On September 8, 2016, Ontario employers will have much more to
deal with under health and safety legislation.
Bill 132, An Act to amend various statutes with respect to
sexual violence, sexual harassment, domestic violence and related
matters, received royal assent on March 8, 2016. The bill
expands the definition of workplace harassment under the
Occupational Health and Safety Act (OHSA) to explicitly
include sexual harassment. It also imposes significant new
obligations on employers with respect to implementing policies and
programs, and conducting workplace harassment investigations. The
changes come into effect on September 8.
There is recent guidance – a Code of Practice – from the Ministry of
Labour intended to help employers navigate their new and often
complex obligations. Published just this month, the Code of
Practice consists of four parts, each of which identifies measures
employers may adopt to meet their OHSA workplace harassment
obligations. Of note, employers may choose to adhere to one or all
four parts of the Code of Practice. If an employer chooses to
adhere to a part of the code, it must adopt and adhere to all the
practices contained in that part to be deemed in compliance with
the OHSA workplace harassment provisions referred to in that
part.
Adopting the Code of Practice is not mandatory and several
practices set out in the code would appear to go beyond the
statutory obligations imposed on employers by the OHSA.
Accordingly, failure to comply with certain practices in the code
may not be a breach of the OHSA workplace harassment provisions. As
the Ministry of Labour states, "The Code of Practice is just
one way in which employers can meet the legal requirements
regarding workplace harassment."
Workplace harassment policy
OHSA Section 32.0.1 sets out an employer's obligation with
respect to preparing, reviewing and posting a written workplace
harassment policy. Part I of the Code of Practice provides examples
of conduct that constitutes workplace harassment and practices for
preparing the written workplace harassment policy.
The code augments the OHSA requirements, including by requiring the
policy to be dated and signed "by the highest level of
management of the employer or at the workplace (e.g., President,
CEO, Senior Human Resources Professional or the uppermost member of
management at the workplace)." Further, to comply with Part I
of the Code of Practice, the policy must provide information about
"other resources" for a worker to seek help to address
workplace harassment including, for example, the "Human Rights
Legal Support Centre or employee assistance program, as
appropriate."
Workplace harassment program
Part II includes practices related to reporting and handling workplace harassment complaints, investigation standards and record-keeping requirements.
As noted in the Code of Practice, and consistent with the requirements in OHSA section 32.0.6, it is important for workers to be able to report workplace harassment to a person who will objectively address the complaint. Accordingly, the person who receives a workplace harassment complaint should not be under the alleged harasser's direct control. An alternate person must be designated to receive a complaint or be notified of an incident if the employer or supervisor is the alleged harasser. The employer also has a duty to consult with the joint health and safety committee or the health and safety representative (if any), as it develops and maintains the workplace harassment program.
Employer's duties concerning workplace harassment
Part III of the Code of Practice sets out the elements of an
appropriate investigation into a workplace harassment complaint,
including the duty under the OHSA to report the results of the
investigation in writing to both the complainant and the alleged
harasser.
While OHSA section 32.0.7 requires an employer to ensure an
investigation into incidents and complaints of workplace harassment
is "appropriate in the circumstances," it does not impose
or suggest a timeframe for completing the investigation. By
contrast, Part III of the Code of Practice states the investigation
must be completed within a timeframe of 90 calendar days or less,
unless there are extenuating circumstances warranting a longer
investigation. The Ministry of Labour cites "more than five
witnesses" and "key witness unavailable due to
illness" as examples of such extenuating circumstances.
Employers who voluntarily adopt the Code of Practice must adhere to
the 90-day timeline practice, as well as all other practices in
Part III to be considered compliant with that part of the code.
Providing information and instruction on a workplace harassment policy and program
OHSA Section 32.0.7 requires an employer to provide workers with
"information and instruction that is appropriate for the
worker on the contents of the policy and program with respect to
workplace harassment."
Part IV of the Code of Practice provides practical guidance on how
to meet this duty, for example, by requiring employers to provide
all workers covered by the OHSA with information on what conduct is
considered workplace harassment, as well as training to assist
workers in knowing what conduct is unwelcome in the workplace. To
comply with Part IV, the employer must give supervisors and
managers additional information and instruction, including how to
handle a workplace harassment complaint. Investigators must receive
information and instruction on how to conduct an investigation
appropriate in the circumstances and how to convey information to
workers about the contents of their workplace harassment policy and
program.
The Code of Practice also provides a template workplace harassment
policy, program and investigation plan as further guidance
materials.
As stated above, employers' expanded obligations under the OHSA
with respect to workplace harassment will take effect on September
8, 2016.
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