employees seeking support or clarification on workplace harassment can contact HR for confidential assistance. Santa'Ville Inc. is committed to ensuring a safe and supportive work environment for all employees  