Safe Disclosure Office Frequently Asked Questions
What is the Safe Disclosure Office?
The Safe Disclosure Office is a place for employees to have their respectful workplace concerns heard. The SDO assesses these concerns independently for the most appropriate response to address them, and directs them to the City Administration for action. These assessments are based on the Respectful Workplace Administrative Policy.
The Safe Disclosure Office does not act as an advocate for any party, conduct investigations, or substantiate allegations.
What is the Respectful Workplace Administrative Policy?
See Respectful Workplace on OneCity.
The Respectful Workplace Administrative Policy is a document that outlines what the City expects of its employees to create and maintain a respectful workplace. It lists your responsibilities and explains your right to work in an environment where you can do your best work. It also defines what the spectrum of respectful workplace behaviour can look like for City employees. This can include harassment and discrimination as defined by the Occupational Health & Safety Act.
To book an appointment with the Safe Disclosure Office to discuss your respectful workplace concern:
Phone: 1-844-298-6782
Email: questions@safedisclosure.ca
Website: www.safedisclosure.ca
Location: 2nd Floor, Bonnie Doon Mall**
** Your privacy matters. Our office is located at Bonnie Doon mall and has a separate entrance, but does share some space with Millcreek Neighbourhood Services, and Community Development Services employees. If this location is not suitable for you, please let us know and an alternative location to meet can be arranged.
If you have any questions, concerns or hesitations about anonymity and/or confidentiality, you are strongly encouraged to make an appointment to speak with an advisor before disclosing any information. An advisor would be more than happy to have a conversation with you and answer any questions you have.
Your information is collected in accordance with 33(c) of the Freedom of Information and Protection of Privacy (FOIP) Act and will be used to conduct a prima facie analysis of your Respectful Workplace concern. Your information may be disclosed to Labour Relations, Disability Management and/or Workplace Restoration for the purpose of addressing your workplace concern. If you have any questions about the collection and use of your personal information, contact the Safe Disclosure Office Lead at 1-844-298-6782, 2nd floor, Bonnie Doon Mall, 8330-82 Ave, 2nd, Edmonton Alberta T6C 4E3 or email the Safe Disclosure Office at: questions@safedisclosure.
**We encourage initial contact by phone or email to make arrangements for physical mail to be received in a timely manner.
When should I contact the Safe Disclosure Office?
You are encouraged to talk to the person with whom you have a concern, or with your supervisor.
If you aren't able to speak with the individual or your supervisor, contact the Safe Disclosure Office:
- any time you have a concern or question about respect in the workplace;
- if you witness problematic behaviour in the workplace and you are not sure how to approach it;
- if you want information on the process and options that may be available to you to address a respectful workplace concern; or
- if you are thinking about bringing forward a disclosure of harassment or discrimination.
Do you take walk-ins?
We require that you schedule an appointment before visiting our facility. Your privacy and comfort are extremely important to us, and we want to ensure that we have dedicated time to discuss your concerns. By scheduling an appointment, we can ensure that your privacy remains intact and that you won't be disturbed during your consultation.
Can I trust the Safe Disclosure Office to keep my concern confidential?
The Safe Disclosure Office is a safe, neutral, and confidential place where you can share your respectful workplace concerns.
The Safe Disclosure Office:
- wants to explain important distinctions such as confidentiality vs. anonymity, and duty to report, before you share your concern
- operates independently of the City of Edmonton Administration
- is located at Bonnie Doon Mall which is a public building with many other businesses
- will share information and provide guidance to all employees
- allows individuals to remain anonymous when contacting the Office for information
- maintains confidentiality, with the exception of circumstances where there is a legal obligation to report (such as when information about the exploitation of minors (those under the age o f18), imminent harm to a person, harassment or violence is received)
If you have any questions, concerns or hesitations about anonymity and/or confidentiality, you are strongly encouraged to make an appointment to speak with an advisor before disclosing any information. An advisor will be happy to have a conversation with you and answer any questions you have.
Is my Union or Association aware of the Safe Disclosure Office?
Yes. There were multiple conversations with Union and Association leaders about the Safe Disclosure Office and how to ensure it provides a safe, neutral and confidential space for employees to discuss their respectful workplace concerns.
The employee will be responsible for making arrangements for their involvement.
Does the Safe Disclosure Office tell my Union or Association if I share a concern or if someone discusses a concern about me?
No. The Safe Disclosure Office will not share information with your union or association representative without your consent.
An employee may choose to have their Union or Association involved throughout the process.
If you have any questions, concerns or hesitations about anonymity and/or confidentiality, you are strongly encouraged to make an appointment to speak with an advisor before disclosing any information. An advisor will be happy to have a conversation with you and answer any questions you have.
What happens when I meet with the Safe Disclosure Office?
The Safe Disclosure Office advisor will start by providing you with all the information you need to understand the process and their role. You will be given the opportunity to ask questions about the process. This will help you to make an informed decision about whether you want to proceed with your disclosure. During your conversation with the advisor, they may ask for some employment information, like your employee ID number, to ensure they have all the necessary details. They might also ask some questions to fully understand your concern and ensure they can provide the best support possible. After your meeting, the advisor will follow up with you (usually by email) to share the assessment outcome and next steps. If needed, they can also suggest additional resources or supports.
What protection do I have against retaliation?
The City of Edmonton is building a culture where employees feel comfortable coming forward with respectful workplace concerns. If you feel you are being retaliated against because of a harassment or discrimination concern that you brought forward, report it to the Safe Disclosure Office immediately so it can be addressed. The City of Edmonton takes retaliation concerns very seriously.
Will my supervisor find out if I contacted the Safe Disclosure Office?
Information about who contacts the Office is confidential, with the exception of circumstances where there is a legal obligation to report (such as when information about the exploitation of minors, imminent harm, harassment or violence is received), or in cases where you have consented to have your concern referred.
If you have any questions, concerns or hesitations about anonymity and/or confidentiality, you are strongly encouraged to make an appointment to speak with an advisor before disclosing any information. An advisor would be more than happy to have a conversation with you and answer any questions you have.
Can I discuss a concern with the Safe Disclosure Office outside of regular business hours?
Yes. The Safe Disclosure Office is available to meet during the following office hours (Monday - Friday, 8:00 a.m. - 3:30 p.m.). In extenuating circumstances, they may be able to meet at another time and/or location that works for both of you. Contact the Safe Disclosure Office to book an appointment and for more information.
Can I use work time to contact or visit the Safe Disclosure Office?
Yes, you can contact or visit the Safe Disclosure Office on work time. There is an expectation you will arrange for the time away with your Supervisor and keep operational needs in mind. Contact the Safe Disclosure Office to make an appointment.
What is the difference between the Fraud and Misconduct Line (Whistleblower) and the Safe Disclosure Office?
The Fraud and Misconduct Line is to report potential breaches of the City’s Code of Conduct. Concerns about a respectful workplace should be directed to the Safe Disclosure Office.
If you’re not sure where to take your concern, please make an appointment to speak to an advisor who will be happy to assist you.
What other resources are available to support me?
Resources you can contact for support are:
- TELUS Health: 1-855-789-7289
- City of Edmonton On Call Chaplains: 780-920-8032
- Your Union or Association representative (see contacts below)
Visit onecity.edmonton.ca/respect for more information
What if the inappropriate behaviour that I report does not fall within the scope of the Respectful Workplace Policy?
After sharing your concern with the SDO Advisor, if it appears that it is not covered under the Respectful Workplace Policy, the SDO advisor will assist in identifying other resources that may be suitable. The SDO is happy to have conversations with employees who may be unsure about where to take their concern.
What if I see others not complying with the Respectful Workplace Administrative Policy? Do I have to report it?
If you feel that other City of Edmonton employees are not complying with the Respectful Workplace Administrative Policy, there are a variety of options to address the situation:
- if you feel comfortable, let the person know, in a respectful way, that their behaviour is inappropriate and is not welcome;
- let the people experiencing the behaviour know that they can talk to the Safe Disclosure Office;
- talk to your Supervisor;
- talk to your Union or Association; or
- talk to the Safe Disclosure Office for guidance
What if I am being harassed by or experiencing discrimination from the public?
The City has a responsibility to prevent and address an employee’s exposure to harassment and discrimination while at work. This includes behaviours from people who aren’t employed by the City, such as the public, contractors, and so on. Report these incidents to your Supervisor. The Connected City Program provides tools and support for City of Edmonton employees who interact with the public, whereas the Safe Disclosure Office can support you in regards to concerns between employees.
If you’re not sure, please make an appointment to speak to an advisor who will be able to guide you.
| CITY SUPPORT & RESOURCES | UNIONS & ASSOCIATIONS |
|---|---|
|
Safe Disclosure Office TELUS Health On Call City Chaplains |
Amalgamated Transit Union Local 569 (ATU 569 and ATU 569 (DATS)) Civic Service Union 52 (CSU 52) International Brotherhood of Electrical Workers Local 1007 (IBEW) Canadian Union of Public Employees Local 30 (CUPE 30) Edmonton Firefighters’ Union (EFFU) City of Edmonton Management Association (CEMA) |