Employee Handbook Template

1. Introduction and status of the handbook

State that the handbook is a guide, not an employment contract, that it does not reduce any Employment Standards Act, 2000 entitlement, and that where a policy conflicts with the ESA, the ESA prevails.

2. Employment basics

• · Hours of work, scheduling, breaks: a 30-minute eating period after five consecutive hours
• · Pay periods, pay statements and how to raise a payroll error
• · Overtime after 44 hours weekly at 1.5×, and any written averaging agreement
• · Probationary period and performance review cycle
• · Vacation: 2 weeks / 4% under five years; 3 weeks / 6% at five years or more
• · Public holidays and public holiday pay

3. Leaves of absence (ESA job-protected leaves)

• · Sick leave, family responsibility leave and bereavement leave — three days each per calendar year, unpaid, for employees who qualify
• · Pregnancy and parental leave
• · Family caregiver, family medical, critical illness and child death or disappearance leaves
• · Domestic or sexual violence leave
• · Reservist leave and organ donor leave
• · Note: entitlements and durations change with legislation — confirm current rules on Ontario.ca before publishing

4. Respect in the workplace

• · Anti-discrimination and anti-harassment policy covering every protected ground in the Ontario Human Rights Code
• · OHSA workplace harassment and workplace violence programs, including how to report and how investigations are conducted
• · Duty to accommodate to the point of undue hardship, and how to request accommodation
• · Non-retaliation guarantee

5. Health and safety

• · Worker rights: to know, to participate, to refuse unsafe work
• · Mandatory health and safety awareness training
• · Incident, injury and near-miss reporting within the same shift
• · PPE requirements by role and WHMIS obligations

6. Technology, privacy and confidentiality

• · Acceptable use of company devices, accounts and social media
• · Written policy on electronic monitoring (required for employers with 25+ employees as of January 1 each year)
• · Written policy on disconnecting from work (required at 25+ employees)
• · Confidentiality and protection of customer personal information
• · Return of property and access revocation on departure

7. Conduct and discipline

• · Attendance and punctuality expectations
• · Dress and hygiene standards appropriate to the role
• · Substance use policy, including impairment from cannabis or prescribed medication and the accommodation obligation
• · Progressive discipline: verbal coaching, written warning, final warning, termination — with room for immediate termination for serious misconduct

8. Ending employment

• · Resignation notice expectations
• · Notice of termination or termination pay per ESA minimums, and severance pay where applicable
• · Final pay and vacation payout timing
• · Record of Employment issuance

9. Acknowledgement form

I confirm I have received, read and understood the Employee Handbook, including the workplace violence, workplace harassment, electronic monitoring and disconnecting from work policies. I understand it does not reduce my Employment Standards Act, 2000 entitlements.

• · Employee name
• · Signature
• · Date
• · Manager signature