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Occupational Health and Safety Policy and Program Guide Purpose of the Guide

Table of Contents The purpose of this Guide is to assist employers and employee groups to understand • Purpose of the Guide and implement the elements of an effective • Management Leadership Health and Safety Program. Implementing the • Employee Involvement elements of an Occupational Health and Safety • Hazard Identification and Control Program is mandatory for employers with 20 or • Incident/Accident Investigation more employees in their organization, but all • OHS Program Evaluation employers should consider developing a • Sample OHS Policy and Program program appropriate for the nature, size and complexity of their workplace(s). Experience has shown that effective management of occupational health and safety is the key to reducing the number and severity of workplace injuries and illnesses. A well-managed health and safety program uses proven methods and techniques to identify potential hazards and either prevent the exposure, or control the hazard. Reduction in injuries, illnesses and lost time can be in the range of 60 to 80% compared with not taking effective steps to manage health and safety. Section 28 of the Occupational Health and Safety Act (OHS Act) makes it mandatory for employers with 20 or more employees to have an Occupational Health and Safety Program in place, and working effectively. The program is required to include the following elements: • • • • Training and Supervision Written Work Procedures for hazardous work An Occupational Health and Safety Committee or Representative (as determined by the number of employees in a workplace) A Hazard Identification System o workplace evaluation and hazard identification o inspection procedures and schedule o procedures for hazard reporting and accountability o employer hazard reporting to JOHSC or Representative System for OHS monitoring, follow up and control of hazards System for investigation of incidents and identification of causes Provision for monitoring and evaluation of OHS Program effectiveness Maintenance of OHS records and statistics

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Each of these items will be dealt with and each has a specific contribution to the creation and maintenance of a safe and healthy workplace. BUT, without the commitment of senior management and all employees, these elements can become empty words on a page. It’s not enough to simply write a program, it must be “lived”

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every day in the workplace. The purpose of an OHS Program is not to simply achieve compliance with the OHS Act. The purpose is to use effective management processes and systems to prevent injury and illness, avoid costly lost time and property damage, manage workers’ compensation assessments and maintain a productive work environment. The procedures in this guide can help you achieve these objectives—but only if you use them. HOME NEXT

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Management Leadership
Management must lead by example, and not only state their commitment to health and safety, but also demonstrate that commitment in the priority given to OHS issues. Management must be seen to place a high value on health and safety, demonstrate effective management of health and safety, and respond promptly to workplace hazards. The OHS Policy is an opportunity for management to publicly commit to health and safety, and to share that commitment with employees. Actions, however, always speak louder than words, so it’s important that management actions reflect the stated commitment. Providing adequate training and supervision are mandatory components of an OHS Program. This gives management an opportunity to demonstrate their commitment by ensuring that all employees have adequate training, understand the importance of occupational health and safety and have the skills to do their work safely. In addition, they must ensure supervisors are aware of the hazards associated with work they are responsible for, that all safety measures are in place (guards, personal protective equipment, etc.) and that employees are observing safety policies and working safely. BACK HOME NEXT

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Employee Involvement
Involving employees in the management of occupational health and safety is critical to the success of any program. The Internal Responsibility System (IRS) is the basis of the Occupational Health and Safety Act and envisions all workplace parties—employees, managers, unions, contractors, suppliers and professionals—working together to ensure a safe and healthy workplace. Without the commitment of the employees, there can be no health and safety program, and without management support, the employees cannot play their role in maintaining a safe and healthy workplace. Management must take the lead and has the greatest degree of responsibility for ensuring a safe and healthy workplace, but giving employees “permission to work safely” is an important step forward. To achieve employee commitment, employees must be involved in all aspects of the Health and Safety Program. Employees are most familiar with the workplace and work processes and are in a good position to be able to identify hazards. When employees believe the employer is committed to health and safety and that positive action will be taken to correct hazards, they will participate and assist in identifying and resolving problems. BACK HOME NEXT

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Examining new processes. Worksite analysis is critical to the identification of existing hazards. Job observation is another aspect of hazard analysis in which an experienced person watches another person performing an operation to identify where there may be exposure to hazards. They may do a general inspection or define specific objectives. but they are inspecting the workplace and observing work activities and conditions with an eye to identifying hazardous conditions or actions. Managers. Inspections are normally done by managers and workers (usually from the JOHSC) together. Development of safe work practices and procedures is simply the development of a safe way to do hazardous work through defining specific procedures that must be undertaken. and conducting a hazard analysis can serve to identify hazards before the work begins. A hazard analysis is a tool for examining the many aspects of each job to determine which part of a job may expose the worker to hazards. or practices that must be followed to avoid exposure to hazards. With proper management commitment and employee training and awareness.Hazard Identification and Control Identifying existing and potential hazards is an ongoing process and a challenge for both managers and employees. Slippery conditions around machinery. identifying and controlling the hazards before any work is performed is the objective. supervisors and employees must all participate in an ongoing analysis of changing workplace conditions that may make a normally safe operation highly dangerous. BACK HOME NEXT 5 . and substituted materials are just some examples of factors that can alter the safety of an operation. The guide will provide specific assistance in conducting a hazard analysis program within your workplace. A worker at height without fall protection. work procedures or equipment. are common hazards easily identified and corrected. but the process must also be ongoing. Obviously. Workplace inspections form another aspect of identifying and controlling hazards. or debris on the floor near a machine operator. rain in a trenching operation. new workers or machines. hazards can be eliminated or controls put in place before the work begins. Understanding the existing hazards is best achieved through a comprehensive survey of the workplace and operations that take place. In this way. these situations should never occur.

Similarly an incident resulting in injury or harmful exposure must also be investigated to determine what caused the incident. also know as “hazardous occurrences” or “near-misses. BACK HOME NEXT 6 . so these may be targeted for control.Incident / Accident Investigation Another important element of an OHS Program is investigation of incidents. Maintaining statistics and records will help track the nature of incidents that need to be addressed and help identify any trends. such as location of injury. type of exposure and work being done prior to injury. but no injury results. and how a recurrence can be avoided. Investigation of incidents and identification and elimination or control of the cause is an effective means of ensuring a similar incident does not occur again.” These are incidents where something unintended that could have resulted in injury or a harmful exposure occurs. with potentially more harmful results.

Eliminate the hazard exposures and the workplace injuries and illnesses go away. undertaking a review of your OHS Program is a means of assessing whether it is actually working. and do they indicate a reduction in the number of incidents? Are there trends in the number and type of incidents that are reported? These are just a few examples of questions that should be considered in determining whether the program is effective in achieving the objective of reducing injuries and illness.OHS Program Evaluation Lastly. Remember . Do people know how to do their work safely? Is the system for reporting hazards understood? Are hazards being reported and controlled? Are records of injury/illness being maintained. BACK HOME NEXT 7 .

Soft tissue injuries account for almost 60% of workers’ compensation claims. and the potential to reduce suffering and loss through an effective OHS Program is immense. the more complex and detailed the OHS Program should be. As a rule. such as hazard assessments. A simple guide cannot possibly anticipate all the needs of every workplace. you may want to talk with the Prevention Services Department at the Workers’ Compensation Board (1-800-8703331). complete the steps in the hazard analysis. so no one is immune to injury or illness. employers and employees can use this example to begin to develop a program. and provide the opportunity for you to complete each of the components by filling in the appropriate information. The following guide is an example of how to begin to develop a program for your workplace. which may result in soft tissue injuries if not properly controlled. Should you want more specific assistance. An office environment with few hazards identified may have a fairly simple plan. while a complex manufacturing facility will have a complex and comprehensive plan. You will need to identify your goals. Lifting supplies or working on a computer for an extended period are examples of ergonomic hazards. and the more hazardous the nature of the work. contact the Occupational Health and Safety (OHS) Division at 1-800-9Labour (1-800952-2687. together with samples of worksheets that can be used to undertake activities. To identify the officer responsible for your area. develop controls. as part of your program. the more complex an operation is. you can begin with the sample guide. Another option would be to contact a Department of Environment and Labour Occupational Health and Safety Officer. Where more specialized assistance is required. complete the other defined elements. The guide is written in a “workbook format” to provide information on the various components of a program. identify and address training needs. That is not to say offices are without hazards. or consult the web site. Working together. Specific training is available in a wide range of OHS topics to assist managers and employees in the effective management of health and safety. If you are not sure where to begin to develop your OHS Policy and Program. and you’ll be on your way to having an OHS Program specific to the needs of your workplace.Sample OHS Policy and Program The following is a sample OHS Policy and Program. the OHS Division can provide a list of OHS consultants (also available on the web site) and training providers. BACK HOME 8 .

you may wish to review and incorporate the elements of this sample. iii) the employer’s commitment to co-operate with the employees in pursuing occupational health and safety. and iv) the responsibilities of the employer. ii) the reasons for that commitment. supervisors and other employees in pursuing occupational health and safety. but it must express: i) the employer’s commitment to occupational health and safety. BACK HOME NEXT 9 . In consultation with your Safety Committee or Representative. Your OHS Policy may take any form. the following sample provides a format for addressing the required elements. Completion of an OHS Policy is a requirement of the OHS Act for all employers with 5 or more employees.A) Occupational Health and Safety Policy Completing an OHS Policy An Occupational Health and Safety Policy is a statement of management’s commitment to OHS. To assist you in developing your company’s OHS Policy.

the Health and Safety Representatives and others exercising authority under the applicable laws. and the safety of equipment and facility at large. and d) the responsibilities of the employer. The employees of (Company Name/Organization) _____________________________ will be required to support our Health and Safety Policy and to co-operate with the Joint Occupational Health and Safety Committee. To realize that commitment. inspectors. injury. as soon as possible. (Company Name / Organization) ______________________________________ is responsible for the health and safety of its employees while they are at work and will make every effort to provide a healthy and safe work environment. It is the duty of each employee to report to the supervisor or manager. such as contractors. Managers and supervisors will be trained and held responsible for ensuring that: • • • employees under their supervision follow this policy. procedures. Also. Co-operation will also be extended to others. etc. b) the reasons for that commitment. we will implement the following Occupational Health and Safety Policy. 10 . any hazardous conditions. c) the employer’s commitment to co-operate with the employees in pursuing occupational health and safety. rules and instructions as prescribed.Occupational Health and Safety Policy A policy is required where an employer has 5 or more employees and must a) express the employer’s commitment to occupational health and safety. supervisors and other employees in pursuing occupational health and safety). owners. All levels of management will co-operate with the Joint Occupational Health and Safety Committee. _______________________________ (Company Name) OCCUPATIONAL HEALTH AND SAFETY POLICY and PROGRAM (Company Name / Organization) ______________________________________ is committed to providing a healthy and safe work environment for its employees and integrating that commitment into our everyday activities. employees use safe work practices and receive adequate training to protect their health and safety. accident or illness related to the workplace. the Health and Safety Representatives and employees to create a healthy and safe work environment. employees must protect their own health and safety by complying with applicable laws and by following company policies.

Occupational Health and Safety Program 1. or may have resulted in. (Company Name / Organization) ___________________________________________________ will ensure it is reviewed by our Joint Occupational Health and Safety Committee. We recognize the employees’ duty to identify hazards. safe work practices will be developed. Incident: An occurrence in the workplace that results. 3. Hazard: Any potential danger of injury or illness to a person. and where there is a requirement. If this is not possible. Employees at all levels of the organization are responsible and accountable to work safely at all times. to identify and report hazards and to take whatever measures necessary and reasonable in the 11 . Program Objectives The objectives of this program are to ensure that every precaution reasonable in the circumstances is taken to provide for a healthy and safe working environment. or damage to property. injury. clothing. Hazard Control: Any means used to eliminate or reduce a hazard. devices and materials. To ensure this policy continues to meet our needs. and employees will be required to use personal protective equipment. Signed: ________________________________ President / CEO / Owner / Operator _____________________ Date (Company Name / Organization) ___________________________________________ Action: Complete the above form or create an equivalent policy that addresses the required elements. Accountability Health and safety is a shared responsibility. and support and encourage employees to play an active role in identifying hazards and to offer suggestions or ideas to improve health and safety. Health and Safety Representatives and employees at least annually. Definitions • • • • Adequate: sufficient to protect a person from injury or damage to health.Where possible. illness or property damage. hazards will be eliminated. 2.

hazard analysis. Conducting the hazard identification may even be a specific goal you may wish to define. Activities: Activities are specific initiatives undertaken to eliminate or reduce hazards. Assign responsibility for Posting information 4. Conduct workplace inspections and hazard identification activities (also specifically dealt with later) to identify potential hazards.. and making health and safety a top priority. 12 . or equip people to avoid injury or illness. Action: Review the Objectives. The goals reflect a defined decrease in the incidents. Review the attached Self-Audit for areas where you may need to take action to be in compliance. Goals: Specific goals reflect priorities in the workplace based on an analysis of accident/incident statistics. or specific initiatives aimed at reducing hazards and incidents. providing a safe and healthy working environment for the employees in their department. and known hazards. Posting of information relating to health and safety is the responsibility of (cite specific person or title)_____________________________.keeping in mind the objective is always to eliminate or control the hazard. These will reflect the goals and are the means of achieving the goals. and a format you may wish to use. Goals and Planned Health and Safety Activities Background: This program recognizes that clearly defined goals provide direction for improvements in safety and health in the workplace. and identify specific activities to be undertaken to address those goals. and achieving the objectives of this program. addressing all hazards in a timely manner. Definitions and Responsibilities. ensuring compliance with regulatory requirements. Managers have specific responsibility for: • • • • • implementing and complying with this program in their areas of operations.. The following are some examples. Set goals for your program. If you have records (these are dealt with later) review them for indications of concerns or patterns. Confirm or modify to reflect your organization. Getting Started: Review with your JOHSC or OHS Rep any recent injuries or work related illnesses.circumstances to protect and promote health and safety. Set dates for completion and assign specific responsibility.

Ensure adequate Review hazards associated with Mac Sheen Nov 14 guarding each machine. Implement an Review Regulation on lock-out. new ones should be identified. Develop a Violence Prevention Plan Develop Safety Orientation for new staff * See sections on Hazard Assessment and Safe Work Practices and Procedures. As items are completed. employee involvement and training. new types of equipment or work are only a few indicators that a review should be undertaken to 13 . The goals and activities of your Health and Safety Program should be continuously reviewed by management and the JOHSC/OHS Representative to ensure priority is given to major concerns and issues.OHS Goals and Planned Health and Safety Activities Goal Activity Lead Person Ensure adequate first aid training Due Date Assess requirement for first aid. Conduct a Review manufacturer’s specs. and workplace monitoring when developing goals. and that the plan is making progress. Mary Smyth Aug 21 Determine who has valid training. Review manufacturer specs for guards. mixing equipment* Break job into tasks and assess hazards of each task. Consult with workers and supervisors. Changes in the workplace. Assessment of Conduct workplace inspections. identify specific and measurable goals relating to OHS for your organization. Action: Using the sample forms. Write a plan and have it approved. Record findings. Ensure appropriate guards in place or machine out of service. Schedule training and maintain records. Issues June 30 thorough Hazard Observe work being done. Eliminate or control hazards. Consider key activities such as identification and control of hazards. Mark D. effective “lock-out” Identify equipment and program processes requiring lock-out.

entanglement. Sometimes something as simple as using scaffolding in place of ladders can not only make the work safer. or are their actions creating hazards? Is the equipment properly guarded? Do the materials. The goals may initiate a hazard review. insufficient lighting. A number of tools can be used to identify potential hazards in a workplace. The various elements of an OHS program are interrelated. but also faster and more comfortable for workers resulting in improved morale. and participate in the co-operative auditing of the workplace to determine compliance with occupational health and safety requirements. pose a hazard? Does the environment create hazards such as falls. the Joint Occupational Health and Safety Committee. investigations and audits concerning health and safety.or the redesign of a process to make it safer.identify new priorities. or Representative. create an OHS Program and follow any significant change.. bodily reaction. cleaning chemicals. 5. falls. slips. ensure that every workplace under their control is inspected at least once every 6 months. materials or the work environment in some way. exposure to irate customers? Typical injuries result from overexertion. equipment. Are people working safely. possibly. Reviewing the workplace from the perspective of these four categories can be a useful approach to identifying hazards. and submit a report of the inspections. Sometimes the solutions are very simple when you look for the solution and consult with employees. triggers a prioritizing of hazards leading to new goals and. A 14 . to the CEO. Hazard Identification and Control Managers must: • • • • ensure a workplace hazard assessment is conducted at start-up. in turn. and follow up with action plans when needed. which. or exposures to electrical contact.. the development of safe work procedures. Getting Started: Hazards are typically associated with people. for example. struck by. chemicals and others. identifying all hazards found. Joint Occupational Health and Safety Committee/Health and Safety Representative must: • • • participate in inspections. Inspections and audits shall only be lead by persons trained to do them. advise on improvements to the health and safety inspection system. conduct a job safety analysis on each job/task performed to identify hazardous work. inquiries.

Low Med Corrective Action see JHA Job Safety Analysis (JSA): A JSA is one approach to identifying hazards in the workplace. A JSA worksheet might look something like the following: Job Safety Analysis Job Title: Tire Dept: truck repair Task Exposure / Hazard removing wheel crush under vehicle cuts and abrasions back strain inflate tire exploding rim Reports to: J. such as a face shield or safety boots. In this approach. developing safe work procedures or practices to reduce the danger by using defined steps or practices. or from working alone.combination of tools is usually the most effective in some workplaces. Med. The following worksheets may be used independently. such as a guard or barrier. keeping in mind that hazard assessment and an inspection program are specifically required by Section 28 of the OHS Act. Each task is examined for potential exposure to hazards and. Workplace Hazard Review Form Section: Date of review: Review Conducted by: List all Potential JHA conducted jobs hazards painter trips. administrative controls. severity) High. falls July 23. or in combination. Jones Action ensure lock working training supervision training training and supervision ensure cage used and in good repair supervision 15 . Controls may consist of engineering controls to protect the worker from the potential harm. probability. see file Assessment of risk (consider frequency. A program should include a written plan for assessing all hazards in the workplace. Jones Control locking mechanism on lift protective gloves proper lifting technique safety cage for wheel Completed by: J. such as a policy that prevents workers from being present during certain parts of a process that may be harmful. they are either eliminated or controlled. each job is separately broken down into the tasks associated with the job. where hazards are identified. use of personal protective equipment. or substituting materials or processes to reduce the hazard..

The Inspection Report should include information about the hazard. open trenches or pits.safe work procedure (SWP)* * See 6b for guide to developing safe work procedures develop and use SWP provide SWP training Planned Observation: Planned observation is simply a process where someone is responsible for watching while a specified work process is completed. “We’ve always done it that way” does not mean a process is safe! Workplace Inspection: A workplace inspection is a planned inspection of the workplace by management AND employee OHS representatives. where work has been going on for some time. or how the individual does the work. A typical Inspection form might look like the following: Workplace Inspection Date: Area inspected: Inspection completed by: Further action required Date: Date of next Inspection: Person Accountable and Due date: Hazard Identified & Location Loose carpeting tripping hazard. slippery conditions. and identifying the steps where the person performing the work could be at risk. hazardous wiring. correction by Jun 12 16 . Create a checklist including things like tripping hazards. administrative controls. unguarded machinery. However. or members of the JOHSC. Inspections should be done regularly and whenever there is a change in the workplace (such as a construction area) that could result in new hazards. near main exit broken guard on machine Corrective action or mitigation carpeting repaired machine taken out of service replace / repair guard Millie Jones. safe work procedures or personal protective equipment. or concentrate on specific areas. corrective action taken—or identify action taken to prevent injury/illness until corrective action can be taken—and who is responsible for corrective action with a due date. foreperson advised. chemical exposures and other potential hazards that might be found in the specific workplace (a sample is attached). may highlight risks that can be controlled through either engineering. A JSA should always be conducted to identify risks BEFORE the work is started. reviewing the work for potential hazards that go with the work. The objective of an inspection is to identify and correct any unsafe conditions or actions in the workplace. Inspections may cover the entire workplace. but should include people familiar with the area and work.

Complete the appropriate forms and identify control mechanisms to ensure people are not harmed. inform employees and celebrate the identification and correction of potential hazards. If imminent danger please take action to prevent injury. Employees and supervisors are responsible for reporting all hazards and supervisors/managers are responsible for having them corrected. The form should be simple and have a clear means of getting it to the right people quickly.small quantities of unlabeled chemicals workplace labelling Jayne Stone Immediately Hazard Reporting: Creating a safe work culture includes ensuring employees know management appreciates having hazards identified and will move quickly to address hazards. severity of likely injury or exposure. They should also know that they can share ideas with each other about how the work can be done safely. In addition. An “open door” policy is often the best approach to ensure employees can quickly identify hazards. Monitoring. This should be clearly communicated to staff and reflected in the OHS Policy. Create a format and schedule for workplace inspections and use this to identify and correct hazards. and probability that an injury or exposure will occur while undertaking the hazardous task.” which considers frequency of exposure. take corrective action within their power. Implement a hazard reporting program. report them to a supervisor and have them corrected. Insert completed Hazard Reviews and Job Safety Analysis. 6. a Safety Hazard Report can be used to allow people to drop off concerns and remain anonymous. A “ranking scale. Inspection and Reporting Guidelines. and any ranking of hazards. Action: Conduct hazard assessments and job safety analysis for all activities within the organization. or point out situations of risk. Safety Hazard Report The following hazard or unsafe act or condition was identified: Area of hazard: Potential Harm: Date and Time observed: Corrective action taken or recommended: Please drop off at foreperson’s office or to Safety Rep or any JOHSC member for corrective action. Follow-up and Control 17 .

Managers must: • • promptly address every identified health and safety hazard in their area. It may involve engineering solutions to create barriers between the worker and the hazard. Sometimes development 18 . or simply discontinuing the work. In the case of inadequate guarding on a machine. or having cash picked up by a security service. used and maintained in accordance with defined specifications to ensure they do not pose a hazard. In addition. and submit to the CEO. prompt action must be taken to ensure people are not exposed to a hazard. Weather. Employees must: • • • notify their supervisor. This may mean taking a machine out of service. they must be corrected and action taken to ensure people are not injured or exposed to harmful products. which may be as simple as steel-toed work boots where there is a hazard to the foot. Where new hazards are identified. incident or complaint—it must be addressed. for example. after each inspection or incident investigation. a report detailing the action taken with respect to every item on the inspection/investigation report within 21 days of the inspection. new workers. Getting Started: Where hazards are identified. or ensuring walkways or scaffolding are not used until the proper guards/rails are put in place. or a scaffold or walkway without rails. such as new equipment or processes. supervisors and workers must be monitoring the workplace for existing hazards. Corrective action may include eliminating the hazard by doing the work a different way. JOHSC or Representative. they must be eliminated or controlled to the extent reasonably practicable. It may involve the use of personal protective equipment. investigate and promptly address health and safety complaints or concerns and work refusals. can significantly change the hazards associated with a task. or externally supplied air for a painter in an auto body shop. as in the case of compressed gases that must be stored. Hazards must be monitored to ensure they do not create a potential for harm. managers. Joint Occupational Health and Safety Committee or Health and Safety Representative must: receive. the JOHSC or the Co-ordinator of any health or safety hazard of which they become aware. or new hazards that may arise out of changes.Whenever a health or safety hazard is identified—be it through an inspection . or changing conditions. administrative or policy solutions such as not having people work alone in a store at night.

there is only a requirement to write a procedure for the hazardous component. Insert any additional Guidelines for monitoring and follow up. Practice is more of a guideline helpful in performing non-standard activities in as safe a way as possible. on the other hand. steam. Hazard Identification and Control). machine operation steps. This involved examining the process and risks and identifying the safest possible way to perform a necessary task.g. or a checklist where each step is checked off when completed. This only involves those tasks that have a health or safety issue associated with them. a written safe work procedure must be developed for that part of the job/task. Action: Define specific responsibilities for managers and supervisors relative to monitoring the workplace for health and safety issues and responsibility for ensuring workers are not exposed to hazards. etc. such as avoiding retail violence. Definitions: • • Procedure is a step-by-step process for performing the task in as safe a way as possible to reduce the hazards. and should be included in an OHS accountability statement included in all job descriptions. such as changing the process. supervisors must analyze every job/task that may be performed by any staff under their direction (see 5. Safe Work Procedures or Practices Where a hazard is identified and can’t be eliminated through actions.of a safe way to do the work can serve to control the risk by redefining the necessary steps/equipment associated with the job. The procedure may be simply a series of steps. are more general.. safe work practices 19 . Where such analyses reveal a significant health or safety hazard that cannot be eliminated or otherwise controlled. This is particularly important where doing an action out of sequence may create a hazard such as shutting off supply lines of a compressed gas. 7. which lists the steps people should take to accomplish a task in as safe a manner as possible. There is no requirement to write a procedure for a task that lacks such a component. Safe work practices. In the case of use of a ladder. Also assign clear responsibility for follow-up on identified hazards and ensuring an effective means of control is put in place. the use of personal protective equipment and safe work procedures should be considered.. eliminating the task or using engineering controls (such as a guard). This can be done with a specific policy or memo. The safe work procedure is a set of sequential instructions. Getting Started: In consultation with relevant staff. Where a task does have a health or safety hazard component. or performing a “lock-out” on a machine. e.

and co-operate and respond to recommendations or requests for information from the Joint Occupational Health and Safety Committee or Representative. 20 .might include: ladder never to be placed on uneven terrain. 8. Action: List all tasks with hazards that cannot be effectively controlled.. Inspect condition of ladder. Evaluate the tasks and develop safe work procedures or practices to ensure the risk is minimized. Safe Work Procedure Title of Procedure: Safe Use of Step ladder Applies to: all staff using step ladders Steps in procedure: 1. and ensure ladder braces are locked in position 6. meet with the JOHSC or Representative as soon as possible after the JOHSC or Representative requests such a meeting. ladder to extend 3 feet above the roof edge.. in writing. do NOT use stairs 3. Check for obstructions. In summary: Management will: • • • ensure an adequate number of staff members representing management serve on the JOHSC. Joint Occupational Health and Safety Committee and Representative Every workplace with 20 or more employees must establish and maintain an operating Joint Occupational Health and Safety Committee. checking clearances. ladder to be secured when used against a building. Carry upright. Workplaces with 5 or more employees must have an Occupational Health and Safety Representative selected by the employees.. Guidance for the committee or representative is available in the publications: Joint Occupational Health and Safety Committees: A Practical Guide for Single Employer Workplaces or Construction Project Joint Occupational Health and Safety Committees: A Practical Guide produced by. do not use if evidence of damage 7. overhead hazards. Open ladder. and debris 5. Insert completed Safe Work Procedures or Practices. Acquire ladder from supply room 2. and available from. the Occupational Health and Safety Division.. level footing 4. Nova Scotia Department of Environment and Labour.. Set ladder on firm.. Maintain 3 points of contact at all times.

co-operatively identify hazards and corrective actions. Joint Occupational Health and Safety Committee / Health and Safety Representative will: • • • • • • • • • • • co-operate with the establishment and management support of the JOHSC. an agenda maintained and minutes kept. advise on protective equipment. topics. Minutes and records may be held here or the location they are to be held specified__________________________. audit compliance with OHS requirements. 9. The Practical Guide contains an example of sample agendas. etc.when requested. maintain records (complaints. devices and clothing. action items identified. and review submitted material in a timely manner. The membership list with contact phone numbers will be posted where all staff have easy access to the list. receive. refusals. investigate and provide advice on work refusals (JOHSC only. not a role for Representative). but not limited to: • their rights under the Occupational Health and Safety Act including: the right to know hazards associated with their work. investigate and advise on complaints regarding OHS. minutes. ensure that a co-chair is appointed from amongst the employee representatives. Insert Joint Occupational Health and Safety Committee Procedures. participate on an OHS Committee or as an OHS 21 . participate in workplace inspections. annually review the OHS Program and submit any comments or recommendations to the CEO/Senior Manager. the right to participate in creating a safe workplace. Training a) All employees will receive a generic safety orientation including.) and meeting minutes. Committee meetings will be held monthly unless otherwise defined in the terms of reference. and a membership list will be maintained. Action: Establish a Joint OHS Committee or have employees select an OHS Representative. and within 21 days. rules and procedures for committees. investigations. Work co-operatively with the Committee or Representative to improve health and safety in the workplace through mechanisms and processes defined in the guide cited above.

Managers must: • • • provide the required training to employees. and specific training in hazards associated with their work and how to do the work safely. and the right to complain should they feel discriminated against relative to health and safety. the right to refuse unsafe work. Employees will also be trained in the use of any specific safety equipment associated with their work. ensure that this program is part of the orientation activities for new employees. The supervisor may then cancel the job permanently. name of committee members or representative. storage and disposal of any specific chemicals they may use. including safe handling. If not cancelled or modified to the satisfaction of the employee. 22 . to the CEO. emergency procedures and role of First Aid attendant. specifying as comprehensively as possible their reasons for refusing. • • • • • • company Occupational Health and Safety Policy and Program. ensure that all JOHSC members and Health and Safety Representatives receive adequate training in their roles and responsibilities. b) Each employee will be trained in hazards associated with their specific work and how to do the work safely. CEO must: • • ensure that the training requirements identified through this program element are implemented in all relevant areas of the company. The supervisor shall immediately report the existence of the refusal. the employee may refer the refusal to the JOHSC. For greater clarity. the right to refuse unhealthy or unsafe work is guaranteed. generic WHMIS training where employees may be working near hazardous chemicals. including any safe work procedures or practices.Representative. procedure for reporting an incident or hazard. at which point the issue is resolved. use. The employee shall report the circumstances of the refusal verbally to their supervisor. accompanied by enough details to understand the situation. and generally communicate to all employees information concerning workplace hazards and the necessary control procedures to be practised.

Each employee will be trained in the specific hazards associated with their work. and how the work can be done safely. Records will be maintained for when. supervisor Length of Training Date(s): 2 days ½ day 2 hours Sept 1 July 2&3 Company Training Record Course Title: Date(s) Delivered: WHMIS Jan 2 Participant Job Title Jane Blogs Cleaner Instructor: Shirley James Division maintenance Course Outline: see attached Signature Jane Blogs 23 . and a record of training activities/events provided by the organization.Records will be maintained reflecting completion of generic training. and of specific training relating to particular types of work or hazards. Training record format is specific to the organization. This would also include WHMIS awareness. In addition. Getting started: Managers will identify the content for generic safety training (see above) and ensure each employee is provided with that training. accident investigation. and the training is recorded. but will typically include an Individual Training Record capturing the training provided to an individual. WHMIS. etc. how and by whom the training was provided.) will also be maintained. employees with roles such as JOHSC members. will have specific training to equip them to perform OHS duties effectively. Individual Training Record Name: SIN: Training Completed Safety Awareness WHMIS chop saw safety Division: Job: Instructor: John Tibbs Fred Smith. together with a list of participants. Record of training relating to OHS skills (first aid. where a danger of injury or illness exists. including any “safe work procedures” that may have been developed. and training for specific chemicals as appropriate. or relating to accident investigation.

Action: Identify training needs specific to safety orientation for new employees. and tasks associated with OHS. suspension. hazards and safe work procedures associated with individual employees and their work. investigating accidents/injuries. such as participating on Joint Occupational Health and Safety Committees. Action: Define accountability of supervisors and managers relative to health and safety and ensure each supervisor is aware of this accountability. Their accountability for managing health and safety should be defined in any job description or management policy. Ensure a progressive discipline process (verbal warning. Insert list of information to be provided and name of person responsible. 24 . All inspections and audit information will be shared with the JOHSC or Representative. Ensure supervisors are creating a safe culture. Reporting of information to the JOHS Committee by the employer The organization should identify all circumstances where the committee is provided with information. 10. Deliver appropriate training and maintain records of training. Each employee must have a clear understanding of who their manager/supervisor is in relation to the reporting of hazards and incidents. 11. Insert policy or accountability statements and discipline policy. Action: Create a list of information to be provided to the JOHS Committee or Representative and assign a specific person responsibility for the provision of that information. Insert list of records to be maintained and location of records (if not here). Supervision Management must provide the supervision required to ensure that healthful and safe procedures are used at all times and ensure all laws and policies are followed. Supervisors must have responsibility for managing health and safety clearly defined. and responsibility for addressing hazards. etc. written warning. correcting unsafe conditions and unsafe actions. conducting workplace inspections. together with information relating to hazards in the workplace and any testing in the workplace relating to health and safety. release) is in place and that all levels recognize compliance with the OHS Policy and Program is mandatory and that putting others at risk will not be tolerated.

noting the conclusions of the investigators and detailing the actions that will be taken to prevent a recurrence. Incident Investigation Definition: Incident is defined as any activity that results in. Managers must: • • • • initiate an investigation upon any report or suspicion of an incident. Incident Report and Investigation Date of Injury Employee(s) Location Work being done at time of incident / injury Nature of Injury Investigated by Description of Incident 25 . and take action to prevent injury or illness. consider whether it is necessary to cease the work that resulted in the incident until the investigation is completed. and make recommendations on improvements to the incident investigation process as necessary. or damage to any property. ensure a written report is produced within 2 working days.12. Joint Occupational Health and Safety Committee/Health and Safety Representative must: • • initiate an independent incident investigation whenever the JOHSC deems it appropriate and whenever an employee requests such an investigation. All incidents will be recorded and investigated. illness or injury to any person. or could have resulted in.

Specific training in incident investigation is recommended. and identify equipment necessary for investigators. A report including corrective action should be completed in each instance. etc. WHMIS. 13. policy/program. first aid.). summary of incident/accident by period. define role and procedures for investigation. incident/accident reports.Cause / Contributing factors Corrective Action taken / Recommended Signature Date: Summary of Incidents/Accidents for Period_____________ to ______________ Person(s) affected Date of Incident Location Nature of Injury Number of Incidents without injury: Number of Minor Injuries: Work related illness: Serious injury / death: Total Injury / illness: Action: Identify specific committee members who will investigate incidents. Records and Statistics Records specific to occupational health and safety must be maintained and are the responsibility of management. but will be shared with the JOHSC. Insert list of persons responsible for investigation and procedure to be used. and 26 . incident/accident investigations. individual training records. Summary records must be maintained and periodically reviewed by management and the JOHSC to identify recurring incidents and risks that can be eliminated or controlled. specific hazards/work related. Records maintained (at a minimum) will include*: • • • • • training (safety orientation.

and define the records to be kept and form the records are to take with the JOHSC. Joint Occupational Health and Safety Committee/Health and Safety Representative must: • ensure the committee is adequately trained. Provide training on the maintenance of records. Managers must: • • • assess progress toward specified goals and objectives. specify the individual____________________. Where this responsibility is assigned to a specific individual. and functioning effectively. ensure the hazard assessment process and inspections are functioning. and maintain records of JOHSC activities and meetings (see JOHSC section for worksheet references). Joint Occupational Health and Safety Committee/Health and Safety Representative must: • co-operate in the creation of records of the JOHS Committee’s activities. * See various forms throughout this guide. Action: Identify the individual who will be responsible for managing records and statistics relative to OHS. and take corrective action where necessary. and hazards are identified and eliminated or controlled. accurately and comprehensively create all required records and forward them to the appropriate parties. Assessing program effectiveness is undertaken by management and the JOHSC or Representative to determine if the program is achieving this objective. 27 . ensure the health and safety program initiatives are reviewed and appropriate action taken. 14. complaints and recommendations. ensure that the program is updated and refined as necessary.• committee minutes. Insert list of statistics and records to be maintained and location of records (if not here). Schedule a regular review (quarterly or more frequently) of the statistics to identify trends and patterns. investigations. Managers must: • promptly. in consultation with the JOHSC and Health and Safety Representatives. Evaluation of Program Effectiveness The purpose of a Health and Safety Program is to prevent injury and illness in the workplace.

and recommend changes to the program as appropriate. Is the JOHSC or Rep identifying safety / health concerns. Are Incidents being reported. Insert evaluations conducted.. 28 . and are these being resolved? Attach documentation. and Investigated? Attach sample reports Are specific initiatives being undertaken? Identify (such as hearing loss assessment.) Are the number of actual injuries / illnesses being reduced? Actions: Review the program with the JOHSC and ensure it meets the requirements of the organization. or location of evaluation reports. Getting Started: The following worksheet contains a few examples of possible considerations for evaluating your program.. ensure the roles of the committee are clearly understood and carried out.• • • ensure processes are in place for conducting inspections and investigations of hazards and work refusals. OHS Program Evaluation Is the OHS Program up to date? Do randomly selected employees know about the Program? Can random selected employees identify who they should report a hazard to? Identify 5 safety initiatives undertaken in the review period: Have specific goals been established in the program? Have the goals been met? Specify: Are hazard assessments complete for all current jobs? Attach samples Are Safe Work Practices in place where needed? Specify examples: Is First Aid training up to date for all attendants? Have all current employees had a Safety Orientation? Have all employees been trained in how to do their work safely? Is the JOHSC meeting regularly? Attach recent minutes. and is effective in reducing the risk of injury and illness in the workplace.

We will strive to prevent injuries and illness. As an organization we will ensure we are in compliance with the OHS Act and Regulations. Working safely not only reduces injury and illness. and take all reasonable steps to avoid injury and prevent occupational illness. 29 . ____________________ ____________________ ____________________ Chief Executive JOHSC employee co-chair JOHSC management Officer/Owner or OHS Representative co-chair Insert list of individuals assigned specific responsibility for occupational health and safety. Commitment Committing to health and safety and to using an OHS Program to reduce injury and illness is critical in any organization.15. but also reduces lost work time and productivity. needless expenses and personal suffering. Appendix 1: Forms Completed forms to be inserted in appropriate section of the program. and avoid lost time. please contact us. • • • OHS Goals and Planned Health and Safety Activities Workplace Hazard Review Form Job Safety Analysis Questions? If you have any questions.

OHS Goals and Planned Health and Safety Activities Goal Activity Lead Person Due Date * See sections on Hazard Assessment and Safe Work Practices and Procedures. 30 .

Med. probability..Workplace Hazard Review Form Section: Date of review: Review Conducted by: List all Jobs Potential JHA Conducted Hazards Assessment of Risk (consider frequency. severity) High. Low Corrective Action 31 .

Job Safety Analysis Job Title: Dept: Task Exposure / Hazard Reports to: Control Completed by: Action 32 .

Workplace Inspection Date: Area inspected: Inspection completed by: Further action required Date: Date of next Inspection: Person Accountable and Due date: Hazard Identified & Location Corrective action or mitigation 33 .

If imminent danger please take action to prevent injury. 34 .Hazard Report Form The following hazard or unsafe act or condition was identified: Area of hazard: Potential Harm: Date and Time observed: Corrective action taken or recommended: Please drop off at foreperson’s office or to Safety Rep or any JOHSC member for corrective action.

Safe Work Procedure Title of Procedure: Applies to: Steps in procedure: 35 .

Individual Training Record Name: SIN: Training Completed Division: Job: Instructor: Length of Training Date(s): 36 .

Company Training Record Course Title: Date(s) Delivered: Participant Job Title Instructor: Division Course Outline: Signature 37 .

Incident Report and Investigation Date of Injury Employee(s) Location Work being done at time of injury Nature of Incident / Injury Investigated by Description of Incident Cause / Contributing factors Corrective Action taken / Recommended Signature Date: 38 .

Summary of Incidents / Accidents for Period______________ to _______________ Person(s) affected Date of Incident Location Nature of Injury Number of Incidents without injury: Number of Minor Injuries: Work related illness: Serious injury / death: Total Injury / illness: 39 .

etc. Are hazards assessments complete for all current jobs? Attach samples. Employers should review all relevant legislation and regulatory requirements to ensure full compliance. Are specific initiatives being undertaken? Identify (such as hearing loss assessment. Have the goals been met? Specify.) Are the number of actual injuries/illnesses being reduced? Why? Note: Completion of this questionnaire should not be construed as indicating compliance with all requirements of the Occupational Health and Safety Act and Regulations associated with it.OHS Program Evaluation Is the OHS Program up to date? Do randomly-selected employees know about the program (interview)? Can randomly-selected employees identify who they should report a hazard to (interview)? Do randomly-selected employees feel any identified hazard will be fixed promptly (interview)? Identify 5 safety initiatives undertaken in the review period. Are incidents being reported and investigated? Attach sample reports. Is the JOHSC or Representative identifying safety/health concerns. Are safe work practices in place where needed? Specify examples and attach. and are these being resolved? Attach documentation. but is not comprehensive in covering the requirements of all regulations. Is First Aid training up to date for all attendants? Have all current employees had a safety orientation? Have all employees been trained in how to do their work safely? Does the JOHSC meet regularly? Attach recent minutes. Have specific goals been established in the program? Specify. This questionnaire serves as a starting point. 40 .