Workplace Violence and Harassment Training Requirements in Ontario
Workplace Violence and Harassment Training Requirements in Ontario
By Kimberly Blake
If you employ people in Ontario, workplace violence and harassment training isn't optional; it's a legal requirement. Yet many small business owners aren't always sure what the law requires or whether their existing policies and training programs are compliant.
The good news is that staying compliant doesn't have to be complicated. By understanding your obligations under Ontario's Occupational Health and Safety Act (OHSA), you can create a safer workplace while protecting your business from unnecessary risk.
This guide explains what Ontario employers need to know about workplace violence and harassment policies, mandatory training requirements, investigations, and ongoing compliance.
Understanding Workplace Violence and Harassment Under Ontario Law
Before creating policies or providing training, it's important to understand how the OHSA defines workplace violence and workplace harassment. Although the two are related, they are treated differently under the legislation.
Workplace Violence
Workplace violence involves more than physical assaults. Under the OHSA, it includes any situation where physical force, or the threat of physical force, could cause injury to a worker. Specifically, government definitions outline it as:
- The exercise of physical force by a person against a worker, in a workplace, that causes or could cause physical injury to the worker.
- An attempt to exercise physical force against a worker in a workplace that could cause physical injury.
- A statement or behaviour that is reasonable for a worker to interpret as a threat to exercise physical force against the worker that could cause physical injury.
These situations may involve co-workers, supervisors, customers, clients, members of the public, or even domestic partners entering the workplace.
Workplace Harassment
The OHSA defines workplace harassment as engaging in a course of vexatious comment or conduct against a worker in a workplace that is known or ought reasonably to be known to be unwelcome.
Harassment isn't always obvious. It often develops over time through repeated behaviour that creates an intimidating or hostile work environment. This includes digital harassment carried out through company information and communications systems. Common examples include:
- Bullying, persistent intimidation, or offensive and discriminatory jokes.
- Verbal abuse, yelling, or spreading malicious workplace rumours.
- Systematically undermining an individual's duties or isolating them socially.
The province also explicitly includes workplace sexual harassment under this umbrella. This covers unwelcome comments or conduct targeting sex, sexual orientation, gender identity, or gender expression, as well as inappropriate sexual advances from individuals in a position to grant or deny employment benefits.
More insights: What’s the Difference Between Workplace Conflict and Harassment?
What Are Your Responsibilities as an Employer?
Every employer covered by the OHSA has legal responsibilities. Some requirements vary depending on the size of your organization, but every business needs policies and procedures in place.
Policy Requirements
Workplace violence and harassment policies are the foundation of your compliance program. They establish your organization's commitment to providing a safe workplace and outline expectations for everyone in the organization.
Workplaces with 6 or more regular workers: Your policies must be fully documented in writing and posted in a highly visible area or shared on an accessible internal digital dashboard.
Workplaces with 5 or fewer regular workers: You do not technically need written policies unless specifically ordered by a Ministry of Labour inspector, though documenting them remains a corporate best practice.
Annual Reviews: All business owners must review their violence and harassment policies at least once a year to ensure regulatory alignment.
Related: When Do I Start a Workplace Harassment Investigation?
Program Requirements
A policy explains your commitment. Your workplace program explains how you'll put that commitment into practice. Under provincial rules, this actionable program must feature:
- Clear procedures for workers to report incidents or threats to management.
- Alternative reporting channels if the direct supervisor or business owner is the alleged harasser.
- Detailed mechanisms explaining how the company will investigate and resolve complaints.
- Strict privacy rules detailing how client and staff information will be protected during an investigation.
Read more: Top HR Compliance Risks Employers Face and How to Mitigate Them
Conducting the Mandatory Risk Assessment
You can't effectively protect employees without first understanding the risks they may face. That's why Ontario requires employers to complete workplace violence risk assessments that reflect their own business operations.
When executing this assessment, you must evaluate:
Physical Location: Consider cash-handling risks, building accessibility, public entry points, and late-night operational hours.
Industry Vectors: Evaluate whether your staff interacts with unpredictable public crowds or operates in isolated environments.
Historical Incidents: Examine any past safety issues that occurred within your organization or similar local businesses.
You must share the written results of this risk assessment with your Joint Health and Safety Committee (JHSC) or your designated health and safety representative. If your business does not have a committee or representative due to its size, you must share these findings directly with your workers.
Remember, this isn't a one-time exercise. Risk assessments should be reviewed whenever workplace conditions change, or new risks emerge.
Who Needs Workplace Violence and Harassment Training?
One of the most common questions employers ask is who actually requires training. The answer is simple: everyone.
Training cannot be limited only to customer-facing employees or high-risk roles. It is mandatory for:
All standard workers: Every employee, including full-time, part-time, temporary, or seasonal staff, must complete regular training.
All management and supervisors: Anyone overseeing teams requires advanced training to understand their heightened leadership and safety obligations under the law.
What Must Training Cover?
Effective workplace training goes well beyond reviewing a policy document. Employees need practical guidance that prepares them to recognize, report, and respond to workplace violence and harassment. Legally compliant training must explicitly teach employees:
- The exact legal definitions of workplace violence and harassment.
- How to recognize the early signs of corporate bullying, toxic behaviour, or escalating physical threats.
- How to formally submit an internal report or harassment complaint.
- How to report an incident if their direct manager is the individual engaging in the unwelcome behaviour.
- Emergency procedures for summoning security or police during an active physical threat.
- The exact process management will use to investigate complaints, maintain privacy, and share findings.
When Should Employees Receive Training?
New employees should receive training as part of their onboarding process before they begin regular duties. While the OHSA does not establish a fixed statutory expiration date for basic awareness training, employers must retrain their staff whenever changes are made to corporate policies or safety programs.
What Happens When a Complaint Is Made?
Having policies is only part of compliance. Employers must also respond appropriately when concerns are raised. You cannot ignore complaints or deal with them informally without a clear structure.
Investigation Process
Employers must ensure that an objective investigation, appropriate to the circumstances, is carried out for all complaints. This involves:
- Appointing an unbiased investigator who has no direct involvement in the situation.
- Conducting detailed interviews with the complainant, the respondent, and any available witnesses.
- Reviewing relevant communications, digital logs, or surveillance data.
- Protecting the privacy of all parties involved by ensuring information is not disclosed unless necessary for the investigation or corrective action.
Every complaint deserves a timely, fair, and objective investigation, even if the issue initially appears minor. Once the investigation concludes, you must inform both the complainant and the respondent in writing of the outcome and any corrective disciplinary actions taken.
Keep reading: How to Handle Internal Conflict Resolution in the Workplace?
When Do You Need to Notify the Ministry of Labour?
If an incident of workplace violence results in a critical injury or a fatality, you must immediately notify the police and emergency services. Under Section 51(1) of the OHSA, you must also immediately contact the Ministry of Labour and provide a comprehensive written report within 48 hours. If a worker is disabled from regular work duties or requires external medical attention due to a violent event, you must notify your JHSC or health and safety representative within four days.
Four Steps to Help Your Business Stay Compliant
Maintaining full regulatory compliance requires continuous organizational attention and up-to-date documentation. To protect your staff and fulfill your legal obligations, focus on these steps:
- Review Your Existing Policies: Audit your current employee handbooks, required health and safety posters, and historical training logs.
- Review Your Workplace Risks: Walk through your physical facilities to identify and document environmental security risks.
- Make Training Part of Every New Hire: Ensure every incoming employee completes violence and harassment training before beginning work.
- Review Your Program Every Year: Schedule an annual review of your entire health and safety framework to keep up with organizational and statutory updates.
Staying compliant isn't just about meeting legal requirements. Strong workplace violence and harassment programs help create a safer, more respectful workplace while reducing organizational risk. If you're unsure whether your policies, training, or workplace procedures meet Ontario's requirements, getting expert guidance can save time and provide peace of mind.
Need to update your corporate training programs or safety policies? AugmentHR provides customized, hands-on HR compliance services tailored to your specific organizational needs, with no retainers or subscription fees. Reach out to our team today to keep your business protected.
Government References & Resources
Ontario Ministry of Labour - Part III.0.I: Workplace Violence and Harassment Guide
Ontario Government - Workplace Violence and Harassment Information for Workers and Employers
Ontario Ministry of Labour Health and Safety Guidelines - Understanding the Law (PDF Download)
