Policy Template with Procedure Attached

Adapt to your home’s format and provincial requirements. This reflects Ontario’s framework; the principle applies nationally but check your provincial Act and human rights code.

Policy statement

[Home name] is committed to providing respectful, safe, and inclusive care to every resident, in line with the Residents’ Bill of Rights and applicable human rights legislation. Discrimination or harassment based on sexual orientation, gender identity, or gender expression — whether by staff, residents, or visitors — is not accepted. Two-Spirit is recognized as a distinct identity.

Procedure — Admissions

Ask voluntary, private questions about name, pronouns, gender, and who matters to the resident. Record chosen name and pronouns as primary identity; store legal name in a separate administrative field. Place residents according to lived gender.

Procedure — Care

Use chosen name and pronouns in all communication, signage, and documentation visible to residents and visitors. Honour personal-care preferences. Continue established treatments, including hormone therapy, without interruption. Treat chosen family as family where the resident wishes.

Procedure — Incidents

Respond in the moment. Care for the person targeted. Document factually the same day. Report through the standard incident process. Debrief the team within 24 hours. Follow up within one week.

Procedure — Staff conduct

Every team member provides care to every resident. Personal beliefs are respected; refusal to care for a resident based on identity is not. Address concerns through coaching first, then standard performance management if needed. Harassment of staff is handled through the workplace harassment process.

Procedure — Privacy

Identity information is stored in the care plan with a need-to-know rule. It is not shared with other residents, visitors, or staff who do not need it. Residents may decline to share or change their information at any time.