CHAPTER 6
Communication & Training
Communication Philosophy
Stone Tile emphasizes open-door practices in which employees are encouraged to deal directly with their supervisor and other members of management on a variety of issues so as to:
• Develop and maintain an environment of frankness, integrity, mutual respect and confidence.
• Achieve unity of understanding, purpose and action throughout our organization
• Ensure employees know what is required in their performance.
Under normal circumstances, if an employee has a job-related problem, question or complaint, it should be discussed with his/her direct supervisor. The simplest, quickest and most satisfactory solution will often be reached at this level. If discussions with an employee’s supervisor do not answer all of the questions or satisfactorily resolve the matter, the complaint or questions may then be presented, orally or in writing, to the next level of management. If an issue personally involves a supervisor or manager with whom the employee ordinarily would discuss a problem, the employee should then bypass that individual and proceed to the next person in authority, without fear of reprisal. Alternatively, contact the Human Resources Manager for guidance.
Additionally, regular formal communication channels, such as the Intranet, memos, postings, and meetings, have been established to ensure that all employees are kept informed of activities within Stone Tile. Bulletin boards are located throughout our workplace, where notices, Health and Safety information, company information and other special announcements are posted. Use of the bulletin boards is limited to company use and employees are to refrain from posting unauthorized materials. We encourage you to read the Intranet and bulletin boards regularly.
Performance Review
You’ll meet with your manager for formal performance reviews. When you’re new to Stone Tile you’ll meet at the 3-month, 6-month, and 1-year marks. Then you’ll meet once a year in July moving forward.. Your manager will share performance expectations for your role when you start, and they’ll keep you apprised of any changes to expectations should they evolve. Managers are expected to document performance review outcomes and any action items or deadlines that come out of the meeting.
A major component in our employee relations efforts is the Performance Review Program and it has become a key responsibility of Management. Employees and Managers are encouraged to discuss job performance and goals on an informal, day-to-day basis. The performance review program is established to provide both you and your supervisor the opportunity to further discuss job tasks, identify and correct weaknesses, encourage and recognize strengths, and discuss positive, purposeful approaches for meeting goals. As such, you will have the opportunity to discuss your job performance with your supervisor semi-annually.
At least twice a year, all employees’ performance is expected to be reviewed in writing by their manager. The performance evaluation is discussed with the employee, signed by their manager, and by the employee. The employee’s signature only acknowledges receipt of the review, not necessarily agreement with the review. All information is captured on the Performance Evaluation form.
It is Stone Tile’s goal to support the successful performance of every employee. In cases where employee performance is not meeting expectations, the manager will work with employees through coaching to identify and address the issues, and as necessary will document more formally a plan to address gaps through a performance improvement plan. Your Mid-Year and Annual Performance Review should contain no surprises; it is a summary of all the performance feedback you received on a regular basis.
Transfers and Promotion
It is the policy of Stone Tile to promote from within, wherever possible, and to provide support and cooperation so that each employee can reach their full potential. When an opening occurs in the company, employees are encouraged to submit their application for consideration. Employees who have expressed a desire for the position, and have demonstrated that they possess the knowledge, skills, abilities and relevant qualifications required to perform the available job, will be considered before hiring externally.
Decisions to promote will be based on an employee’s entire employment record, including, but not limited to:
Knowledge, Skill and Ability Relevant qualifications Disciplinary Record
Attendance Record Relevant experience Customer service orientation
Co-operation with fellow employees Efficiency/Accuracy Education
Training
Stone Tile supports training programs and employee development to improve the efficiency and productivity of all Stone Tile employees. Job specific training and development programs will be provided to stimulate ambition and the achievement of goals. It is the responsibility of management to motivate and encourage the growth of each employee through recognition, promotions, and advancement opportunities.
Additionally, each department is responsible for on-the-job training and/or any unique or specialized training required to successfully executing a particular task or position. Training may be offered internally by a manager or person with specialized knowledge. Should an employee be interested in or require external training or courses related to their employment, then Stone Tile may, in its sole discretion, cover all or part of either the registration or course fees. Costs for textbooks or other course supplies will not be eligible for reimbursement by the company.
STNN
STNN is Stone Tile’s National Network. All company-wide communications are shared on this network. Information such as new hires, company breaking news, employee survey results, upcoming events, HR documents and announcements, and phone directories are available to all employees on STNN.
Reporting for Work
Employees are expected to report to work as scheduled, on time, and ready to work. Employees must be dressed appropriately for work when clocking in. If, for any reason, an employee is unable to come to work, they must advise their Supervisor/Manager at least one (1) hour prior to the commencement of their shift, if they are unable to attend. Alternatively, you may contact People & Culture at 416-515-9000 Ext. 3237 or 3420.
Any employee who is absent for a period of three (3) days must provide a medical certification from a licensed physician upon their return to work. Additionally, Stone Tile reserves the right to request a medical certification, or alternate supporting documentation, or to explain an absence. Absenteeism without medical support or misrepresenting the reason for an absence may result in disciplinary action, up to and including termination for cause in accordance with the Progressive Discipline Policy.
Showing Up Late or Leaving the Workplace during the Workday
Communication works both ways. Should you need to show up late for your shift or leave the workplace during the work day, either for business purposes or any other reason, please notify your immediate supervisor or the next level of Management, if your supervisor is not available. Stone Tile strongly encourages and expects employees to schedule personal appointments outside of working hours and to inform the company of said appointments with as much advance notice as reasonably possible. Unscheduled late arrivals or early departures may result in discipline, up to and including termination for cause in accordance with the Progressive Discipline Policy.
Employment Records
All employees must inform Human Resources, in writing, of any change of address, telephone number, banking information, emergency contact information, and/or any other relevant personal contact information. This information is required to maintain employee files and is required for emergency contact and shift scheduling purposes.
Additionally, any changes in vehicle licensing, trade certificates or certificates related to their position at Stone Tile must be reported to Human Resources in order for personnel information to be updated.
Computer Use Policy
The following policy and directive has been established in order to:
Safeguard the information contained within company systems.
Reduce business and legal risk.
The scope of this policy is to ensure all employees, associates and consultants properly utilize company owned IT assets and to ensure only authorized software is used.
Access to the computer systems/resources is provided to employees, associates and consultants for the benefit of the company and its customers. All electronic traffic conducted over company-owned systems is the property of the company, and is subject to logging, archiving, and/or monitoring at the discretion of IT Department Management without notice or consent. There is no implied privacy associated with digital media, e-mail or web usage.
PROCEDURES
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An employee who uses company-owned computer assets shall:
Ensure that all communications are conducted in a professional manner, and that they do not interfere with his/her productivity.
Be responsible for the content of all text, audio, or images that (s)he places or sends over the Internet or stores either on the network or their local computer. All communications should have the employee’s name attached.
Not transmit copyrighted materials without permission.
Not download, copy, or install ANY software unless authorized by IT Department Management in writing.
Know and abide by all applicable company policies dealing with security and confidentiality of company records.
Not attempt to access or modify information stored on any computer asset that they would not normally have access to as part of their duties at the company.
All customer information must be treated as confidential. Customer information shall not be given to anyone for any purposes not authorized by the company. Avoid electronic transmission of customer information wherever possible. If it is necessary to transmit customer information for a legitimate reason, employees are required to take steps to ensure that information is delivered only to the person that is authorized to receive such information, and only for a legitimate use authorized by the company.
Not knowingly introduce a computer virus into company computers.
Not load diskettes or CD’s/DVD’s/USB Drives or other media of unknown origin.
Any employee or associate who suspects that his/her workstation has been infected by a virus shall IMMEDIATELY contact IT Department Management.
Be responsible for all computer transactions that are made with his/her User ID and password.
Not disclose passwords to others.
Ensure passwords are changed immediately if it is suspected that they may have become known to others.
Not record passwords anywhere unless effort is taken to protect the method of recording, such as using a password protected and encrypted spreadsheet.
Lock or log off their workstation when leaving the system unattended, or at the end of the day prior to leaving the office.
Store hard drives and other electronic media out of sight when not in use. If they contain highly sensitive or confidential data, they must be locked up.
Not stream internet music or videos to their computers.
Avoid exposure of environmental hazards to hardware such as food, smoke, liquids, high or low humidity, and extreme heat or cold are to be avoided.
Not perform computer equipment installations, disconnections, modifications, and relocations unless directed to do so by the IT Department in writing.
Exercise care to safeguard the valuable electronic equipment assigned to them. Employees who neglect this duty will be held accountable for any loss or damage that results.
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Managers assume all general employee/associate responsibilities as well as:
Ensure that all appropriate personnel are aware of and comply with this policy.
Create appropriate performance standards, control practices, and procedures designed to provide reasonable assurance that all employees observe this policy.
Managers and supervisors must notify the IT Manager promptly whenever an employee leaves the company or transfers to another department so that his/her access can be revoked or modified accordingly.
Involuntary terminations must be reported concurrent with the termination, however informing the IT Department prior to an employee’s departure will help ensure there is no unauthorized destruction of data.
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The IT Department will assume the following additional responsibilities:
Develop and maintain standards and procedures necessary to ensure implementation of and compliance with these policy directives.
Provide appropriate support and guidance to assist employees to fulfill their responsibilities under this directive.
Monitor & administer electronic data and information transmissions for email, web browsing, and file usage as determined
May maintain copies of all digital communications in archival format for historical and legal purposes.
WEB BROWSING AND E-MAIL USAGE
Users should conduct themselves in a manner appropriate as a representative of the company, and
understand that internet traffic is not necessarily secure, private, or an end-to-end (computer-to computer) transmission. While the company attempts to mitigate the risk of electronic document
interception, once correspondence leaves our systems we no longer have control over it. If you have a
business need to transmit or receive certain emails or documents in an unusually secure manner you must inform the IT Department of this need.
COMPUTER ASSET USAGE
Acceptable Use
Employees/Associates are responsible for ensuring that the Internet is used in an effective, ethical, and
lawful manner, and following company policies and guidelines. Examples of acceptable use are:
Using Web browsers to obtain business information from commercial Web sites.
Using Web search tools such as Google, Bing and Yahoo.
Accessing mapping tools such as Google Maps or Yahoo Maps.
Accessing databases for information as needed.
Using e-mail for business contacts.
Unacceptable Use
Employees are forbidden from using IT assets for purposes that are illegal, unethical, harmful to the
company, or non-productive. Examples of unacceptable use are:
Sending or forwarding chain e-mail, i.e., messages containing instructions to forward the message to others.
Broadcasting e-mail, i.e., sending the same message to more than 15 recipients or more than one distribution list where not required for work-related issues.
Subscribing to non-business related e-mail lists such as coupon sites and sale alerts
Excessive use of email for personal matters whether with other employees or others outside the company
Conducting a personal business using company resources.
Transmitting any content that is offensive, harassing, or fraudulent.
Utilizing peer-to-peer file sharing software.
Distributing pornographic, X-rated, or objectionable material or images.
Online gambling/betting of any kind.
File Downloads
File downloads from the Internet are not permitted unless specifically authorized by the IT Department in
writing. Exceptions may be made on a case-by-case basis depending on the business requirement.
COPYRIGHTS AND LICENSE AGREEMENTS
It is the company’s policy to comply with all laws regarding intellectual property. Unlicensed software is prohibited on any company equipment or asset.
APPROVED APPLICATIONS
The following is a list of programs that employees may have installed onto their local machines:
7Zip Foxit render
Microsoft Windows Media Player Prophet 21 epicor
Microsoft Office
Edge/ Chrome
** Microsoft Office - This includes Word, Excel, Outlook, Publisher, PowerPoint Viewer, and where required, Access and PowerPoint
** Edge/ Chrome - These are the only web browsers supported by the company, and only on Company owned systems.
PROHIBITED APPLICATIONS
While not an exhaustive list, the following downloads are not permitted on company computers unless approved by IT:
No file share or torrenting applications iMesh
No Chat applications outside of Microsoft Teams Grokster
Gator ZoneAlarm Discord
Any third party screen saver Games
NOTE:
Use of any P2P or Instant Messaging software without obtaining prior approval in writing by the IT Manager is expressly prohibited.
VIOLATIONS
Failure to adhere to these policies and guidelines will result in immediate suspension of network and email access until a review of the situation can be conducted. Violations may result in disciplinary action up to and including dismissal.
CLARIFICATION
Should you require further clarification please contact your immediate supervisor for explanation. If your
supervisor is unable to answer your question they will refer it to the IT Department for further clarification.
ACKNOWLEDGEMENT AND ACCEPTANCE
Please refer to the Appendix for further details and mandatory signatory acknowledgement forms related to information and communication technology systems and procedures.
Remote Access Policy
Purpose
The purpose of this policy is to define standards for connecting to Stone Tile International’s (or “Stone Tile”) network from any host. These standards are designed to minimize the potential exposure to Stone Tile from damages, which may result from unauthorized use of Stone Tile resources. Damages include the loss of sensitive or company confidential data, intellectual property, damage to public image, damage to critical Stone Tile internal systems, etc.
Scope
This policy applies to all Stone Tile employees, contractors, vendors and agents with a Stone Tile owned or personally owned computer or workstation used to connect to the Stone Tile network. This policy applies to remote access connections used to do work on behalf of Stone Tile, including reading or sending emails and viewing intranet web resources.
Remote access implementations that are covered by this policy include but are not limited to, direct connection, dial-in modems, frame relay, ISDN, DSL, VPN, SSH, cable modems, etc.
Policy
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It is the responsibility of Stone Tile employees, contractors, vendors and agents with remote access privileges to Stone Tile International’s corporate network to ensure that their remote access connection is given the same consideration as the user's on-site connection to Stone Tile.
General access to the Internet for recreational use by immediate household members through the Stone Tile Network on personal computers is NOT permitted. The Stone Tile employee is responsible for ensuring that family members do not violate any Stone Tile policies, do not perform illegal activities, and do not use the access for outside business interests. The Stone Tile employee bears responsibility for the consequences should the access be misused.
Please review the following policies for details of protecting information when accessing the corporate network via remote access methods and acceptable use of Stone Tile’s network:
a. Information Security Policy
b. Wireless Communications Policy
c. Computer Use Policy
For additional information regarding Stone Tile’ remote access connection options, including how to order or disconnect service, cost comparisons, troubleshooting, etc., go to the Remote Access Services website.
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1. Secure remote access must be strictly controlled. Control is enforced via SSL and strong passphrases. For information on creating a strong passphrase see the Computer Use Policy.
2. At no time should any Stone Tile employee provide his or her login or email password to anyone, not even family members.
3. Stone Tile employees and contractors with remote access privileges must ensure that their Stone Tile owned or personal computer or workstation, which is remotely connected to Stone Tile International’s corporate network, is not connected to any other network at the same time, with the exception of personal networks that are under the complete control of the user.
4. Stone Tile employees and contractors with remote access privileges to Stone Tile International’s corporate network must not use non-Stone Tile email accounts (i.e., Hotmail, Yahoo, AOL), or other external resources to conduct Stone Tile business, thereby ensuring that official business is never confused with personal business.
5. Routers for dedicated ISDN lines configured for access to the Stone Tile network must meet the minimum authentication requirements of CHAP.
6. Reconfiguration of a home user's equipment for the purpose of split-tunnelling or dual homing is not permitted at any time.
7. Frame Relay must meet minimum authentication requirements of DLCI standards.
8. Non-standard hardware configurations and security configurations for access to the hardware must be approved by the IT Department.
9. All hosts that are connected to Stone Tile’s internal networks via remote access technologies must use the most up-to-date anti-virus software, this includes personal computers. Third-party connections must comply with requirements as stated in the Third-Party Agreement.
10. Personal equipment that is used to connect to Stone Tile’s networks must meet the requirements of Stone Tile owned equipment for remote access.
11. Organizations or individuals who wish to implement non-standard Remote Access solutions to the Stone Tile production network must obtain prior approval from Netex.
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Any employee found to have violated this policy may be subject to disciplinary action, which could include termination of employment.
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Cable Modem
Cable companies such as Rogers provide Internet access over Cable TV coaxial cable. A cable modem accepts this coaxial cable and can receive data from the Internet.
Dual Homing
Having concurrent connectivity to more than one network from a computer or network device. Examples include being logged into the corporate network via a local Ethernet connection, and dialing into AOL or another Internet service provider (ISP). Being on a Stone Tile-provided Remote Access home network, and connecting to another network, such as a spouse's remote access.
DSL
Digital Subscriber Line (DSL) is a form of high-speed Internet access competing with cable modems. DSL works over standard phone lines and supports data speeds of over 2 Mbps downstream (to the user) and slower speeds upstream (to the Internet).
Remote Access
Any access to Stone Tile International’s corporate network through a non-Stone Tile controlled network, device, or medium.
Split-tunnelling
Simultaneous direct access to a non-Stone Tile network (such as the Internet, or a home network) from a remote device (PC, Tablet, Smart Phone, etc.) while connected to Stone Tile International’s corporate network via a VPN tunnel. VPN Virtual Private Network (VPN) is a method for accessing a remote network via "tunnelling" through the Internet.
Telephone Usage
Telephone and voicemail systems at work stations are to be used for business purposes only, and are to be answered according to standard business practice. As they are perceived as being a distraction to the day-to-day operations of the company, personal use of cellular phones and office telephones are to be kept to a minimum and used only for exceptional circumstances
Mobile Phones and Portable Devices while Driving & Voicemail
By virtue of the nature of their professional undertaking, many Stone Tile employees (sales, customer service, delivery drivers, etc.) are exposed to a significant amount of cell phone usage. The use of cell phone and/or handheld device while operating a motor vehicle must be done in compliance with the Highway Traffic Act for the appropriate Province, Territory, State or Country where the motor vehicle is being used.
This includes, but is not limited to, text messaging, surfing the Internet, receiving or responding to email, checking for phone messages, or any other purpose related to your employment; the business; our customers; our vendors; volunteer activities, meetings, or civic responsibilities performed for or attended in the name of the company; or any other company related activities not named here while driving without the use of a recognized hands free device.
We recognize that other distractions may occur during driving; however curbing the use of handheld devices while driving is one way to minimize the risk of accidents. Therefore, you are required to stop your vehicle in a safe location so that you can safely use your cell phone or similar device.
If you have and use a hands free device, such as a Bluetooth earpiece or speaker phone built into your vehicle, you must make sure the hands free device is used in compliance with the appropriate traffic laws. We also encourage you to amend voicemail and email out of office messages to include language in the effect of “I am either away from my phone or presently driving, and will return your call at my earliest opportunity”.
This policy is applicable to all Stone Tile employees, regardless of job function or provincial jurisdiction.
Confidentiality and Non-Disclosure
Except as required by law, all information pertaining to the affairs of Stone Tile shall be kept confidential by all employees at all times. All confidential and proprietary information concerning the company’s affairs is the property of the company and must not be disclosed. This includes, but is not limited to:
Personnel information
Financial data
Customer Lists
Marketing Strategies
Product Development
Business practices
Business performance data
Pricing and/or price lists
Confidential information shall include all information that is by its nature such that Stone Tile would consider it to be confidential or the nature of which is such that it would generally be considered confidential in the industry in which the company operates, or that the company is obligated to treat as confidential.
Confidentiality also extends to practices employees may engage in blogs and social media sites. Use of such sites must follow the same ethical standards that employees are expected to uphold while at work. It is not acceptable to publish confidential information online including but not limited to unpublished details about Stone Tile employees, details of current projects, customer names, processes, financial information, research and trade secrets. Employees maintaining blogs should indicate that the views expressed are their own and not representative of Stone Tile, and can be held liable for anything posted that is deemed to be confidential, defamatory, or obscene. Please remember that this obligation continues as long as the information is considered confidential and/or proprietary, even post-employment.
Privacy Policy
Stone Tile is committed to protecting the privacy of our employees, customers and confidential business information.
Stone Tile Responsibilities
The collection and disclosure of personal information is limited solely to what is necessary for business purposes as identified by Stone Tile and Stone Tile takes all reasonable precautions to ensure that your personal information is kept safe from loss, unauthorized access, modification or disclosure.
Among the steps taken to protect your information are:
Building security such as supervised or locked cabinet storage;
Restricted file access to personal information;
Deploying technological safeguards like passwords, security software and firewalls to prevent hacking or unauthorized computer access;
Paper information is transmitted through sealed, addressed envelopes or boxes by reputable companies;
Electronic information is transmitted through a direct line which is encrypted;
Internal passwords and securities are in place
Personal information will not be collected, used, or disclosed for other purposes without the approval of the employee, unless permitted by law. When personal information is requested, employees will be advised of the purpose for collecting the information and authorization will be obtained prior to collection and release of the information. Employees will also be provided with the appropriate means to access their personal information, upon request, and to change any incorrect information.
Management Responsibilities
In completing their daily responsibilities, management is regularly exposed to personal information about employees. Management has an obligation to protect the confidentiality, quality, and integrity of personal information. Breach of confidentiality may result in disciplinary action up to, and including, dismissal. Stone Tile has procedures to ensure that all personal data is secure, regardless of its medium. This includes a defined procedure for access to and disposal of paper-based employee records, as well as maintaining security of information contained in all computerized systems.
Access to personal information will only be provided to management where the information is required to perform their duties. For example, the manager under whose direction the employee works, with regard to professional development, performance evaluation, salary review, etc.
Electronic Monitoring Policy
Intent
Stone Tile International Inc. values trust, discretion, and transparency and believes employees deserve to know when and how their work is being monitored. The purpose of this policy is to meet the requirements added to the Employment Standards Act, 2000 (ESA) for Ontario Employers who employ 25 or more employees. This policy is to be used in addition to the company’s Email Appropriate Use Policy, Cell Phone and Handheld Use Policy, Computer Use Policy and Remote Access Policy, and is intended to establish guidelines for company practices and procedures related to electronic monitoring of employees.
Definitions
Electronic monitoring: Using technological, electronic, or digital means to track, observe, or monitor someone’s actions.
Personal information: Any factual or subjective information about an identifiable individual.
Guidelines
Electronic Monitoring Practices
Stone Tile International Inc. collects information through electronic monitoring for a variety of reasons, including protecting the company’s legal and business interests. The company will electronically monitor the following activities and procedures:
Connections from any host to Stone Tile International Inc.’s Network. This is to minimize the potential number of damages caused to the Stone Tile Network as a result of unauthorized use of resources.
Outgoing and incoming emails to ensure that confidential information is not being sent out to any third party without any prior written authorization for Stone Tile International Inc. Management and
The Company’s vehicles with the use of Car Digital Video Recorder (Car DVR) devices to ensure that our drivers uphold the standard of driving practices in compliance with the Highway Traffic Act for the appropriate Province, Territory, State or Country where the motor vehicle is being used.
Any information collected by electronic monitoring may be used during employee reviews or during consideration of disciplinary decisions.
To promote impartiality, and to ensure any information collected through electronic monitoring is handled appropriately, Stone Tile International Inc. will monitor these activities by this frequency:
Network connections will be monitored intermittently as an external connection is identified and security patches will be updated and implemented every Friday, Saturday and Sunday.
Email use will be monitored when the IT department has received an alert of a breach in email security; and
Driving habits will be monitored when the Samsara devices installed in the vehicle trigger a warning.
Privacy and Confidentiality
Stone Tile International Inc.’s monitoring is aimed at collecting information related to its business. However, some information collected by electronic monitoring may be considered personal information. When personal information is under Stone Tile International Inc. control, it is the responsibility of the company to protect it.
All information collected through electronic monitoring will be securely stored and protected. If any personal information is collected, its use and disclosure will be limited to achieve the stated purpose of its collection. The company will adhere to all privacy and confidentiality legislation that applies to the collection, use, and disclosure of personal information obtained by electronic monitoring.