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

Part 2 in this Essential Employment Policies Series outlines the mandatory and recommended policies which every Quebec business should have in place. Operating a business in Quebec involves adhering to policy requirements which are often unique to this Province of Canada, such as the Language policy. 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

Workplace Safety Policy

The cornerstone of a compliant business in Quebec is the implementation of a robust Workplace Safety Policy. This policy must comply with Quebec’s Act Respecting Occupational Health and Safety (AOHS) and the regulations set forth by the Commission des normes, de l'équité, de la santé et de la sécurité du travail (CNESST). By establishing and maintaining safety protocols, businesses can protect employees from workplace hazards and ensure a safe working environment. Key Elements: This policy should include detailed safety protocols and emergency procedures, safety training programs for all employees, procedures for reporting hazards and incidents, and information on the use of personal protective equipment (PPE).

Harassment and Discrimination Policy

Equally important is the Harassment and Discrimination Policy. Quebec businesses must adhere to the Charter of Human Rights and Freedoms and the Act Respecting Labour Standards (ALS). This policy should address issues related to sexual harassment and discrimination, providing a clear mechanism for filing complaints and resolving such matters. Ensuring a respectful and inclusive workplace is not only a legal obligation but also a crucial aspect of fostering a positive organizational culture. Key Elements: This policy should define harassment and discrimination, outline steps for reporting and handling complaints, assure protection against retaliation, and describe the investigation and resolution process.

Employment Equity Policy

For federally regulated employers with 100 or more employees, the Employment Equity Policy is mandatory under the Employment Equity Act. This policy aims to eliminate employment barriers for women, Aboriginal peoples, persons with disabilities, and visible minorities, promoting equality and diversity within the workplace. By actively working towards a more equitable work environment, businesses can benefit from a diverse range of perspectives and skills. Key Elements: This policy should identify underrepresented groups, set goals for achieving workplace equity, detail specific actions and programs to promote equity, and establish procedures for monitoring progress and reporting to authorities.

Language Policy

The Language Policy is another critical requirement for businesses in Quebec, as mandated by the Charter of the French Language (Bill 101). This policy ensures that French is the primary language of work, communication, and service within the company. Businesses must facilitate French language usage and provide necessary language training to employees, thereby respecting Quebec’s linguistic heritage and legal standards. While French is the primary language of work, there may be exceptions, and internal communication between employees can be in other languages if they choose. Key Elements: This policy should facilitate French language usage and provide necessary language training to employees.

Privacy Policy

In addition to these policies, businesses must have a comprehensive Privacy Policy in place. This policy should comply with the Act Respecting the Protection of Personal Information in the Private Sector (APPIPS), outlining how employee information is collected, used, and stored securely. Protecting employee privacy is crucial for building trust and maintaining confidentiality within the workplace. Key Elements: This policy should outline how employee information is collected, used, and stored securely, ensuring confidentiality and building trust within the workplace.

Attendance and Leave Policies

Attendance and Leave Policies are also essential for compliance with Quebec’s employment standards. These policies should cover statutory holidays, vacation leave, sick leave, maternity/paternity leave, and other types of leave as specified by the ALS. Clear and well-communicated policies ensure that employees understand their entitlements and obligations, contributing to a fair and organized work environment. Key Elements: This policy should clearly communicate the criteria for leave eligibility, the steps for requesting leave, and the procedures for tracking leave.

Recommended Employment Policies

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

Implementing both required and recommended employment policies not only ensures legal compliance but also promotes a positive and equitable workplace environment. By prioritizing these policies, businesses in Quebec can enhance employee satisfaction, productivity, and overall organizational success. Staying informed and proactive in your approach to managing employment policies is essential for navigating the complexities of Quebec’s regulatory landscape effectively.

Resources for Further Information

CNESST Official Website

MTESS Official Website