Leaderships Conduct and Ethics Policy

TOPP KIDS Leadership Standards & Conduct Policy

Purpose

This policy sets clear expectations for leadership conduct and ethics at TOPP KIDS. Leaders are entrusted with guiding and upholding the organization’s values, maintaining a positive work environment, and safeguarding the well-being of children, families, and employees. It also provides a framework for preventing misconduct, outlines the requirements for disclosure of potential conflicts or impactful relationships, and details how allegations of misconduct will be addressed.

All policies and actions at TOPP KIDS are designed and administered in compliance with Alberta Labour Standards, relevant provincial legislation, and other applicable laws.

Scope

This policy applies to all individuals who hold or aspire to hold leadership or supervisory positions at TOPP KIDS, including Room Leads, Program Coordinators, Regional Managers, Support Team Managers, Executive Team Managers, and any employee acting in a leadership capacity. It supplements and aligns with existing organizational policies such as:
● Progressive Discipline Policy
● Anti-Discrimination and Anti-Harassment Policy
● Confidential Whistleblower Policy
● Workplace Violence and Harassment Policy
● Leader Grievance Policy
● Other policies provided to employees at hire and during annual training

All leaders must sign an acknowledgment that they have read, understood, and agree to abide by these standards as part of their onboarding and ongoing training.

TOPP KIDS Values & Ethical Expectations for Leaders

1. Integrity and Honesty: Leaders must demonstrate honesty in their actions and communications, ensuring that all decisions are made with the best interests of children, families, and employees in mind.
2. Respect and Inclusivity: Leaders should foster an environment where all staff, children, and families are treated with dignity and respect, free from discrimination or harassment.
3. Professionalism and Accountability: Leaders are expected to model professional behavior, accept responsibility for their actions, and be transparent in decision-making processes.
4. Child-Centered Focus: Leaders must prioritize the safety, well-being, and developmental needs of children in all operational and strategic decisions.
5. Adherence to the Company’s Ethics Document: Leaders are required to abide by and enforce TOPP KIDS’ official Ethics Document, ensuring its principles guide all actions and decisions.

Responsibilities

4.1 To Children and Families

• Ensure program quality, safety, and adherence to licensing requirements.
• Maintain open, respectful communication and respond promptly to concerns.
• Protect confidentiality of children and families as outlined in TOPP KIDS policies.

4.2 To Employees

• Provide a fair, supportive work environment with clear expectations and constructive feedback.
• Encourage professional development and address performance or conduct issues promptly and respectfully.
• Ensure no team member is subject to intimidation, discrimination, harassment, or undue pressure from leaders.

4.3 To the Company

• Uphold TOPP KIDS’ mission, policies, and standards of conduct in all actions and decisions.
• Safeguard company assets, reputation, and proprietary information.
• Collaborate across departments to maintain efficiency, transparency, and consistency in operations.

4.4 Personal Conduct Inside and Outside Work

• Recognize that actions outside the workplace can affect the TOPP KIDS community and reputation if they reflect poorly on one’s character, judgment, or ethical standards.
• Understand that leaders’ personal or professional relationships and occurrences outside of work may impact the organization if they affect trust, workload distribution, or alignment with TOPP KIDS’ values and ethics.
• Avoid any conduct or relationships that could create conflicts of interest or compromise one’s ability to lead impartially and effectively.
• Promptly disclose any such situations to the next level of management or the Executive Board or owner in line with company policies.

Disclosure of Potential Conflicts or Impactful Relationships

Leaders must disclose any personal relationship, external affiliation, or significant occurrence that could compromise or appear to compromise their ability to make impartial decisions. Examples include but are not limited to:

• Romantic relationships or close friendships with direct reports or with individuals in a position to influence the workplace.
• External business interests or side ventures that may conflict with TOPP KIDS’ objectives.
• Legal matters or investigations that may impede the leader’s capacity to perform their role effectively.
• Personal actions or relationships outside the workplace that could influence workplace dynamics, the company’s reputation, or trust in leadership.

Disclosures should be made promptly to the next level of management or directly to the Executive Team or owner (or via the Confidential Whistleblower Policy if preferred).

Prohibited Conduct, Leadership Misconduct, & Gross Misconduct

Leaders have a heightened obligation to avoid any misconduct, given the potential impact on the workplace culture. Misconduct can result in corrective action, up to and including termination. While all employees are held to the same overall standards, the following forms of conduct are especially critical for leaders to avoid:

Leadership Misconduct

• Misuse of authority or positional power to intimidate, manipulate, or coerce employees.
• Failure to disclose conflicts of interest or any impactful personal relationships that could affect impartial judgment.
• Repeated negligence in maintaining program quality or staff supervision.
• Patterns of disrespectful or demeaning communication toward staff, children, or families.

Gross Misconduct

• Any act that endangers a child’s or employee’s safety, such as abuse, neglect, or harassment.
• Serious breaches of confidentiality or trust that undermine TOPP KIDS’ reputation or operations.
• Inappropriate behavior toward parents or children, including physical or verbal aggression.
• Egregious violations of anti-discrimination, anti-harassment, or workplace violence policies.
• Any other severe conduct listed under TOPP KIDS’ established policies that may warrant immediate termination.

Investigations & Proof in Allegations of Misconduct

7.1 Allegations and Reporting

• Allegations of misconduct against leaders can be raised via the Leader Grievance Policy, Confidential Whistleblower Policy, or by reporting directly to the next level of management.
• TOPP KIDS will investigate all allegations promptly, adhering to principles of fairness, impartiality, and privacy.
• TOPP KIDS reserves the right to engage a neutral third-party investigator and/or legal counsel when deemed necessary to ensure impartiality in situations where relationships or occurrences pose a conflict of interest or require specialized expertise.

7.2 Types of Evidence

• Direct Evidence: Emails, messages, documented instructions, or witness statement detailing the misconduct.
• Circumstantial Evidence: Patterns of behavior or corroborating accounts from multiple sources.
• Verbal Reports and Testimony: Statements from affected parties or witnesses, captured in written form, evaluated for consistency and credibility.
• Physical Evidence: Any relevant materials, such as program records, documented logs, timesheets, monthly check-in forms, or other tracking documents, demonstrating the alleged violation.

7.3 Decision-Making and Corrective Action

• Investigations follow Progressive Discipline guidelines unless the offense is deemed
  serious or gross misconduct, which may lead to immediate termination.
• Corrective action is determined based on the severity of the offense, the evidence provided, and the impact on children, families, staff, and the organization.
• Any corrective or disciplinary action hosted by a leader will always include a second person (e.g., HR personnel or another manager) as a witness to avoid conflicting accounts of conduct during the meeting.
• All investigations and resulting actions shall uphold confidentiality and comply with the Freedom of Information and Protection of Privacy (FOIP) Act and any other applicable privacy legislation.

Preventative Measures & Monitoring

TOPP KIDS is committed to early identification, prevention, and resolution of potential misconduct. To achieve this:

• Occupational Health & Safety (OHS) Check-Ins: Regular site visits and interviews with staff help identify risks and address concerns proactively.
• Confidential Whistleblower Policy: Offers an anonymous channel to report ethical or safety concerns, ensuring no fear of retaliation.
• Leader Grievance Policy: Encourages transparent resolution of conflicts involving those in positions of authority.
• Anti-Harassment & Discrimination Policy: Zero tolerance for any form of harassmentor discriminatory practices, including leadership intimidation or favoritism.
• Workplace Violence Policy & Annual Training: Reinforces safe interactions and zero tolerance for violence, with annual sessions for all staff to refresh knowledge.
• Annual Supervisory & Satisfaction Reviews: Periodic feedback from peers, direct reports, and supervisors to hold leaders accountable for their conduct and performance.
• Progressive Discipline Policy: Provides a clear framework for corrective steps if a leader’s performance or behavior fails to meet expectations.
• Quality Enhancement Plan (QEP): A voluntary tool used to identify and track growth based on observed behaviors. It documents both coach and coachee perspectives and supports continuous improvement.
• Monthly Check-Ins: Conducted by supervisors at various levels (Program Coordinators for Room Leads, Regionals for Program Coordinators, Executive Team Manager for Support Team, Owner/Executive Team for others) to track progress, address concerns, and reinforce accountability.

Through these combined measures, TOPP KIDS maintains vigilance against misconduct, fosters continuous improvement, and underscores the importance of ethical leadership at every level.

Prevention of Power Misuse & Intimidation

Leaders are strictly prohibited from:

• Using their position to demand personal favors, social engagement, or any actions that fall outside the normal scope of an employee’s duties.
• Pressuring employees to conceal or ignore misconduct.
• Unduly influencing performance evaluations, promotions, or work assignments as retaliation or in exchange for personal gain.

Any employee who feels pressured or uncomfortable due to a leader’s actions is encouraged to speak up using the Leader Grievance Policy, Share Fearlessly guidelines, or the Whistleblower Policy without fear of reprisal.

Conclusion

Leaders at TOPP KIDS play a critical role in shaping our culture and ensuring the safety and success of our programs. Upholding this policy is a shared responsibility—one that reinforces our values of integrity, respect, and commitment to the well-being of children, families, and staff. By adhering to these standards, disclosing potential conflicts or personal circumstances outside of work that may impact the workplace, and proactively addressing any issues that arise, TOPP KIDS leaders maintain a workplace that is ethical, safe, and poised for continued growth.

All leaders must review and acknowledge this policy, in conjunction with the broader set of TOPP KIDS policies provided at hire and reinforced through ongoing training and development.

This policy reflects the organizational commitments of TOPP KIDS and is designed to protect both employees and the company in the event of alleged misconduct. It is subject to revision to ensure continuous improvement, compliance with Alberta Labour Standards, and adherence to relevant legal and regulatory requirements (including FOIP and other privacy legislation).