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As of January 2026, there are new rules for posting jobs in Ontario. While volunteers are not part of the Employment Standards Act, these changes present considerations for how you recruit volunteers as well! Let’s explore these changes and how they’ll affect you and your organization.


Interview Follow-Ups

One of the amendments to the Employment Standards Act requires employers to follow up with applicants they interview within 45 days of the interview. In this follow-up, they must inform applicants whether a hiring decision has been made.

For volunteer engagement, it’s always a good idea to follow up with everyone who applies, and especially those you interview! Many people looking for volunteer roles never hear back after applying. It’s even more difficult when someone interviews for a role and doesn’t know if the role has been filled or if they should keep waiting.

Respecting the time that a potential volunteer spent to apply for a role with your organization is a key aspect of Decent Volunteerism. Decent Volunteerism is about organizations building communities of connection, belonging and ongoing civic engagement, which starts with how you communicate with volunteers and potential volunteers.

Volunteer candidates should know to expect that they will hear back about their application, and especially after an interview. Another reason? Someone who applies to volunteer with your organization is invested in your cause. By not getting back to volunteer candidates, the less likely they will consider donating to your cause in the future.


Using AI

If an employer uses an artificial intelligence tool to review applicants and/or conduct screening, they must disclose the use of AI. The Regulation defines AI as follows: “ ‘artificial intelligence’ means a machine-based system that, for explicit or implicit objectives, infers from the input it receives in order to generate outputs such as predictions, content, recommendations or decisions that can influence physical or virtual environments”.

It's an ethical practice to follow this guideline for volunteer roles as well. People seeking volunteer opportunities will appreciate knowing if their application will be screened using AI. You can read more about using AI for screening – and potential pitfalls – from Benefits Canada.


Canadian Experience

For too long, job postings in Ontario sought applicants with “Canadian experience”. The changes to the Employment Standards Act now make it illegal to include “Canadian experience” as a requirement for any job. This echoes the long-standing policy of the Ontario Human Rights Commission.

Volunteer roles must never ask for candidates to have “Canadian experience” in order to volunteer. You may have a bona fide reason to ask for a specific set of skills or experiences that can ensure volunteer success, but it is important to clearly define what you’re looking for and why.


Other Important Changes

While these aren’t applicable to volunteer engagement, it’s good to be aware of a few additional changes to job postings. These changes move in the right direction toward Decent Work practices (learn more about Decent Work on Ontario Nonprofit Network’s website) to uplift workers in the non-profit sector:

• Employers in Ontario must include a compensation range on all job postings, unless compensation is above $200,000/year. The range can’t be larger than $50,000.
  
  
• Job postings must acknowledge if the posting is for an existing vacancy.
  
  
• Employers are required to keep a copy of every job posting and application form for three (3) years after the posting is taken down.
  
  

These are all tools designed to make it easier for people to find employment that aligns with their interests, skills and expectations. All the listed changes are required of employers with 25 or more employees, but it’s good practice to follow these requirements for smaller organizations as well.

Sources:

• Employment Standards Act amendments: https://www.ontario.ca/laws/regulation/r24476 
  
• Employment Standards Act amendments information: https://www.littler.com/news-analysis/asap/ontario-canada-announces-effective-date-and-new-regulations-governing-esa
  
• Survey results on how long it takes to hear back about volunteer interest: https://www.canva.com/design/DAGpNZ8CP_s/MdQMYwLzDsstltpt_1lrWA/view?utm_content=DAGpNZ8CP_s&utm_campaign=designshare&utm_medium=link2&utm_source=uniquelinks&utlId=h78d8ace219
  
• Using AI for screening: https://www.benefitscanada.com/news/bencan/majority-of-canadian-employers-using-generative-ai-to-screen-candidates-survey/
  
• “Canadian Job experience” barrier: https://www3.ohrc.on.ca/en/policy-removing-canadian-experience-barrier
  
• Ontario Nonprofit Network Decent Work Pathways: https://theonn.ca/decent-work-pathways/