Protecting your Business – The Importance of Workplace Policies
Workplace policies aren’t just a best practice in Ontario, they are a legal necessity and a cornerstone for effective risk management to any organization. Maintaining clear, compliant, and accessible policies protects both an employer and its employees. Not only do policies set out expectations and promote consistency but they also help employers demonstrate due diligence and objective processes when addressing workplace issues.
Employee Handbooks
Workplace policies are best detailed in an Employee Handbook. This allows all policies and procedures to be found in one concise spot and serves as a roadmap for expectations, processes, and day-to-day operations. Employee Handbooks further help to clarify expectations, ensure organizational and legal compliance, support fair and consistent decision making, and overall strengthen workplace culture.
Without clear policies and procedures, employers risk inconsistent treatment of their employees and non-compliance with legislation, including, but not limited to, the Ontario Employment Standards Act (“ESA”), the Ontario Human Rights Code (the “Code”), and Occupational Health and Safety Act (“OHSA”).
Mandatory Workplace Policies in Ontario
In Ontario, there are various workplace policies that are mandatory to ensure the safety and protection of employees. While requirements may vary depending on an employer’s size or nature of work, it’s important to be aware of your legal obligations when it comes to mandatory policies. We’ve included a list below of the policies workplaces should have in place, and the general requirements.
- Health and Safety Policy – Required under OHSA for employers with six of more employees
- Workplace Violence Policy – Required under OHSA and must outline how to prevent, report, and respond to incidents of workplace violence
- Workplace Harassment Policy – Required under OHSA and must include a reporting process and investigation procedure for complaints of workplace harassment (including sexual harassment
- Accessibility Policies – Employers with 50 or more employees must have written accessibility policies and a multi-year accessibility plan; required under the Accessibility for Ontarians with Disabilities Act (“AODA”)
- Disconnect from Work Policy – Required for employers with 25 or more employees
- Electronic Monitoring Policy – Required for employers with 25 or more employees
- Employment Standards Poster – While not a policy, employers must provide employees with an ESA poster to ensure employees are aware of their employment rights
- Pay Equity – Also not a formal policy, but all employers with 10 + employees must comply with the Pay Equity Act, and a pay equity plan is required for private-sector employers with 100+ employees.
Recommended Workplace Policies in Ontario
Beyond the mandatory requirements, employers are encouraged to include additional policies in their handbooks that support compliance and effective human resources management. We’ve included a list below of recommended policies.
- Anti-Discrimination Policy
- Accommodation Policy
- Privacy and Confidentiality Policy
- Remote and Hybrid Work Policy
- Attendance and Time-Off Policy
- Social Media and Technology Use Policy
- Progressive Discipline Policy
Keeping Up To Date
Beyond workplace policies, there are also various mandatory training and health and safety requirements that are key for employers to know, and ensure are in place. This knowledge and implementation isn’t just about compliance, it’s also about fostering a transparent, fair and respectful work environment.
As employment law in Ontario evolves regularly, as do workplace norms and technologies, we recommend employers audit their workplace policies and handbooks annually. If you’d like Greenwood Law’s assistance in ensuring your workplace is up-to-date and compliant, get in touch for a consultation.
