Navigating employment regulations in Canada can be complex, with each province and territory having unique requirements. Our thorough eleven-part series deconstructs the critical policies you must understand, providing unique insights into each Canadian Province and Territory. Let us equip you with the knowledge to create a compliant and thriving workplace, no matter where in Canada you operate.

Part 1 - Ontario Part 2 - Quebec Part 3 - British Columbia Part 4 - Alberta Part 5 - Manitoba Part 6 - Saskatchewan Part 7 - Nova Scotia Part 8 - New Brunswick Part 9 - Newfoundland and Labrador Part 10 - Prince Edward Island Part 11 - Territories, Northwest Territories, Nunavut, & Yukon

This Part 4 in our Series provides an overview of the essential employment policies for Alberta employers. Navigating the landscape of employment policies in Alberta can be complex. Understanding which policies are legally required and which are recommended for best practices is crucial for compliance and fostering a positive workplace environment. Fortunately, we’ve got everything you need to know below.

*Disclaimer: Employment laws and regulations can change. While we strive to provide up-to-date information, this guide does not constitute legal advice and we recommend verifying current regulations with official sources.

Required Employment Policies

Health and Safety Policy

Every employer in Alberta is required to comply with the Occupational Health and Safety Act. An OHS policy should outline the measures taken by the company to ensure a safe working environment, and it should include protocols for identifying and mitigating workplace hazards. Key elements should include employee and employer responsibilities, how to report unsafe working conditions, the role of health and safety committees, and required employee training. Additionally, the policy should address emergency response procedures, ensuring that employees know what to do in the event of a workplace incident or injury.

Workplace Violence and Harassment Policy

Under Alberta's OHS legislation, employers must establish and maintain a workplace harassment and violence prevention plan. This policy should include a clear statement against harassment and violence in the workplace, as well as a detailed procedure for reporting incidents. It must also explain how investigations into harassment or violence claims will be handled, the steps taken to protect affected employees during and after investigations, and the consequences for individuals found to be engaging in harassment or violence. Regular training and communication on this policy are critical to fostering a respectful and safe workplace environment.

Anti-Discrimination Policy

Complying with Alberta’s Human Rights Act is mandatory for all employers. A human rights policy must ensure that discrimination is prohibited on all protected grounds such as race, religion, gender, age, and disability. This policy should also detail the company’s commitment to fostering an inclusive workplace and the steps taken to prevent discriminatory practices in hiring, promotions, or day-to-day operations. Additionally, it should address the company’s duty to accommodate employees with disabilities, including the process for requesting accommodations and the criteria used to evaluate such requests.

Privacy Policy

Alberta’s Personal Information Protection Act (PIPA) requires employers to protect the personal information of their employees. A privacy policy should outline the types of personal information collected, how it is stored, and the purposes for which it is used. Consent for the collection and use of personal information must be obtained, and the policy should include procedures for handling information requests, complaints, and the secure disposal of sensitive data. Transparency and access control are key elements to ensure compliance with PIPA regulations.

Recommended Employment Policies

Workers’ Compensation Coverage Policy

All businesses must comply with Alberta’s Workers' Compensation Act, which requires employers to provide workers’ compensation coverage. A workers' compensation policy should clearly state the company's registration with the Workers’ Compensation Board (WCB) and outline how employees are covered in case of a workplace injury or illness. This policy must detail the reporting process for workplace injuries, the steps employees should take to seek compensation, and the company’s role in facilitating rehabilitation and return-to-work programs.

Employee Code of Conduct

An employee code of conduct is a valuable tool for setting clear expectations regarding behaviour and performance. This policy should cover areas such as professional ethics, conflict of interest, attendance, dress code, and the use of company resources. It should also outline the procedures for addressing violations and the potential disciplinary actions that may result. A well-defined code of conduct can help prevent misunderstandings and ensure that all employees adhere to the company’s standards.

Diversity, Equity, and Inclusion Policy

A diversity, equity, and inclusion policy is crucial for fostering a workplace culture that values and respects differences. While not legally required, this policy should articulate the company’s commitment to diversity in hiring, promotion, and all aspects of employment. It should include strategies for creating an inclusive environment, such as training programs, employee resource groups, and initiatives to eliminate unconscious bias. A strong diversity, equity, and inclusion policy can enhance employee engagement and attract top talent from diverse backgrounds.

IT and Data Security Policy

Protects company data and technology assets from breaches and misuse, ensuring data security and privacy. The policy should outline acceptable use of company technology, procedures for safeguarding data, and protocols for responding to security incidents.

Remote Work Policy

With the rise of remote work, having a comprehensive remote work policy is highly recommended. This policy should outline expectations for remote work arrangements, including work hours, communication protocols, and the use of company equipment. It should also address data security, confidentiality, and any specific performance metrics that apply to remote employees. A well-crafted remote work policy can help ensure consistency and productivity, even when employees are working outside the traditional office environment.

Social Media Policy

In today’s digital age, a social media policy is essential for protecting the company’s reputation and ensuring that employees understand the boundaries of appropriate online behaviour. This policy should define acceptable use of social media, both in and outside of work, and outline the consequences of violating the policy. It should also provide guidelines for representing the company online, including the use of company logos, sharing confidential information, and engaging with customers or the public.

Workplace Hazardous Materials (WHMIS) Policy

Employers are required to comply with the Workplace Hazardous Materials Information System (WHMIS) regulations. While there is no explicit requirement to have a separate WHMIS policy, employers must ensure that they fulfil all the obligations under WHMIS, which include training employees, labelling hazardous materials, and maintaining Material Safety Data Sheets (MSDSs) or Safety Data Sheets (SDSs).

Workplace Emergency Preparedness Policy

A workplace emergency preparedness policy, although not explicitly mandated, is highly recommended to ensure the safety and well-being of employees during emergencies. This policy should include detailed plans for various types of emergencies, such as fires, earthquakes, or hazardous material spills. It should specify evacuation routes, the roles and responsibilities of employees during an emergency, and procedures for communicating with staff and emergency responders. Regular drills and training should be part of this policy to ensure that all employees are prepared to respond effectively in an emergency situation.

Grievance Policy

A Grievance Policy provides a clear process for employees to raise and resolve workplace issues or disputes. This policy ensures that employee concerns are addressed fairly and promptly, contributing to a positive and transparent organizational culture.

Workplace Drug and Alcohol Policy

Ensures a safe and productive work environment by outlining expectations and procedures regarding substance use and testing. This policy should detail the types of substances covered, the circumstances under which testing may be conducted, and the consequences for violations.

Performance Management Policy

Outlines how employee performance will be assessed and managed, ensuring fairness and clarity in evaluations and promotions. The policy should describe the performance appraisal process, criteria for evaluating performance, and the steps for addressing performance issues.

Training and Development Policy

A Training and Development Policy underscores the company's commitment to employee growth and development. It is beneficial for enhancing skills and improving job performance. The policy should detail available training programs, eligibility criteria, and procedures for accessing training opportunities.

Conclusion

In conclusion, ensuring compliance with Alberta's legislatively required policies is a fundamental responsibility for HR professionals. Equally important is the implementation of recommended policies that address modern workplace issues such as diversity, wellness, and technology. Both required and recommended policies should be tailored to the specific needs of the organization, regularly reviewed, and communicated effectively to all employees to promote a productive and legally compliant workplace.

Resources for Further Information

Alberta - Employment Standards

Alberta - Occupational Health and Safety

Alberta Human Rights Commission

Alberta Workers’ Compensation Board - Alberta

Office of the Information and Privacy Commissioner of Alberta