Best Practices from DirectiveHR
Maintain an Updated Employee Handbook
Ensure your employee handbook is regularly reviewed and revised to reflect current laws, policies, and workplace expectations. It serves as a critical resource for both compliance and clarity.
Prioritize Documentation
Consistently record workplace actions, decisions, and communications. Clear documentation helps mitigate risks and supports accountability on all sides.
Leverage This Resource
Unsure about an HR term? Bookmark this page for quick reference — we routinely update it to keep pace with evolving HR standards and regulations.
A-B
Absenteeism – Frequent absence from work without valid or approved reasons.
Accommodation – Adjustments made to meet the needs of employees (e.g., for disabilities, religion) under human rights law.
Applicant Tracking System (ATS) – Software to organize and manage job applications.
Arbitration – A dispute resolution method where an independent third party makes a binding decision.
Attrition – Reduction in staff due to resignations or retirements not replaced.
Base Pay – Core wages/salary excluding bonuses or benefits.
Benefits – Employer-provided non-wage compensation like dental, extended health, RRSP matching.
Bill 148 (ON) – Ontario legislation that introduced changes to employment standards, such as minimum wage and scheduling rules.
Bona Fide Occupational Requirement (BFOR) – A legitimate reason an employer may limit hiring to certain groups.
Bonus – Extra compensation awarded for performance or results.
C-D
Canada Labour Code – Governs federally regulated workplaces (e.g., banks, telecom, transport).
Canadian Human Rights Act – Prohibits discrimination in federally regulated workplaces.
Casual Employment – Work that is irregular, with no guarantee of hours.
Collective Agreement – A contract between an employer and a union.
Compensation – All forms of monetary and non-monetary rewards provided to employees.
Constructive Dismissal – When an employer changes a key term of employment without consent, effectively ending the employment.
Contractor (Independent) – Self-employed worker who provides services but is not an employee.
CRA (Canada Revenue Agency) – The federal agency responsible for taxation and payroll deductions.
Critical Incident – A workplace event that could cause trauma or stress (e.g., accidents, threats).
Cultural Competency – The ability to interact effectively with people from different cultures.
E-F
EI (Employment Insurance) – Federal program providing temporary income for unemployed individuals.
EAP (Employee Assistance Program) – Confidential counselling and support services for employees.
Employee Handbook – Document outlining company policies and employee expectations.
Employment Standards Act (ESA) – Ontario law setting minimum workplace standards (varies by province).
Equity, Diversity, and Inclusion (EDI) – Initiatives to ensure fair treatment and opportunities for all.
Essential Duties – Core responsibilities of a job used to assess accommodation or BFOR.
Exit Interview – Interview with a departing employee to gain feedback.
Exempt Employee – An employee not entitled to overtime (typically based on job duties and salary).
Flexible Work Arrangements – Alternative schedules like remote work or compressed workweeks.
Full-Time Employment – Typically 30–40 hours/week; varies by employer or province.
G-H
Gig Economy – Workforce based on short-term contracts or freelance work.
Grievance – Formal complaint raised by an employee or union.
Gross Misconduct – Severe behaviour that may justify termination without notice.
Group Benefits Plan – Employer-sponsored insurance benefits for employees.
Harassment – Unwelcome conduct that demeans, humiliates, or threatens a person.
Hazard Assessment – Identifying potential risks in the workplace.
Health and Safety Committee – Joint worker-management group monitoring workplace safety (mandatory in certain workplaces).
Holiday Pay – Statutory pay owed to employees on public holidays.
HRIS (Human Resources Information System) – Software that manages employee data and HR processes.
Human Rights Code – Provincial laws protecting against discrimination (each province has its own code).
I-L
Inclusion – Ensuring diverse individuals feel welcomed, respected, and valued.
Indigenous Employment Strategy – Initiatives to recruit and retain Indigenous workers.
Independent Contractor Agreement – Legal agreement for services by non-employees.
Insubordination – Refusal to follow reasonable instructions, potentially a cause for discipline.
Internship – Temporary, often educational work placement; can be paid or unpaid under certain conditions.
Job Analysis – Process of studying job duties and requirements.
Job Description – A detailed summary of the responsibilities and qualifications of a job.
Job Posting – Advertisement for a vacant position.
Layoff – Temporary or permanent termination of employment due to business needs.
Leaves of Absence – Authorized time off work (e.g., maternity, personal, bereavement).
M-N
Managerial Exemption – Roles exempt from certain labour protections due to job duties.
Maternity Leave – Unpaid leave available to birth mothers (up to 17 weeks under federal rules).
Minimum Employment Standards – Basic employee rights (hours, pay, vacation).
Minimum Wage – Lowest legal hourly wage (varies by province).
Misclassification – Incorrectly labeling a worker as a contractor instead of an employee.
Modified Duties – Temporary changes to tasks to accommodate injury or disability.
NDIS (Non-Disclosure and Intellectual Property Agreement) – Agreement to protect confidential company info.
Notice Period – Required time before ending employment.
Non-Compete Clause – Restriction on working for competitors post-employment (limited enforceability in Canada).
Non-Solicitation Clause – Prohibits soliciting clients or employees after leaving a company.
O-P
Occupational Health and Safety (OHS) – Provincial laws ensuring safe workplaces.
Onboarding – Process of integrating a new employee into the organization.
Overtime Pay – Higher pay for hours worked beyond standard work hours (typically 1.5x).
Paid Time Off (PTO) – Employer-provided paid leave (e.g., vacation, personal days).
Part-Time Employment – Employment with fewer hours than full-time, often <30/week.
Performance Management – Continuous process to improve employee performance.
Pension Plan – Retirement savings program (e.g., RRSP, defined benefit plans).
Personal Emergency Leave – Time off for urgent matters or illness (details vary by province).
Policy Manual – Internal documentation of workplace policies and expectations.
Progressive Discipline – A series of steps to address and correct poor performance.
Q-R
Qualifying Period – Minimum time required before being eligible for certain benefits or rights.
Quid Pro Quo Harassment – Workplace harassment involving demands for sexual favours.
Record of Employment (ROE) – Form issued when an employee leaves, required to apply for EI.
Recruitment – The process of attracting and hiring talent.
Reference Check – Contacting previous employers to verify employment history and performance.
Remote Work Policy – Guidelines for employees working off-site.
Resignation – Voluntary termination by the employee.
Return to Work Plan – A structured plan to support employees returning after an absence.
Retention – Strategies to keep employees with the company long-term.
Right to Disconnect – Emerging policy encouraging employees to not engage in work communications after hours.
S-T
Sexual Harassment – Unwelcome sexual advances or conduct in the workplace.
Short-Term Disability (STD) – Income support for employees unable to work due to illness or injury.
Sick Leave – Paid or unpaid time off for illness.
Social Insurance Number (SIN) – Unique number used for employment and tax purposes.
Statutory Holidays – Recognized public holidays under law (e.g., Canada Day, Labour Day).
Succession Planning – Preparing for future leadership or key role changes.
Summary Dismissal – Immediate termination for serious misconduct.
Temporary Foreign Worker Program (TFWP) – Federal program for hiring workers from outside Canada.
Termination Clause – Contract clause specifying conditions for ending employment.
Time Theft – When employees are paid for time not worked (e.g., excessive breaks).
U-Z
Unconscious Bias – Implicit attitudes affecting hiring or workplace decisions.
Union – Organized group representing workers in negotiations with employers.
Vacation Pay – Money paid in addition to vacation time (typically 4% of wages to start).
Violence and Harassment Policy – Required workplace policy under OHS laws.
Voluntary Turnover – When employees choose to leave the company.
Wage Garnishment – Deduction from wages to pay off debts.
Wellness Program – Employer initiatives to support physical and mental health.
Whistleblower Protection – Laws protecting employees who report wrongdoing.
Workplace Bullying – Repeated hostile behaviour that undermines a person.
WSIB (Workplace Safety and Insurance Board) – Ontario’s workplace injury insurance program (equivalent in other provinces).
