HR Policies

This section covers how to develop HR policies, their importance in setting expectations, ensuring compliance, and promoting fairness, as well as the difference between policies and procedures. It also includes policy examples to guide policy creation for your nonprofit.

Developing HR policies

Developing HR policiesVolunteer Policy Considerations

Policy considerations for volunteer engagement

Volunteers are not employees. This means they are not subject to the employment standards of your jurisdiction. However, a policy framework for volunteer engagement can help you align with other legal requirements in your region. In many cases, existing HR policies for employees can be extended to include volunteers when appropriate. ...

Developing HR policies

Why are policies important?

HR policies serve several important functions, enabling you to: Communicate values and expectations for how people do things at your organization. Keep your organization in compliance with legislation and protect it against employment claims. Document and implement best practices appropriate for ...

Developing HR policies

Legal and operational policy considerations

Legal considerationsFor policies required by legislation, much of the content will be based on the legislative requirements applicable to your jurisdiction and area of work. At a minimum, consider: Employment/Labour Standards Privacy legislation Occupational Health and Safety Human Rights Worke...

Developing HR policies

Drafting an HR policy

What to include in an HR policyA policy should include the following sections: Purpose The purpose sets out what the policy intends to do and/or the goal of the policy. For example, a health and safety policy may aim to ensure a safe and healthy workplace for all workers in compliance with the rel...

Developing HR policies

Implementing an HR policy

How to communicate a policyEmployees, managers, and board directors must have access to up-to-date copies of the policies and procedures relevant to their role in the organization and be advised of and understand any new policies or changes to policies coming into effect.When selecting methods to co...

Sample HR Policies

Sample Holiday Substitution Policy

This policy supports the principles of decent work, anti-racism, and reconciliation by acknowledging Canada’s colonial holiday framework and actively creating space for employees to celebrate what matters to them. It also enables organizations to maintain operational continuity while offering staff greater autonomy over their time off....

Sample HR Policies

Sample Policy: Inclusive and Equitable Hiring Practices

This policy outlines inclusive hiring practices to help organizations build diverse, equitable, and representative teams. It is designed to operationalize values of justice, equity, diversity, and inclusion (JEDI) in all phases of recruitment, assessment, selection, and onboarding....

Sample HR PoliciesVolunteer Policy Considerations

Sample volunteer honorarium policy

The purpose of this policy is to clarify a consistent approach to providing honorariums as a specific gesture of thanks when voluntary services are provided and would not require a fee....

Sample HR Policies

Sample code of conduct policy

IntroductionA code of conduct lays out an organization's expectations and guiding principles for appropriate workplace behaviour. As illustrated by the samples, some policies also provide legal and ethical guidelines for relationships between employees, service users and clients.A code of conduct po...

Sample HR Policies

Sample substance use policy

Note: This sample policy has been provided by Imagine Canada.PurposeImagine Canada provides a safe and engaging work environment to all employees. This includes managing situations in which an employee may be impaired and affect the safety of themselves and others. The purpose of this policy is to c...

Sample HR Policies

Employment termination process

Preparing for terminationMany employees in the nonprofit sector are very dedicated to the mission of the organization, its cause, and the employees they work alongside. This can make the need to terminate the employment of an employee even more difficult. If you must terminate the employment, rememb...

Sample HR Policies

Sample social media policy

Note: This sample policy has been provided by Imagine Canada.PurposeImagine Canada is committed to the Staff Values of Accountability, Care and Teamwork. Imagine Canada encourages the safe exchange of ideas on social media platforms and understands how these can be used to further promote the vision...

Sample HR Policies

Sample secondment assignment policy

Note: This sample policy has been provided by Imagine Canada.PurposeImagine Canada is committed to the values of Courage and Teamwork. The investment that Imagine Canada makes in partnership with employees in their continuing career development allows the organization to achieve maximum flexibility ...

Sample HR Policies

Sample IT acceptable use policy

Note: This sample policy has been provided by Imagine Canada.PurposeImagine Canada is committed to the values of Accountability and Drive. Imagine Canada’s information technology (IT) is a key resource for managing information, communication, and process. Our employees and partners expect our syst...

Sample HR Policies

Sample internal complaints policy

Note: This sample policy has been provided by Imagine Canada.PurposeImagine Canada recognises that conflict situations may arise within or among individual stakeholders. All such conflicts brought to the attention of Imagine Canada management will be investigated with due regard to maintaining the p...

Sample HR Policies

Sample workplace discrimination, harassment and violence in the workplace policy

Note: This sample policy has been provided by Imagine Canada.PurposeImagine Canada is committed to a work environment free of discrimination, harassment and violence, in line with our Staff Values of Care, Courage and Inclusivity. This is a recognized Human Resources and Health and Safety issue and ...

Sample HR Policies

Sample disconnecting from work policy

Note: This sample policy has been provided by Imagine Canada.PurposeImagine Canada is committed to the values of Accountability, Care and Drive. This includes promoting a healthy work environment for employees and supporting employees’ right to a clear separation between work and personal activiti...

Sample HR Policies

Sample employee expense policy

OverviewEmployee expense policies vary from organization to organization, but they typically include eligible expenses, how expenses are approved, reimbursement amounts, and the guidelines for claiming expenses. Having an employee expense policy helps approvers and claimants determine reasonable and...

Sample HR Policies

Sample job evaluation policy

OverviewJob evaluation is the systematic process for assessing the relative worth of jobs within an organization. A comprehensive analysis of each position’s tasks, responsibilities, knowledge, and skill requirements is used to assess the value to the employer of the job’s content and provide an...

Sample HR Policies

Sample professional development policy

OverviewProviding employees with training and development opportunities contributes to the quality and effectiveness of your organization and helps motivate and retain employees.Professional development should address both organizational and employee needs. Organizational needs are the competencies ...

Sample HR Policies

Sample statutory holiday policy

OverviewStatutory or public holidays are days the government (federal and/or provincial) has designated as paid days off. Much of the content of your policy will be based directly on the law. In addition to identifying statutory holidays, most legislation also governs: How holidays which fall on a ...

HR Legislation

HR Legislation overview

Important: The information provided herein does not constitute legal advice. If you require legal advice, please consult a lawyer.Every employer in Canada, including nonprofit organizations, is required to comply with employment laws. Complying with these laws is important for a number of reasons: ...

HR Legislation

Employment termination overview

This article is about the termination of employment of an individual employee who is not covered by a collective agreement. The content in this article is for general information only. It’s not legal advice. Review your jurisdiction’s employment and labour standards and human rights legislation ...

HR Legislation

Employment Standards Legislation

Employment standards legislation sets out the minimum standards of employment required by law. You cannot contract out of these minimum standards. Almost every province/territory specifically provides that a contract or agreement that provides for less...

HR Legislation

Human Rights Legislation

Important: The information provided herein does not constitute legal advice. If you require legal advice, please consult a lawyer.OverviewHuman rights legislation is put in place to protect people from discrimination. It seeks to guarantee people equal treatment regardless of certain identified char...

HR Legislation

Health and Safety Legislation

Important: The information provided herein does not constitute legal advice. If you require legal advice, please consult a lawyer.Occupational health and safety legislation regulates workplace health and safety. Its aim is to prevent workplace accidents, injuries, and diseases. Health and safety leg...