Firearm Awareness & Reporting Standard Operating Procedure

SOP Summary: #

This policy establishes I.H.A.R.C’s mandatory procedure for responding to suspected illegal firearms. All staff must immediately report any firearms information to law enforcement, activate body cameras upon safe discovery, avoid handling or moving firearms, and promptly notify a supervisor. Client confidentiality is respected to the fullest extent allowed by law, but staff may not withhold critical information if legally required to disclose. Staff and client safety remains the top priority, and any incident will be followed by thorough documentation and a post-incident review.

Policy Statement: #

The Integrated Homelessness & Addictions Response Centre is committed to the safety and well-being of its staff, volunteers, clients, and the broader community. In the event that a staff member becomes aware—directly or indirectly—of a firearm that may be illegally possessed, the following steps must be taken to ensure compliance with the law, safeguard public safety, and protect client confidentiality to the fullest extent possible.

1. Purpose and Scope

1.1 Purpose

• To establish a clear protocol for staff when they learn of or encounter firearms in the course of their work.
• To reduce the risk of harm to staff, clients, and the public, and to ensure compliance with all applicable laws.
• To clarify how client confidentiality will be managed in situations where clients divulge information about weapons while addressing the legal obligation to report suspected illegal firearm possession.

1.2 Scope

• This policy applies to all employees, volunteers, and contractors working with the Integrated Homelessness & Addictions Response Centre (I.H.A.R.C.), including individuals engaged in outreach or service delivery.

2. Definitions

• Firearm: Any barreled weapon from which any shot, bullet, or other projectile can be discharged and that is capable of causing serious bodily injury or death. This includes any replica, prohibited, restricted, or non-restricted firearms as per the Canadian Firearms Act.
• Awareness of a Firearm: Includes but is not limited to being told about, seeing, or otherwise discovering credible information that a firearm is present or in someone’s possession.
• Client Confidentiality: I.H.A.R.C.’s commitment to protect the identity and personal information of individuals who seek or receive our services, unless a legal obligation requires otherwise.

3. General Principles

1. Safety First
   
   • At no time should staff place themselves, clients, or bystanders in jeopardy by attempting to handle, transport, or secure a firearm.
2. Legal Compliance & Mandatory Reporting
   
   • Under this policy, staff are required to report suspected incidents of illegal firearm possession regardless of client consent. Reporting must be done without delay directly to the applicable police agency.
   • Staff must not promise absolute confidentiality if there’s an imminent risk to public safety or if the law compels disclosure.

3. Client Protection
   
   • I.H.A.R.C. acknowledges that some clients may wish to divulge information about firearms but fear repercussions. We strive to protect client confidentiality to the greatest extent possible, within the bounds of mandatory reporting requirements.
   • Staff must not disclose a client’s identity to law enforcement unless (1) there is an immediate risk to public safety, (2) a legal obligation compels disclosure, or (3) the client has consented.
4. Documentation
   
   • All relevant details and communications related to the discovery or knowledge of a firearm must be documented accurately and promptly.

4. Protocol Steps

4.1 Client Disclosure of Firearm Information #

1. Obligation to Report
   
   • If a client (or any other individual) shares information about a firearm that is potentially illegally possessed, staff must report that information to the police without delay. This is not optional—even if the client does not consent to the report being made.
2. Client Privacy & Confidentiality
   
   • While staff must make a police report, they should minimize the disclosure of the client’s identity unless legally required or there is an immediate safety concern.
   • Inform the client that due to legal and organizational policies, staff must notify law enforcement if there is suspicion of illegal firearm possession.
3. Encourage Legal Advice
   
   • If the client is concerned about legal repercussions, encourage them to seek independent legal counsel (e.g., legal aid).
   • Inform the client of Crime Stoppers (1-800-222-TIPS) as an option for anonymous reporting, if appropriate.

4.2 Immediate Safety Assessment and Actions #

1. Imminent Threat
   
   • If at any point there is an immediate threat to life or property—such as someone brandishing a firearm or threatening violence—staff must call 911 immediately.
   • Do not attempt to disarm or confront a person who may be carrying or storing a firearm.

2. No Immediate Danger
   
   • If there is no immediate threat, staff must still notify law enforcement (police) as soon as possible via the non-emergency line.
   • Document the situation as soon as practicable and inform a supervisor.

4.3 When Staff Physically Encounter a Firearm #

1. Body Camera Activation
   • If staff discover or come across a firearm, and it is safe to do so, ensure the body-worn camera is activated to record the situation.
2. Call 911
   • Immediately contact 911 to report the location and description of the firearm.
3. Maintain Visibility of the Weapon
   • If it is safe and does not place you at risk, remain on scene to ensure the firearm is not moved or taken by someone else. Do not touch or handle it.
   • If remaining on scene puts you or others at risk, move to a safe location and inform police of where the firearm was last seen.
4. Alert Those Present
   • Let any clients or bystanders with you know that police have been alerted.
   • Remind them they are free to leave if they so choose, and do not disclose their identity to police unless mandated to do so by law or immediate risk factors.

4.4 Documentation and Incident Reporting #

1. Incident Report
   
   • Complete an internal incident report as soon as it is safe to do so, including:
     • Date, time, and location of the incident.
     • Names (or identifiers) of those involved, if safe and necessary to record.
     • Factual account of how the firearm information was shared or discovered.
     • Actions taken (e.g., calls to police, body camera usage).
     • Any follow-up steps advised by police or management.
   • Mark any identifying client information as confidential and store in a secure system with restricted access.
2. Supervisor Notification
   
   • Immediately inform your supervisor or on-call manager of the incident and document any further instructions from management.

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4.5 Follow-Up and Debrief #

1. Post-Incident Review
   
   • A supervisor or manager will schedule a debrief with the staff member(s) involved.
   • Review what went well, what could be improved, and whether any changes to policy or training are needed.
2. Referrals and Support
   
   • If staff are experiencing stress or trauma related to the incident, direct them to organizational resources (e.g., Employee Assistance Program, counselling).
3. Client Support
   
   • If a client disclosed the information, offer any supportive follow-up (e.g., referrals to legal resources, mental health support, or other relevant services).

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5. Roles and Responsibilities #

• Staff Members
  
  • Report suspected illegal firearms possession directly to the police without delay, whether or not the client consents.
  • Activate body-worn cameras when safe to do so, especially upon encountering a firearm.
  • Do not handle, touch, or move any firearm.
  • Inform any present clients or bystanders that they may leave if they wish and that police are being notified.
  • Avoid disclosing the client’s identity unless legally compelled or there is an immediate risk to public safety.
• Supervisors/Managers
  
  • Provide immediate guidance on the next steps and ensure staff follow the policy.
  • Coordinate with law enforcement as needed.
  • Support staff in completing required documentation.
  • Arrange debrief sessions and ensure proper follow-up.
• Executive Director / Senior Management
  
  • Ensure the policy is communicated and regularly reviewed.
  • Liaise with legal counsel or law enforcement on complex issues involving client anonymity and firearm disclosures.
  • Provide staff with resources (e.g., training, counselling, legal guidance) as needed.

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6. Training and Communication #

1. Staff Training
   
   • All staff and volunteers will receive training on this policy during onboarding and annual refreshers.
   • Training includes how to recognize and report situations involving firearms, de-escalation techniques, the obligation to report without delay, and best practices for client confidentiality.
2. Policy Review
   
   • This policy will be reviewed at least every 12 months, or sooner if legislative changes, community feedback, or incidents warrant it.

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7. Policy Approval and Amendment #

Amendments must be reviewed by legal counsel to ensure legal compliance, then approved by senior management or the Board. policy

Approval

This policy is approved by the Executive Director (or Board of Directors if required).

Amendments