Feeling overwhelmed by labour law compliance? You’re not alone. Many nonprofits dedicate themselves to making a difference, but keeping up with regulations can fall by the wayside. Forget the lectures on why compliance is important–you’ve likely heard it enough. This article cuts to the chase, provides essential policies, and a simplified breakdown of key compliance areas. 

Before you dive in, grab the Free Compliance Bundle tailored to your province. It is packed with over 25 HR policy templates that match the latest labour laws, saving you loads of time. 

Legally required policies across all provinces

If you’ve grabbed all the essential policies for your province, let’s look at the list of policies that are mandatory in every province. Missing any of these could cost you dearly – every province has different fines and penalties. 

  • Health and Safety: Sets procedures for identifying and mitigating workplace hazards, ensuring employee safety.
  • Violence and Harassment: Creates a framework for preventing, reporting, and addressing workplace violence and harassment.
  • Human Rights: Makes sure everyone is treated fairly and prohibits discrimination based on protected grounds such as: race, religion, gender, or disability.

Legally required policies that may apply by province or employee size

  • Accessibility: Outlines your commitment to removing barriers to accessibility for persons with disabilities.
  • Pay Equity: Ensures equal pay for equal work, regardless of gender or other protected characteristics.
  • Pay Transparency: Provides transparency regarding compensation and pay practices to promote fairness and equity.

Got questions? Listen to the recorded version of our ‘Webinar and Q&A: One Stop HR Compliance’ with Darcy Michaud, VP of HR Services at HR Covered!   

Operational policies

There are other rules that aren’t required by law, but can still be helpful for your nonprofit. These rules can improve transparency, keep your staff happy, and help you achieve your goals.

  • Vacation Policy: Explains how much vacation time/pay your staff are entitled to and how it is provided or requested.
  • Hours of Work: Defines what the regular work hours are, how overtime works, and when people get breaks.
  • Drug and Alcohol: Sets rules around drugs or alcohol at work, outlines what happens if someone breaks the rules, or alternately, if an employee requires an accommodation.
  • Appropriate Technology Use: Protects your technology and makes sure staff members use technology responsibly.
  • Social Media Policy: Provides guidelines for how staff should use social media to maintain professionalism and avoid reputational risks.
  • Progressive Discipline: Creates a clear process to address performance issues and enforce other company policies.

Following the law is important, but having your own rules that fit your specific needs is just as important. Rules to manage volunteers, deal with donors, and outline acceptable behaviour or work practices can make your nonprofit safer and more efficient. Here are some additional policies that may help your nonprofit:

  • Emergency Response Plan
  • ​Corporate Social Responsibility Policy Template
  • ​Conflict of Interest Policy, Anti-Corruption and Bribery Policy Template
  • ​Computer Use & Appropriate Social Media Conduct Policy Template
  • ​Travel & Expense Policy Template
  • ​Working from Home Policy Template
  • Webinar and Q&A Recording: One-Stop HR Compliance

Click the banner below to download templates for all of the above policies with just a single click!

Legislatively required training

Investing in training is a good way to make your nonprofit successful and sustainable. From WHMIS to health and safety awareness training, educating your staff and volunteers with the necessary skills and knowledge is essential. Not only that, it may be required by law. 

Here are some of the mandatory training topics that may be required in your province:

  • Health and Safety Awareness: Provides basic knowledge on workplace health and safety principles and procedures.
  • Workplace Violence and Harassment: Educates employees to recognize, prevent, and report workplace violence and harassment.
  • Accessibility and Human Rights: Trains employees on your organization’s accessibility and human rights commitments, ensuring inclusive practices.
  • WHMIS (Workplace Hazardous Materials Information System): Trains employees on identifying and handling hazardous materials safely.

 Remember, missing these training programs could result in hefty fines.

ALSO READ: HR Compliance Made Easy for Canadian Nonprofits: A Comprehensive Guide

Required postings: Keeping your nonprofit informed (province-specific)

There are rules you need to post in your workplace so everyone can see them. These can change depending on where you are. Here are some common postings you need to display:

  • Employment Standards Act (ESA) / Employment Standards Code (ESC): Outlines minimum workplace standards such as wages, hours of work, and vacation entitlements.
  • Workplace Safety and Insurance Board (WSIB) / Workers’ Compensation Board (WCB) poster: Tells about workers’ compensation benefits in case of injury or occupational disease. Posting information about WSIB/WCB is mandatory in most provinces.
  • The applicable Occupational Health and Safety Act: Outlines health and safety regulations to protect workers. Related postings may include your organization’s Joint Health and Safety Committee (JHSC) members (if applicable) and information about recent inspections.
  • Required Policies: Some provinces mandate displaying specific policies, like your workplace harassment and violence policies.

Remember: This list is not exhaustive, and specific requirements can vary significantly between provinces.

Take control: Free provincial compliance assessment checklists

Introducing our free, downloadable Provincial Compliance Assessment Checklists! These self-audit checklists are meticulously crafted to align with the latest labour laws of each Canadian province.

Health and safety certifications: Strengthening your health and safety culture

  • Enactment of a Health and Safety Committee or Worker Representative: In all provinces, workplaces with a certain number of employees are required to have either a health and safety committee or a representative. Specialized training is usually required to teach representatives and committee members about their roles and responsibilities, including how to address workplace hazards, and promote a proactive safety approach. If your charity falls under this requirement, make sure the members are properly trained.
  • First Aid and CPR: Equipping your staff with first aid and CPR skills can make a critical difference in an emergency. Make sure you have the required number of first-aid trained staff members on-site to provide assistance until professional help arrives.

Consequences for non-compliance

Keeping up with compliance regulations can be daunting, but failing to do so can have serious consequences including:

  • Compliance Orders: Government agencies may issue orders requiring you to fix violations, such as implementing proper training or revising discriminatory policies.
  • Employee Restitution: In cases of wrongful termination or discrimination, you may be ordered to reinstate employees or compensate them for lost wages.
  • Fines and Penalties: Fines can vary depending on the severity of the violation, but can be substantial. Repeated offences typically lead to steeper penalties.

The severity of penalties considers factors like:

  • Nature of the Violation: Was it a minor oversight or a deliberate act?
  • Circumstances: Were there any extenuating circumstances?
  • Extent and Seriousness: How widespread was the violation and how serious were the potential consequences?
  • Compliance History: Does your organization have a history of noncompliance?

Confused about the latest employment rules for your nonprofit? Want to see how you’re doing? Book a free HR Compliance Checkup from HR Covered! Remember, compliance isn’t a burden, it’s a way to protect your amazing work as a nonprofit. Whenever you need assistance, we’re here to lend a hand!

About HR Covered: At HR Covered, we have a deep understanding of the critical organizational needs and processes specific to Canadian nonprofits. We ‘get’ your culture, your goals, and what drives you, too. Our unparalleled responsiveness and impeccable service have helped more than 200 nonprofits in Canada to focus on their core activities. We provide a plethora of services including HR Compliance, Legislative Training, HR Documentation, Health & Safety Compliance, HR Legal, HR Consulting and Outsourcing. For more info visit our website: www.hrcovered.com or call us at +1 866-606-0149.