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Posting Requirements in the Workplace: A Checklist for Employers

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It is important for all employers to fulfil their legislated posting obligations at all times. Failure to do so may invite enforcement action, such as penalties and fines.

While posting requirements differ slightly across provinces, workplace signage in all jurisdictions is similar.

It generally relates to either employment standards legislation, health and safety legislation, or workers’ compensation laws.

This blog details the posting requirements in Ontario, Alberta, and British Columbia. Employers can use it as a checklist to ensure they are compliant with provincial laws.

Please note that this list is intended to provide general guidance; some workplaces may require additional posting requirements such as an employment standards or health and safety-related compliance order and subsequent remedial report, inspection reports, etc.

The signage as discussed below should be posted in a prominent and visible place in the workplace. This will ensure the information is easily accessible by employees.

Ontario

Employers covered by provincial employment legislation must provide each employee with a copy of the most recent employment standards poster within 30 days of their start date. They must also post:

  • a health and safety at work poster which outlines the rights and responsibilities of workers, supervisors, and employers under the Occupational Health and Safety Act (OHSA)
  • a copy of the OHSA
  • the names and locations of the workplace’s joint health and safety committee (JHSC) members, if the business is required to have a JHSC (typically employers with six or more employees are required to have a JHSC unless a substance regulation applies to the workplace)
  • a copy of the business’ health and safety policy, workplace violence policy and workplace harassment policy if the business employs more than five workers
  • the “in case of injury” poster (Form 82) if the employer is covered by the Workplace Safety and Insurance Board (WSIB)
  • signs that prohibit the use of smoking/e-cigarettes in the workplace and any surrounding area

As a result of the COVID-19 pandemic, employers in Ontario must also post their COVID-19 Safety Plan. It should detail the measures and procedures put in place to reduce the spread of COVID-19.

The COVID-19 Safety Plan should also provide information on how requirements such as screening, physical distancing, masking, and cleaning will be implemented in the workplace.

Ontario employers should also display signs:

  • reminding staff and customers of the correct way to distance and wear their mandatory face covering
  • advising people of how to screen themselves for COVID-19 before entering the business and/or complete the screening mechanisms put in place by the applicable business
  • informing the public that proof of vaccination against COVID-19 will be required for entry (if the business is covered by the government’s proof of vaccine requirement)
  • demonstrating correct handwashing techniques and good hygiene practices

Alberta

The posting requirements for Alberta employers are quite similar to those in Ontario. In Alberta, employers must post:

  • the time that work starts and ends
  • a copy of the OHS Act, Regulation and Code
  • information about hazards at the work site, hazard controls and work practices and procedures
  • the names and contact information of health and safety committee members (employers with 20 or more employees must have a committee) or the name and contact information of the health and safety representative (employers with 5 to 19 employees must have a representative)
  • minutes from the health and safety committee meetings within seven days after the meeting took place (can also be provided to employees electronically)
  • signs that prohibit the use of smoking/e-cigarettes in the workplace and any surrounding area

The Alberta Government has also strongly recommended that employers post their COVID-19 Relaunch Plan. Employers should also post the same COVID-19-related signage as listed in the Ontario section above.

British Columbia

Employers must provide a copy of the Working in B.C. poster to all employees. BC workplaces must post:

  • a notice telling employees where the Workers Compensation Act and Occupational Health and Safety Regulation are available for review
  • names and work locations of the JHSC members, as well as the reports of the three most recent JHSC meetings and copies of any applicable orders for the preceding 12 months (employers with 20 or more employees require a JHSC and employers with more than nine but fewer than 20 employees require a health and safety representative)
  • written first aid procedures
  • an occupational health and safety information summary from the Workers’ Compensation Board (WCB)
  • any placard issues by the WCB entitled “Notice to Workers”

BC employers must also post a copy of their COVID-19 Safety Plan and additional signs, including capacity limits, hand hygiene and restrictions on visitors and workers who are ill.

Lastly, like Ontario and Alberta, BC employers should also have signage alerting customers of proof of vaccine requirements, screening, etc.

Do you need help staying compliant with provincial laws?

Peninsula’s experts can help you develop company policies as well as with any other HR, health and safety or employment advice you may need. See how we have helped other small and medium businesses get their business compliant with provincial legislation.