Human Rights at Work 2008 - Third Edition

VII. Appendices and Other resources

________________________________________________________________________

Appendix “A” – other OHRC publications

The Commission website (www.ohrc.on.ca) is the most current and exhaustive source of information about the work of the Commission. All Commission publications are available on the website. This includes approved policies and guidelines, consultation documents, and plain language publications. Information can also be found on current Commission activities. Bound copies of Commission documents are available through Publications Ontario at 1-800-668-9938.

Policies and guidelines

Commission policies and guidelines are approved statements setting out the Commission’s interpretation of specific Code provisions. They are important because the public has a right to expect that the Commission will deal with cases in a way that is consistent with its published policies.

Also, the Commission’s website at www.ohrc.on.ca contains many plain language documents relating to these policies.

Guide To Releases With Respect to Human Rights Complaints
Guidelines on Accessible Education
Guidelines for Collecting Data on Enumerated Grounds Under the Code
Guidelines on Developing Human Rights Policies and Procedures
Guidelines on Special Programs
Policy and Guidelines on Disability and the Duty to Accommodate
Policy and Guidelines on Discrimination Because of Family Status
Policy and Guidelines on Racism and Racial Discrimination
Policy on Creed and the Accommodation of Religious Observances
Policy on Discrimination Against Older Persons Because of Age
Policy on Discrimination and Harassment Because of Gender Identity
Policy on Discrimination and Harassment Because of Sexual Orientation
Policy on Discrimination and Language
Policy on Discrimination Because of Pregnancy and Breastfeeding
Policy on Drug and Alcohol Testing
Policy on Employment-Related Medical Information
Policy on Female Genital Mutilation (FGM)
Policy on Height and Weight Requirements
Policy on HIV/AIDS Related Discrimination
Policy on Requiring a Driver’s Licence as a Condition of Employment
Policy on Scholarships and Awards
Policy on Sexual Harassment & Inappropriate Gender-Related Comments and Conduct

Appendix “B” – Human rights in the workplace: which laws?

________________________________________________________________________

a) Federal legislation

i) Canadian Human Rights Act

The Canadian Human Rights Act (“CHRA”) applies to workplaces in federal organizations or industries that are regulated by the federal government. The Ontario Human Rights Code does not apply to such organizations. Both of these laws cannot apply at the same time. If one applies, the other does not.

The choice of incorporating statute does not determine whether a company is provincially or federally regulated. The CHRA covers workplaces such as:

federal departments and agencies
Crown corporations
the post office
chartered banks
airlines
television and radio stations
inter-provincial communications and telephone companies
buses and railways that travel between provinces
places of business where labour issues are governed by the Canada Labour Code
other federally-regulated industries, such as certain mining operations.

ii) Canada Labour Code

The Canada Labour Code covers labour relations in federal workplaces in a way similar to the Ontario Labour Relations Act, discussed below. The CHRA applies in situations where the Canada Labour Code is the appropriate legislation for labour purposes. For example, Canada Post Corporation is covered by the Canada Labour Code.

iii) Employment Equity Act

Since 1996, the Employment Equity Act has required employers to take progressive measures, including reviewing barriers, collecting data and planning to achieve equity for four designated groups: women, Aboriginal peoples, members of “visible minorities” and persons with disabilities. In general, the Employment Equity Act applies to federally regulated employers with more than 100 employees. The Employment Equity Act may also apply to certain Ontario companies that have contracts with the federal government. These companies would be bound by the Ontario Human Rights Code as well.

iv) Privacy legislation

The federal Personal Information Protection and Electronic Documents Act (“PIPEDA”) applies to all organizations that collect, use or disclose personal information when doing business. It also applies to the personal information of an employee of a federal work, undertaking and business (but not the personal information of other private sector employers).

PIPEDA applies when organizations collect, use and disclose personal information during commercial activities. Personal information is any information about an identifiable individual, whether recorded or not. Organizations can only collect personal information that is appropriate for the specific transaction. They must explain why they need the information, what it will be used for, and whether they plan to share it with anyone else. They must also obtain consent for this use and disclosure.

When collecting, using and disclosing employees’ personal information, employers should consider the requirements of the Code, as well as the requirements of privacy laws. For example, in collecting information needed for benefit plans or required by other legislation, or giving information to third parties, only collect or disclose information that is really needed.

b) Provincial legislation

i) Accessibility for Ontarians with Disabilities Act

The Accessibility for Ontarians with Disabilities Act (“AODA”) talks about developing, implementing and enforcing accessibility standards. Standards are developed through a process of public consultation and will become regulations under the AODA. The aim of the Act and the standards is to make sure Ontarians with disabilities have access to services, goods, facilities, accommodation, employment, building structures and premises by January 1, 2025.

There will be standards in five areas: customer service (complete), transportation (ongoing at the time of publication), information and communications, built environment and employment. As of spring 2008, a draft employment standard has not yet been released for public comment and consultation. Once the standard is finalized and made into regulation, the rights and obligations in the Ontario Human Rights Code will continue to apply. If relevant, employers also need to comply with the accessibility requirements in the Building Code and the Ontarians with Disabilities Act, until it is repealed.

If these different Acts and standards are not consistent with the Code, employers should remember that the Code takes precedence over other provincial acts and regulations because of its almost constitutional nature. See also Section II-2b) – “Supremacy of the Code.”

ii) Building Code

Workplaces must be accessible for persons with disabilities and other people identified by Code grounds. The Ontario Building Code Act (“OBC”) and the regulations under it govern the construction of new buildings, as well as renovating and maintaining existing buildings. The OBC is designed to make sure uniform general standards are used to create and protect healthy and safe buildings.

In terms of accessibility, OBC’s objective is to “limit the probability that, as a result of the design or construction of a building, a person with a physical or sensory disability will be unacceptably impeded from accessing the building or circulating within it.” ^[98] The Commission’s position is that the accessibility requirements in the OBC and regulations fall short of the requirements of the Code.

The Code takes precedence over the OBC and applies to the OBC itself. The fact that a facility complies with the OBC is not a defence to a claim of discrimination under the Code. Persons involved in designing, building or renovating buildings should consider the Code requirements to design inclusively for, and accommodate, persons with Code-related needs instead of only relying on the minimum standards in the OBC. See also Section II-2b) – “Supremacy of the Code.”

iii) Employment Standards Act

The Employment Standards Act (ESA) sets out specific minimum obligations employers must meet, such as hours of work, minimum wage, overtime, vacation, pregnancy and parental leave, termination, layoff and severance. In general, allegations of discrimination and harassment cannot be dealt with under the ESA, although there are some areas of overlap. For example, the ESA provides protections to pregnant employees and requires employers to pay equal pay for work of equal value. Both of these issues are also covered under the Code under sex discrimination. There are also common situations in which an employee may have a right to a remedy under both Acts.

Example: An employee requests her Record of Employment (ROE) because she has started maternity leave. The employer withholds it because she is upset that the employee has had to go off work earlier than expected due to sudden pregnancy complications. The employee is also harassed. The employee may take action under the ESA to compel the employer to give her the ROE. She may also file a human rights claim alleging discrimination based on sex because she was not given her ROE due to her pregnancy and was harassed.

As was noted earlier, where the provisions of the ESA conflict with those of the Code, the Code takes precedence. See also Section II-2b) – “Supremacy of the Code.”

iv) Labour Relations Act

The Ontario Labour Relations Act covers unionized workplaces. Its purpose is to ensure the right to organize, encourage collective bargaining, promote harmonious labour relations and provide for effective and fair dispute resolution. Arbitrators appointed under this Act can interpret and apply the Code when resolving grievances, despite any conflict between the Code and the terms of the collective agreement. The substantive rights and obligations of the Code are deemed to be, or taken to be, part of each collective agreement that an arbitrator has jurisdiction over.^[99] Both the Ontario Labour Relations Act and the Code may apply to a particular situation as the two laws are not mutually exclusive.

v) Occupational Health and Safety Act

The Occupational Health and Safety Act outlines requirements and responsibilities related to workplace occupational health and safety. Both the Occupational Health and Safety Act and the Code may apply to a particular situation as the two laws are not mutually exclusive. This overlap can arise most often when assessing health and safety risks as part of the undue hardship test. See Section IV-8 – “Meeting the accommodation needs of employees on the job” and Section II-2b) – “Supremacy of the Code.”

vi) Ontarians with Disabilities Act

The purpose of the Ontarians with Disabilities Act, 2001 (“ODA”) is to develop, implement and enforce accessibility standards to enable people with disabilities to take part fully in society. The ODA sets annual accessibility planning requirements for certain public organizations such as hospitals, schools, municipalities and public transportation. These organizations must identify, remove and prevent barriers to people with disabilities. Employers must do the same under the Code. Thus, organizations with obligations to prepare annual accessibility plans should consider the Code requirements to accommodate persons with disabilities. Refer also to Section IV-1a(i) – “Preventing, reviewing and removing barriers” and Section IV-1d) – “More about preventing, reviewing and removing barriers related to disability.”

Until it is repealed, ODA applies along with the AODA and the Code. The Code takes precedence over both the ODA and the AODA. See also Section II-2b) – “Supremacy of the Code.”

vii) Pay Equity Act

The objective of the Pay Equity Act is to make sure that female and male employees receive equal pay for work of equal value. This Act applies to all employers and employees in Ontario except for those that fall under federal jurisdiction and private employers with fewer than 10 employees and summer students.

Both the Code and the Pay Equity Act may apply to a particular case. For example, a woman may file a complaint of systemic sex discrimination under the Code and also seek remedies for differences in pay under the Pay Equity Act. Both the protections and the remedies in the Code are broader than those in the Pay Equity Act since the Code applies to all provincially regulated employers including those with fewer than 10 employees and summer students.

viii) Privacy laws

Ontario has passed the Freedom of Information and Protection of Privacy Act and the Municipal Freedom of Information and Protection of Privacy Act. These privacy laws are limited to the public sector, including Ontario government ministries, agencies, cities and towns, but not the private or not-for-profit/non-governmental organization (NGO) sectors. Government organizations are, with limited exceptions, prohibited from disclosing personal information in their control to third parties. Private sector employers cannot get personal information, such as a medical history, from a government agency without the employee’s consent.

The Personal Health Information Protection Act sets out rules for collecting, storing and disclosing personal health information. The Act applies to specific listed organizations and persons, such as hospitals and medical professionals, who fit the Act’s definition of “health information custodians.” The Act also applies to organizations, such as employers or insurance companies that receive this information from health information custodians.

When requesting or getting personal health information for employment purposes, employers must take care to comply with both this Act and the Code. If there is a conflict, the provisions of the Code take precedence.

ix) Workplace Safety and Insurance Act

Injuries in job-related accidents are covered by the Workplace Safety and Insurance Act (WSIA) (formerly the Workers’ Compensation Act). This Act provides an insurance plan to protect injured workers and allows employers to limit their financial exposure through a funding system based on payroll.

Under subsection 10(1) of the Code, a person who claims or receives benefits under the WSIA is deemed to have a disability for the purposes of the Code, and is entitled to file a human rights complaint resulting from unequal treatment on the ground of disability. Therefore, it is appropriate and indeed likely that claims under the WSIA and the Code may go on at the same time. Unless it relates to age, if there is an inconsistency between the Code and the WSIA, the Code applies. For example, under the WSIA the duty to re-employ only arises if the worker had been employed continuously for one year before the injury and the employer regularly employs 20 or more workers. In comparison, under the Code, the duty to accommodate arises even if the employee is injured during his or her first year with the employer, and even if fewer than 20 workers are regularly employed. This may include a requirement to return a worker with a disability to work, subject to the standard of undue hardship.

On the other hand, section 2.1(1) of the WSIA specifically states that provisions of that Act that authorize a distinction based on age apply despite the Code. This means, for example, that the restriction on the duty to accommodate workers over age 65 in the WSIA applies despite the Code. While this provision would apply in a claim under the WSIA, it does not affect the worker’s rights under the Code – a worker over age 65 would still be entitled to file a human rights claim under the Code alleging a failure to accommodate.

Appendix “C” – Resource list

This resource list is not exhaustive – please let us know if there are other resources that we can add. This list was compiled by Commission staff and identifies groups and publications that may deal with human rights issues. The Commission does not endorse, promote or vouch for any of the resources. Please consult with the resource directly for more information.

Carswell
One Corporate Plaza, 2075 Kennedy Road
Toronto, ON M1T 3V4
Phone: 416-609-3800
Toll Free: 1-800-387-5164
Fax: 416-298-5094
E-mail: carswell.orders@thompson.com
Internet: www.carswell.com

Human Resources Professionals Association (HRPA of Ontario)
2 Bloor Street West, Suite 1902
Toronto, ON M4N 3E2
Phone: 416-923-2324
Toll free: 1-800-387-1311
Fax: 416-923-7264
E-mail: info@hrpao.org
Internet: www.hrpao.org

b) Organizations providing human rights services to Ontarians

Human Rights Tribunal of Ontario
Ms Patricia M. Grenier, Registrar
Human Rights Tribunal of Ontario
400 University Ave., 7th Floor (One block south of Dundas Street W.)
Toronto, ON M7A 1T7
Tel: 416-314-8419
Toll Free: 1-800-668-3946
TTY: 416-314-2379
TTY Toll Free: 1-800-424-1168
Fax: 416-314-8743
E-mail: hrto.registrar@ontario.ca
Internet: www.hrto.ca

Human Rights Legal Support Centre
E-mail: HRLSC@Ontario.ca
Internet: http//www.hrlsc.on.ca

c) Creating a workplace that complies with the Code

Building Inclusive Communities
www.healthycommunities.on.ca
A project by the Ethno Racial Coalition of Ontario, this website offers tips to promote diversity and improve communication in the workplace.

Canadian Auto Workers Union
Human Rights Department
E-mail: humanrights@caw.ca
Phone: 416-495-3762
Fax: 416-495-6552
Internet: http://www.caw.ca/whatwedo/humanrights
Offers training programs on workplace human rights for union members.

Canadian Automotive Repair and Service (CARS) Council
Phone: 613-798-0500
Internet: www.cars-council.ca
E-mail: jennifer@carscouncil.ca
See CARS Inventory – research project on internationally trained professionals and labour shortage and links to other
resources online at:
www.cars-council.ca/documents/Reports/English-CARS_Inventory.pdf

Canadian Human Rights Commission
344 Slater Street, 8th Floor
Ottawa, ON K1A 1E1
Phone: 613-995-1151
Toll Free: 1-888-214-1090
TTY: 1-888-643-3304
Fax: 613-996-9661
Internet: www.chrc.ccdp.ca
See publication: A Place for All: A Guide to Creating an Inclusive Workplace online at
www.chrc-ccdp.ca/discrimination/APFA_UPPT/toc_tdm-en.asp

Canadian Information Centre for International Credentials
Internet: www.cicic.ca
Services to support recognition of international credentials.

Career Edge
Phone: 416-977-3343
Toll Free: 1-888-507-3343
Fax:: 416-977-4090
Internet: http://overview.careeredge.ca/
E-mail: info@careeredge.ca
Internship programs for people with disabilities, recent graduates and internationally qualified professionals.

Centre for Canadian Language Benchmarks (CCLB)
200 Elgin Street, Suite 803
Ottawa, ON K2P 1L5
Phone: 613-230-7729
Fax: 613-230-9305
E-mail: info@language.ca
Internet: www.language.ca
See Resource Kit for Counselling and Hiring Immigrants
Practical supports for hiring and training newcomers.

City of Toronto – Human Rights Office
55 John Street, 5th floor, Metro Hall
Toronto ON M5V 3C6
Phone: 416-392-8383
Fax: 416-392-3920 or 416-392-4686
TTY: 416-397-7332
E-mail: humanrights@toronto.ca
Internet: www.toronto.ca

Employment Ontario
Ministry of Training, Colleges and Universities
Toll free in Ontario: 1-800-387-5656
TTY: 416-325-4084
Fax: 416-325-6348
Internet: www.edu.gov.on.ca
Provides services to employers such as Adjustment Advisory Program for times of restructuring and downsizing, apprenticeship programs and employer bonuses.

Hireimmigrants.ca
170 Bloor Street West, Suite 901
Toronto, ON M5S1T9
Phone: 416-944-1946 ext. 271
E-mail cdeveale@triec.ca.
Internet: www.hireimmigrants.ca
Links to other resources for employers seeking to hire skilled immigrants. Provides a four-month to one-year internship program to bridge the gap between skilled immigrants and industry. Eligible employers can apply for awards relating to implementation of measures to remove barriers to hiring immigrants or improving hiring processes.

Industrial Accident Prevention Association (IAPA) – Information Centre
Phone: 905-614-4272 ext. 2298 or ext. 2387
Toll free in Ontario: 1-800-406-4272 ext. 2298 or ext. 2387
Fax: 905-614-1414
E-mail: infocentre@iapa.ca
Internet: www.IAPA.ca
Website features wide variety of resources on occupational health and safety, and on creating and maintaining healthy workplaces, including resources on workplace violence.

Job Start – The Centre for Advancement in Work and Living
41 Chauncey Avenue
Etobicoke, ON M8Z 2Z2
Phone: 416-231-2295
TTY: 416-253-2726
Fax: 416-253-2700
E-mail: info@jobstart-cawl.org
Internet: www.jobstart-cawl.org
Community-based, not-for-profit agency helping experienced workers, newcomers to Canada and youth overcome challenges to reach their employment goals. Services for employers such as access to free in-depth job matching, pre-screening service, wage or training subsidies, follow up service.

Labour Community Services
15 Gervais Drive, Suite 603
Toronto, ON M3C 1Y8
Phone: 416-445-5819
Fax: 416-445-5146
Internet: www.labourcommunityservices.ca
Provides supports to unions in meeting their members’ needs.

Law Society of Upper Canada
Equity Initiatives Department
Osgoode Hall, 130 Queen Street West
Toronto, ON M5H 2N6
Phone: 416-947-3300 ext. 2153
Toll Free: 1-800-668-7380 ext. 2153
Fax: 416-947-3983
Internet: www.lsuc.on.ca
Has number of resources for law firms that may be useful for other employers, including model policies (for example, on accommodation, equity, gender identity and sexual orientation).

Ministry of Citizenship and Immigration
6th floor, 400 University Avenue
Toronto, Ontario M7A 2R9
Phone: 416-327-2422 or
Toll free: 1-800-267-7329
TDD/TTY: 416-326-0148
Toll free TTY: 1-888-335-6611
Fax: 416-314-4965
Internet: www.citizenship.gov.on.ca/english/working/employers/
Information about recruiting and hiring internationally-trained professionals

Office of the Employer Advisor (Ministry of Labour)
151 Bloor Street West, Suite 704
Toronto, ON M5S 1S4
Phone: 416-327-0020
Toll Free: 1-800-387-0774
Fax: 416-327-0726
E-mail: weboea@mol.gov.on.ca
Internet: www.employeradviser.ca
Helps Ontario’s employers manage workplace safety and insurance issues.

Office of the Worker Adviser (Ministry of Labour)
123 Edward Street, Suite 1300
Toronto, ON M5G 1E2
Phone: 416-325-8570
Toll Free: 1-800-660-6769
Fax: 416-325-4830
Internet: www.owa.gov.on.ca
Free services for non-unionized injured workers.

Skilled Trades Alliance
Phone: 905-529-4660
E-mail: alliance@skilledtrades.ca
Internet: www.skilledtrades.ca
Offers employers the tools and resources they need to recruit and retain qualified help.

d) Race and creed-related issues

Canadian Council for Aboriginal Business
204A St. George Street
Coach House, Main Floor
Toronto, ON M5R 2N5
Phone: 416-961-8663
Fax: 416-961-3995
E-mail: info@ccab.com
Internet: www.ccab-Canada.com

Canadian Heritage – Multiculturalism Program
150 John Street, Suite 400
Toronto, ON M5V 3T6
Phone: 416-954-0395
E-mail: reception-toronto@pch.gc.ca
Internet: www.canadianheritage.gc.ca
Provides information and resources on diversity and multiculturalism.

COSTI Immigrant Services
1710 Dufferin Street
Toronto, ON M6E 3P2
Phone: 416.658.1600
Fax: 416.658.8537
E-mail: info@costi.org
Internet: www.costi.org
Offers employment, educational, settlement and social services to all immigrant communities, new Canadians and individuals in need of assistance.

League for Human Rights of B’nai Brith Canada
15 Hove Street
Toronto, ON M3H 4Y8
Phone: 416-633-6224
Toll Free: 1-800-892-2624
Fax: 416-630-2159
E-mail: bnb@bnaibrith.ca
Internet: www.bnaibrith.ca

Metropolis Project
c/o Citizenship and Immigration Canada
219 Laurier Avenue West
Ottawa, ON K1A 1L1
Phone: 613-957-5983
Fax: 613-957-5968
Internet: Canada.metropolis.net
An international forum for comparative research and policy development about migration, immigration and cultural diversity. A wide variety of resources on many topics is available online –including statistics and information on trends.

Miziwe Biik Aboriginal Employment Training
167 Gerrard Street East
Toronto, ON M5A 2E4
Phone: 416-591-2310
Fax: 416-591-3602
E-mail: info@miziwebiik.com
Internet: www.miziwebiik.com
Offers employer services including targeted wage subsidies.

National Anti-Racism Council of Canada
# 122 - 215 Spadina Ave.
Toronto, ON M5T 2C7
Phone: 416-979-3909
Fax: 416-946-1983
Internet: www.narcc.ca
A national community-based network acting against racism. Employment-related resources are available online.

Ocasi
110 Eglinton Avenue West, Suite 200
Toronto, ON M4R 1A3
Phone: 416-322-4950
Fax: 416-322-8084
E-mail: generalmail@ocasi.org
Internet: www.ocasi.org
A council of over 170 community-based agencies which serve the immigrant communities of Ontario.

Ontario Federation of Indian Friendship Centres
219 Front Street East
Toronto, ON M5A 1E8
Phone: 416-956-7575
Toll Free: 1-800-772-9291
Fax: 416-956-7577
E-mail: ofifc@ofifc.org
Internet: www.ofifc.org
Has an Employment Unit that delivers programs aimed at linking Aboriginal people with employment opportunities. Programs include employment supports, on-the-job training, job-creation partnerships, targeted wage subsidies and more.

Ontario Healthy Communities Coalition
2 Carlton Street, Suite 1810
Toronto, ON M5B 1J3
Phone: 416-408-4841
Toll Free: 1-800-766-3418
Fax: 416-408-4843
Provides resources relating to inclusion, equity and diversity such as “Inclusive Community Organizations: A Tool Kit.” available online at: atwork.settlement.org/sys/atwork_offsite_frame.asp?doc_id=1003789.
The Tool Kit aims to help community organizations become more equitable, diverse and inclusive through a self-assessment tool, a step-by-step process and an action plan for organizational change process to increase inclusion.

Ontario Multifaith Council on Spiritual and Religious Care
789 Don Mills Road, Suite 208
Toronto, ON M3C 1T5
Phone: 416-422-1490
Toll Free: 1-888-837-0923
Fax: 416-422-4359
E-mail: omcsrc@omc.ca
Internet: www.omc.ca/
This website provides information about many of the faiths that are practiced by persons living in Ontario. It also includes a list of holidays and observances that can be used to determine dates of significance to each faith.

Urban Alliance on Race Relations
302 Spadina Avenue, Suite 507
Toronto, ON M5T 2E7
Phone: 416-703-6607
Fax: 416-703-4415
E-mail: uarr@uarr.org
Internet: www.urbanalliance.ca

e) Sex-related issues

A Commitment to Training and Employment for Women (ACETW)
215 Spadina Avenue, Suite 350
Toronto, ON M5T 2C7
Tel: 416-599-3590
Fax: 416-599-2043
E-mail: info@actew.org
Internet: www.actew.org

Employment Standards Information Centre
Ministry of Labour
Phone: 416-326-7160
Toll Free: 1-800-531-5551
TTY: 1-866-567-8893
Internet: www.labour.gov.on.ca
Information on pregnancy and parental leave under the Employment Standards Act.

National Association of Women and the Law
251, Bank Street, Suite 305
Ottawa, ON K2P 1X3
Phone: 613-241-7570
Fax: 613-241-4657
E-mail: info@nawl.ca
Internet: www.nawl.ca
Non-profit organization working to promote equality rights of all women in Canada.

Ontario Women's Directorate
777 Bay Street, 6th Floor
Toronto, ON M7A 2J4
Phone: 416-314-0300
Toll Free: 1-866-510-5902
TTY: 416-314-0258
Fax: 416- 314-0247
Email: info.mci@ontario.ca
Internet: www.citizenship.gov.on.ca/owd
Has grants and funding available for organizations including employers.

Service Canada
Human Resources and Social Development Canada
Toll Free: 1-800-206-7218
TTY: 1-800-529-3742
Information on applying for employment insurance benefits, online:
www.hrsdc.gc.ca

Status of Women Canada
National Office
MacDonald Building
123 Slater Street, 10th Floor
Ottawa, ON K1P 1H9
Phone: 613-995-7835
TTY: 613-996-1322
Fax: 613-957-3359
E-mail: information@swc-cfc.gc.ca
Internet: www.swc-cfc.gc.ca
See Gender-Based Analysis: A Guide for Policy-Making (revised 1998), which sets out techniques for assessing the impact of policies and programs on men and women and integrating gender analysis into new policies and programs.

Women’s Human Rights Resources Programme
Bora Laskin Law Library
University of Toronto Faculty of Law
78 Queen's Park,
Toronto, ON M5S 2C5
Phone: 416-978-0944
Internet: www.law-lib.utoronto.ca/diana/
Online resource for information on women's human rights law

f) Sexual orientation and gender identity issues

barbara findlay
Internet: www.barbarafindlay.com
This website has number of resources and articles on equality, oppression and GLBT issues.

Canadian Auto Workers Union
Phone: 416-495-3762
Fax: 416-495-6552
Human Rights Department
E-mail: humanrights@caw.ca or
cawpride@caw.ca
Internet: www.caw.ca/en/services-departments-pride.htm
Online resources, including a booklet called “To Our Allies: Everything you ever wanted to know about Lesbian, Gay, Bisexual and Trans Issues... Well maybe not everything.” This resource includes answers to frequently asked questions.

Canadian Gay & Lesbian Chamber of Commerce (CGLCC)
39 River Street
Toronto, ON M5A 3P1
Phone: 416-761-5151
Toll Free: 1-866-300-7556
Fax: 416-761-5161
Internet: www.cglcc.ca
Coalition of GLBT owned and GLBT-friendly businesses, and clearinghouse of information for and between organizations and businesses.

Contact Point – Proud Practitioners Website
Internet: www.contactpoint.ca
Source of gay, lesbian, bi-sexual and transgendered resources and links from Proud Practitioners Website now hosted on Contact Point’s website. Includes links to Canadian campus organizations and print resources.

Egale Canada
1 Nicholas St, Suite 430
Ottawa, ON K1N B7
Phone: 613-230-1043
Toll Free: 1-888-204-7777
Fax: 416-642-6435
E-mail: egale.canada@egale.ca
Internet: www.egale.ca

Human Rights Campaign
Internet: www.hrc.org
Has a number of comprehensive resources specific to trans people, including transitioning at work. For example, Transgender Americans: A Handbook for Understanding and Transgender Issues in the Workplace: A Tool for Managers and Coming Out As Transgender. Please note, however, that this is a US organization, so their legal information is not relevant, and their recommendations do not all comply with the Commission’s Gender Identity policy.

Human Rights Program – Heritage Canada
Internet: www.pch.gc.ca/progs/pdp-hrp/index_e.cfm
See brochure: “Out and About – Towards a Better Understanding of Gay, Lesbian, Bisexual, and Transgendered Persons in the Workplace.”

Out and Equal Workplace Advocates
155 Sansome Street, Suite 450
San Francisco, CA 94104
Phone: 415-694-6500
Fax: 415-694-6530
E-mail: info@outandequal.org
Internet: www.outandequal.org
U.S. organization that champions safe and equitable workplaces for lesbian, gay, bisexual and transgender people. Has some online resources that may be modified for use by Canadian employers. See “15 Steps to an Out and Equal Workplace.”

Supporting Our Youth (SOY)
333 Sherbourne Street, 2nd Floor
Toronto, ON M5A 2S5
Phone: (416) 324-5077
Fax: 416-324-4188
e-mail: soy@sherbourne.on.ca.
In partnership with Teens Educating and Confronting Homophobia (T.E.A.C.H) and with the support of Canadian Auto Workers (CAW) and Lesbian and Gay Community Appeal, SOY has produced an employment brochure/handbook for LGBT youth and employers entitled "Out to Work: Lesbian, gay, bisexual, transgender and transsexual youth and work". This resource can be obtained by calling SOY.

University of Toronto
The Office of LGBTQ Resources & Programs
21 Sussex Avenue, Suites 416 & 417
Toronto, ON M5S 1J6
Phone: 416-946-5624
Fax: 416-946-7745
Internet: www.lgbtq.utoronto.ca/Office.htm
Has a resource on gender-neutral washrooms at www.lgbtq.utoronto.ca/Gender_Neutral.htm

g) Age-related issues (includes youth and older Ontarians)

AARP
601 E Street NW
Washington, DC 20049
Toll Free: 1-888-OUR-AARP (1-888-687-2277)
Internet: www.aarp.org
U.S. resource on age discrimination under the Age Discrimination in Employment Act (ADEA).

Canadian Centre for Elder Law Studies
1822 East Mall, The University of British Columbia
Vancouver, BC V6T 1Z1
Phone: 604-822-0633
Fax: 604-822-0144
E-mail: ccels@bcli.org
Internet: www.ccels.ca

CARP – Canada’s Association for the Fifty-Plus
27 Queen Street East, Suite 1304
Toronto, ON M5C 2M6
Phone: 416-363-8748
Fax: 416-363-8747
E-mail: carp@50plus.com
Internet: www.carp.ca
Extensive resources and links on issues affecting older workers.

Justice for Children and Youth
Canadian Foundation for Children, Youth and the Law
415 Yonge Street, Suite 1203
Toronto, ON M5B 2E7
Phone 416-920-1633
Ontario Toll Free: 1-866-999-JFCY (5329)
Fax: 416-920-5855
E-mail: info@jfcy.org
Internet: www.jfcy.org
Legal representation to low-income youth and children.

Ontario Association of Youth Employment Centres
Internet: www.oayec.org/youth/resources
Links to online resources.

Ontario Seniors’ Secretariat
777 Bay Street, Suite 601C
Toronto ON M7A 2J4
Seniors' InfoLine (Toll Free): 1-888-910-1999
TTY: 1-800-387-5559
Internet: www.culture.gov.on.ca/seniors/
Resources and links for seniors.

Retirement Planning Association of Canada (RPAC)
289 Greenwood Drive
Stratford, ON N5A 7K6
Phone:519-273-5616
Fax: 519-273-6097
Internet: www.retirementplanners.ca

St. Stephen’s Employment and Training Centre
1415 Bathurst Street, 2nd Floor
Toronto, ON M5R 3H8
Phone: 416-531-4631
Fax: 416-531-2680
Internet: www.ststephenshouse.com
Provides services to employers such as free job postings, hosting a job fair on an employer’s behalf, or wage subsidies as part of its youth employment program.

Seniors.ca Directory
Internet: www.seniors.ca/age-discrimination.html
Online resource offering articles and links on aging and age discrimination.

h) Disability issues (excluding mental health)

Accessibility Directorate of Ontario
777 Bay Street, 6th Floor, Suite 601
Toronto, ON M7A 2J4
E-mail: accessibility@css.gov.on.ca

Accessibility For Ontarians With Disabilities Act (AODA)
Service Ontario, Contact Centre
Toll free: 1-866-515-2025
TTY: 416-325-3408
Toll free TTY: 1-800-268-7095
Fax: 416-325-3407

Adaptive Technology Resource Centre
Faculty of Information Studies, University of Toronto
130 St. George Street
Toronto, ON M5S 1A5
Phone: 416-978-4360
Fax: 416-971-2629
E-mail: general.atrc@utoronto.ca
Internet: www.atrc.utoronto.ca
Online resources, consultation and accommodation support for employers hiring, retraining, advancing and retaining persons with disabilities.

ALDERCENTRE (Adult Learning Disabilities Employment Resource Centre)
120 Front Street East, Suite 208
Toronto, ON M5A 4L9
Phone: 416-693-2922
Fax: 416-698-0038
E-mail: ld@aldercentre.org
Internet: www.aldercentre.org

ARCH: A Legal Resource Centre for Persons with Disabilities
425 Bloor Street East, Suite 110
Toronto, ON M4W 3R5
Phone: 416-482-8255
Outside Toronto: 1-866-482-2724
TTY: 416-482-1254
Fax: 416-482-2981
E-mail: archlib@lao.on.ca
Internet: www.archlegalclinic.ca

Assistive Devices Industry Office
Industry Canada
P.O. Box 11490 Station H
Ottawa, ON K2H 8S2
Phone: 613-990-4316 or
613-990-4297
TTY: 613-998-3288
Fax: 613-998-5923
E-mail: adio@crc.ca
Internet: www.at-links.gc.ca/as
Information on assistive technologies and programs and services related to technical accommodations.

Canadian Association of the Deaf
251 Bank Street, Suite 203
Ottawa, ON K2P 1X3
Phone: 613-565-2882
TTY: 613-565-8882
Fax: 613-565-1207
E-mail: cad@cad.ca
Internet: www.cad.ca

Canadian Council on Rehabilitation and Work
111 Richmond Street West, Suite 401
Toronto, ON M5H 2G4
Phone: 416-260-3060
Toll free: 1-800-664-0925
TTY: 416-260-9223
Internet: www.ccrw.org
CCRW is a “one-stop shop” for disability and employment resources. The CCRW provides a number of hands-on services to employers, including partnerships, workplace assessments and training on a number of disability-related subjects including return to work processes for injured workers and how to implement an accommodation process in the workplace.

Disability WebLinks
www.disabilityweblinks.ca
Provides links to disability and accessibility resources.

EnableLink Website
E-mail: info@enablelink.org
Internet: www.enablelink.org
Links to online resources on disability-related issues. For example, see Canadian Abilities Foundation, “Neglected or Hidden: Connecting Employers and People with Disabilities in Canada” (May 2004).

IBM Canada
Human Ability and Accessibility Centre
3600 Steeles Avenue East
Markham, ON L3R 9Z7
Toll free: 1-800-426-4968
Internet: www.ibm.com/able
Resources on accessible technology.

The Job Accommodation Network
Phone (V/TTY): 1-304-293-7186
E-mail: jan@jan.wvu.edu
Internet: www.jan.wvu.edu
Practical approaches to accommodation strategies for persons with disabilities.

Learning Disabilities Association of Canada (National Office)
250 City Centre Avenue, Suite 616
Ottawa, ON K1R 6K7
Phone: 613-238-5721
Fax: 613-235-5391
Toll Free: 1-877-238-5322
E-mail: information@ldac-taac.ca
Internet: www.ldac-taac.ca

Learning Disabilities Association of Ontario
365 Bloor Street East, Suite 1004
Toronto, ON M4W 3L4
Phone: 416-929-4311
Fax: 416-929-3905
Internet: www.ldao.ca
Information on learning disabilities including a brochure for employers called “Learning Disabilities on the Job.”

Link Up Employment Services
55 Eglinton Avenue E., Suite 502
Toronto, ON, M4P 1G8
Phone: 416-413-4922
Fax: 416-413-4927
TTY: 416-413-4926
E-mail: info@linkup.ca
Internet: www.linkup.ca
This charitable, not-for-profit employment services agency assesses and provides supports to persons with disabilities. It also offers services aimed at helping employers hire persons with disabilities. For example, they make accommodation-related assessments, arrange for a variety of accommodations such as modifications to workstations and assistive devices. They also provide job coaching, may be able to offset training costs, and act as a resource for employers.

Ministry of Community and Social Services
900 Bay Street, M1-57 Macdonald Block
Toronto ON M7A 1N3
Tel: 416-325-5666
Toll Free: 1-888-789-4199
TTY: 1-800-387-5559
Internet: www.mcss.gov.on.ca/mcss/english/pillars/accessibilityOntario/
Provides access to information on the Accessibility for Ontarians with Disabilities Act. This site also includes resources to help employers create inclusive workplaces and remove barriers preventing full independence and opportunity for persons with disabilities.

Office of Disability Issues
Human Resources and Social Development Canada (HRSDC)
Internet: www.hrsdc.gc.ca/en/disability_issues/index.shtml
See report, Advancing the inclusion of people with disabilities (2005).

Service Canada
Human Resources and Social Development Canada
Toll Free: 1-800-206-7218
TTY: 1-800-529-3742
Information on sickness benefits and compassionate care benefits

Workers’ Action Centre
720 Spadina Avenue, Suite 223
Toronto, ON M5S 2S9
Phone: 416-531-0778
Fax: 416-533-0107
E-mail: info@workersactioncentre.org
Internet: www.workersactioncentre.org

WORKink
(Canadian Council on Rehabilitation and Work)
E-mail: workink@ccrw.org
Internet: www.workink.com
Offers services for employers to post jobs and review resumes from qualified candidates with disabilities.

Workplace Safety and Insurance Board
200 Front Street West
Toronto, ON M5V 3J1
Phone: 416-344-1000
Toll Free: 1-800-387-0750
TTY: 1-800-387-0050
Fax: 416-344-4684
Toll Free Fax: 1-888-313-7373
Internet: www.wsib.on.ca
Note: Employers must comply with the Code in the case of a conflict between WSIA and the Code.

i) Disability issues – mental health

Across Boundaries, An Ethnoracial Mental Health Organization
51 Clarkson Avenue
Toronto, ON M6E 2T5
Phone: 416-787-3007
Fax: 416-787-4421
E-mail: info@acrossboundaries.ca
Internet: www.acrossboundaries.ca

Canadian Mental Health Association (CMHA), Ontario
180 Dundas Street West, Suite 2301
Toronto, ON M5G 1Z8
Phone: 416-977-5580
Toll Free: 1-800-875-6213
Fax 416-977-2813
E-mail info@ontario.cmha.ca
Internet: www.ontario.cmha.ca
Comprehensive resource on mental health. Can link an employer to services such as counselling or support for employees with mental illness. See "Stigma and Discrimination” available online at
http://www.ontario.cmha.ca/about_mental_health.asp?cID=7599

The Canadian Psychiatric Association
141 Laurier Avenue W., Suite 701
Ottawa, ON K1P 5J3
Phone: 613-234-2815
Fax: 613-234-9857
E-mail: cpa@cpa-apc.org
Internet: www.cpa-apc.org

Canadian Psychiatric Research Foundation
133 Richmond Street West, Suite 200
Toronto, ON M5H 1L3
Phone: 416-351-7757
Toll Free: 1-800-915-2773
Fax: 416-351-7765
E-mail: admin@cprf.ca
Internet: www.cprf.ca

Centre for Applied Research in Mental Health and Addiction (CARMHA)
SFU Faculty of Health Sciences
Suite 7200, 515 W. Hastings Street
Vancouver, BC V6B 5K3
E-mail: info@carmha.ca
Internet: www.carmha.ca
See online manual and worksheets – Antidepressant Skills at Work: Dealing with Mood Problems in the Workplace.

Centre for Addiction and Mental Health
R. Samuel McLaughlin Addiction and Mental Health Information Centre
Phone: 416-595-6111
Toll free: 1-800-463-6273
E-mail: mmclaughlininformation@camh.net
Internet: www.camh.net
This information centre serves as a central source of reliable information, and provides active assistance for people seeking information, services or support about mental health and addictions. The CAMH website also has a wide range of information and resources, such as the Mental Health and Addiction 101 Series of free online tutorials on topics like depression and addiction.

Community Resource Connections of Toronto
366 Adelaide St. East, Suite 230
Toronto, Ontario M5A 3X9
Phone: 416-482-4103
Fax: 416-482-5237
E-mail: crct@crct.org
Internet: www.crct.org
See Navigating Mental Health Services in Toronto: A Guide for Newcomer Communities, a useful resource for employees who are newcomers to understand mental health issues and access services. Also useful for employers seeking a better understanding of barriers and challenges experienced by newcomers with mental illness.

Mental Health Services Information Ontario
Toll Free:1-866-531-2600
Internet: www.mhsio.on.ca
Free information about mental health services and supports.

Mental Health Works
180 Dundas Street West, Suite 2301
Toronto, ON M5G 1Z8
Phone: 416-977-5580 ext. 4120
Toll Free: 1-800-875-6213 ext. 4120
Fax: 416-977-2813
Internet: www.mentalhealthworks.ca
E-mail: info@mentalhealthworks.ca
This is an excellent resource for employers. For answers to common mental health issues, see
www.mentalhealthworks.ca/employers/all_questions.asp

Schizophrenia: A handbook for families
www.mentalhealth.com

k) Funding sources

Canada Revenue Agency
Toll Free: 1-800-959-5525
Internet: www.cra-arc.gc.ca
Can provide information about tax deductions for renovations that enhance accessibility.

Canadian Heritage – Human Rights Program
Ontario Regional Office
150 John Street, Suite 400
Toronto, ON M5V 3T6
Phone: 416-973-5400
Fax: 416-954-2909
E-mail: pch-ontario@pch.gc.ca
Internet: www.canadianheritage.gc.ca
Its Human Rights Program provides some grants and contributions towards projects that increase “awareness, knowledge, and practical enjoyment of human rights in Canada.” Canadian non-profit organizations, professional organizations, universities and post-secondary institutions can apply for this funding.

Charity Village
230 Sandalwood Pkwy East
P.O. Box 41559
Brampton, ON L6Z 4R1
E-mail: help@charityvillage.com
Internet: www.charityvillage.com
Provides links to many organizations that provide funding to non-profit organizations.

Industry Canada – FedNor Program
Internet: strategis.ic.gc.ca/epic/internet/infednor-fednor.nsf/en/Home
This program funds services and programs that bring economic benefit to northern and rural Ontario communities. Funding is delivered through three key initiatives: (1) Northern Ontario Development Program; (2) Community Futures Program; and (3) the Eastern Ontario Development Program. Contact information for FedNor Community Economic Development Officers is available on the website.

The Maytree Foundation
170 Bloor Street West, Suite 804
Toronto, ON M5S 1T9
Phone: 416-944-2627
Internet: www.maytree.com
Provides loans of up to $5000 to recent immigrants for training, examination and tool costs. The loans are distributed nationally but the foundation is located in Toronto. Other grants are also available.

Ministry of Northern Development and Mines – The Northern Ontario Heritage Fund Corporation (NOHFC)
Roberta Bondar Place
70 Foster Drive, Suite 200
Sault Ste. Marie, ON P6A 6V8
Phone: 705-945-6700
Toll free: 1-800-461-8329
Fax: 705-945-6701
Internet: www.mndm.gov.on.ca/nohfc
Provides funding for projects in 10 districts in Northern Ontario. Eligible applicants may include private/public partnerships, government-related agencies, municipalities, First Nations, Local Service Boards and not-for-profit corporations.

Ministry of Public Infrastructure Renewal
6th Floor, Mowat Block
900 Bay Street
Toronto, ON M7A 1L2
Tel: 416-325-0424
Fax: 416-325-8440
Website: www.pir.gov.on.ca
Invests in public infrastructure to renew and expand colleges, hospitals, universities, cultural facilities and community centres in Ontario.

l) Other sources of information about human rights

The 2008 Annotated Ontario Human Rights Code
Published by Carswell
One Corporate Plaza, 2075 Kennedy Road
Toronto, ON M1T 3V4
ISBN 978-0-7798-1184-7 (2008 Edition)
Phone: 416-609-3800
Toll Free: 1-800-387-5164
Fax: 416-298-5082
E-mail: carswell.orders@thomson.com
Internet: www.carswell.com

Canadian Human Rights Reporter
1662 West 75th Avenue
Vancouver, BC V6P 6G1
Phone: 604-266-5322
Fax: 604-266-4475
E-mail: chrr@cdn-hr-reporter.ca
Internet: www.cdn-hr-reporter.ca

Canadian Legal Information Institute (CanLII)
360 Albert Street, Suite 1700
Ottawa, ON, K1R 7X7
Internet: www.canlii.org
Free source of Canadian cases in an on-line searchable database.

Publications Ontario
880 Bay Street, 5th floor
Toronto, ON M7A 1N8
Phone: 416-326-5300
Toll Free: 1-800-668-9938
TTY: 416-965-5130
Toll Free TTY: 1-800-268-7095
Fax: 416-326-5317

POOL – Publications Ontario On-Line
Internet: www.publications.serviceontario.ca

Appendix “D” – Sample application for employment

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Position being applied for_____________________________Date available to begin work__________________

------------------------------------------------------------------------------------------------------------------------------------------------
PERSONAL DATA
------------------------------------------------------------------------------------------------------------------------------------------------
Last name____________________________________Given name(s)__________________________________

Address_____________________________Street_____Apt. No. _____Home Telephone Number____________

City____________________Province________Postal Code_______Business Telephone Number____________

------------------------------------------------------------------------------------------------------------------------------------------------
Are you legally eligible to work in Canada? ◻ Yes ◻ No
------------------------------------------------------------------------------------------------------------------------------------------------
Are you 18 years or more? ◻ Yes ◻ No
------------------------------------------------------------------------------------------------------------------------------------------------
Are you willing to relocate in Ontario? ◻ Yes ◻ No
Preferred Location____________________________

------------------------------------------------------------------------------------------------------------------------------------------------
To determine your qualification for employment, please provide below and on the reverse, information about your academic and other achievements including volunteer work, as well as employment history. Attach any additional information on a separate sheet.
------------------------------------------------------------------------------------------------------------------------------------------------
EDUCATION
------------------------------------------------------------------------------------------------------------------------------------------------
◻ SECONDARY SCHOOL
◻ BUSINESS OR TRADE SCHOOL

Highest grade or level completed_______________Name of program___________________________________
Length of program___________________________

------------------------------------------------------------------------------------------------------------------------------------------------
Licence, certificate or diploma awarded? ◻ Yes ◻ No
Type:________________________________________

------------------------------------------------------------------------------------------------------------------------------------------------
COMMUNITY COLLEGE ◻ UNIVERSITY ◻
------------------------------------------------------------------------------------------------------------------------------------------------

Name of Program___________________________Length of Program______
Diploma/Degree awarded ◻ Yes ◻ No ◻ Honours
Major subject_______________________________________________________________________________

------------------------------------------------------------------------------------------------------------------------------------------------
Other courses, workshops, seminars_____________________________________________________________
Licences, Certificates, Degrees_________________________________________________________________

------------------------------------------------------------------------------------------------------------------------------------------------
WORK-RELATED SKILLS
------------------------------------------------------------------------------------------------------------------------------------------------
Describe any of your work-related skills, experience or training that relates to the position being applied for.
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

------------------------------------------------------------------------------------------------------------------------------------------------
EMPLOYMENT
------------------------------------------------------------------------------------------------------------------------------------------------
Name of present/last employer_________________________________Job title__________________________
Period of employment (includes time spent away from work due to disability or maternity/parental leave but it is not necessary to refer to this)
From______________________To______________________

------------------------------------------------------------------------------------------------------------------------------------------------
Type of Business____________________________________________________________________________
Reason for leaving (do not refer to issues related to maternity/parental leave, Workers' Compensation claims, handicap/disability, or human rights complaints)____________________________________________________
__________________________________________________________________________________________

------------------------------------------------------------------------------------------------------------------------------------------------
Functions/Responsibilities_____________________________________________________________________
__________________________________________________________________________________________

------------------------------------------------------------------------------------------------------------------------------------------------
Name of previous employer_________________________________Job title_____________________________
Period of employment (includes time spent away from work due to disability or maternity/parental leave but it is not necessary to refer to this)
From______________________To______________________

------------------------------------------------------------------------------------------------------------------------------------------------
For employment references we may approach:

Your present/last employer? ◻ Yes ◻ No
Your former employer(s)? ◻ Yes ◻ No

List references if different than above on a separate sheet.
------------------------------------------------------------------------------------------------------------------------------------------------

PERSONAL INTERESTS AND ACTIVITIES (civic, athletic etc.)
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

------------------------------------------------------------------------------------------------------------------------------------------------

I hereby declare that the foregoing information is true and complete to my knowledge. I understand that a false statement may disqualify me from employment, or cause my dismissal.

Have you attached an additional sheet? ◻ Yes ◻ No

Signature_________________________________________________Date______________________________

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Appendix “E” – Accommodation template for employers

This template may be used by an employer to meet Code-related accommodation needs, in consultation and collaboration with the employee. This form is a starting point for discussion and will need to be modified to address the specific issues that arise in individual situations. Additional pages can be added if needed. Electronic copies of this form are available online for download at www.ohrc.on.ca.

An employee may be requested to initial the forms as a means of confirming for both employee and employer that this is a collaborative process. If an employee does not want to initial the forms, this may be an indication that there is a problem with the process or substance of accommodation that needs to be addressed by the employer before proceeding further. An employee should not be required to initial the forms to receive accommodation.

The template and any information on it should be made available in its entirety to the employee, or his or her designates, on request but otherwise kept confidential.

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Name of employee:___________________________________________________________________________
Department or branch:________________________________________________________________________
Position:___________________________________________________________________________________

Accommodation principles, policies and procedures

The employer is required to accommodate Code-related needs [such as creed/religion, disability, family status and sex (including pregnancy and gender identity)] to the point of undue hardship.

Has the employee been advised of this or otherwise made aware, for example through an accommodation policy?

YES ◻

Date:_______________________________________________________________
By whom?___________________________________________________________
Employee’s initials (optional):____________________________________________

NO ◻

Reasons:____________________________________________________________

Organizations are expected to have measures in place to prevent and address discrimination. An accommodation policy and procedure is a key element of such a strategy.

Does the organization have an accommodation policy and procedure?

NO ◻

Who is responsible for developing an accommodation policy and procedure?
________________________________________________________________________________
________________________________________________________________________________
Has this person(s) been advised that an accommodation policy and procedure are lacking?
YES ◻ Date:_____________________________________________________________________
NO ◻ Why not?___________________________________________________________________
What are the steps and timelines for developing an accommodation policy and procedure?
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________

YES ◻

When was the employee told about the accommodation policy & procedure?
Date:____________________________________________________________________________
Employee’s initials (optional):_________________________________________________________

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About the job

A preparatory step is to identify the essential duties of the position, non-essential duties and performance goals. Essential duties are fundamental to the existence of a job and how it is classified. Non-essential duties are those that would not detract from the job if they were not done, or those that could be re-assigned or removed. This provides background information that will be relevant to selecting accommodation options.

What are the essential duties of the employee’s position? Add a page or job description if needed.
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

What are the non-essential duties of the employee’s position?
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

Performance goals:
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

------------------------------------------------------------------------------------------------------------------------------------------------

About the accommodation need

An employee may come forward with an accommodation request in some cases. In other cases, an employer might start the discussion about accommodation, for example where an employee appears to be having a difficulty coping with the job but has not yet requested accommodation.

Date need(s) identified:________________________________________________________________________

How was/were the need(s) identified:_____________________________________________________________

What accommodation need(s) have been identified? Specify whether the needs relate to essential or non-essential job duties.
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

Accommodation requests may relate to more than one Code ground. For example, an employee providing care to a child with a disability could require accommodation based on association and family status. An older employee with a heart condition may require accommodation based on disability and age. Check if any Commission policies apply.

Applicable Code grounds:______________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

Applicable Commission policies:________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

The extent of documentation required will depend on the nature of the need. The information requested should relate to restrictions and/or accommodations needed. The employer should not request detailed medical records or information. The documentation should tell the employer what accommodation the employee needs to meet his or her bona fide occupational duties. It will be used to help the employer determine how to meet the employee’s needs (rather than to challenge the existence of a need). An employee should not be required to provide expert confirmation of a need for accommodation in all cases. For example, a pregnant employee should not have to provide documentation to support a need for increased washroom breaks. An employee’s expert’s notes should be accepted unless there is some reason to question their validity (for example, don’t require a note from a specialist or company doctor unless there is some reason to suspect that there is a problem with the information submitted).

Supporting documentation requested:____________________________________________________________

Date & type of documentation received:___________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

Further documentation or assessment requested:___________________________________________________

------------------------------------------------------------------------------------------------------------------------------------------------

Objective reasons supporting the request for further information:
__________________________________________________________________________________________
__________________________________________________________________________________________

------------------------------------------------------------------------------------------------------------------------------------------------

Inclusive design of standards, rules, policies or practices

If the need for accommodation arises from an organizational rule, practice, standard or policy – this should be assessed to make sure that it is a bona fide requirement (BFR). This means that it must be inclusively designed and incorporate the concept of accommodation – this is in addition to the expectation that accommodation will be provided for individual needs that remain. Attach additional pages if necessary.

Rule or standard to be evaluated:________________________________________________________________
__________________________________________________________________________________________

BFR analysis performed by:____________________________________________________________________
Date:______________________________________________________________________________________

Elements of the BFR Analysis

Purpose of rule or standard:
________________________________________________________________________________
________________________________________________________________________________
Connection of the goal or purpose to the performance of the job:
________________________________________________________________________________
________________________________________________________________________________
How are the needs of individual employees accommodated in relation to this standard?
________________________________________________________________________________
________________________________________________________________________________
What alternative approaches are there?
________________________________________________________________________________
________________________________________________________________________________
Have these been fully investigated?
________________________________________________________________________________
________________________________________________________________________________
Do these alternative approaches have a less discriminatory impact and also fulfill the employer’s purpose?
________________________________________________________________________________
________________________________________________________________________________
- If so, can these alternatives be implemented instead?
  _______________________________________________________________________
  _______________________________________________________________________
- If not, describe the reasons and add supporting documentation.
  _______________________________________________________________________
  _______________________________________________________________________

In light of all of the above, how can the rule or standard be re-designed to better comply with the Code - for example, to reflect individual differences and not place an undue burden on those to whom it applies?
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

Next steps:_________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

------------------------------------------------------------------------------------------------------------------------------------------------

Identify partners, resources or supports in providing accommodation

Accommodation is a shared responsibility. Managers, supervisors, executives and unions need to work together with the employee to come up with and implement creative accommodation solutions.

Names and titles of person(s) potentially involved in meeting accommodation needs:
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

It is expected that someone will be accountable for making sure that the accommodation process is timely and that accommodation decisions are made and implemented. The person(s) responsible for providing accommodation should be aware of the relevant principles and have appropriate training in accommodation planning. Additional training needs should be identified.

Name of person immediately responsible for accommodation planning and implementation:
__________________________________________________________________________________________
__________________________________________________________________________________________

Accommodation training, skills development or information received:
__________________________________________________________________________________________
__________________________________________________________________________________________

Needs for further accommodation training identified:
__________________________________________________________________________________________
__________________________________________________________________________________________

Request for training:__________________________________________________________________________
To whom?__________________________________________________________________________________
Date:______________________________________________________________________________________

Community organizations, medical professionals, counselling services, family members or other third parties may be able to help find and implement accommodation solutions.

Which third parties have been identified by both employee and employer to support the accommodation?
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

------------------------------------------------------------------------------------------------------------------------------------------------

Create an individual accommodation plan

Accommodation must be provided in a timely manner. An accommodation plan should allow the employer to meet the employee’s individualized accommodation needs relating to both process and substance. The employee should be an active participant in the search for accommodation solutions. The most appropriate accommodation must be implemented, subject to a claim of undue hardship. Undue hardship should not be claimed without objective evidence. Even if undue hardship exists in relation to the most appropriate accommodation or a one-time expenditure, the next-best accommodation or phased-in accommodation should be provided in the meantime. Accommodations should be evaluated periodically and tailored to meet the employee’s needs as they change over time or as organizational changes take place.

Accommodation process

The process of choosing, implementing and monitoring accommodations is as important as the substance of the accommodation provided. The process may need to be revised from time to time. Ideally, the employer has an accommodation procedure in place that can be modified to address specific situations.

Describe the procedure for accommodation that will apply in this case – include timelines, goals, assessments and information gathering, monitoring and dealing with issues that may be raised by co-workers. Add another page if needed.
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

The employee has been consulted in developing this process.

YES ◻

Date:_______________________________________________________________
Employee’s initials (optional):____________________________________________

NO ◻

Why not?____________________________________________________________

Substance of accommodation

A range of options, including those suggested by the employee, third party consultants or union representatives, should be identified and assessed. An employee’s suggestions should never be dismissed without consideration.

Accommodation objectives:
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

List all possible accommodation options that could address the individual needs and meet the goals set out above.
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

Identify the most appropriate accommodation(s) that will be implemented. Add another page if necessary. If an appropriate accommodation is not going to be implemented because of “undue hardship,” this must be fully documented in the last section.

Accommodation #1:__________________________________________________________________________
__________________________________________________________________________________________

Reasons why this is most appropriate:____________________________________________________________
__________________________________________________________________________________________

Date accommodation selected:_________________________________________________________________
__________________________________________________________________________________________

The employee was actively involved in choosing this accommodation.

YES ◻

Date:_______________________________________________________________
Employee’s initials (optional):____________________________________________

NO ◻

Why not?____________________________________________________________

Accommodation #2:__________________________________________________________________________
__________________________________________________________________________________________

Reasons why this is most appropriate:____________________________________________________________
__________________________________________________________________________________________

Date accommodation selected:_________________________________________________________________

The employee was actively involved in choosing this accommodation.

YES ◻

Date:_______________________________________________________________
Employee’s initials (optional):____________________________________________

NO ◻

Why not?____________________________________________________________

To implement accommodation solutions, an employer may need more expert information, the agreement of a third party or to place an order for equipment – these may take time. In other cases, it is as simple as waiving a policy or allowing an employee to switch shifts – these could be done right away. Any accommodation or part of accommodations that can be implemented right away should be. If an accommodation cannot be implemented due to “undue hardship,” whether in the short-term or the long-term, this must be fully documented below.

Accommodation #1:__________________________________________________________________________
Steps for implementation:______________________________________________________________________
__________________________________________________________________________________________

Person(s) responsible:________________________________________________________________________
__________________________________________________________________________________________

Accountable to:______________________________________________________________________________
Accountable for:_____________________________________________________________________________
__________________________________________________________________________________________

Deadline for completion:_______________________________________________________________________

Accommodation #2:__________________________________________________________________________
Steps for implementation:______________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

Person(s) responsible:________________________________________________________________________
__________________________________________________________________________________________

Deadline for completion:_______________________________________________________________________
Actual implementation date:____________________________________________________________________

The employee was actively involved in planning and implementation:

YES ◻

Date:_______________________________________________________________
Employee’s initials (optional):____________________________________________

NO ◻

Why not?____________________________________________________________

Training is often a critical element of a successful accommodation plan – either for the person receiving accommodation or co-workers who may need to take on additional duties (such as when an employee is accommodated because of physical restriction) or who may otherwise contribute to a poisoned environment (for example, joking because they are uncomfortable about a co-worker’s transition from one gender to another).

The following needs for training have been identified:
__________________________________________________________________________________________
__________________________________________________________________________________________

Person responsible:__________________________________________________________________________
Topic of training:_____________________________________________________________________________
Date completed:_____________________________________________________________________________

Once accommodations have been implemented, they will need to be monitored and revised from time to time to make sure they continue to meet changing needs. This can be done informally, but it is also a good idea to plan for this so that it is not forgotten. Remember to evaluate the impact of organizational changes on individual employee’s accommodation arrangements. Add additional pages if needed.

Accommodation #1:__________________________________________________________________________
Deadline for evaluation:_______________________________________________________________________
Date of evaluation:___________________________________________________________________________
Evaluation of accommodation done by:___________________________________________________________
Outcome of evaluation and follow up:_____________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

Date of next evaluation:_______________________________________________________________________

The employee was actively involved in evaluating the accommodation.

YES ◻

Date:_______________________________________________________________
Employee’s initials (optional):____________________________________________

NO ◻

Why not?____________________________________________________________

------------------------------------------------------------------------------------------------------------------------------------------------

Undue hardship

The Code and Commission policy lists three factors that may be considered in assessing whether undue hardship exists: cost, outside sources of funding and health and safety. This assessment is based on objective evidence. An employer who declines to provide accommodation based on an unsupported claim of undue hardship is vulnerable to human rights complaints. All sections below should be filled in for each accommodation for which undue hardship is being claimed. Add extra pages if needed.

Description of accommodation for which undue hardship is being claimed:
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

Cost

How much would the accommodation cost?_______________________________________________________

On what evidence is this assessment based? Attach supporting documents.
__________________________________________________________________________________________
__________________________________________________________________________________________

What impact would this cost have on the organization’s overall budget, viability or ability to meet operational needs?
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

On what evidence is this assessment based? Attach supporting documents such as financial statements or accounting records.
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

Funding sources

The employer is expected to explore and exhaust all available funding options before concluding that undue hardship exists. For example, applying for government grants or funds from a head office. Add extra pages if needed.

What outside sources of funding may be available?

Possible Source of funding #1:__________________________________________________________________
Date of contact:______________________________________________________________________________
Letter, e-mail or phone call:____________________________________________________________________
Name of person contacted:_____________________________________________________________________
Date application submitted:____________________________________________________________________
Outcome:__________________________________________________________________________________

Possible source of funding #2:__________________________________________________________________
Date of contact:______________________________________________________________________________
Letter, e-mail or phone call:____________________________________________________________________
Name of person contacted:_____________________________________________________________________
Date application submitted:____________________________________________________________________
Outcome:__________________________________________________________________________________

Health and safety

Evaluate health and safety risks only AFTER providing appropriate accommodation. Base risks on evidence and facts, not speculation. Keep in mind that other legislative requirements must give way to the Code unless the Code is specifically said not to apply, subject to the undue hardship standard. In some cases, health and safety risks that remain after accommodation amount to undue hardship, but this cannot be assumed.

Add more pages if there is more than one health and safety risk to be evaluated, or if additional agencies are contacted. Attach copies of all relevant documents or reports prepared relating to the assessment of risks.

Possible health and safety risk #1:_______________________________________________________________

Accommodation in place at time of risk assessment:
__________________________________________________________________________________________
__________________________________________________________________________________________

Other options explored to minimize risk before assessment:
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

Name of person(s) assessing risk:_______________________________________________________________
Title of person(s) assessing risk:________________________________________________________________
Qualifications of person(s) assessing risk:_________________________________________________________
__________________________________________________________________________________________

Date of risk assessment:______________________________________________________________________

Nature of risk:_______________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

Probability of risk:____________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

Severity or consequences of risk:________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

Comparison of this risk to other risks in the organization:_____________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

Comparison of this risk to other risks in society as a whole:___________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

Persons affected by risk:
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

Date employee asked to assume risk
(if risk only to self):_________________________________________________________________
Employee’s initials (optional):_________________________________________________________

Where health and safety requirements imposed under other rules, regulations or legislation conflict with the duty to accommodate, the employer is expected to take steps to comply with the Code and mitigate remaining risks by addressing this with the relevant agencies or other third parties, such as insurance agencies.

Applicable legislation or rules:
__________________________________________________________________________________________
__________________________________________________________________________________________

Relevant regulatory bodies, enforcement agencies or other third parties:
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

Name of agency contacted:____________________________________________________________________
Name of person contacted:_____________________________________________________________________
Title of person contacted:______________________________________________________________________
Date of contact with agency:____________________________________________________________________
Date of expert assessment or agency input:_______________________________________________________
Response or advice received (attach relevant documentation):
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

Does the agency’s response reflect the primacy of the Code?

YES ◻

How does this affect intended accommodation?
_______________________________________________________________________________________

NO ◻

The other agency says we have to comply with their rules regardless of what the Code says.
Has the other agency said that there is specific exemption from the application of the Code? If not, how does the other agency explain its position?________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
Steps taken to reconcile the employer’s duty to accommodate with these conflicting requirements
(Consider contacting the Commission for advice):
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________

Documenting a decision that undue hardship exists

The decision that an accommodation cannot be provided because of undue hardship is a very serious one that carries with it the risk of significant liability (financial and otherwise). This decision should only be made by the most senior person in the organization based on documents and evidence gathered in each of the sections above.

Description of accommodation declined on basis of “undue hardship”:
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

Date of decision:_____________________________________________________________________________
Name of decision-maker:______________________________________________________________________
Title:______________________________________________________________________________________
Signature:__________________________________________________________________________________

Summary of reasons for decision:
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

Date employee told:__________________________________________________________________________

Next-best, interim or phased-in accommodation that will be provided instead:
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

Long-term plan to meet outstanding accommodation needs:
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

Additional comments:
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

Appendix “F” – Investigation template

This template may be used by an employer or an external investigator hired by an employer to investigate human rights concerns in the workplace. This form is a starting point for planning and conducting an investigation, and should be modified to address the specific issues that arise in individual situations. Additional pages can be added if needed. See also Section IV-12d) – “Apply human rights principles when investigating allegations.”

Electronic copies of this form are available online for download at www.ohrc.on.ca.

Name of investigator:_________________________________________________________________________
Date of investigation:_________________________________________________________________________
Qualifications of investigator:___________________________________________________________________

------------------------------------------------------------------------------------------------------------------------------------------------
Gather background information:

Who are the parties involved or potentially involved? Keep in mind that even if the person raising the concerns is doing so on behalf of another person, he or she may also have rights under the Code (association or poisoned environment).

Name of person raising concerns:_______________________________________________________________
Department or branch:________________________________________________________________________
Position:___________________________________________________________________________________
Date concerns raised:_________________________________________________________________________

Name of potential complainant:_________________________________________________________________
Department or branch:________________________________________________________________________
Position:___________________________________________________________________________________

Name of potential respondent(s):________________________________________________________________
__________________________________________________________________________________________

Department or branch:________________________________________________________________________
Position:___________________________________________________________________________________

List the main concerns. Which ones might be human rights issues? Add an extra page if needed.

Summary of concerns:
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

------------------------------------------------------------------------------------------------------------------------------------------------

Identify relevant Code principles and Commission policies:

When did the issues arise? Keep an open mind about the last incident – for example, it could be a letter confirming a conversation that took place long ago.

Date of first incident:__________________________________________________________________________
Date of last incident:__________________________________________________________________________
Frequency of concerns:_______________________________________________________________________

What social area do the issues relate to (for example, employment, services or contracts)? Does it relate to more than one social area?

Social area #1_______________________________________________________________________________
Social area #2:______________________________________________________________________________

What are all the grounds that might apply? Could the discrimination be linked to the overlap of two grounds such as race and sex or disability and age (“intersectionality”)?

Ground(s):__________________________________________________________________________________
__________________________________________________________________________________________

Intersectionality:_____________________________________________________________________________

What types of discrimination do the concerns relate to (for example, harassment, poisoned environment, subtle discrimination or systemic discrimination)? Are there problems with the process and/or substance of accommodation?

Types of discrimination:_______________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

What principles should be kept in mind when interviewing witnesses or reviewing documents (for example, that discrimination need only be one factor or that rules need to be designed inclusively and include the concept of accommodation)?

Code principles that may apply:
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

Commission policies that may apply:
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

------------------------------------------------------------------------------------------------------------------------------------------------

Plan and conduct the investigation:

Before interviewing witnesses or reviewing documents, an investigator needs to plan each step and understand what evidence would show discrimination. Rather than asking witnesses if they think discrimination exists, witnesses should be asked specific questions about what they have observed, are aware of or have personally experienced.

An investigator should keep in mind that for many people discrimination means the same thing as harassment. Uninformed witnesses may not be able to identify a failure to accommodate or an unfair job competition process as discriminatory, but they would be able to say what happened. So, questions must be specific enough to allow the investigator to understand the facts and analyze at the end of the investigation whether all the facts uncovered amount to a violation of the Code.

Take detailed notes of the questions asked and answers provided by each witness, and give that witness a copy of the notes relating to his or her interview. Attach notes from all witness interviews to the investigation template.

Witness #1:_________________________________________________________________________________
Reason for interview:_________________________________________________________________________
Specific information sought:____________________________________________________________________

Witness #2:_________________________________________________________________________________
Reason for interview:_________________________________________________________________________
Specific information sought:____________________________________________________________________

Witness #3:_________________________________________________________________________________
Reason for interview:_________________________________________________________________________
Specific information sought:____________________________________________________________________

Document #1:_______________________________________________________________________________
Relevance:_________________________________________________________________________________

Document #2:_______________________________________________________________________________
Relevance:_________________________________________________________________________________

Document #3:_______________________________________________________________________________
Relevance:_________________________________________________________________________________

------------------------------------------------------------------------------------------------------------------------------------------------

Report conclusions and outcomes:

The investigator’s summary report should set out what evidence was obtained and any further evidence needed, an analysis of the evidence consistent with human rights principles, and conclusions and recommendations for action. Do not make comments about character.

Add extra pages if needed.

Summary of key evidence:
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

Further evidence needed:
__________________________________________________________________________________________
__________________________________________________________________________________________

When analyzing the evidence, ask yourself a question and provide an answer based on human rights principles applied to the evidence you have uncovered. For example, “could race have been a factor in the decision to suspend the employee, when considered in the context of discipline received by White employees in similar cases?” Or, “did the employer have objective reasons for asking the employee to attend at an independent medical examination instead of following the employee’s doctor’s accommodation plan?”

Analysis of evidence based on human rights principles:
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________

What actions are recommended? Should an outside investigator be called in? What internal policies or procedures need to be changed and how? Would a mediation solve the issues (if so, what remedies may be appropriate)?

Recommended next steps:
_________________________________________________________________________________________
__________________________________________________________________________________________

Recommendations should be made to a person with responsibility to act on them – for example, implementing a policy, changing a process or offering a remedy.

Name of person responsible:___________________________________________________________________
Position:___________________________________________________________________________________
Date recommendations made:__________________________________________________________________
Date for follow-up:____________________________________________________________________________
Date recommendations acted on:________________________________________________________________

Actions taken:
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________

Appendix “G” – Releases

For more information, see Section IV-12f) – “Considerations when asking an employee to sign a release.”
Tips for parties to a release

i) For employers

At the time of termination, ask the employee verbally or in writing whether there are any outstanding human rights issues or concerns.
It is important to give the employee a reasonable opportunity to consult with independent counsel or an advisor before being required to answer the above question or to sign a legal release.
Reasonable requests for an extension of time should be granted.
Where the answer is "yes," ask for details, to help you fairly assess what would be a reasonable offer for settling the human rights issues.
Where the answer is "yes," it is best to also prepare Minutes of Settlement, in addition to the release, which will expressly deal with the human rights issue.
Also, where the answer is "yes," the text of the standard form of release should be altered to include a clause that separately recognizes that there is a human rights issue or complaint that has been fully and finally resolved between the parties.
Where the answer is "no," and the employee has got, or had the opportunity to get, independent advice, it is appropriate for the release to state that the employee has got independent legal advice, is aware of his or her rights under the Code, and promises that he or she is not asserting such rights or advancing any human rights claim or complaint.
To avoid claims of unwarranted pressure or duress, it is best that an employer not accept a signed release on the same day as termination (even where the employee offers to sign it on that day).
Employers wishing to guard against a claim that they have not compensated a complainant for the human rights issue should consider clearly stating in the settlement specific sums for each “head” of damages, such as severance, termination, vacation pay and wages, as well as a set amount in compensation for any alleged human rights concern.
The employer should state that the employee will receive his or her statutory entitlements (wages owed, vacation pay, statutory termination or severance payments) regardless of whether he or she signs the release.
The release itself should contain a clause that makes it clear that signing the release was not a precondition for being paid these statutory entitlements.
Termination meetings should be conducted with dignity, ensuring privacy, and with the employer exhibiting professionalism.
If an employee has allegedly engaged in criminal wrongdoing, such as theft or fraud, the employer should not promise to refrain from contacting the police in exchange for a release.
Where an employee has a disability that could affect their ability to properly agree to the terms (for example, severe depression or anxiety, drug dependency) or is otherwise incapable (for example, on strong medication), the signing of the release may have to be postponed or may not be possible.
In such cases, where the employer has a reasonable basis to believe that an employee is experiencing a mental disability that could impair his or her judgment, he or she should ask the employee to get medical clearance before signing the release.

ii) For employees

Seek outside independent advice before signing a release, or answering a question about whether a human rights issue exists.
Speak with your advisor about the full range of remedies that may be available at common law, under the Employment Standards Act, the Human Rights Code, or other statutes.
To avoid unwarranted pressure or duress, it is best that an employee never accepts or signs a release on the same day as termination.
After consulting with independent counsel or an advisor, separately negotiate each head of damages or remedy when negotiating the terms of the settlement.
First request a calculation or breakdown of your statutory entitlements and other entitlements before negotiating the terms and conditions of any settlement of an outstanding human rights issue or complaint.
Ask that the settlement set out specific sums for each “head” of damages, such as severance, termination, vacation pay and wages, as well as a set amount in compensation for any alleged human rights concern.
Ask for statutory entitlements.

iii) Sample wording for releases

It is not enough just to use the words suggested below. The parties to a release should also deal with each other in a way that is consistent with the principles and procedures set out in Section IV-12f) – “Considerations when asking an employee to sign a release.” For more information, refer to the Ontario Human Rights Commission’s Guide to Releases with Respect to Human Rights Complaints (May 2006).

The parties agree that they have discussed or otherwise canvassed any and all human rights complaints, concerns or issues, arising out of or in respect to the employee's employment at Company "A"
The parties agree that this agreement constitutes a full and final settlement of any existing, planned, or possible complaint or complaints against the employer under the Human Rights Code up to the date of this agreement, arising out of or in respect to the employee's employment at Company "A."
The parties agree that the employee has received a separate sum in the amount of $X as compensation for settling and resolving the outstanding human rights complaint, concern or issue.

Where the employee agrees that that there are no human rights issues or concerns, the following can be included instead of paragraphs 2 and 3]:
The employee agrees that he or she is aware of his or her rights under the Human Rights Code, and confirms that he or she is not asserting such rights or advancing a human rights claim or complaint.
The parties further agree that signing this agreement is not a condition for the employee to first receive money he would otherwise be entitled to by operation of law. Such moneys include the separate sum of $X for wages, $Y for statutory severance pay, and $Z for statutory termination pay.
The employee agrees that he (or she) has been given enough time and opportunity to get independent legal advice before signing this settlement agreement and
(a) He [or she] has done so, or
(b) He [or she] has freely chosen not to do so.

^[98] Building Code Act, 1992. O. Reg. 350/06, Section 2.2.1.1.
^[99] Parry Sound, supra note 28.

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First page
Table of contents

Human Rights at Work 2008 - Third Edition

VII. Appendices and Other resources

Appendix “A” – other OHRC publications

Policies and guidelines

Appendix “B” – Human rights in the workplace: which laws?

a) Federal legislation

i) Canadian Human Rights Act

ii) Canada Labour Code

iii) Employment Equity Act

iv) Privacy legislation

b) Provincial legislation

i) Accessibility for Ontarians with Disabilities Act

ii) Building Code

iii) Employment Standards Act

iv) Labour Relations Act

v) Occupational Health and Safety Act

vi) Ontarians with Disabilities Act

vii) Pay Equity Act

viii) Privacy laws

ix) Workplace Safety and Insurance Act

Appendix “C” – Resource list

a) Human Rights at Work partners

b) Organizations providing human rights services to Ontarians

c) Creating a workplace that complies with the Code

d) Race and creed-related issues

e) Sex-related issues

f) Sexual orientation and gender identity issues

g) Age-related issues (includes youth and older Ontarians)

h) Disability issues (excluding mental health)

i) Disability issues – mental health

k) Funding sources

l) Other sources of information about human rights

Appendix “D” – Sample application for employment

Appendix “E” – Accommodation template for employers

Appendix “F” – Investigation template

Appendix “G” – Releases

i) For employers

ii) For employees

iii) Sample wording for releases