1. Health and safety policy
Employers are obligated to create and annually update a written policy on occupational health and safety. They must also establish and uphold a program to execute this policy. This policy must be prominently displayed in the workplace.
Reference: Occupational Health and Safety Act (OHSA) | Ontario.ca
2. Workplace violence prevention policy
In Ontario, it is mandatory for every employer to develop and annually reassess a workplace violence policy. If the workplace employs six or more individuals, this policy on preventing workplace violence must be documented and displayed prominently within the workplace. For workplaces with fewer than six employees, the policy is not required to be in written form.
Reference: Preventing Workplace Violence and Workplace Harassment | Ontario.ca
3. Workplace harassment prevention policy
All employers in Ontario are obliged to develop and annually revise a policy on workplace harassment. For workplaces with six or more employees, this policy aimed must be formalized in writing and visibly displayed within the workplace. In cases where there are fewer than six workers, the policy is not required to be in a written format.
Reference: Code of Practice to Address Workplace Harassment | Ontario.ca
4. Required Accessibility for Ontarians with Disabilities Policies
All organizations must provide accessible information and communication upon request, without additional charges. All are required to accommodate employees with disabilities throughout their employment under the Ontario Human Rights Code and the AODA employment standards. This means they should make the hiring process easy for people with disabilities, let employees know about available help, offer accessible ways to communicate, provide individualized emergency response plans, and take into account the needs of employees with disabilities in things like performance reviews and job changes.
In Ontario, employers with fewer than 20 employees are required to create accessibility policies to achieve their accessibility goals. Although not mandatory to document these policies, it is beneficial to do so. They must also provide mandatory training to their employees and volunteers, covering topics such as the Ontario Human Rights Code, accessible customer service, and any relevant accessibility requirements linked to their job duties and the organization’s policies.
For businesses and non-profits with 20 to 49 employees, filing an accessibility compliance report every three years is mandatory. Compliance with this report is a legal obligation under the Accessibility for Ontarians with Disabilities Act (AODA). Resources are available to assist in completing this report, including videos and downloadable PDFs. These organizations are also required to create accessibility policies, train staff and volunteers on the Ontario Human Rights Code, accessible customer service, and applicable accessibility requirements.
Organizations with more than 49 employees have similar requirements but must also create and document a multi-year accessibility plan, review and update it every five years, and file an accessibility compliance report every three years. They must also keep written records of the training provided to staff and volunteers.
References: Accessibility rules for businesses and non-profits | Ontario.ca
5. Required Pay Equity Act Policies
Companies employing 100 or more workers are required to develop and publicly display a pay equity policy, detailing their strategies for achieving pay equity within their organization.
Reference: Overview of the Pay Equity Act | Canada.ca
6. Required Policy on Electronic Monitoring of Employees
Employers with 25 or more employees are required to maintain a written policy regarding electronic employee monitoring, commonly referred to as tracking. This policy should clearly indicate whether the employer engages in electronic monitoring and, if so, must encompass the following aspects:
- An explanation of the methods and situations in which electronic monitoring of employees may occur.
- The intended purposes for which the information obtained through electronic monitoring may be utilized by the employer.
- The specific date when the policy was initially drafted, including the day, month, and year.
- Any subsequent dates reflecting modifications or updates made to the policy.
Reference: Written Policy on Electronic Monitoring of Employees | Ontario.ca
7. Required Policy on Disconnecting From Work
Companies with a workforce of 25 or more employees must establish a written policy addressing the concept of disengaging from work. It is essential to note that this requirement does not mandate granting employees the right to disconnect from work or exempt them from work-related responsibilities outside of regular working hours; rather, it is a requirement that employers have a policy in place on disconnecting from work.
Reference: Written Policy on Disconnecting from Work | Ontario.ca
Other HR Policies in Ontario (not required but recommended):
- Anti-discrimination
- DEI statement
- Work from home policy
- Code of conduct
- Use of technology
- Use of social media
- Nepotism
- Privacy in the workplace
- Attendance and tardiness
- Overtime
- Vacation
- Emergency Preparedness
Health and Safety Policy Sample
The employer and senior management of [insert name of business] are vitally interested in the health and safety of its workers. Protection of workers from injury or occupational disease is a major continuing objective.
[insert name of business] will make every effort to provide a safe, healthy work environment. All employers, supervisors and workers must be dedicated to the continuing objective of reducing risk of injury.
[insert name of business], as employer, is ultimately responsible for worker health and safety. As president [or owner/operator, chairperson, chief executive officer, etc.] of [insert name of business], I give you my personal commitment that I will comply with my duties under the Act, such as taking every reasonable precaution for the protection of workers in the workplace.
Supervisors will be held accountable for the health and safety of workers under their supervision. Supervisors are subject to various duties in the workplace, including the duty to ensure that machinery and equipment are safe and that workers work in compliance with established safe work practices and procedures.
Every worker must protect their own health and safety by working in compliance with the law and with safe work practices and procedures established by the employer. Workers will receive information, training and competent supervision in their specific work tasks to protect their health and safety.
It is in the best interest of all parties to consider health and safety in every activity. Commitment to health and safety must form an integral part of this organization, from the president to the workers.
Reference: Occupational Health and Safety Act | Ontario.ca
Workplace Violence Protection Policy Sample (Encompasses Harassment)
See sample here: https://www.canada.ca/en/employment-social-development/programs/workplace-health-safety/harassment-violence-prevention/sample-policy.html
Workplace Harassment Prevention Policy Sample (Encompasses Violence)
See sample here: https://www.pshsa.ca/resources/workplace-violence-and-harassment-policy-template
Required Accessibility for Ontarians with Disabilities Policy Sample
See sample here: Accessibility Policy Sample – Forms – Central Forms Repository (CFR) (gov.on.ca)
Required Pay Equity Act Policy
See here for a checklist of what to include and/or consider when developing this policy: https://www.canada.ca/en/services/jobs/workplace/human-rights/overview-pay-equity-act.html
Required Policy on Electronic Monitoring of Employees
1. Introduction This Digital Monitoring Policy is prepared by [Dental Clinic Name] (“the Clinic”) to inform employees about our electronic monitoring practices. This policy is in compliance with the Ontario Employment Standards Act, 2000.
Preparation Date: [Day, Month, Year]
Last Modification Date: [Day, Month, Year] (if applicable)
2. Scope This policy applies to all employees, including full-time, part-time, and temporary staff, as defined under the Ontario Employment Standards Act, 2000.
3. Electronic Monitoring Practices The Clinic conducts electronic monitoring of employees in the following circumstances:
- Security Cameras: Installed in common areas such as reception, hallways, and storage rooms. Not present in private areas.
- Computer and Network Monitoring: Monitoring of activities on Clinic-owned computers and networks.
- Access Control Systems: Usage of key cards for accessing restricted areas within the Clinic.
- Patient Appointment Systems: Digital tracking of patient appointments.
4. Purposes of Monitoring
- Security Cameras: For ensuring safety and security of the premises, staff, and patients.
- Computer and Network Monitoring: To protect patient data, ensure compliance with healthcare regulations, and prevent cybersecurity threats.
- Access Control Systems: To regulate access to sensitive areas, safeguarding confidential information and equipment.
- Patient Appointment Systems: To optimize clinic operations and patient flow management.
5. Privacy and Confidentiality Monitoring is conducted with utmost respect for privacy. No surveillance is conducted in private areas such as restrooms.
6. Notification and Consent Employees will be informed of these monitoring practices upon employment and periodically thereafter. Consent is obtained through the employment agreement.
7. Data Handling Data collected will be securely stored and accessed only by authorized personnel, in compliance with relevant data protection laws.
8. Compliance and Enforcement Adherence to this policy is mandatory for all employees. Violations may lead to disciplinary action.
9. Policy Review and Updates This policy will be reviewed annually and updated as necessary. Employees will be informed of significant changes.
10. Acknowledgment Employees are required to acknowledge understanding and receipt of this policy.
Disclaimer This is a draft policy for illustrative purposes and not a government-provided sample.
Required Policy on Disconnecting from Work Sample
Introduction This Disconnecting from Work Policy is prepared by [Dental Clinic Name] (“the Clinic”) to inform employees about our electronic monitoring practices. This policy is in compliance with the Ontario Employment Standards Act, 2000.
Preparation Date: [Day, Month, Year]
Last Modification Date: [Day, Month, Year] (if applicable)
1. Introduction [Name of Dental Clinic] is committed to supporting the well-being of our employees by recognizing the importance of disconnecting from work. This policy aims to define and establish guidelines around not engaging in work-related communications outside of scheduled work hours. “Disconnecting from work” is understood as refraining from work-related communications, such as emails, telephone calls, video calls, and other message types, to be free from the performance of work.
2. Scope and Purpose This policy applies to all employees of the Clinic. It is designed to provide clarity on the Clinic’s expectations regarding work-related communications outside of regular working hours and to promote a healthy work-life balance.
3. Expectations for Disconnecting from Work
- General Rule: Employees are not expected to engage in work-related communications outside of their scheduled work hours.
- Emails and Messages: There is no expectation for employees to read or reply to work-related emails or other messages after their workday ends.
- Phone Calls and Video Calls: Employees are not expected to answer work-related phone calls or participate in video calls outside of their scheduled hours.
4. Situational Expectations
- Time of Communication: Communications received outside of standard working hours (e.g., evenings and weekends) typically do not require immediate attention.
- Subject Matter Urgency: In cases where an urgent response is necessary (e.g., emergency patient situations), the Clinic may contact employees outside of working hours. These instances are expected to be rare.
- Nature of the Contact: If a supervisor, colleague, or client contacts an employee outside of working hours for non-urgent matters, the employee is not expected to respond until the next scheduled workday.
5. Out-of-Office Protocol
- When employees are not scheduled to work, they are encouraged to activate out-of-office email replies and voicemail messages stating they are currently out of the office and will respond upon their return.
6. Compliance Adherence to this policy is essential to maintain a healthy work environment. Any concerns or violations of this policy should be reported to a supervisor or HR representative.
7. Policy Review and Updates This policy will be reviewed annually and updated as necessary. Employees will be informed of any significant changes.
8. Acknowledgment Employees are required to acknowledge understanding and receipt of this policy.
Disclaimer: This is a draft policy for illustrative purposes and is not a government-provided sample.