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HomeMy WebLinkAboutHUR 040-003 Electronic Monitoring Procedure Procedure Procedure Title: Electronic Monitoring Procedure Number HUR 040-003 Reference HUR 040 Hiring Policy Date Originated (m/d/y) September 29, 2022 Date Revised (m/d/y) Pages 4 Approval: Chief Administrative Officer Point of Contact Director, Human Resources Procedure Objective In accordance with the Employment Standards Act, this procedure shall serve to provide notice to all employees of electronic monitoring that may take place in the workplace. The purpose of this procedure is to promote transparency with regard to what circumstances The Corporation of the City of Pickering (the “City”) may electronically monitor employees and outline the purpose for which the information obtained through electronic monitoring may be used by the City. Index 01 Definitions 02 Background 03 Procedures 04 Responsibilities 05 Cross-Referenced Policies, Procedures and Standard Operating Procedures 01 Definitions 01.01 Employee – Includes a person, including an officer of the City, who performs work for an employer for wages, but does not include an elected official, and includes a person who supplies services to an employer for wages. 01.02 Electronic Monitoring – Includes all forms of employee and assignment monitoring that is done electronically. This is not limited to devices or other electronic equipment issued by the employer or electronic monitoring that occurs while employees are at the workplace. Procedure Title: Electronic Monitoring Procedure Page 2 of 4 Procedure Number: HUR 040-003 02 Background On April 11, 2022, the Ontario government amended the Employment Standards Act, 2000 to introduce a requirement that workplaces with 25 or more employees in Ontario create a written “electronic monitoring” policy (procedure) by October 11, 2022. 03 Procedures The City conducts electronic monitoring, and may gather and use information from the following sources in order to monitor appropriate use and compliance with applicable policies, procedures and expectations. This information shall be reviewed only during the course of an investigation that is related to an official complaint, health and safety, or security matter. a) City smartphones – The date and time of first and last device communication, phone number, app inventory, location, and network connection. b) City Computers/laptops – The date and time of first and last device communication, start-up or shutdown, log in or log off, and software/processes run, network connections, and device hardware and software inventory. c) City issued access cards – The date and time of all activity of a person gaining access to a facility or secured area and printer. d) Personal devices –The date and time of first and last device communication, operating system version, and device name when connected to City services. e) Web activity – The date and time, website accessed, amount of data exchanged type of data/application. f) Email activity – The date and time, IP address, entries made to the calendar, task list and contacts, as well as emails accessed/read, moved or deleted. g) Microsoft Teams, Webex, Zoom activity – The date and time, meeting joined/participation, Team created, modified or deleted. h) File activity – The date and time of properties, IP address network shares, MS Office activity. i) Vehicle usage activity – The records, location, mileage and usage of City vehicles. j) Cameras and surveillance equipment – Video and audio transmissions and recordings are monitored, saved and archived for security purposes. Procedure Title: Electronic Monitoring Procedure Page 3 of 4 Procedure Number: HUR 040-003 04 Responsibilities 04.01 Chief Administrative Officer: a) Approve the procedure and any amendments from time to time. b) Actively support and adhere to the requirements of the procedure. 04.02 Directors and Supervisors: a) Ensure that electronic monitoring is conducted in accordance with the procedure. b) Encourage any employee that experiences a violation of procedure to report the alleged violation and involve Human Resources in an investigation. 04.03 Human Resources: a) Develop, review and distribute this procedure. b) Provide education and training to assist management in complying with and enforcing this procedure. c) Provide consultation and advice on the interpretation of this procedure . d) Investigate complaints related to this procedure. e) Review and approve all requests to access employee emails, phone records and other computer records for an investigation. f) Cross-Referenced Policies & Procedures. 05 Cross-Referenced Policies, Procedures and Standard Operating Procedures This procedure may be subject to revisions as new technologies are introduced in the workplace. It shall coincide with the parameters set out in the following policies and procedures (as amended from time to time): a) ADM 030 Information Technology Policy b) ADM 030-001 Personal Computer Use Procedure c) ADM 030-002 Computer Software Acquisition Procedure d) ADM 080 Mobile Electronic Devices Policy e) ADM 080-001 Use of Blackberry & Smartphone Devices Procedure f) ADM 140-010 Photography & Video Activity and Use Procedure Procedure Title: Electronic Monitoring Procedure Page 4 of 4 Procedure Number: HUR 040-003 g) ADM 170 Accountability & Transparency Policy h) FIN 010 Personal Use of Corporate Vehicles Policy i) HUR 040 Hiring Policy j) HUR 040-002 Remote Work Procedure k) HUR 050 Employee Code of Conduct Policy l) HUR 070 Respect in the Workplace Policy m) HUR 130 Occupational Health & Safety Policy n) HUR 130-001 Unsafe Work Refusals Procedure o) HUR 130-003 Accident/Injury Investigations Procedure p) HUR 130-017 Working in Isolation or After Hours Procedure The City shall provide a copy of this procedure to each employee within 30 calendar days of implementation and to all new hires thereafter. If any changes are made to the procedure after its implementation, the City shall provide each employee a revised procedure within 30 days of the changes being made. This will also be posted electronically on the City’s intranet.