Final Approval Body: Senior Leadership Team
Senior Administrative Position with Responsibility for Procedure: Provost and Vice-Principal (Academic) and Vice-Principal (Finance and Administration)
Date Initially Approved: 2025
Date of Last Revision, if applicable: N/A
Purpose of Procedure
The intention of this Procedure is to set out a framework for the Threat and Risk Assessment Team (TAT) to proactively identify Threats, assess Risk, and develop response plans in accordance with the Threat and Risk Assessment Policy (“the Policy”). The intention of this Procedure is to direct concerns for the appropriate referral to manage potential Threats and Risks by ensuring coordination and appropriate intervention.
Procedure
This Procedure does not prevent and should not delay a university official from taking appropriate and immediate action to address an emergency situation. IN THE EVENT OF IMMEDIATE CONCERNS ABOUT IMMINENT LOSS OF LIFE OR BODILY HARM, CONTACT THE POLICE IMMEDIATELY BY CALLING 911 AND SEEK ASSISTANCE THROUGH ANY MEANS AVAILABLE.
1. Reporting
Members of the University Community who become aware of a Threat, as defined in the Policy, should report it to Campus Security and Emergency Services (CSES) as soon as possible, (including outside of normal business hours) through the Emergency Report Centre by calling 613-533-6111. CSES will take whatever immediate action is necessary to secure the safety of persons and shall alert the TAT Co-Chairs regarding the report.
Following any initial response by CSES, the TAT Co-Chairs will make the decision whether to convene the TAT, generally within one business day. If the decision is made to convene, the Co-Chairs will meet to discuss how to manage the Threat or reduce the Risk using the Procedure, including interim actions if necessary. Interim actions may include any action listed in section 3 below. The TAT will also arrange for support for members of the University Community involved.
2. Fact-Finding and Threat and Risk Assessment
The TAT Co-Chairs and its members are trained and/or possess expertise in behavioral intervention and Threat and Risk Assessment practices. The TAT will conduct a Threat and Risk Assessment which will assess the degree of Risk associated with the Threat by using an effective fact-finding process. This process is designed to form a comprehensive picture of the individual’s pattern of behaviour across a range of situations. Some assessments will require minimal fact finding, while others will warrant an investigation and may include the involvement of law enforcement officials.
If the TAT has reasonable grounds to believe that an Employee poses a Threat, the TAT reserves the right to take necessary actions in the interest of health and safety and within the scope of the Policy to address the immediate concern, in consultation with Human Resources and/or Faculty Relations.
In some instances, the TAT may require individuals to undergo a formal Threat and Risk Assessment. The purpose of this assessment is to determine the level of concern on a continuum of Risk, from “mild” (i.e. little or no Risk of violence) to “critical” (i.e. high and imminent Risk of violence). The continuum of Risk reflects the process of assessing the probability of occurrence of violence; it is not a behavioural prediction. In rare circumstances, the ability to define the level of Risk may be beyond the expertise of the TAT, or resources available internally. In these circumstances, individuals may be required to undergo an assessment with specialists independent of the University as a condition of remaining on campus or participating in university activities.
3. Response and Intervention
Once the Risk assessment has been completed the TAT will develop a response plan appropriate to the Threat and the level of Risk. The response plan will include what, if any, action the TAT intends to take. Possible actions include, but are not limited to:
- ongoing observation and assessment of behaviour
- referral to support services, i.e. counselling
- referral for assessment by a medical or risk assessment professional
- non-association/no contact directives
- partial or campus-wide Notice of Prohibition
- conditions or restrictions on activities
- recommend safety planning for individual(s) who may be the target of a Threat, including notification and protective measures; and
- notify law enforcement, when appropriate
The Policy and its Procedure do not override or diminish the rights provided to Employees under collective agreements. Where there is a conflict between the Policy or its Procedure and a collective agreement, the terms of the collective agreement shall govern.
The response plan may include a referral to other offices, including but not limited to Faculty Relations, Human Resources, the Human Rights and Equity Office, and/or Student Affairs for potential further action. A case may also be referred to other applicable policies and procedures as outlined in the Related Policies, Procedures, Guidelines below. If necessary, a case can be referred back to the TAT should the situation change.
If the Risk assessment and the corresponding response plan results in any action, the individual will be informed by the TAT Co-Chairs in writing. Action(s) taken by the TAT under this Policy and its Procedure are not subject to review or appeal to any person or body at the University. Employees covered by a Collective Agreement may access the grievance process in relation to actions determined by TAT. Decisions of the TAT may be modified by the TAT based on new or additional information. If cases are referred to another unit for action under other related policies or procedures, the appeals rights, if applicable under those processes and policies or applicable collective agreements, apply.
4. Follow-Up
The TAT Co-Chairs will determine the need for additional meetings. As work progresses to address the Threat, the TAT will assess the case as:
- Active: there are still issues to address; further TAT meetings will be required to develop a complete response plan.
- Monitor: a response plan has been developed that addresses the Threat, but the situation is such that the Threat could re-emerge. TAT will continue to monitor the situation.
- Closed: the case has either been referred to another process or there is nothing further to be done because the Threat has been addressed, and Risk of recurrence is mild.
Once a case is closed, the incident will be debriefed and appropriately documented.
Documentation and Reports
A record of the activities specific to each case will be maintained by the TAT Co-Chairs and communicated to the relevant parties in the University Community (i.e. senior administration, as needed). The records will not be shared or used for any purpose not outlined in this Procedure and will be retained in accordance with the University’s record retention schedule.
Confidentiality and Privacy
Reports developed and collected under this Procedure may be subject to the Freedom of Information and Protection of Privacy Act (FIPPA) and may be subject to the Personal Health Information Protection Act, 2004 (PHIPA), which regulate the collection, use, and disclosure of personal information and personal health information respectively.
Personal information can be disclosed without consent under FIPPA and PHIPA, e.g. in emergency situations on a need-to-know basis. Disclosure will occur per Information and Privacy Commissioner and for universities.
Related Policies, Procedures, Guidelines
The associated Procedure for this Policy is the Threat and Risk Assessment Procedure.
The University has a range of policies and procedures that can be utilized to manage and mitigate Threats and Risks.
For situations involving Employees, please refer to the Workplace Violence Policy and Procedure.
For situations involving Students, please refer to the Student at Risk Policy and Procedure, as well as Care Support Services.
For situations involving non-academic misconduct by a student or group of students, please refer to the Student Code of Conduct.
For situations involving harassment, discrimination, and reprisal, please refer to Harassment and Discrimination Prevention and Response Policy, and the Reporting Procedure as well as the Complaint Intake and Investigation Procedure. (Note: The H&D Policy does not apply to instances of sexual harassment involving students. These situations fall under the Policy on Sexual Misconduct and Sexual Violence Involving Students.)
For situations of sexual misconduct and sexual violence involving students, please refer to the Policy on Sexual Misconduct and Sexual Violence Involving Students. įįįį
Policies Superseded by this Policy: Threat Assessment Protocol 2017
Responsible Officer: Provost and Vice-Principal (Academic), Vice-Principal (Finance and Administration)
Contact Officer: Vice-Provost and Dean of Student Affairs, Executive Director, Risk and Safety Services
Date for Next Review: 2030 &Բ;