Guide to the Settlement Meeting

Please Note: The information in this guide is an overview of the settlement meeting process under the Human Rights Code. This guide is not intended as a substitute for the Human Rights Code or the tribunal’s Rules of Practice and Procedure. This guide is not legal advice. If you have legal questions, you should see a lawyer.

For further information, please see the section of this guide called “Where to Get More Help”.

Please read the tribunal’s Settlement Meeting Policy Advantages of Settlement, How to Prepare for Settlement Discussions, and How to Settle a Complaint on Your Own, available on the website or from the tribunal.

The Settlement Meeting
Who Attends the Settlement Meeting
When is the Settlement Meeting
Why Agree to a Settlement Meeting
Preparing for a Settlement Meeting
What Will Happen at a Settlement Meeting
When There Is a Settlement
When There Is No Settlement
Where to Get More Help


The Settlement Meeting

As part of its pre-hearing process, the BC Human Rights Tribunal (the tribunal) offers parties to a complaint the opportunity to attend a settlement meeting. This is a free service.

In many human rights cases, the parties resolve the complaint through settlement discussions without the need for a hearing.

In a settlement meeting, the parties meet with a mediator whose role is to help the parties to settle the complaint.

The process is flexible, and the parties can agree to a procedure that best suits their needs.


Who Attends the Settlement Meeting

The complainant, respondent, and their lawyers or agents, if they are represented, attend the settlement meeting.

The settlement meeting may be conducted by a member of the tribunal, or by another mediator.

A member who conducts a settlement meeting will not hear or decide the complaint if it does not settle, unless the parties consent.

The meeting is private. Members of the public are not allowed. No one else may participate in the settlement meeting unless the parties agree.

If you want a friend, family member or other person to be with you at the settlement meeting, you should arrange this in advance.


When is the Settlement Meeting

A settlement meeting may be held at any stage of the process. For example:

  • First, the parties may want to have an early settlement meeting, before the respondent files a Complaint Response Form. If you are a complainant, and you are interested in an early settlement meeting, check ‘yes’ in the Complaint Form. If you are a respondent and the complainant has checked ‘yes’ for an early settlement meeting, the tribunal will contact you to see if you are also interested.
  • Second, a case manager may suggest a settlement meeting. After both the Complaint Form and the Complaint Response Form have been filed, a case manager may contact the parties asking for dates they could come to a settlement meeting.
  • Third, a member may propose a settlement meeting.
  • Fourth, the parties may ask for additional or different dates for a settlement meeting.

A settlement meeting is scheduled only where both the complainant and at least one respondent agree to attend.


Why Agree to a Settlement Meeting

There are several reasons. Settlement meetings are often the quickest and simplest method of solving disputes, and they are confidential. If there is a settlement, there will not be a public hearing or a decision which is public. Sometimes, parties can figure out a way to resolve the complaint rather than having a tribunal member make a decision.


Preparing for a Settlement Meeting

A settlement only happens if a solution is found that both parties agree to. When preparing, it is helpful to think about the issues you want to talk about and to consider what issues the other party might want to talk about.

You should bring any documents you think relate to the issues that will be discussed.

For example, if the complainant is saying they lost wages, the parties should bring documents that relate to that claim. Documents could include information about the complainant’s efforts to find a new job, pay stubs, employer payroll records and records of other income received by the complainant.

Think about what possible solutions you might want. A settlement might include a letter of apology, a letter of reference, going back to a job, or having the employer change its rules.

You do not have to be represented by a lawyer at a settlement meeting. However, the tribunal strongly recommends that you get independent legal advice, or other expert advice, both before and after the settlement meeting. (For further information, please see “Where to Get More Help.”)


What Will Happen at a Settlement Meeting

Before the settlement meeting, the tribunal will send you an Agreement to Participate in Mediation. You must sign this agreement to take part in the settlement meeting. The agreement says that:

  • you will make an honest effort to settle the complaint
  • the information exchanged during the settlement meeting will be kept confidential
  • people taking part have the authority to settle the complaint

The settlement meeting will be held in an office or meeting room. The tribunal will send you a letter advising you of the time and place. You and your representative will sit down at a table with the person conducting the settlement meeting and possibly the other party and their representative.

What happens at the meeting depends on the type of process the parties have chosen, the style of the person conducting the settlement meeting, and the type of case. Usually, there are some common elements in the process:

A. Introduction

First, the mediator will introduce everyone. They will describe the process and their role and will make sure that everyone has signed the Agreement to Participate in Mediation. They will also discuss the Agreement, which says specifically that they will not give legal advice to any party and that the process is confidential.

B. Information Gathering

Next, the mediator will ask each of the parties to tell their view of the dispute.

C. Issue Identification

The mediator will help the parties to identify the main issues in dispute.

D. Generating Solutions

The mediator will encourage the parties to identify possible solutions. They may talk to parties separately or together throughout the process.

For the meeting to be successful, all parties must feel able to speak freely to come to a compromise. All discussions during a settlement meeting are “off the record.”  That means that a party may put forward a position or state facts and opinions without fear that they will be referred-to at the hearing or in public.

E. Agreement

If the parties are able to reach an agreement, the parties, their representatives, or the mediator may write down the details of the agreement.


When There Is a Settlement

If you settle all or part of a complaint, the complainant will sign a Complaint Withdrawal Form, and file it with the tribunal. This may be done at the settlement meeting.

When the complainant files a Withdrawal Form, a tribunal member will order that the complaint (or the part of the complaint described in the form) be dismissed. That means that the complainant cannot proceed with all, or the settled part, of the complaint.

If there is a breach of a settlement agreement, a party may apply to the B.C. Supreme Court to enforce it.


When There Is No Settlement

In some cases, even where no settlement is reached at the settlement meeting, the parties continue to talk and reach a settlement sometime later. They may also ask the tribunal to set up another settlement meeting so they may try again.

If the settlement process is not successful, the complaint will go to the next procedural step in the tribunal process.

Three months before a hearing, parts of the complaint file (but not the parties’ addresses and phone numbers) will be made available to the public, who may be interested in intervening in or attending upcoming hearings.

At a hearing, a member hears evidence and arguments from both sides, and decides whether discrimination occurred and, if so, the appropriate remedy.

For more information about hearings, see Getting Ready for a Hearing.

The discussions at the settlement meeting are confidential. The information exchanged cannot be used as evidence at the hearing unless the party who gave the information consents.

If a tribunal member conducted the settlement meeting, that member will not conduct the hearing unless all the parties consent.


Where to Get More Help

If you need help filling out your form, or advice about whether you should file a complaint, you should contact a lawyer or seek other expert advice. Assistance may be available at:

BC Human Rights Clinic operated by Community Legal Assistance Society
300-1140 West Pender St.
Vancouver, BC V6E 4G1
Phone: (604) 622-1100
Fax: (604) 685-7611
Toll free: 1-855-685-6222
Email: inforbchrc@clasbc.net
www.bchrc.net

The Law Centre
Suite 225-850 Burdett Ave.
Victoria, BC V8W 0C7
Phone: (250) 385-1221
Fax: (250) 385-1226
www.thelawcentre.ca

UBC Law Students’ Legal Advice Program
Room 129 Allard Hall
1822 East Mall
University of British Columbia
Vancouver, BC V6T 1Z1
Phone: (604) 822-5791
Fax (604) 822-1661
www.lslap.bc.ca
Access Probono
Phone: (604) 878-7400
Toll free: 1-877-762-6664
www.accessjustice.ca

You can also find legal information about human rights on the following websites:

BC Human Rights Tribunal
BC Human Rights Clinic
BC Government
Canadian Human Rights Reporter

This guide is one in a series of guides available from the tribunal or at a BC Service Centre. The titles are:

BC Human Rights Code and Tribunal
The Settlement Meeting
Getting Ready for a Hearing
Guide for Self-Represented People

The tribunal also has a series of information sheets available from the tribunal or on our website.

BC Human Rights Tribunal
1170-605 Robson Street
Vancouver, BC V6B 5J3
Phone: (604) 775-2000
Fax: (604) 775-2020
TTY: (604) 775-2021
Toll free: 1-888-440-8844
www.bchrt.bc.ca