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 to legislative and regulatory changes that affect workplace operations.
This HR Compliance Guide is designed as a reference tool to help Ontario employers understand key requirements, 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
Requirements vary depending on factors such as the size and nature of the workplace. Policies need to be reviewed and updated as required and clearly communicated to employees.
Required Postings and Documents
Ontario employers are required to post or provide employees with certain workplace information, where applicable, including:
- Employment standards information
- Occupational health and safety policies
- Health and safety posters and notices
- Workplace violence and harassment policies
Required information needs to be readily accessible to workers, including electronically where permitted.
Mandatory Employee Training
Ontario employers have a number of workplace training obligations. Depending on the workplace and the employee’s role, required training may include:
- Worker or supervisor occupational health and safety awareness training
- Workplace violence and harassment information and instruction
- Workplace Hazardous Materials Information System (WHMIS) education and training
- Accessibility training under the AODA
Human rights training is also an important part of an organization’s broader compliance and prevention strategy. Training employees and supervisors on discrimination, harassment, accommodation, and their responsibilities under the Ontario Human Rights Code can help establish expectations and reduce workplace risk.
Training needs to reflect the workplace, employee responsibilities and applicable legislative requirements, and be updated when necessary.
Additional Workplace Policies
Organizations may also consider policies addressing areas such as:
- Canada’s Anti-Spam Legislation (CASL)
- Social media use
- Diversity, equity and inclusion
- Drug and alcohol use
- Flexible and remote work arrangements
While the legal requirements associated with these areas vary, clear workplace policies can help establish expectations and provide consistency in how workplace issues are managed.
Recent Legislative Updates Affecting Ontario Workplaces
Bill 190, Working for Workers Five Act, 2024
Bill 190 introduced a number of changes affecting Ontario workplaces, including:
- Expansion of the definition of workplace harassment to expressly include certain virtual conduct
- Changes permitting Joint Health and Safety Committee meetings to take place remotely
- Restrictions on when employers can require medical notes for certain Employment Standards Act sick leave
- Increased maximum fines for individuals convicted of offences under the Employment Standards Act
- Changes to Occupational Health and Safety Act provisions affecting remote work
Employers need to ensure their policies, procedures and workplace practices reflect the requirements currently in force.
Working for Workers Six Act, 2024
The Working for Workers Six Act, 2024 received Royal Assent on December 19, 2024 and introduced additional amendments affecting employment standards and occupational health and safety requirements in Ontario.
As provisions under Ontario’s Working for Workers legislation have taken effect at different times, employers need to consider the specific effective date of each requirement when reviewing their compliance obligations.
Key Compliance Requirements
New Employee Information Requirements
Since July 1, 2025, Ontario employers with 25 or more employees have been required to provide new employees with prescribed written employment information before their first day of work or, where that is not practicable, as soon as reasonably possible after employment begins.
The required information includes prescribed details about the employer and the employee’s anticipated work arrangements.
Employers covered by the requirement need to ensure their onboarding procedures incorporate this information.
Washroom Facilities and Cleaning Records
Ontario introduced new requirements relating to workplace washroom facilities and cleaning records.
Since July 1, 2025, employers and constructors have been required to ensure washroom facilities provided for workers are maintained in a clean and sanitary condition.
Effective January 1, 2026, employers and constructors must keep, maintain and make available records showing the date and time of the two most recent cleanings of each washroom facility.
Cleaning records must be posted in a conspicuous place in or near the washroom facility or made available electronically, with workers provided with instructions on where and how to access them.
Employers need to ensure their cleaning procedures and record-keeping practices reflect these requirements.
Job Posting Requirements Now in Effect
Effective January 1, 2026, new requirements for publicly advertised job postings came into force under Ontario’s Employment Standards Act, 2000.
Who Is Affected
The requirements generally apply to employers with 25 or more employees on the day the publicly advertised job posting is posted.
Publicly Advertised Job Posting Requirements
Employers covered by the requirements must ensure that:
- Publicly advertised job postings include information about expected compensation or a compensation range, subject to prescribed exceptions and limitations.
- Canadian work experience is not required in publicly advertised job postings or associated application forms.
- The use of artificial intelligence to screen, assess or select applicants is disclosed in the posting.
- The posting includes a statement indicating whether the posting is for an existing vacancy.
- Applicants who are interviewed are provided with prescribed information about whether a hiring decision has been made within the required 45-day timeframe.
- Required copies and records relating to publicly advertised job postings and associated application forms are retained for three years.
Employers that recruit in Ontario need to ensure their job posting templates, application processes, use of artificial intelligence and applicant communication procedures reflect these requirements.
Keeping Your Workplace Compliant
Compliance is not a once-a-year exercise. Legislative requirements change, workplaces evolve and new risks emerge.
Employers can support ongoing compliance by regularly reviewing workplace policies, required postings, employee training, onboarding procedures and recruitment practices. Changes to legislation also provide an opportunity to determine whether employees and supervisors need updated information or training.
Keeping policies and training current helps employees understand what is expected of them and gives supervisors the information they need to respond appropriately when workplace issues arise.
Using This Guide
This guide is intended as a general compliance reference and is not legal advice. Requirements may vary depending on the size, nature and circumstances of the workplace. Employers are encouraged to consult current legislation and regulatory guidance and obtain legal advice where appropriate.
Regular policy reviews, updated training and ongoing compliance planning can help organizations meet their obligations while supporting a respectful and well-managed workplace.
For organizations seeking additional support, HR Proactive Inc. provides workplace compliance training, policy support and customizable eLearning programs designed to help employers keep their workforce informed and their training current.
