Ontario Municipal Human Resources Association

Onboarding is often viewed as an administrative exercise, but in Ontario it is a legally significant process that, when done thoughtfully, can manage risk and build a strong foundation for the employer-employee relationship. This article outlines key legal requirements for onboarding and best practices employers should consider when welcoming new employees.

Provide Mandatory ESA, OHSA, and Accessibility Training and Documentation

Certain training is legally required before or at the very start of employment. This includes health and safety awareness under the Occupational Health and Safety Act (OHSA), training on workplace violence and harassment—including clear reporting methods and zero tolerance standards—and Accessibility for Ontarians with Disabilities Act (AODA) training covering accessible customer service, workplace accessibility, the employer’s accessibility guidelines, and responsibilities under the Human Rights Code.

Employees must also be given access to mandatory materials such as the ESA Information Poster, as well as the OHSA “Health & Safety at Work: Prevention Starts Here” Poster.

Employers must provide workplace violence and harassment policies, including procedures for reporting and investigating concerns. For organizations serving the public, AODA policies are crucial and accessibility must be a priority.

Missing documentation is a frequent compliance issue during Ministry of Labour inspections, so keeping accurate, well-organized and easily accessible records of provision of the mandatory training and documentation is vital for legal adherence.

More than 25 Employees? As of July 1, 2025 Certain Information Must Now Be Provided in Writing.

It is worth reiterating recent legislative changes from this past summer. As of July 1, 2025, employers with 25 or more employees must provide the employee with the following information in writing before the employee’s first day of work, or as soon as possible thereafter:

• The employer’s legal name, along with any operating or business name if different;
• The employer’s contact information, including address, telephone number, and one or more contact persons;
• A general description of the location where the employee is expected to initially work (a specific address is not required);
• The employee’s starting hourly wage, salary, or commission rate, as applicable;
• The applicable pay period and pay day; and,
• A general description of the employee’s anticipated initial hours of work.

For purposes of this requirement, an employee’s first day of work may include an assessment period, provided that the skills being evaluated are either used by the employer’s existing employees, or could be used by employees, where the employer has no other employees.

Collect Personal Information Lawfully and Respect Privacy

Best practices for onboarding require employers to collect personal information lawfully and with the utmost respect for privacy. Only request information that is essential for establishing the employment relationship, and ensure all personal data—whether stored digitally or in physical files—is kept secure and is accessible only to company officials with a legitimate business purpose.

Clearly communicate your internal privacy protocols to new hires during onboarding, and always obtain explicit consent before using employee images, stories, or testimonials for any marketing or promotional activities. Adhering to privacy standards not only ensures legal compliance but also builds trust and confidence among employees, reinforcing a positive onboarding experience.

Orientation, Culture, and Inclusive Integration

Although not specifically required by law, a robust onboarding program typically features pairing new hires with a formal mentor or fellow employee for guidance during the initial weeks and arranging early meetings with key departments to clarify communication protocols.

Inclusive onboarding is also essential. While most employees with disabilities need minimal or no changes to standard onboarding procedures, employers should take proactive steps to ensure accessibility by offering materials in multiple formats to create an inclusive and welcoming workplace. This allows employers to fulfill their obligations under the AODA and Human Rights Code from the outset of the employment relationship.

Final Thoughts: Comprehensive Curriculum not Crash Course

Employee onboarding is not only a learning process, but also critical for fulfilling legal requirements set out in employment standards, privacy legislation, and human rights laws. By structuring onboarding as a comprehensive curriculum rather than a ‘crash course’, employers ensure new hires receive clear, lawful communication about essential aspects of their jobs and company policies.

This measured approach allows employers to comply with their legal obligations while building trust and laying a foundation for a transparent and supportive workplace that contributes to employee satisfaction and long-term retention.

Witten by: Justin Jalea, Lawyer