2.1.4 Contractor Compliance Policy

POLICY TYPE: 2.0 Contractor Policies \ 2.1 Compliance
EFFECTIVE DATE: 2018-05-25	LAST REVISED: 2026-02-09
THIS POLICY APPLIES TO: Contractors – Individuals engaged to provide services under a contract with SelfDesign Learning Foundation Support Providers – Individuals engaged under a contract or agreement with SelfDesign Learning Foundation to provide services for a specific learner Families – Learners and parents(s)/guardian(s) of learners participating in SelfDesign Learning Foundation’s programs Volunteers – Individuals providing goods/services under the terms of an agreement with SelfDesign Learning Foundation Board Members – Members of the Board of Directors for SelfDesign Learning Foundation and the Foundation for SelfDesign (FSD)

Policy Statement

SelfDesign Learning Foundation (SDLF) is committed to holding contracted individuals to the highest level of professional standards.

Definitions

None

Policy

SelfDesign Learning Foundation will perform corrective action if an action or lack of action by a contractor does not meet SDLF’s standard, including those standards required by the Teacher Regulation Branch of the Ministry of Education and Child Care that pertain to educators, and applicable provincial/federal law.

Protocol

Corrective action, in coordination with a Foundation contact and/or the Principal of SelfDesign Learning Community, will be approved by the President and CEO only after an investigation has been completed. Corrective action directed at the President and CEO will be determined by the Board of Directors. Corrective action is dependent on the nature of the action/lack of action. Serious and/or legal offences, such as physical or sexual assault and theft will result in immediate termination of contract without notice.

Level 1 Notification

Level 1 notification is performed for first incidents of not following proper policies/protocols and contract terms and standards.

Under the direction of a Foundation contact/the principal, the contractor will be:

Given a written warning regarding the action/lack of action.
1. In order to ensure that there is a record of this warning, the Foundation contact will complete a Compliance Report.
2. A completed copy of the Compliance Report will be provided to the contractor and to Human Relations (HR) and be placed in the contractor’s file.
3. The contractor will be requested to sign the Compliance Report as proof of receipt.
Given a description of what, when, and how the action/lack of action took place, including the reason as to why the action/lack of action was unacceptable.
Given an opportunity to explain their view of the situation and their action/lack of action.
Given an opportunity to work with the Foundation contact to develop an action plan.
1. This plan will include a date for compliance and a date for a follow-up review.
2. The contractor will be informed that further corrective action, up to and including termination, will follow if the unacceptable action/lack of action continues.

In certain cases, Level 1 notifications can be repeated.

Level 2 Notification

Level 2 notification is performed in response to a second occurrence of not following established policies/protocols and/or contract terms and standards. Level 2 notification follows the Steps 1-4 of the Level 1 process and must be repeated in full.

Level 3 Notification – Contract Termination

Pursuant to the Letter of Engagement forming part of the contract between SDLF and the contractor, a contract can be terminated with 60 days written notice or immediately for the following reasons, including but not limited to:

Repeated unsuccessful attempts of corrective action
Workplace bullying and/or harassment, including online
Serious and/or legal offences, such as physical or sexual assault and theft

The President and CEO will inform the Chair of the Board of Directors of the pending termination. The Chair will have the opportunity to review documentation upon request, ask questions, and provide guidance regarding following policy/protocol, managing risk and/or legal consultation.

Under the direction of the President and CEO and/or the Board of Directors, the contractor will be:

Given written documentation regarding their termination and the action/lack of action leading to and justifying the termination.
1. In order to ensure that there is a record of this termination, the President and/or CEO/Board of Directors will complete a termination notification.
2. Other documentation should include information on the offence and the previous disciplinary communications with the contractor.
3. A completed copy of the termination notification will be provided to the contractor and to HR and be placed in the contractor’s file.
Given a description of what, when, and how the action/lack of action took place, including the reason as to why the action /lack of action was unacceptable.
Given an opportunity to explain their view of the situation and their action/lack of action.
Disconnected from access to SDLF programs and services, both online and physical.