7 steps to comply with new workplace violence and harassment rules

It’s certainly been an interesting start to the new year.

As Covid-19 and divisive politics rage on, the trucking and logistics industry continues to put its collective shoulder to the wheel in 2021 to keep the economy rolling. We’re thankful for truck drivers, dispatchers, technicians, and others who move the goods that are essential to our everyday lives.

To help keep these workers safe and productive, Canada Labour Code regulations came into force on Jan. 1 aimed at reducing the risk of workplace harassment and violence. All federally regulated employers should be ready for the new rules, outlined in Bill C-65 and the Workplace Harassment and Violence Regulations.

We’re here with resources to help you comply. Here are seven to get you started:

Assess your workplace risk

Employers need to identify risks related to harassment and violence in their workplace and, within six months of identifying these risks, implement preventive measures.

Consider what you can do to assess and reduce these risks. Not sure where to start? Click here to see our risk assessment checklist.

Develop a policy against harassment and violence

The regulations have specific requirements for a workplace harassment and violence prevention policy. Make sure your policy complies and that it’s available to all employees. You have a responsibility to ensure all employees are aware of the policy and are appropriately trained.

We have resources to help you here, too. Click here to access our policy template and checklist.

Establish emergency procedures

Employers must have formal processes in place in the event of harassment or violence that poses immediate danger to the health and safety of an employee.

Our policy template has tips to help you.

Train your employees

All employees (including management) are required to undergo harassment and violence training by Jan. 1, 2022. New employees must receive training within three months of being hired. Employees must be re-trained at least once every three years and following any updates to the training (or if they are assigned to a new role where there is a greater risk of workplace harassment or violence).

Work with your policy committee, workplace committee, or health and safety representative to determine your training needs.

Click here to learn more about our Learning Centre and online courses.

Designate someone to receive complaints

Employers are required to appoint a “designated recipient” of harassment and violence complaints. The designated recipient can be an individual or team that is appropriately trained to receive complaints, manage the complaint process, and follow the complaint-resolution procedures outlined in the regulations.

If you don’t have someone qualified for the role, they can become qualified through training.

Click here for resources to help you with the designated recipient role.

Communicate your policies

Employers must compile a list of nearby medical, psychological, and other support resources and share it with employees through the workplace harassment and violence prevention policy. They also must file an annual report to the Minister Labour documenting their policy and compliance.

Overall, it’s vital that senior leaders within your organization understand the importance of these regulations and the necessary commitment. Consider adding “workplace harassment and violence discussion” to the next executive team meeting so there is a robust conversation about the new rules and how the company plans to address them.

Keeping this as a frequent agenda item will ensure it remains top of mind.

Talk to us

Trucking HR Canada has been working on materials to help address these changes to the Canada Labour Code for nearly two years now. Our training resources are specific to trucking and logistics and were developed specifically in response to Bill C-65 and the new workplace harassment and violence rules. We have worked with Labour Canada, employment lawyers, labour groups, and HR professionals to make sure our standards of excellence are met.

We all benefit from workplaces that are free of harassment and violence. And we are here to help employers make that happen.