Staff Identification Policy

Names: Staff at VPL are not required to use their legal name for staff identification purposes. The name form is available for staff to indicate the name that they would like to use at VPL.

This policy applies to all staff, including those who identify as Indigenous. 

A person’s name is fundamental to who they are. The traditional names given to Indigenous children carry deep cultural meaning and speak to Indigenous peoples’ presence on this land since time immemorial.  The impact of colonialism, however, has meant that many Indigenous people’s names have not been recognized. 

Indigenous staff may use their Indigenous or government name at VPL. 

1. Website
Staff contact information will be provided on the public website where it has a business purpose. Roles that will include contact information on the public website include Directors and Managers, Branch Heads, Central department unit heads and Assistant Managers. Some units may provide contact information for additional staff based on the unique needs of their patrons (example: Skilled Immigrant InfoCentre, InfoAction).

Staff contact information provided on the website will include first and last name, position title, and email address.

2. VPL Workplace Technology Profiles
Profiles used for workplace communication and productivity tools, including but not limited to the HUB (Intranet), VPL Chat (Rocketchat), and the Microsoft suite of products, must be in compliance with all VPL policies, including the Respectful Workplace Guidelines, Code of Conduct, the Dress and Appearance Policy, and the Endorsement and Advocacy Policy.

Profile photos used on a workplace technology platform should be a clear and identifiable picture of the employee’s face. Staff may request their staff photo from security. If an employee chooses not to include a photo of their face, a generic default image will be displayed.

3. Staff ID Badges
All staff must always wear a visible staff identification badge for safety, security, and access purposes. The staff identification badge will include the employee’s name and head shot photo, and will be created by a member of the VPL security team. The photo for all ID badges will be taken on site by the VPL security team and will be a clear and identifiable picture of the employee’s face.

Staff photo identification for management and supervisory staff will include first and last names. For all other staff, identification will include the badge identification number and their first name and/or last name, as preferred by the employee.

Names and photos on staff identification badges must remain free from personal effects or obstructions, such as stickers. Management and supervisory staff are required to share their full name with the public when asked, and all others are required to share the name on their badge and the badge number.

4. Exemptions
Staff may request an exemption related to their name on their ID badge and/or website. If an employee wishes to have the first or last name removed from the ID badge and /or website, staff must contact their manager with their request.  

Requests for exemption from the use of any name will be reviewed on a case-by-case basis. Reasons for a possible exemption may include:

• Threat of violence
• Restraining order in effect;
• Health-related concerns;

Exemptions from inclusion of employee photos on staff ID badges will not be considered.

All exemptions will be reviewed periodically to determine whether the exemption is still appropriate.

Failure to comply may result in disciplinary action up to, and including, termination of employment.

• Code of Conduct
• Human Rights & Harassment
• Respectful Workplace
• Social Media and Public Web Participation (Admin Policy)
• Use of Library Communication Tools and Equipment (Admin Policy)