Staying Compliant with Workplace Regulations
Staying current with workplace regulations goes beyond avoiding fines, penalties, or reputational damage. It is about cultivating a fair, respectful, and legally compliant work environment where employees feel safe, supported, and informed. Compliance plays a critical role in building trust, accountability, and organizational credibility.
As employment standards and occupational health and safety laws continue to evolve, employers have an ongoing responsibility to stay informed about their legal obligations. This includes implementing and maintaining up to date workplace policies, ensuring required postings are visible and accessible, providing mandatory training, and responding proactively to legislative and regulatory changes that affect daily operations.
This 2026 HR Compliance Guide is designed as a practical reference tool to help employers meet their obligations, reduce risk, and promote a safe, inclusive, and productive workplace.
Key Elements of Workplace Compliance
Workplace Policies
Employers must implement and maintain workplace policies that address, where applicable:
- Occupational health and safety
- Workplace violence and harassment
- Accessibility under the Accessibility for Ontarians with Disabilities Act (AODA)
- Disconnecting from work
- Electronic monitoring
- Privacy and confidentiality
- Pay equity
Policies should be reviewed regularly, updated as legislation changes, and clearly communicated to employees.
Required Postings and Documents
Employers are required to post or distribute key workplace information, including:
- Employment standards information
- Occupational health and safety policies
- Health and safety posters and notices
These materials must be accessible to all employees, including remote and hybrid workers where applicable.
Mandatory Employee Training
Workers must receive training on:
- Occupational health and safety
- Workplace harassment and violence prevention
- Workplace Hazardous Materials Information System (WHMIS)
- Accessibility requirements under the AODA
- Human rights obligations under the Ontario Human Rights Code
Training must be appropriate to the workplace and refreshed as required by legislation or organizational change.
Optional but Recommended Policies
While not legally required, the following policies are considered best practices and help establish clear expectations:
- Anti spam compliance under CASL
- Social media use
- Diversity, equity, and inclusion
- Drug and alcohol use
- Flexible and remote work arrangements
Legislative Updates Affecting 2025 and 2026
Bill 190, Working for Workers Five Act, 2024
Key changes introduced under this legislation include:
- An expanded definition of workplace harassment
- Permission for virtual Joint Health and Safety Committee meetings
- Limits on employer requests for sick notes
- Increased penalties for Employment Standards Act violations
- Extended Occupational Health and Safety Act protections to remote workers
Working for Workers Six Act
Additional amendments affecting workplace compliance came into force on December 19, 2024. These changes continue to impact employer obligations through 2025 and into 2026.
What Employers Need to Know for 2025 and 2026
New Employee Information Requirements
As of July 1, 2025, employers with 25 or more employees must provide new hires with prescribed written information before their first day of work or as soon as reasonably possible after employment begins.
Washroom Facilities Requirements
- As of July 1, 2025, employers and constructors must ensure washroom facilities are clean, sanitary, and properly maintained.
- Records of washroom cleaning must be kept, maintained, and made available upon request.
- As of January 1, 2026, the dates and times of the last two cleanings for each washroom must be posted near the facility or made available electronically with clear instructions on how employees can access the records.
New Job Posting Requirements Effective January 1, 2026
Ontario has confirmed that job posting requirements under Bill 149, Working for Workers Four Act, 2024, and Bill 190, Working for Workers Five Act, 2024, take effect on January 1, 2026.
Who Is Affected
These requirements apply to employers with 25 or more employees on the day a job is publicly advertised.
Job Posting Requirements
Employers must ensure that:
- Job postings include the expected compensation or compensation range
- Canadian work experience is not requested in job advertisements or applications
- Use of artificial intelligence to screen or assess applicants is disclosed in the posting
- Postings state whether the position is a current vacancy
- Applicants who are interviewed are informed within 45 days whether a hiring decision has been made
- Records of job postings, application forms, and hiring decisions are retained for three years after the posting is removed from public access
Using This Guide
This guide is intended as a general compliance reference and should be used alongside legal advice and current legislative guidance. Regular policy reviews, updated training, and proactive compliance planning are essential to meeting legal obligations and supporting a respectful workplace culture.
For organizations seeking additional support, professional HR and training resources can help ensure compliance while strengthening workplace culture.
