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ONBOARDING YOUR NEW EMPLOYEE

Onboarding is more ‘science’ (technical), than ’art’.  Let’s examine what happens for the employer and the new employee during the onboarding process.

Onboarding focuses on ensuring the new employee has received critical information PRIOR to beginning the job (or at the very beginning of the job) to ensure the compensation is correct and that the employee is aware of the essential business policies/practices that need to be complied with.  Taking care of these numerous details at the very beginning of the employment relationship is proactive and prevents possible issues arising later. 

The ‘art’ (relationship building) that occurs during onboarding is the ‘welcome’ that helps the new employee:

  • Arrive at the right workplace location (it may be different than where the interview took place)

  • Arrive at the right time

  • Ensures they bring required specific documents, if applicable (i.e. vaccination immunizations, Driver’s License, Security Check, CRA forms, proof of credentials)

  • Where to park (car, motorcycle, bicycle)

  • Who to and where to report (i.e. Tabatha Jones, Administration Office - 1st Floor)

  • What clothing to wear (i.e. no flip-flops, dress code, steel-toed boots, personal protective equipment), and

  • Anything else specific to the business that assists the new employee to comfortably begin work. 

The ‘science’ (technical) aspects include:

  • Understanding, interpreting, and applying the employment law guidelines and human resources guidelines (policies, procedures) as they pertain to your workplace,

  • The type of work you are offering to your employees, and

  • Ensuring the workplace is free of discrimination and harassment. 

Onboarding preparation includes understanding the employer’s responsibilities and obligations relative to the employees and contractors within their workplaces.  This section provides links to commonly accessed websites to help you find the information you need and ensure you are offering employment and a workplace that is conducive to the employees’ safety and wellbeing. 

  • Alberta Human Rights Act and Safety Standards

  • Alberta Employment Standards

  • Saskatchewan Employment Standards

  • Compensation

  • Mandatory Documents Completion

  • Legislative Compliance – Workers’ Compensation Board

  • Occupational Health & Safety

  • Information Technology (Access to and Use of)

  • Organizational Compliance (Policies)






Alberta Human Rights Act and Safety Standards

  • “The Alberta Human Rights Act has primacy over all other Alberta legislation. Employers are required to comply with the Act even once other legal obligations are met.”

    • If you are unsure about how human rights legislation applies in your workplace, contact the Commission for more information.

  • The Alberta Human Rights FAQ (Frequently Asked Questions) page offers a variety of scenarios that may assist you in understanding and applying Alberta Human Rights legislation as it pertains to the workplace.

  • It is vital to know what you can and cannot do relative to Human Rights in Alberta workplaces.  Education (workshops/e-learning) and general information is available to Employers and employees here.

  • During Covid-19. specific information relative to Alberta Human Rights is available here.

Alberta Employment Standards

  • Alberta Labour administers employment standards in Alberta.

  • All employees working in Alberta are protected by the Alberta Employment Standards rules which employers must follow relative to minimum wage, overtime, holidays, job-protected leaves (i.e. maternity leave, leaves of absence), vacations, hours of work, reporting earnings,  youth workers, layoff, and termination. 

    • Employers with specific questions or who wish to sign up for information updates directly to your email inbox can contact Alberta Employment Standards here.

  • During the Covid-19 period, exceptions to the normal regulations are in effect; refer here for current information as this may frequently change. 

Saskatchewan Employment Standards

Look here for information specific to  Saskatchewan's employment standards legislation under The Saskatchewan Employment Act for employers and employees.  

Additional Resources: 

If uncertain about how to interpret and/or apply the compliance guidelines, seek advice/guidance from:

TIP:  New entrepreneurs (and seasoned ones!) may be reluctant to ask for advice from a lawyer or accountant because of the professional fees.  However, the cost of a one-hour consultation or having an arrangement to consult with your lawyer on an as-needed basis may be the best money ever spent if it keeps you operating within the guidelines and avoids penalties.

Compensation

Provide the new employee with information about their pay and benefits to bring them into the business’ processes and systems, ensuring they will efficiently receive their correct pay and other compensation options on time as per their specifications (i.e. direct deposit, bi-weekly).

Mandatory Documents Completion

The employer’s HR/Payroll department is alerted to file appropriate records with Canada Revenue Agency to ensure the correct monthly payroll deductions are submitted on time including income tax, employment insurance (EI), Canada Pension Plan (CPP), etc. 

In conjunction with Canada Revenue Agency your accountant, bookkeeper, and legal resource(s) are reliable information sources regarding determining and submitting this information.

Legislative Compliance - Workers' Compensation Board

The employer is responsible to ensure the employee is covered (included) under the Workers’ Compensation Board requirements and that they are informed of the Occupational Health & Safety practices at the business including drug and alcohol testing (depending on the industry).

Employers who have employees working in multiple provinces (i.e. Alberta and Saskatchewan or Alberta and British Columbia) can elect which province’s WCB program they choose to register with.  (Source:  Alberta WCB representative, July 2020)

WCB - Alberta Registered Employers

 Excerpt from WCB Alberta:  “WCB-Alberta was created by government to administer the Workers' Compensation Act for the province's workers and employers. Funded by employers, we provide cost-effective disability and liability coverage for work-related injury and illness. This means we compensate workers for lost income and coordinate the health care and other services they need due to a work-related injury.”  

Note:  Please refer to the website for current, specific information as the above text may occasionally be revised. 

 The best online information source for your Alberta WCB-related questions is  here.   Find information on commonly-referenced topics, as follows:contact the CommissionAlberta Human Rights FAQ (Frequently Asked Questions) pageWCB AlbertaWCB Albertacontact the Commissioncontact the CommissionAlberta Human Rights FAQ (Frequently Asked Questions) pageAlberta Human Rights FAQ (Frequently Asked Questions) pageAlberta Human Rights FAQ (Frequently Asked Questions) pageAlberta Human Rights FAQ (Frequently Asked Questions) pageAlberta Human Rights FAQ (Frequently Asked Questions) pageAlberta Human Rights FAQ (Frequently Asked Questions) page

 *Note:  Alberta employers are required to file an injury report within 72 hours of the injury otherwise a penalty can be assessed to the organization.  

WCB - Saskatchewan Registered Employers

Excerpt from WCB Saskatchewan :  “We are the provincial agency that delivers workplace insurance to Saskatchewan employers and benefits to Saskatchewan workers when they are hurt at work. Our legislation, The Workers’ Compensation Act, 2013, describes the workplaces that we cover and the benefits we provide. We are a monopoly. This means that employers in industries that are mandated by our Act must insure through us. Employers in industries excluded by our Act may apply for coverage. It also means that workers injured in an industry mandated by our Act can claim benefits from us.”

Note:  Please refer to the website (above) for current, specific information as the above text may change occasionally. 

The best online information source for your Saskatchewan WCB-related questions is here.  Find information on specific topics, as follows:

Note:  Saskatchewan employers are required to file an injury report within 7 days of the injury occurring otherwise a penalty can be assessed to the organization.

Ocupational Health and Safety

OHS - Alberta Legislation

‘Alberta's Occupational Health and Safety (OHS) legislation requires employers do everything they reasonably can to protect the health and safety of their employees. This means: ensuring your workers have the skills and training needed to do their jobs in a healthy and safe manner. providing competent supervisors.’

A Federal body, the Canadian Centre for Occupational Health & Safety (CCOHS) states that ‘employees have three basic rights: the right to refuse dangerous work and know that you're protected from reprisal, the right to know about workplace hazards, and have access to basic health and safety information’. 

This website has ‘easy-to-read, question-and-answer fact sheets covering a wide range of workplace health and safety topics, from hazards to diseases to ergonomics to workplace promotion.’

Excerpt from Alberta OHS “Alberta Occupational Health and Safety (OHS) is responsible for enforcing OHS laws through inspections, investigations and prosecutions. The legislation establishes minimum standards for safe and healthy practices in Alberta workplaces.”  This includes:

OHS Compliance

OHS enforces compliance with provincial legislation through education, work site inspections, and other enforcement measures.

  • The Occupational Health & Safety Act can be found here and can be ordered for download and shipped to your business.

  • Click here for industries who need to comply with OHS requirements.

  • Click here for information about the types of Orders that can be issued by Offers to employers which requires work site parties to take measures that result in compliance with the OHS legislation.

Have questions? 

  • Submit anything OHS-related (workplace health and safety) here.

  • Sign up here here to receive a monthly e-newsletter with the latest Occupational Health and Safety news and events.

Alberta COVID-19 Information

Excerpted from www.alberta.ca:

  • The OHS Resource Portal has information for employers, supervisors and workers to help keep workplaces healthy and safe during the COVID-19 pandemic.

  • OHS proactive inspections are focusing on COVID-19 requirements, including directives by the chief medical officer of health.

OHS – Saskatchewan Legislation

Click here for ‘an overview of Saskatchewan's occupational health and safety legislation under The Saskatchewan Employment Act for employers and employees’.

Rights and Responsibilities in the Workplace

Excerpt from www.saskatchewan.ca:  “Everyone in the workplace is legally responsible for workplace safety. The Saskatchewan Employment Act requires everyone to work together. The Saskatchewan Employment Act the word "duty" is used to describe responsibilities. Responsibility is an obligation for carrying out duties properly. Authority is the right to make decisions and direct the work of others. To carry out health and safety duties at a place of employment, everyone must:

  • Know what their duties are;

  • Have the authority, resources, and time to carry them out; and

  • Have required knowledge (education, training, and certification).”

Occupational Health Committees and Occupational Health and Safety Representatives

Excerpt from www.saskatchewan.ca; “It is everyone’s responsibility to maintain a healthy and safe workplace. Information for Occupational Health Committees and Occupational Health and Safety Representatives including duties, how to set up a committee, minutes, and information on training.”

Information Technology (IT)

Depending on the employee’s role, onboarding includes:

  • Registering the new employee into the organization’s IT systems,

  • Providing login information (username; passwords),

  • Contact person for IT support (i.e. ‘I forgot my password’)

  • Ensuring data security,

  • Restrictions,

  • Privacy compliance and roles-based access to specific software necessary to fulfil the position responsibilities.

Provide the new employee with your company’s Use of Information Technology and Personal/Company Devices policies on:

  • Accessing (limiting) social media or using cell phones in the workplace during work hours and/or

  • Taking pictures/videos of other employees within the work environment,

  • Posting information/opinion about the workplace on personal social media sites (Facebook, Twitter, LinkedIn), and

  • Consequences to the employee should they violate the Policy. 

It is advised to have your legal resource review this type of policy and the discipline consequences if the policy is violated.   Often this resource will have a generic template that can be shared with you.   

Note:  Because technology changes continuously, employees should sign the Use of Information Technology/Personal Devices policies annually.  It is a sound business practice to require employees to annually review these documents and re-sign/commit to upholding these important policies and processes. These signed documents are retained in the employee’s HR file.

Organizational Compliance

Organization compliance requires the employee to sign specific policy/processes documentation:  Confidentiality, Information Non-Disclosure, Code of Conduct, Respect in the Workplace, and the Employee Handbook (the employee agrees to comply with communicated practices within the workplace). These documents typically form part of the original Employment Agreement/Contractor Agreement (as created and regularly reviewed by your legal resource).

Note:  It is a sound business practice to require employees to annually review these documents and re-sign/commit to upholding these important policies and processes. These signed documents are retained in the employee’s HR file.  www.saskatchewan.cawww.saskatchewan.caproactive inspectionswww.alberta.cahereClick herehereRadiation legislation Regulation and CodehereClick hereClick here

 ORIENTATION

What is the difference between Onboarding and Orientation?

Onboarding (as outlined above) focuses on ensuring the new employee has received critical information PRIOR to beginning the job (or at the very beginning of the job) to ensure compensation is correct and that the employee is aware of the essential business policies/practices that need to be complied with.  Taking care of these numerous details at the very beginning of the employment relationship is proactive and prevents possible issues arising later. 

Orientation focuses on welcoming, entry to and sharing information about the business operations and the team (if there are multiple employees).  In other words, how the work gets done.  Orientation is both practical (what needs to be done, who we are, how we do our work) and social (relationship-building, strengthening the business results through interdependent relationships). 

Best Practice: If you are the new employee’s supervisor, manager, or team leader, BEGIN and, if possible, complete the orientation process with your new employee.  It is your team, your organization – and the perfect time to share how important this business is to you and what your hopes are for this employee joining your business.  This is a big deal!   There may be pieces of the orientation process (i.e. a tour) that you can award to others on the team, but the very beginning of a new employee’s role should start with YOU. Relationship.  Engagement.  Inclusion.

 New Hire ‘Welcome’ Package

Your new employee’s experience on Day 1 with your company is a significant factor in how engaged and productive they will be during the employment period with you.  A ‘Welcome’ Package says “We care about you” because the information included kicks off the sense of belonging with your business. 

Resources: