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

Essential Employment Policies Series: Part 6 - Saskatchewan

This Part 6 in our Series provides an overview of the essential employment policies for Saskatchewan employers. Navigating the landscape of employment policies in Saskatchewan 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

Occupational Health and Safety (OHS) Policy

The Saskatchewan Employment Act mandates that all employers have a written OHS policy. This policy serves as the cornerstone of your commitment to maintaining a safe workplace. It should outline detailed procedures for hazard identification, risk assessment, and control measures. The policy must include emergency response plans, clearly defined roles and responsibilities for both employers and employees regarding safety, and procedures for reporting and investigating workplace incidents.

Essential elements include:

• A statement of the employer's commitment to health and safety
• Specific safety rules and procedures
• Training requirements for employees
• Procedures for identifying and controlling hazards
• Emergency response protocols
• Incident reporting and investigation procedures

The policy must be reviewed annually in consultation with the occupational health committee or representative, and it must be posted in a visible location in the workplace. Regular training sessions should be conducted to ensure all employees are familiar with the policy and their responsibilities.

Harassment Prevention Policy

Also required by The Saskatchewan Employment Act, this policy is crucial for creating and maintaining a respectful work environment. Harassment can take many forms, including sexual harassment, bullying, and discriminatory behavior based on protected grounds such as race, gender, or religion.

The policy should:

• Clearly define what constitutes harassment
• Outline procedures for reporting harassment
• Detail the investigation process for complaints
• Specify consequences for policy violations
• Include measures to protect complainants from retaliation
• Provide resources for support and counseling

The policy must be readily available to all employees, and regular training should be provided to ensure everyone understands their rights and responsibilities. Employers should also consider appointing a designated harassment officer to handle complaints and investigations.

Violence Prevention Policy

This policy is also required by The Saskatchewan Employment Act, and addresses potential workplace violence. Workplace violence can include physical attacks, threatening behavior, and verbal or written threats.

Key components of this policy should include:

• Identification of potential violence risks specific to your workplace
• Detailed prevention strategies
• Established incident reporting procedures
• Outline of support measures for affected employees
• Emergency response plans for violent incidents
• Training requirements for employees on violence prevention and response

Regular risk assessments should be conducted to identify potential sources of violence, and the policy should be updated accordingly. Employee training on violence prevention and response is essential and should be conducted regularly.

Privacy Policy

To comply with The Freedom of Information and Protection of Privacy Act, employers must have a policy governing the collection, use, and protection of employee personal information.

This policy should specify:

• What personal information is collected and why
• How the information is used and who has access to it
• How the information is secured and protected
• Procedures for employees to access their personal information
• How long information is retained and how it's disposed of
• Procedures for handling privacy breaches

It's crucial to obtain employee consent for collecting and using personal information. The policy should also address the use of surveillance cameras if applicable, and how electronic communications are monitored.

Recommended 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

While creating and maintaining these policies requires significant effort, they provide crucial protection for both employers and employees. They set clear expectations, promote a positive work environment, and can help prevent costly disputes. Remember to review and update your policies regularly to ensure they remain compliant with current legislation and aligned with your company's evolving needs.

When implementing these policies, consider seeking legal advice to ensure full compliance with Saskatchewan's employment laws. Regular training sessions on these policies can help ensure all employees understand their rights and responsibilities, contributing to a harmonious and productive workplace.

Resources for Further Information

Saskatchewan Employment Act The primary legislation governing employment standards in the province.

Occupational Health and Safety Regulations Detailed regulations on workplace health and safety requirements.

Saskatchewan Human Rights Commission Information on human rights in the workplace, including anti-discrimination policies.

Workers' Compensation Board of Saskatchewan Resources on workers' compensation and workplace injury prevention.

Saskatchewan Labour Relations Board Information on labour relations and collective bargaining in the province.

Office of the Saskatchewan Information and Privacy Commissioner Resources on privacy laws and best practices for handling personal information.

Saskatchewan Ministry of Labour Relations and Workplace Safety Government resources on various aspects of employment and workplace safety.