Employee Onboarding SOP Pack

1. Before day one

• · Written offer letter stating position, wage rate, pay period, hours, benefits, probationary review and termination provisions that meet or exceed ESA minimums
• · Signed offer, TD1 federal and TD1ON provincial forms, SIN and direct deposit collected securely
• · Confirm eligibility to work in Canada; do not retain copies beyond what is necessary
• · Add to payroll, WSIB coverage, scheduling and communication tools
• · Order uniform, keys, PPE and equipment

2. Day one — legally required

• · Provide the ministry's Employment Standards poster information in writing within 30 days of hire
• · OHSA basic occupational health and safety awareness training for workers — mandatory, and completed before or on the first shift
• · Review workplace violence and harassment policies and the reporting procedure
• · WHMIS training where hazardous products are present, with a signed record
• · AODA accessible customer service training appropriate to the role
• · If you employ 25 or more employees on January 1: provide the written policy on disconnecting from work and the written policy on electronic monitoring within 30 days
• · Tour: exits, fire extinguishers, first aid kit, eyewash, muster point, first aider name

3. Week one training plan

4. 30 / 60 / 90 day reviews

• · Day 30: role clarity, safety habits, three things going well, one focus area
• · Day 60: quality and speed against the standard, cross-training plan
• · Day 90: written performance summary, wage/role decision, development plan
• · Document every review, have both parties sign, and keep it in the employee file

5. Records and privacy

• · Keep employment records for at least three years after employment ends (ESA record-keeping)
• · Store personal information securely with role-based access; collect only what is needed
• · Separate medical or accommodation information from the general personnel file
• · Accommodation duty under the Ontario Human Rights Code applies from recruitment onward, up to the point of undue hardship

6. Offboarding

• · Written notice of termination or termination pay per ESA (one week per year of service to a maximum of eight, with severance pay obligations for larger payrolls)
• · Final pay including outstanding vacation pay on the next regular pay date or within seven days, whichever is later
• · Record of Employment filed with Service Canada within the required timeframe
• · Return of keys, uniforms and equipment; access revoked same day
• · Exit interview questions and retention insight log