Your Ontario employee handbook uses certain formal terms and each has a specific and formal definition. It's easier for you and employees if your Ontario employee handbook terminology and definitions are summarized in one place.
Rather than repeating those definitions whenever those terms are used, the terms are defined on an accompanying web page (like this one) and each term is capitalized when referred to throughout the Handbook. Here's why that's a good thing:
The Employee Handbook Builder is included in the HR Toolkit and provides step-by-step online instructions and guidance for getting your Canadian handbook over the finish line.
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The following is an example of how your definitions could be structured as an addendum to your Ontario employee handbook.
Whenever the following words occur in our Employee Handbook, they have the following meaning, unless a contrary intention appears or unless such meaning is inconsistent with the context:
The purpose of the Accessibility for Ontarians with Disabilities Act, 2005 (AODA) is to ensure that all Ontarians have fair and equitable access to programs and services and to improve opportunities for persons with disabilities. The Act will eventually cover all of the following areas: The Customer Service Standard was the first standard to become law as regulation. This standard provides guidelines and examples of how persons with disabilities can be served and accommodated when accessing services or participating in programs. The next three standards - Information and Communication, Employment, and Transportation have been combined under one regulation, the Integrated Accessibility Standards Regulation (IASR) . This is now law and the requirements are being phased in between 2011 and 2021. In addition to the standards listed above, there are also the General Requirements that apply across the IASR. An individual who is not an employee of the Company and who is contracted to perform temporary services for the Company through a Staffing Agency. Refer to Human Rights Code Insert your Company Legal Name or list of applicable subsidiaries to which the Employee Handbook/Manual apply. Company property that includes, without limitation, the following: Individuals who have a formal relationship with the Company, whether existing, former, currently associated with, or in communication with to form a relationship that includes, without limitation, the following:: Information about the Company that is or may be disclosed to you, known by you, or developed by you (alone or with others) as a consequence of or through your Engagement with the Company, which information: Confidential Information includes, without limitation, the following: An experienced professional who is not an employee who provides expertise for a fee and provides services in an advisory capacity. Services are paid via an invoice through Accounts Payable. At times, a Consultant may occupy a seat in the Workplace and may be required to adhere to Staff Policies if contractually obliged to do so by the Company. Collaboration and face-to-face time are key ingredients for running our business successfully. We need to know that Staff will be at work during certain periods so that we can make contact for the purposes of brainstorming, decision-making, information dissemination, and making the most of creativity. We encourage you to set up meetings during these times, and we ask that you schedule personal appointments and incidental absences outside of Core Hours where possible. You're expected to be in the office during our Core Hours, as follows: An individual who reports directly to someone else. For example, a director has 5 managers who report directly to the director. The managers are considered the director's direct reports. However, the individuals who work for each of the 5 managers are not the direct reports of the director. Discrimination is defined as any form of unequal treatment based on Protected Grounds, that results in disadvantage, whether imposing extra burdens or denying benefits. It may be intentional or unintentional. It may involve direct actions that are discriminatory on their face, or it may involve rules, practices or procedures that appear neutral, but have the effect of disadvantaging certain groups of people. Discrimination can be obvious, or it may occur in very subtle ways. Discrimination needs only to be one factor among many factors in a decision or action for a finding of discrimination to be made. Discrimination or harassment because of a person’s association, relationship or dealings with a person based on that person's Protected Grounds under the Code. It includes actions taken against a person who has objected to discriminatory comments aimed at another group. Comments or actions against a person or group motivated by bias, prejudice or hate based on Protected Grounds under the Code. It includes, but is not limited to, hate crime, hate propaganda, advocating genocide, telephone/electronic communications promoting hate, and the display of hate through any notice, sign, symbol or emblem. A negative, hostile or unpleasant Workplace or an unequal work environment due to comments or conduct that tend to demean a group identified by one or more Prohibited Grounds under the Code, even if not directed at a specific individual. A poisoned work environment may result from a serious and single event, remark or action. Any Company digital platform or method where digital communication may take place that includes, without limitation, the following: An individual working for the Company who is paid directly through the Company's payroll system, deducted statutory deductions, and receives a a statement of remuneration paid, such as aT4. employee eligible for standard benefits: An employee who has successfully completed their probationary period and where their employment agreement identifies them as being eligible for benefits, and where their benefits waiting period has passed regular employee: An employee who is hired in a longer-term capacity and is anticipated to successfully complete the probationary period full-time employee: An employee who is scheduled to work a Standard Work Week part-time employee: An employee who is consistently scheduled to work less than a Standard Work Week temporary employee: An employee who is hired for a pre-established period, perhaps during peak workloads, for special projects, as summer employment, or to provide vacation relief casual employee: An employee who works occasional and irregular hours on an as-needed basis Note that the term "employee" is not capitalized in the Handbook to facilitate readability. The period of active employment or other formal relationships with the Company, including as an Independent Contractor, Consultant, Volunteer, Agency Staff. The term "Engagement" is often used in place of "employment" to clarify that the subject matter, topic or policy is applicable to all Staff, not just employees. The contract signed between a Staff Member and the Company that sets out the formal terms and conditions of your Engagement. For example, an employment agreement or an independent contractor agreement. The term "Engagement Agreement" is often used in place of "employment agreement" to clarify that the subject matter, topic or policy is applicable to all Staff, not just employees.. employee Agency Staff Independent Contractor Consultant Volunteer employee Agency Staff Independent Contractor Consultant Volunteer The Employee Handbook document Remember! Always err on the side of caution. What one person finds offensive, another may not. It’s the perception of the receiver of any gesture or verbal message which may be deemed objectionable or unwelcome, that determines whether something is acceptable or not. Where definitions overlap, the Code prevails. Harassment as defined by Workplace Harassment as defined by Harassment is defined as a course of comments or actions towards a Company Stakeholder based on Protected Grounds, that are known, or ought to reasonably be known, to be unwelcome. It can involve words or actions that are known or should be known to be offensive, embarrassing, humiliating, demeaning or unwelcome. Sexual Harassment Sexual harassment is a subset of Harassment. If refers to a course of comment or conduct based on a Company Stakeholder’s sex or gender that is known or ought reasonably to be known to be unwelcome. Gender-based harassment is a subset of Sexual Harassment. It refers to behaviour that polices and reinforces traditional heterosexual gender norms. Sexual Solicitation and reprisal Sexually related solicitations or advances by any person who is in a position to grant or deny a benefit to the recipient, where this is known or ought reasonably to be known to be unwelcome. This includes Managers as well as co-workers where one person is in a position to grant or deny a benefit to the other. Reprisals for rejecting such advances or solicitations are also prohibited. Workplace harassment is defined as engaging in a course of vexatious comment or conduct against a worker in a workplace that is known or ought reasonably to be known to be unwelcome; or Workplace Sexual Harassment Examples of Harassment could include: Forms of sexual and gender-based harassment could include: Workplace bullying and psychological harassment is defined as unwanted conduct, comments, actions or gestures that affect an individual's dignity, psychological or physical health and well-being. Bullying and psychological harassment may result from the actions of one individual towards another, or from the behaviour of a group. Bullying and psychological harassment are often characterized through insulting, hurtful, hostile, vindictive, cruel or malicious behaviours which undermine, disrupt or negatively impact another’s ability to do their job and result in a harmful work environment for Staff. Bullying and psychological harassment can take many forms and may occur when the behaviour or conduct: Examples could include: Although there can be no exhaustive list, examples of behaviour and impact that may signify bullying or psychological harassment include, but are not limited to: A reasonable action taken by the Company or a Manager relating to the management and direction of Staff or the Workplace is not considered Workplace Harassment. Counseling, performance reviews, work assignments, and the implementation of disciplinary actions are not forms of Workplace Harassment, and don't restrict a Manager’s responsibilities in these areas. Refers to the Ontario's Human Rights Code that prohibits actions that discriminate against people based on a Protected Ground. Refer to: AODA - Accessibility for Ontarians with Disabilities Act, 2000 A self-employed individual who is not an employee of the Company and who contracts to provide temporary services to the Company to complete a particular piece of work. Services are paid via an invoice through Accounts Payable. An Independent Contractor may occupy a seat in the Workplace and may be required to adhere to Staff Policies if contractually obliged to do so by the Company. Failure to report back to work after 3 missed consecutive business days without notifying the Company. Also known as candidate. An individual who has applied for a position with the Company. The Company has the right to terminate your Engagement, but must provide appropriate notice as outlined in your Engagement Agreement. An exception to the notice requirement applies when there is 'Just Cause' which refers to conduct that is of such a serious nature or extent that it essentially breaks the Engagement relationship, in which case no notice would be provided and termination of Engagement would be immediate. Often referred to as 'supervisor' or 'boss'. As it relates to employees: The individual to whom you report to directly and from whom you take direction for your work. A manager is normally the individual who conducts your performance review. As it relates to non-employees: Your Company liaison, or the primary individual from whom you take direction for your services. Any improper conduct that involves illegal, fraudulent, dishonest, unethical, or hurtful behaviour, or serious negligence in the performance of your duties. The following are examples that supplement the policy violation examples outlined in Staff Policies, and is by no means an exhaustive list: Mobile devices are electronic or wireless portable devices that include but are not limited to: Any conduct, Misconduct, or violation of Staff Policies that occurs when you're off-duty that negatively impacts the Company, its products and services, or Company Stakeholders, including, without limitation, the following: “Personal activities” are defined as engaging in any activity during a Standard Work Week that is not directly related to one or more of the following: Examples of personal activities include, without limitation, the following: The Ontario Human Rights Code prohibits actions that discriminate against people based on any of the following protected grounds: A standard used to denote a hypothetical person who exercises “those ordinary qualities of attention, knowledge, intelligence, and judgment which society requires of its members for the protection of its own interest and the interest of others.” The phrase does not apply to a person’s ability to reason, but rather the prudence with which they act under the circumstances. Our general business hours are 8:30 am to 5:00 pm, Monday to Friday. Employees: Non-Employees: Social media is defined as a subset of Electronic Communication but has a specific and more complex definition that requires additional detail. The Company’s use of the term ‘Social Media’ includes, without limitation, the following: Refer to: Everyone Refer to: Everyone Refers to the policies and topics included in the What's Expected of You ("Staff Policies") section and sub-sections in the Handbook that all Staff must adhere to as a condition of Engagement if contractually obliged to do so by the Company, in which case a Staff Policies Agreement will be signed. Refers to the Company's computers, storage, networking and other physical devices, infrastructure and processes that create, process, store, secure and exchange the Company's electronic data.Technology tools include, without limitation, the following: The Company will work to provide accommodations up to the point of undue hardship which occur in situations where: If accommodation is determined to cause undue hardship and to the extent possible, the Company will work to find a fair and equitable compromise that strives to meet the needs of both parties. An individual who provides unpaid services to the Company A workplace is not necessarily a building or structure. It's defined as any location where you're engaged in providing services for or on behalf of the Company, which includes, without limitation, the following: As defined in the Occupational Health and Safety Act (‘OHSA’): Examples include but aren’t limited to: Violence can come from a number of possible sources including Company Stakeholders, domestic partners, or strangers. An individual who has a relationship with a Staff Member (Example: a spouse or former spouse, current or former intimate partner or a family member) who may physically harm, or attempt or threaten to physically harm, that Staff Member at work. In these situations, domestic violence is considered Workplace Violence. Any Company ideas, suggestions, developments, reports, documents, concepts, products, inventions, improvements, designs, devices, technology, programs, processes, methodologies, assemblies of information or data, productions made, perfected, conceived or participated in by you, any Company marketing schemes, business, joint venture or marketing contracts, or any business opportunities prepared, produced, developed, or acquired at your direction or by you, whether or not conceived or made in the Workplace, or during a Standard Work Week, and whether or not you are specifically instructed to make or develop the same. No revisions have been made to the terminology and definitions on this page
Definitions
Handbook Terminology
AODA - Accessibility for Ontarians with Disabilities Act, 2000
Agency Staff
the Code
the Company
Company Materials
Company Stakeholders
Confidential Information
Consultant
Core Hours
Direct Reports
Discrimination
Discrimination because of association
Hate activity
Poisoned environment
Electronic Communication(s)
employee
Engagement
Engagement Agreement
Everyone
Handbook
Harassment & Workplace Harassment
Ontario Human Rights Code
Occupational Health and Safety Act (‘OHSA’)
Workplace Bullying and Psychological Harassment
What Workplace Harassment Isn’t
Human Rights Code (the "Code")
ISAR - Integrated Accessibility Standards (“Regulation”)
Independent Contractor
Job Abandonment
Job Applicant
Just Cause
Manager
Misconduct
Mobile Devices
Off-Duty Misconduct
Personal Activities
Protected Grounds
Reasonable Person
Regular Business Hours
Standard Work Week
Social Media
Staff
Staff Member
Staff Policies
Technology Tools
Undue Hardship
Volunteer
Workplace
Workplace Violence
Domestic Violence
Work Product
Previous Versions of this Terms & Definitions Page