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Hiring Policy

Last revision Last revision 08/03/2024
Formats FormatsWord and PDF
Size Size4 to 6 pages
Fill out the template

Last revisionLast revision: 08/03/2024

FormatsAvailable formats: Word and PDF

SizeSize: 4 to 6 pages

Fill out the template

A hiring policy is a document that describes an employer's hiring practices and sets rules for employees who write ads and hire for the company. The document also highlights the importance of human rights legislation and how it applies to the hiring process.

This policy specifically addresses discrimination during the recruiting process, including:

  • the advertising;
  • the interviewing; and
  • the onboarding of a new employee within the organization.

Also, the document covers the different background checks employers conduct and how to use caution when screening employees as it needs to be consistent with human rights law.

Although this Policy is not legally required, it's encouraged to have one to help prevent discrimination complaints.

It's essential for employees in charge of hiring to comply with this Policy to avoid potential discrimination lawsuits.

As stated in this document, failure to adhere to the Policy may lead to disciplinary action including termination.


This policy document is meant to be given from the employer to employees. If the employer has a physical office location, keep a copy of the Policy in a conspicuous place in the event employees also have the option of going to the office. This should be placed in a communal area such as the lunch room.

Employers should include this Policy in a new employee's welcome package to ensure they are familiar with workplace protocol and avoid any future doubt that they were unaware of a specific rule or company policy.

Employees should also sign the acknowledgement at the end of the document confirming they read and understand the Hiring Policy. The employer should then add a copy of the signed Policy to each employee's file.


The process of hiring new staff raises concerns of human rights legislation. From initially advertising the position to hiring a candidate, the employer must bear in mind Federal and Provincial human rights law. For example, in Ontario, the Human Rights Code, R.S.O. 1990, c. H.19 applies.


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