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Table of Contents
Policy Statement…………………………….…3 Objectives, Purpose and General Safety Rules...4 Employer’s Responsibilities & Obligations.........5 Supervisors’ Responsibilities & Obligations.......5 Employees’ Responsibilities & Obligations..…..6 Policy…………………………………………..7 Employees’ Rights…………………...……..….8 Health and Safety Committee/ Representative...9 Duties of Health &Safety Representative ...….10 Safety Officer..………………………………..11 Workplace Inspections…….………………….12 Workplace Inspection Form …………………13 Supervisor’s Inspection Sheet …………….….14 Accident/Injuries Investigation and Reporting..15 Fires................................................42 Accident Investigation Form………………….17 WHMIS…………………….…….44 Records and Reports .……………18 Internal Complaint Procedures…..19 Refusing Dangerous Work ..……..19 Workplace Health Monitoring…...21 First Aid………………….……....22 Safety Audits………………..……23 Procedures for Accident/Injury......23 Completion of Form 7....................25 Claims Management......................26 SIEF...............................................29 Modified Work Program..............29 Housekeeping……..………….…..39 General Emergency Proceedures...40
Universal Precautions………...….51 Respect in the Workplace…….….54
HEALTH AND SAFETY POLICY
The Board and Executive Director of RPNAO is vitally interested in the health and safety of its employees. Protection of employees from injury or occupational disease is a major continuing objective. RPNAO will make every effort to provide a safe, healthy work environment. All supervisors and employees must be dedicated to the continuing objective of reducing risk of injury. RPNAO, as the employer, is ultimately responsible for employee health and safety. As the Executive Director of RPNAO, I give you my personal promise that every reasonable precaution will be taken for the protection of the employees. Supervisors will be held accountable for the health and safety of employees under their supervision. Supervisors are responsible for ensuring that machinery and equipment are safe and that employees work in compliance with established safe work procedures. Employees must receive adequate training in their specific work tasks to protect their health and safety. Every employee must protect his or her own health and safety by working in compliance with the law and with safe work practices and procedures established by the organization. It is in the best interest of all parties to consider health and safety in every activity. Commitment to health and safety must form an integral part of this organization, from the Executive Director to the employees.
Signed: _______________________________ Date: _________________________ Dianne Martin RPN, RN, BScN
Health and Safety Program Objectives
• • • To provide a healthy and safe work environment for RPNAO employees and members To reduce the frequency, severity and costs of workplace injuries To exceed the requirements of Ontario’s health and safety legislation
Purpose of the Health and Safety Manual
To inform and educate RPNAO’S employees on current health and safety legislative requirements, individual accountability and liability, and safe work practices and procedures.
General Safety Rules
Safety is the responsibility of everyone. Adherence to the Safety Rules is a condition of employment and is subject to disciplinary action for non-compliance. All injuries must be reported to your supervisor no matter how minor. Know the location of first aid supplies. Only authorized or trained staff should administer First Aid for minor cuts, burns and non-life threatening situations. In an emergency situation, the most knowledgeable person at the scene should commence all reasonable procedures to maintain life until the emergency response team arrives at the scene. Aisles must be kept clean and clear of obstruction. All exits should be kept clear in the office space. Supplies must be stacked properly on the shelves. Keep your working area clear of congestion. Each employee should be aware of the locations of all exits and fire extinguishers. Staff should report any unsafe conditions or unsafe acts to the supervisor. Loose clothing as well as long hair, scarves, ties, and dangling jewellery are unsafe and should not be worn when working with any machinery. Cut away from yourself when using utility knives. 4
Employer’s Responsibilities & Obligations
Understand relevant legislation and establish health and safety performance objectives and priorities. Review annually the organization’s health and safety program, to ensure it meets or exceeds legislated health and safety requirements. Ensure that the working environment is maintained in a healthy and safe condition. Develop and demonstrate a positive “health and safety” attitude and working climate. Provide training to managers and supervisors and hold them accountable for health and safety. Be interested in and involved with the organization’s health and safety performance. Approve safety rules and procedures, and support the enforcement of the same. Require notification of all incidents and unplanned events. Ensure Ministry of Labour reports are posted for 14 days and submit a notice of compliance with the Ministry of Labour within 3 days of compliance of orders. Respond in writing within 21 days to any health and safety queries submitted by the Health and Safety Representative.
Supervisors’ Responsibilities & Obligations
Ensure training of employees in safe work practices and job safety requirements associated with a particular job process and provide written instructions where prescribed, i.e. provide induction training to new employees, and periodic reinforcement training to employees. Enforce rules, procedures, safe work and hygiene practices and health and safety standards. Correct unsafe acts and unsafe conditions. Advise employees of the existence of any known immediate or potential danger to the employee’s health and safety.
Report and investigate all incidents/accidents resulting in personal injury and property damage. Develop and implement an inspection and maintenance program for any equipment in the department. Implement emergency plan when necessary and ensure that employees have been properly trained to comply. Inform RPNAO management of any known health and safety concerns. Regularly evaluate employee performance and provide periodic feedback with respect to health and safety.
Employees’ Responsibilities & Obligations
Employees are responsible for taking all reasonable and necessary precautions to ensure their own health and safety and that of anyone affected by their work. Employees shall undertake the following:
• • • •
Comply with RPNAO’s instructions concerning health and safety, with a safety officer's directions, and with prescribed procedures concerning health and safety. Be obliged to cooperate with persons acting under the authority of the Code. Report any accident or hazard in the work place to their supervisor. Use safety materials, equipment, devices and/or clothing either furnished by RPNAO and report any defects immediately to supervisor. Know, understand and implement safe work practices and procedures. Know, understand and employ established rules and procedures for handling materials, equipment and processes. Report to supervisor any unsafe conditions, procedures or concerns and take necessary steps to prevent accidents from defects pending reporting or repair. Carry out repairs, alterations and process changes only when authorized. Keep workplace safe and orderly. Report all accidents, injuries and unusual conditions immediately to supervisor.
• • •
Inspect work area daily, maintain to standards, and report any hazards immediately to supervisor.
It is the policy of RPNAO to maintain safe and orderly working conditions and to ensure that all employees are aware of, and are trained in, the applicable procedures to maintain a safe and healthy workplace. RPNAO shall ensure the health and safety of employees, while they are at work in the RPNAO offices, by complying with the standards in the Occupational Health and Safety Regulations. RPNAO will ensure that the following items meet the standards set out in the Regulations:
• • •
protective devices, machinery, tools, vehicles, and mobile equipment; levels of ventilation, lighting and noise; and entry into, exit from and occupancy of the work place.
RPNAO will provide the following according to the Regulations:
• • • •
prescribed first aid, sanitary and personal facilities, and health services; safe drinking water; safety materials, equipment and devices for every person who has access to the work place; and information, training and supervision to ensure the health and safety of employees in the work place. The Code requires that each employee be made aware of every known or foreseeable hazard in the area where he or she works.
As well, RPNAO will:
provide the Health & Safety Representative1 with information considered necessary to identify existing or potential hazards if necessary; will post in an accessible place, a copy of the Occupational Health and Safety Act, a statement of RPNAO's health and safety policy, the name of the Health & Safety Representative, minutes to health and safety meetings, the names of trained first aiders, and any other material as directed by a Safety Officer2; maintain health and safety records in the prescribed manner;
For information regarding the role of the Health & Safety Representative, please see page 9. For information regarding the role of the Safety Officer, please see page 11.
provide the Health & Safety Representative with a copy of any written directions or reports from a Safety Officer, and post them for the information of all employees and responds to issues within 30 days; ensure that every employee is made aware of every known or foreseeable safety or health hazard in the work area, including bomb threats, threats of violence, noise hazards, radiation hazards, airborne contaminants, etc.; comply with prescribed standards relating to fire safety and emergency measures; investigate, record and report all known accidents, occupational diseases and other hazardous occurrences; ensure that every employee or visitor knows how to use any protective clothing or equipment required in the work areas to be occupied or visited; and comply with every oral or written direction given to RPNAO by a safety officer concerning the health and safety of employees.
• • • •
The Occupational Health and Safety Act provides employees with three rights:
• • •
The Right to Know The Right to Participate The Right to Refuse Dangerous Work
The Right to Know Through the provisions of the Code, employees have the right to know about known or foreseeable hazards in the work place and to be provided with the information, instruction, training and supervision necessary to protect their health and safety. Through the Health & Safety Representative, employees have the right to have access to government or RPNAO reports relating to the health and safety of employees, but shall not have access to medical records of any person except with that person's consent. The Right to Participate The Health and Safety Representative and employees have the right and the responsibility to participate in identifying and correcting job related health and safety problems.
The Right to Refuse Dangerous Work An employee, at work, has the right to refuse dangerous work if he or she has reasonable cause to believe that:
the use or operation of a machine or thing presents a danger to the employee or a co-worker; or a condition exists at work that presents a danger to him or herself.
However, in order for an employee to be protected by the Code when exercising the right to refuse, the employee must follow the proper procedure. The right to refuse is explained in greater detail below.
Occupational Health and Safety Committee/ Representative Role
The role of the Occupational Health and Safety Committee or Representative is to oversee the internal responsibility system, which maintains that RPNAO and employees have equal powers to act on occupational health and safety matters. The Health & Safety Representative serves as an advisor by making recommendations to management and assisting in establishing and maintaining a safe work environment. In addition, the Health & Safety Representative will be responsible for Occupational Health and Safety policies and procedures, investigations, programs, and reporting. The Health & Safety Representative will be responsible for remedial action on all items reported on safety audits and notifications of critical injuries, accidents or occurrences requiring reporting to the Ministry of Labour.
1. To provide a safe environment for staff, volunteers, members and general public. 2. To inspect and identify hazards to health and safety. 3. To ensure that all staff and volunteers have the knowledge of their occupational health and safety rights and obligations. 4. To ensure that all employees are knowledgeable of the policies and procedures regarding occupational health and safety in the workplace.
Size Requirement/ Selection
50 + Workers 20 – 40 Workers 5-19 Workers 5 Workers A committee of 4 persons minimum A committee of 2 persons minimum At least one Health & Safety Representative No Health & Safety Representative
The Health and Safety Representative is elected by the employees.
Duties of the Health and Safety Representative
The Occupational Health and Safety Representative shall abide by all regulations in the Occupational Health and Safety Act and the WHMIS (Workplace Hazardous Materials Information System) Workers Right to Know Legislation. The Health and Safety Representative:
• • • • • •
assists in the development of health and safety policies and programs; ensures that adequate records are kept on work accidents, injuries and health hazards, and data monitored on a regular basis; receives and deals with complaints relating to the health and safety of the employees represented; participates in all inquiries and investigations concerning occupational health and safety and consults technical experts as is necessary; regularly monitors the health and safety programs, measures and procedures; may request from RPNAO any information considered necessary to identify existing or potential hazards with respect to materials, processes or equipment in the work place; may review any government and RPNAO reports relating to the health and safety of the employees represented by the representative. However, the consent of the employee concerned must be obtained before requesting personal medical records; may develop, establish and maintain health and safety programs for the education of the employees; 10
participates in the planning of the implementation, and the actual implementation of changes that may affect health and safety, including work processes and procedures; cooperates with Safety Officers by providing information and assisting in investigations of accidents and refusals to work; cooperates with any occupational health service established to serve the work place; and maintains records about health and safety complaints and the representative actions taken on complaints. Keeps records of refusals to work and accidents.
• • •
The Health and Safety Representative will report on:
• • • • • • monthly inspections; items from safety audits; corrective actions taken, state of completion, or anticipated date of remedial action and reason for delay; medical aid injuries, lost time injuries and accident investigation reports covering any and all incidents; discuss ergonomic, biological, chemical, work practices, engineering etc carry-over items from previous meetings.
Entitlement to time from work
All health and safety representatives are allowed to take the time during regular working hours to carry out their responsibilities. Time spent performing these health and safety duties will be considered as if the representatives were working on normal tasks, and normal rates of pay will apply. Representatives are not liable for any act or omission done, or omitted to be done, in good faith while engaged in health and safety activities.
Safety Officers Powers
In the context of the Occupational Health and Safety Act, a ‘Safety Officer’ is a person appointed by the Minister of Labour. The Safety Officer may, as part of his or her duties:
• • •
enter any work place at any reasonable time; conduct, or have conducted, tests, examinations, inquiries or inspections; take samples and remove them for analysis;
take photographs and make sketches of the work place; and be accompanied and assisted in these duties by persons who may have essential skills or information.
The Safety Officer has the power to direct RPNAO:
• • • •
not to disturb a certain area or thing pending the officer's investigation; to produce documents and information relating to the health and safety of the employees; to make or provide statements respecting working conditions, material, and equipment affecting the health and safety of employees in the work place; and to take action set out in a direction in order to bring working conditions up to standard.
As a final step, a Safety Officer will recommend RPNAO be prosecuted for noncompliance with his or her direction. Information obtained by a Safety Officer regarding any secret process or trade secret is confidential and must not be disclosed to any person, except as required by law.
Work Place Inspections Definition
Work place inspection is an essential part of a Health and Safety program by which the work place is examined closely on a regular basis to:
• • • •
identify hazards; set standards and related procedures; establish controls; monitor effectiveness of controls.
Workplace Inspection Form
Hazard Classification a. Imminent Danger: requires immediate corrective action Hazardous condition: corrective action ASAP Low hazard
Inspection Completed by: _____________________________________
Inspection Item Location Hazard Class Recommended Corrective Action Repeat Item (Yes or No) Responsibility Target Date
Supervisors’ Safety Inspection Sheet
Alleyways / Stairs - Clear and Unobstructed Exits - Clearly marked - Clear and Unobstructed - Lights working Floors - Dry, clean and unobstructed Overall Housekeeping - Adequate Overall Lighting - Adequate and functioning Air conditioning / Heating - Operable Fire Extinguishers - In designated location - Unobstructed - Charged - Tagged Fire Plan Fire Drills Machines / Equipment - General condition adequate Safe work practices observed WHMIS – MSDS available Postings - OH&S Booklet - Minutes First Aid Kit
Accident / Injuries Investigation and Reporting Definition of a Hazardous Occurrence
A hazardous occurrence is any incident or event that is neither planned nor expected and could reasonably be expected to cause injury or illness or in fact does cause injury or illness to a person.
Definition of Injury/Disease
• An employee receives health care. • An employee is absent from his/her regular work due to a workplace accident, injury or disease.
Definition of a Serious Occurrence
• • • • • the death of an employee; a disabling injury to two or more employees (from the same occurrence); loss of a limb or part thereof or loss of use of a limb; permanent impairment of a body function; an explosion
Definition of a Critical Injury
For the purposes of the Act and the Regulations, "critically injured" means an injury of a serious nature that: • • • • • • • places life in jeopardy; produces unconsciousness; results in substantial loss of blood; involves the fracture of a leg or arm but not a finger or toe; involves the amputation of a leg, arm, hand or foot but not a finger or toe; consists of burns to a major portion of the body; or causes the loss of sight in an eye.
Where an accident/injury occurs the supervisor shall without delay: • provide health care to the employee (first aid, call emergency etc.) 15
• • • •
secure the accident site; appoint a qualified person to determine the causes of the accident; notify the health and safety representative of the accident. complete the Hazardous Occurrence Investigation Report and submit it within 14 days if it is a minor accident / injury, and within 24 hours if it is a serious occurrence. take necessary measures to prevent a recurrence of the hazardous occurrence.
Health Care Only: an accident requiring medical attention only is handled in the same manner as a lost-time claim with the exception of lost-time monitoring and return to work procedures. Modified duties may be necessary to ensure the employee is able to meet the physical demands of the job during the healing phase. A thorough accident investigation is also required. First Aid Only: a first aid incident is not reported to WSIB, but the information needs to be immediately recorded in the First Aid Reporting Book. An incident investigation should be completed by the supervisor so that appropriate measures can be taken to prevent further occurrences. Incident / Property Damage: an incident involving only property damage does not require reporting to WSIB; however, a thorough investigation must be completed and recorded so that preventative actions can be put in place and future occurrences eliminated.
ACCIDENT INVESTIGATION FORM Employee Name: ___________________________________ Location: _____________ Accident Date: ______________________ Job Title: ________________________________________ What job was being done: __________________________________________________ Location of Accident: _____________________________________________________ Describe how the accident happened: _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ ___ Immediate Cause: _________________________________________________________ Root Cause: _____________________________________________________________ Corrective Action: ________________________________________________________ To whom was accident reported: ____________________________________________ Name of Witness(es): _____________________________ _____________________________ Signatures: ___________________________________ ___________________________________ Time: ________________
Areas of body injured: ____________________________________________________ Nature of injury: _________________________________________________________ Treatment Given: ________________________________________________________ Supervisor’s Signature: _______________________________________________________________ Reviewed By: ________________________________________________________________________
Records and Reports
Records, reports and statistics:
assist in detecting trends that indicate weaknesses in accident prevention methods; assist in comparing the safety performance of a particular work place to those of other establishments for the overall assessment of the accident prevention program; help in establishing the cost of accidents and to provide an overview of accident prevention programs.
Employees shall report all accidents or other hazardous occurrences to their supervisor. A written report must be given, within 24 hours, to the Health and Safety Representative when the investigation reveals there was:
• • • • •
a disabling injury to an employee; the death of an employee; loss of consciousness due to electric shock, toxic atmosphere or oxygen deficiency; use of emergency procedures such as the revival of a person; and a fire or explosion
Written reports shall be kept secure. RPNAO will submit a written report on serious hazardous occurrences to the Health & Safety Representative and to the Ministry of Labour. RPNAO will, not later than March 1 each year, submit to the Minister a written report setting out the number of accidents, occupational diseases and other hazardous occurrences during the 12 month period ending December 31 in the preceding year.
The following records are required by the Occupational Health and Safety Act, Part II and its pursuant Regulations:
The Health and Safety Representative shall maintain adequate records relating to the health and safety of employees. (These include: Minutes from the Health and Safety Representative, Annual Health and Safety Representative Report, Hazardous Occurrence Investigation Report and Employer’s Annual Occurrence Investigation Report); 18
First Aid reports must be kept for 2 years; Annual Hazardous Occurrence Reports must be kept for 10 years..
Internal Complaint Resolution Process Grounds
An employee believes on reasonable grounds: • • there has been a contravention of the Act. there is likely to be an accident, or injury to health.
• • • employee makes a complaint to their supervisor. employee and supervisor will try to resolve complaint between themselves as soon as possible. if unresolved, the employee or supervisor may refer complaint to the Health and Safety Representative for joint investigation by the employee and Health and Safety Representative, or by the Health and Safety Representative and a person designated by the employer. A health and safety representative has the power to identify situations that may be a source of danger or a hazard to workers, and to make recommendations or report his or her findings thereon to the employer.
Refusing Dangerous Work Legal Rights
Under the Occupational Health and Safety Act, employees have the right to refuse dangerous work without risking their jobs or wages. The employee must have reasonable cause to believe that the use of certain equipment or exposure to some condition in the work place will result in danger to the employee or to another employee.
Exceptions to the Right to Refuse
Several limitations apply to the right to refuse dangerous work. An employee may not refuse to work under the Occupational Health and Safety provisions of the Code if the refusal puts the life, health or safety of another person 19
directly in danger, or if the perceived danger is inherent in the employee's work, or is a normal condition of the job.
Procedures for Refusing Dangerous Work
Report to RPNAO The first step for an employee exercising the right to refuse dangerous work is reporting his/her refusal immediately to his/her supervisor and a member of the Health & Safety Representative. Investigation by RPNAO The supervisor must then investigate the refusal in the presence of the employee and the Health & Safety Representative. Continued Refusal Where the supervisor decides that there is no danger or takes steps to correct the danger and the employee has reasons to believe that a danger still exists, the employee may continue to refuse. In this case, the supervisor must contact a Safety Officer with the Ministry. Reassignment of Employee and Task Until the safety officer arrives, investigates and makes a decision, the supervisor cannot assign the work in question to another employee unless that other employee has been informed of the refusal. Meanwhile, the employee who refused to work may be asked by the supervisor to remain in a safe place nearby or may be assigned to reasonable alternate work. Investigation and Decision by a Safety Officer In the presence of the supervisor and the employee, the Safety Officer investigates the work refusal, decides whether a danger exists, and informs the supervisor and employee of this decision. If RPNAO takes action against an employee for refusing to do dangerous work the Occupational Health and Safety Act gives the employee the right to complain to the Ministry of Labour about improper dismissal, lay off, suspension or other penalty. An employee has 90 days from the time of such an action to make a complaint to the Board. In order to be protected by the Code, you must have followed the procedures for refusing dangerous work. If you complain to the Board that disciplinary action has been taken against you because you used your right to refuse, it will be up to your RPNAO to prove that this is not so.
The Ministry of Labour will make the final decision to resolve the situation. It is very important to follow the procedure when you refuse to do dangerous work. In order to exercise your right to refuse, you must have reasonable cause to believe that a condition at work is a danger to you or that the use of a machine or thing at work presents a danger to you or to another employee. The right to refuse dangerous work should not be abused. It is there to protect you.
Work Place Health Monitoring
Work place health monitoring can:
• • •
help protect employees' health so they can perform their duties with no danger to themselves or other workers; lead to improved working conditions; evaluate whether control methods are effective.
When there is a likelihood that the safety or health of an employee in a work place is, or may be, endangered by exposure to a hazardous substance or other hazardous conditions, RPNAO shall:
Appoint a qualified person to investigate the: a. chemical, biological and physical properties of the hazardous substance; b. routes of exposure; c. effects to health; d. quantity of the hazardous substance and manner in which it is handled; e. control methods used to eliminate or reduce exposure. Notify the Health & Safety Representative of the investigation. Monitor other hazardous conditions such as noise and lighting to ensure that they meet prescribed standards.
First Aid Introduction
The timely provision of first aid is essential to an effective health and safety program. Prompt, effective first aid treatment is the first priority in an emergency, followed by a written report on the casualty and a factual account of the treatment given. RPNAO requires that all employees report for treatment immediately regardless of the extent of the injury.
• • • • • • • • •
provide and maintain first aid supplies and equipment; make first aid accessible during all working hours; inspect first aid equipment and facilities regularly; clearly identify the first aid station; train at least one employee in first aid; provide transportation for injured employees; maintain records and reports for two years; post names, locations and telephone numbers of first aid attendants; maintain a first aid treatment record book.
The first aid facilities are under the care and supervision of a person who is in the possession of and displays a valid basic St. John Ambulance certificate or equivalent. All injuries / illness must be tended to and reported immediately, no matter how slight. A scratch or cut may result in serious complications. Do not take any unnecessary risks. Anyone who is seriously injured should not be moved. The first aid attendant will render first aid and is fully authorized to direct anyone to call 911. The first aid station will be equipped and staffed to comply with Schedule 11, subsection 16.7 (2) as follows: 22
1. A current edition of a standard St. John First Aid Manual 2. Antiseptic swabs (10 pack) 3. Bandages: adhesive strips (48 quantity) 4. Bandages: triangular, 100 cm, Folded (6 quantity) 5. First Aid Kit Container 6. Dressings: compress, 7.5 cm x 12 cm (2 quantity) 7. Dressings: sterile gauze 10.4 cm x 10.4 cm (12 quantity) 8. Dressings: gauze, non-sterile 10.4 cm x 10.4 cm (40 quantity) 9. Forceps: splinter (1 quantity) 10. Gloves: disposable (8 quantity) 11. Mouth-to-mouth resuscitation mask with one-way valve 12. Record Book – first aid (1 quantity) 13. Scissors: bandage 14. Self-adhering gauze bandage: 7.5 cm x 4.5 cm (6 quantity) 15. Tape adhesive, 2.5 cm x 4.5 cm (2 quantity)
A safety audit includes a critical review of all elements of occupational health and safety in a work place. This includes an assessment of work place conditions and work procedures as well as policies and their implementation.
Procedures for a Workplace Accident or Injury
Introduction If an employee has an accident at work, a claim must be filed with the Workplace Safety and Insurance Board (WSIB). While on WSIB the employee is compensated for lost work time resulting from an accident/injury through WSIB. Responsibility Employee The employee is responsible for reporting to their direct Supervisor immediately when an accident/injury occurs at work. The employee is also responsible for complying with all reporting requirements by either the employer or WSIB in order to continue to receive pay.
Supervisor The Supervisor is responsible for completing the WSIB Form 7 and faxing or e-mailing it in within 3 days of being told of the accident. All claims made to WSIB need to be in consultation with the Executive Director. Procedure If the employee is going to be off work for more than 1 day due to a work related accident/injury, the Supervisor must complete a Change Form informing payroll that the employee is now off work due to an accident/injury at work and has filed a claim with WSIB. When the employee returns to work, the Supervisor must complete another change form informing payroll that the employee has returned to work. While the employee is off work due to a workplace accident/injury, the employee will be paid by RPNAO at a rate of 80% of their salary. This is the rate of pay that RPNAO will be reimbursed through WSIB. As soon as the employee’s claim has been approved by WSIB, WSIB will send a cheque for 80% of the employee’s salary to RPNAO. When the employee is able to return to work, WSIB is notified and the WSIB payment stops and the employee’s normal rate of pay will resume. If the Claim is Rejected If the claim is not accepted, pay is discontinued. Then the employee has 2 options: 1. To return to work 2. If the doctor determines that the employee may be off work for an undermined length of time, then the Supervisor can submit a change form to payroll requesting a Record of Employment. This will allow the employee to receive EI benefits until they are eligible for LTD. The employee is eligible for LTD when they have been off work for 120 days. It is advised that the employee apply for LTD through our third party benefits supplier as soon as the claim is rejected through WSIB.
GUIDELINES FOR COMPLETION OF WSIB FORM 7 EMPLOYER’S REPORT OF INJURY/DISEASE
The Form 7 is found on the WSIB website and is four pages in length. The Supervisor should make four copies of the completed form; one for WSIB, one for the disabled employee, one for the Health & Safety Representative and one for the file. General Procedures A Form 7 must be completed and signed within three calendar days of learning of the accident. All payment information must be presented. The Form must be sent to WSIB within 3 days. If the report is signed later than 3 days after the employer learns of the accident, a penalty will apply even though the report may have been received within seven working days. Never request or allow a disabled employee to complete her/his own Form 7. All form 7’s should be reviewed and sent to: Fax to: 1-888-313-7373 or 416-344-4684 or Mail to: Workplace Safety and Insurance Board 200 Front Street West Toronto ON M5V 3J1
Policy: To facilitate effective rehabilitation of injured/ill workers, RPNAO recognizes the importance of maintaining regular contact with the worker, the treating physician/agent and WSIB. To ensure necessary information is exchanged and communicated, the responsibility for claims management will be designated to a competent person. The supervisor is responsible for ongoing coordination of a claim up to 3 months. If claims continue beyond 3 months, the file is forwarded to the Executive Director for continuing management. Procedures: At the time of the injury, advise the worker that all reasonable effort will be made to make suitable duties available as soon as medical clearance is obtained. Forward a WSIB Treatment Memorandum and Report Form #1 with the injured worker when she/he seeks initial medical treatment. The Treatment Memorandum should include information regarding the availability of modified duties. If initial medical treatment was sought at a hospital and /or clinic advise the employee to see her/his family physician. The report forms should be taken to the family doctor for the completion of any missing information. Complete and submit a Form 0007 to WSIB within 3 calendar days of learning of a work related accident. Forward copies of the Form 0007 to the Health & Safety Representative. A Change Form must be completed and submitted to Payroll as soon as it is determined an employee will be absent on WSIB benefits entitlement. The supervisor needs to maintain regular phone communication with the absent worker to update status. i.e. current treatment, specialist referral, progress and possible return to work dates, etc. It is important the employee recognizes the Association’s interest in assisting in their rehabilitation. This contact should minimally take place following each appointment with the treating physician. If the employee can drive, request she/he regularly visit the office/location to discuss progress and return to work.
The Executive Director will be responsible for the following processes: Communicate with the supervisor to redesign the job to accommodate an early return to work. Forward a letter to the treating physician explaining the Association’s commitment to early, safe rehabilitation and attach a copy of the job description identified as potentially suitable. (Refer to Modified Work Process). A copy of this information should also be forwarded to the attention of the WSIB Claims Adjudicator. Follow up written communication to the treating physician with a phone call. Be prepared to discuss the possibility of returning the worker on reduced work hours – a “Step-Up Program”. It is recommended that communication (written/verbal) with the treating physician be maintained on a monthly basis. Initiate early WSIB involvement by requesting the assignment of a Caseworker and enquiring who will be assigned to the injured worker’s file. Inform the Caseworker of the Association’s commitment to rehabilitation and request her/his participation in developing and implementing a rehabilitation plan. Invite the caseworker on- site to review the work process. If having difficulties identifying suitable work, request a WSIB Worksite Analyst visit our facility with the Caseworker. Communication with WSIB should be maintained every 3-4 weeks unless pertinent new information needs to be exchanged in the interim. Request a referral to a specialist if the employee is absent beyond 6 weeks. Enlist the cooperation of the treating physician. If unsuccessful, call the WSIB Claims Adjudicator to request a specialist referral or a referral to a WSIB assessment clinic. Cost relief (SIEF) should be requested on all prolonged claims in excess of 10 weeks of absence. Supervisor Advise WSIB by phone the day the injured worker returns to work. Follow up this communication by completing and submitting Form 0009 to WSIB. Completer a change form to payroll immediately upon the employee’s return to work to ensure that RPNAO compensation is reinstated. Closely monitor the employee’s returning-to-work on modified or light duties and ensure that the employee is regularly assessed by the treating physician until the maximum rehabilitation has been achieved. Keep the employee on the approved job until further medical authorization has been received. Responsibilities of Key WSIB Personnel Initial (Entitlement) Adjudicator This person reviews the initial Form 0007 indicating a workplace injury and any additional information forwarded by the employee, employer and treating physician. Following appropriate enquiries, review of investigation and/or field reports, this person will make a decision to allow or deny the claim. If you have factual information to object to a granting of initial entitlement, refer your information to this adjudicator. 27
Continuing (Benefits) Adjudicator This individual is responsible for approving ongoing benefit payment based on medical information and is referred to as the WSIB Case Manager. She/he solicits information from the employee, physician, treatment facilities etc., refers the file to the UMA (Unit Medical Advisor) for decisions on level of disability, specialist referral, approval to return to work, suitability of available modified work, etc. The Case Manager reviews the file for SIEF cost relief and requests intervention by a Case Worker at 45 days. Other duties include referral of file to the Pensions Adjudicator for assessment of permanent impairment and decisions regarding disclosure of benefits. After a claim is allowed for benefits entitlement, all future correspondence and communication should be addressed to this adjudicator. The WBC Case Manager is your link to the WSIB medical department.
SECOND INJURY AND ENHANCEMENT FUND
SIEF Mechanics Full 100% SIEF Applicable when: A pre-existing disability causes the accident ( i.e. epileptic seizure) A pre-existing disability has been aggravated during a WSIB vocational rehabilitation program Request application at the initial onset of disability. 50% Initial SIEF Relief Applicable when WSIB recognizes claim has been prolonged or enhanced by a preexisting condition, regardless of severity of underlying condition. Request application: Immediately when it is known the worker has a significant pre-existing condition which may have been aggravated by a minor workplace accident. At 10 weeks when worker has a known pre-existing condition which may be contributing to a delayed recovery and return to work. SIEF Claim Review at Medical Stability Applicable when the claim is reviewed for closure and /or pension assessment. Request application: Of 50% or greater if new claim information suggests the pre-existing condition is a significant factor influencing the current disability. Knowing there is a possible down-side risk, i.e. initial SIEF may be rescinded.
MODIFIED WORK PROGRAM
Policy It is the policy of RPNAO to make every reasonable effort to provide modified/alternate duties to an employee who is temporarily disabled as a consequence of a work related injury or illness. Our goal is to rehabilitate employees to their optimum level of ability so that they are capable of effectively and efficiently performing meaningful work. Our ultimate goal is to successfully return the employee to her/his pre-injury job function. Management is responsible for keeping WSIB informed of the availability of modified work and of the employee’s progress during rehabilitation the program. 29
The employee has the responsibility to fully cooperate with the rehabilitation program . To be effective, the modified work program must provide work that is productive and of value to the organization. The work may include any of the following characteristics. Changed or reduced hours Modification to regular duties including character and volume of work performed Periodic rest or exercise breaks Temporary assignment to a different job matching the employee’s physical capabilities Procedures The modified work program is available for any employee who has sustained a work related injury or illness that may or may not result in absence from work and who requires gradual reintegration to the pre-injury work. The request for modified work may come from: The disabled employee The disabled employee’s treating physician The disabled employee’s supervisor WSIB The initial modified work program will be offered for a maximum 10 week period. During that time the supervisor will monitor the employee’s condition to ensure she/he is physically/mentally capable of performing the work. Employees must have written medical clearance from their physicians and WSIB approval to return to modified work. Employees may be required to be reviewed by an independent medical practitioner to determine their physical/mental fitness and ability to perform the designated work. Rehabilitation specialists for WSIB will be consulted, where appropriate, in reviewing suitable alternate/modified work to ensure the employee can complete the tasks involved. Employees returning to work after a lengthy absence, i.e. in excess of 3 months, may be returned on a “step-up basis”, i.e. 3 hours per day for the first two weeks, then 5 hours per day and eventually 7 hours per day to gradually re-introduce them to the workplace At the conclusion of the 10 week program, the employee will be reassessed by the supervisor and treating physician to determine ability to resume regular duties or if an extension is required. If the employee is not progressing as expected in the Modified Work Program and further absences occurs, a Functional Abilities Assessment may identify underlying difficulties prolonging recovery. 30
Specific Procedures Disabled employees are required to: Maintain weekly contact with their supervisor during the period of total disablement to advise of status, restrictions and expected return to work date. Obtain signed approval from the treating physician/agent prior to returning to modified work. Report to their immediate supervisor before commencing the modified work program and to advise their supervisor of any absence days during the course of the program. Where appropriate, participate in a vocational rehabilitation program administered by a WSIB caseworker. Arrange physician/specialist appointment outside normal working hours when in a modified work program – payment will not be authorized for appointments scheduled during work hours. Supervisors are required to: Give the employee, at the onset of a workplace disability, and “information package” to take to her/his treating physician. The package will include the following: Modified Work Introduction Letter Medical Authorization Form Physical Demands Analysis (PDTA) Obtain a signed medical authorization form from the employee to facilitate communication between the Association and the treating physician. Follow-up with the treating physician regarding the employee’s ability to return to modified work. Ensure each returning employee has written medical authorization prior to commencing any modified work program. Obtain written information from the treating physician and/or WSIB on specific work restrictions. Recommend a return to work mid-week instead of Monday and be in attendance with the employee on the first day of the modified work program. Monitor the employee’s progress during the modified work program to assess her/his ability to perform the work according to accepted performance standards, i.e. daily for the first week and weekly until completion of program. 31
Arrange for the employee to be reassessed by the treating physician if she/he is experiencing ongoing difficulties with the program. Assess the employee’s overall performance at the conclusion of the 10 week program to determine ability to resume regular duties. General Information Regarding Modified Work Obligations under WSIB Legislation Employers are obligated to re-employ injured workers providing the worker had been employed continuously for a t least one year prior to the injury. Once the worker is capable of performing the essential duties of the job, the employer must re-employ her/him in the pre-injury job or a comparable one. If the employee cannot perform the essential duties of the pre-injury job, but is capable of working, the employer must offer that worker the first, suitable alternative employment that becomes available. Failure to comply with the re-employment obligations may result in a penalty against the employer equal to 100% of the employee’s net average earnings for the year prior to the injured employee’s WSIB benefits. The re-employment obligation remains in effect for the earliest of: 2 years after the date of the injury, or 1 year after the WSIB notifies the employer that the employee is able to work, or Until the employee reaches 65 years of age. Definition of Modified Work Modified work is any job or combination of tasks that a disabled employee may perform on a temporary basis without risk or re-injury to himself or risk to others. The work may consist of regular tasks from the pre-injury job that have been changed, redesigned or physically modified. It could also be a special job designed specifically for the employee participating in a modified work program. Characteristics of modified work include: Possible reductions in time, character and volume of work performed; Work that is productive sand has value to the organization and; Work that is arranged on a temporary basis.
Strategies for a Successful Program Regularly communicate to employees the benefits of the modified work program and the key role they perform in the success of the program. Information on the modified work program should be an important part of the new employee’s orientation. Utilize WSIB Worksite Analysis and modified work program specialists to assist with the program implementation including identification of modified work and recommendations for job modifications. Establish a telephone relationship with the disabled employee’s treating physician and/or treating agents to monitor the employee’s progress and work readiness. Carefully document all your communication, efforts and events relating to the return to work process.
Modified Work Report Form #1 Date: ___________________________________________________________________ Employee Name:__________________________________________________________ Address:________________________________________________________________ Dear __________________________________: Please have your doctor complete the following form and return it to your supervisor immediately. Modified duties are available as soon as possible with or without restrictions within our work place to accommodate and rehabilitate our injured employees. Accident History:_______________________________________________________ _______________________________________________________________________ _______________________________________________________________________ Injury Date: ____________________ Body Part Injured: ______________________ Physician’s Statement Employee may return to work at once without restrictions. Employee may return to work on _________________________________ to modified work with restrictions as follows: Lifting _____________________________ Climbing __________________________ Walking ______________________ _____Exertion _____________________________ Other ______________________________________________________________ Duration of Restrictions: _____________________________________ (days, weeks) If unable to return, your professional opinion on a possible return to work date and course of treatment planned. _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ ___ Physician: Name: ____________________________________Telephone: ____________________ Address: ________________________________________________________________ Signature: _______________________________________________________________
Modified Work Report Form #2 Date: __________________________________ Doctor’s Name: ______________________________________________ Dear Dr. ___________________________________________________ Re: Worker’s Name: ________________________________________________________________ Date of Accident: ________________________________________ RPNAO is committed to a policy of Modified Work in order to facilitate rehabilitation of our injured employees. With your support, we will arrange a modified work and/or stepup program on an individual basis for employees absent from work due to illness/injury. For example, the following could be arranged: Light/modified work 8 hours per day Light/modified work on a step-up program, i.e.: Week 1 – 3 hours per day Week 2 & 3 - 5 hours per day Week 4 – 7 hours per day Regular work on a step-up program Enclosed are descriptions of this employee’s regular job and an available modified job. It would be helpful if you provided your written recommendations regarding the worker’s physical capabilities and prognosis for return to work. I will contact you to discuss a course of action. We look forward to our mutual success in rehabilitating this employee to her/his normal lifestyle. Yours truly,
c.c. WSIB Claims Adjudicator
Employee Notice - Modified Work Report Form #3 Employee Name: _______________________________________________________________________ _ Date: _______________________________ We are pleased that you are returning to appropriate employment following your accident. As discussed in our meeting _______________________________, we are providing you with directives in order to facilitate your return. Working together will ensure that your re-entry to the workforce is as comfortable as possible. We recognize your present medical restrictions (as outlined below), and agree to provide suitable employment based on these restrictions. _______________________________________________________________________ _______________________________________________________________________ __ _______________________________________________________________________ _______________________________________________________________________ __ _______________________________________________________________________ _______________________________________________________________________ __ _______________________________________________________________________ ______________________________________________ We must insist on your cooperation in the following: If you are experiencing any problems with assigned tasks, please discuss with your supervisors immediately. If you are asked by a fellow employee to assist in a task which you are not medically capable of doing, explain your restrictions and ask that they request assistance from their supervisor. If you are on prescribed medication, inform your supervisor of the names/types/dosage so that appropriate documentation is maintained. You are responsible for ensuring that you have adequate supply of your prescribed medication, and follow your doctor’s instructions regarding use. Every effort must be made by you to attend work. If you are unable to do so, you must notify your supervisor immediately. Please report to __________________________at _____________a.m./pm. on _______________________________for the appropriate duties which have been designed around what you reasonably believe you can perform.
Thank you for your participation. Employee Signature: _______________________________________________________ Supervisor Signature: ______________________________________________________ Workers’ Compensation Board Services Vocational Rehabilitation Service Delivery System Purpose is to improve communication between the WSIB, Employers, injured workers and the medical community. Caseworkers must contact the injured worker within 45 days of the injury. Must offer vocational rehabilitation if a worker is off more than 6 months. Return to work options in order of preference: Return to pre-injury job with the accident employer Return to work with the accident employer in a comparable job Return to other suitable work with the accident employer Return to work with another employer in a comparable job Return to other suitable work with another employer
Physical Demands Analysis Form
Housekeeping Policy and Procedures Policy
Good housekeeping is an essential operating practice which contributes to a reduced accident rate and improved employee morale efficiency throughout the office. Inferior housekeeping is the most common cause of injuries due to slips, trips, falls and being struck by objects. The management of RPNAO, recognizing the importance of housekeeping practices, will allow sufficient time during regular work activities for each person to carry out her / his housekeeping responsibilities. Housekeeping issues will also be addressed during monthly safety inspections. It is essential that staff understand the importance of enforcing good housekeeping standards. Every supervisor and employee can assist in providing safer and healthier workplaces by observing, correcting and / or reporting unsafe housekeeping practices and conditions.
Employees are responsible for performing a daily work area inspection prior to commencing work duties. This inspection should include identification of potential hazards and implementation of remedial action. Any remaining unsafe conditions should be immediately reported to your supervisor. Waste Containers Always use the appropriate waste container for recycling and regular waste products. If waste containers are full, do not use them. Notify your supervisor who will see that the problem is corrected. Working Surfaces All working surfaces should be kept clear of excess materials. Avoid keeping excess materials at your work area in order to minimize clutter. Clean your work area at the end of your day. Floors Floors and other surfaces in the work area should be maintained in a clean, orderly and dry condition. Spills should be cleaned up promptly as they create slippery floor conditions. If you notice holes or slippery areas on non-slip surfaces, report them immediately to your supervisor. Aisles / Exits / Entrances
All walkways, steps, and emergency exits and entrances must be clearly marked and kept clear of obstructions. Adequate lighting must be provided and maintained in emergency exits, entrances, stairs and walkways. If you observe lighting that needs to be replaced report this to your supervisor. Avoid using walkways to store empty containers or excess materials. Storage Areas Make certain that materials / supplies are properly piled and stacked only in designated storage areas. Materials stored in high places should be secured so that they cannot become dislodged, jarred loose, or fall. Ensure the piled materials do not block doors, aisles or access to fire extinguishers. Avoid overloading storage containers.
General Emergency Procedures
To ensure the safety and security of all personnel at RPNAO in the event of a disaster, all employees are required to observe the following emergency procedures. REMAIN CALM; COOPERATE WITH THE AUTHORITIES A. Fire If you detect a fire, sound the alarm and leave the building immediately. Employees hearing the alarm are to turn off their machines and proceed in an orderly fashion to the nearest exit. Report to the appointed Fire Marshall in the designated assembly area. The appointed Fire Marshall is responsible for determining whether all individuals are present at the assembly area and will report any who are missing to the building managements. At no time is any individual to reenter the building in search of someone thought missing. Once out of the building, employees are expected to comply with requests made by authorities, and at no time to interfere with firefighters, ambulance attendants, police, or other authorities in the performance of their duties relative to the emergency situation. If you cannot leave the office close off your area as much as possible, move to the most protected part of the room, call the appointed Fire Marshall and let them know where you are, crouch low on the floor if smoke enters your area, and wait for the instructions from the fire department. The effectiveness of the fire safety plan depends largely upon the ability, energy and experience of the supervisory staff and appointed Fire Marshall. This staff has clearly defined responsibility so that the office and occupants are safeguarded against fire. This staff group must be knowledgeable of all aspects of the fire safety plan:
1. To ensure that each staff member is instructed as to his or her responsibilities in the event of a fire before commencing work for the first time. 2. Ensure staff participates in the fire drills coordinated by the building management. 3. Ensure staff is completely familiar with all fire safety rules for the building. 4. Know the procedures to follow for the warning of the office occupants. 5. Ensure staff is knowledgeable of their closest exit and alternate in case of an evacuation. 6. Know the building floor plan for use by staff in case of an evacuation. B. Other Disasters If you detect an emergency situation other than fire, report it to your supervisor immediately. She / he will advise all employees of the situation and of any steps to be taken. In the case of a disaster involving personal injury, the certified first aiders will assume responsibility for the evacuation of injured person(s) to a safe area. In a multiple injury disaster, the first aiders must initiate immediate casualty sorting with the basic objective of saving as many lives as possible. Procedure for Handling Casualties The person in charge will complete a primary survey of all casualties. Correct immediate life-threatening problems. Call the first aiders to assist with Priority 1 casualties such as: • Airway and breathing difficulties • Cardiac arrest • Uncontrolled or suspected severe breathing • Severe head injuries • Open chest or abdominal wounds • Shock Transport Priority 1 casualties first when ambulance arrives. Notify hospitals of number of severely injured being transferred. Ensure that all casualties are reassessed regularly for changes in condition until transportation to a medical facility is available. Priority 2 casualties are as follows: • Burns • Major or multiple fractures • Back injuries with or without spinal cord damage Priority 3 casualties include: • Minor fractures / injuries • Obvious mortal wounds where death seems a reasonable certainty 42
You should know exactly what the proper procedures are to be followed in a fire emergency. If you take the right action with just one portable fire extinguisher, you may prevent a fire disaster. For personal safety and effective extinguishment, it is imperative to know the classes of fire and the operation of the appropriate extinguisher. Make sure you don’t use one type of extinguisher on another type of fire – it may make it worse. Common errors (that can be fatal) are using water on grease or an electrical fire. Extinguishers are labeled according to their classification.
Classification of Fires
There are four different classifications of fire and it is essential that all persons be familiar with each classification and the type of fire extinguisher to be used in an emergency situation.
Class “A” Fires
Class “A” fires usually occur in ordinary combustible materials such as wood, paper, textiles and rubbish. Most Class ”A” extinguishers consist of water under pressure. The quenching and cooling effects of water or solutions containing large percentages of water are essential in extinguishing the fire. Never use the type of extinguisher on electrical fires as water conducts electricity that could result in serious or critical electric shock. These extinguishers are not appropriate for fires involving oil or grease as water helps spread the flame. Class “B” Fires Class “B” fires involve flammable liquids such as gasoline, oils, grease, tar, paint, propane, etc. These fires start easily, burn fast and spread rapidly. To be effective, a fire extinguisher must smother he fire and cut off the supply of air thus interrupting the chemical chain reaction. Class “B” extinguishers are filled with foam, dry chemical or carbon dioxide. The dry chemical extinguishers keep the fire from re-igniting, but can leave a powdery residue. The carbon dioxide extinguisher leaves no residue and effectively extinguishes the fire; however, employees must be cautious and alert for reignition.
Class “C” Fires
Class “C” fires are electrical fires due to malfunction of electrical equipment such as wiring, controls, motors, etc. These are the most difficult fires to handle because they often start in closed-in areas and are out of control before they are discovered. Classic” extinguishers are usually filled with dry chemical or carbon dioxide. Caution is advised as the carbon dioxide extinguisher produces an extremely cold gas which can result in burns to exposed skin or body parts.
Class “D” Fires
Class “D” fires involve combustible metals such as magnesium, sodium, titanium, sirconium and lithium. These are the most difficult fires to handle and can only be controlled with special extinguishing agents and techniques. Dry powder can be shoveled on the fire by hand or a 30 lb. Dry extinguisher can be used. Never use water as an explosion could result.
The safety of the occupants is far more important than any attempt to put out a fire or to fetch clothing or any other articles. The best assurance of this safety is a definite program of fire evacuation. Such a program should include adequate planning and supervised drills at frequent intervals, to ensure complete familiarity with the procedures on the part of all staff members.
Work Place Hazardous Materials Information System (WHMIS) Policy Statement
At RPNAO, the health and safety of our employees comes first. Therefore, we are committed to the implementation of Workplace Hazardous Materials Information System through the following steps: 1. We will create an inventory of all hazardous materials in our work place; 2. We will obtain a Material Safety Data Sheet on all hazardous materials in our work place; 3. We will train all our employees to work safely with hazardous materials; 4. We will train all employees in the understanding of WHMIS labels and MSDSs. Everyone at RPNAO shares the responsibility and accountability for the implementation of WHMIS.
_____________________________ ________________________ Dianne Martin RPN, RN, BScN Date
Definition A WHMIS label supplies information about a controlled product. Purpose
• • •
The label alerts RPNAO and employees to the hazards of the product. It also states what precautions to take when handling the product. The label refers users to a material safety data sheet (MSDS) for more detailed information about the product.
A WHMIS label has different forms. It may be a mark, sign, stamp, sticker, seal, ticket, tag or wrapper. It is attached to or imprinted, stenciled or embossed on the controlled product or its container. The legislation makes a distinction between two types of labels: supplier labels and work place labels.
Comparison of Labels
This summary compares supplier and work place labels: Supplier Label
Must appear on all controlled products received at work places in Canada. Must contain the following information: - product identifier - supplier identifier - a statement that MSDS is available - hazard symbols - risk phrases - precautionary measures - first aid measures Must have all text in English and French. Must have the WHMIS border.
Work Place Label
Must appear on all controlled products: - produced in a work place - transferred to other containers by RPNAO. May appear in placard form on controlled products received in bulk from a supplier. Must have the following information: - product identifier - information for the safe handling of the product - a statement that Material Safety Data Sheets (MSDS’S) are available May contain WHMIS hazard symbols or other pictograms
WHMIS Symbols Hazard Symbols
Hazard symbols are legible pictograms surrounded by circular borders. They warn the user of controlled products that a particular hazard exists.
RPNAO will instruct workers on the significance of hazard symbols. Workers must be able to understand them.
Material Safety Data Sheets (MSDS’S)
MSDS’s are available from all suppliers and manufacturers. RPNAO will ensure that MSDS’s are kept current as per legislation (i.e. within 3 years) and be readily accessible for referral by employees. The minimum categories of information on each MSDS will include: • Trade name • Generic name • Chemical and physical properties • Flammability • Flash point • Emergency procedures • Health hazards • First aid treatment 47
This chart explains the hazard symbols:
• • •
that concentrations of hazardous substances are controlled; that all hazardous substances are stored and handled safely; and that all hazardous substances, other than controlled products*, are identified.
Subject to the Hazardous Materials Information Review Act, RPNAO will also ensure
that each controlled product* in the work place, or each container in the work place in which a controlled product is contained, has a label applied to it that discloses prescribed information and has displayed on it all applicable hazard symbols; that a material safety data sheet (MSDS) for each controlled product in the work place is made available to each employee.
With any controlled product in the work place, RPNAO must provide information from the MSDS, (such as the chemical identity), to any physician or medical professional who requests that information, in order to make a medical diagnosis or apply medical treatment to an employee in an emergency. Any confidential information about the controlled product which is provided to a medical professional must be kept confidential. * Controlled products are defined under the Controlled Product Regulations issued under the Hazardous Products Act. They are products which meet any criterion for inclusion in one of the six classes: compressed gases, flammable and combustible material, oxidizing material, poisonous and infectious material, corrosive material, and dangerously reactive material.
Acrylonitrile: Arsenic: Asbestos: R.R.O. 1990, Reg. 835, as amended by 0. Reg. 507/92. R.R.O. 1990, Reg, 836, as amended by 0. Reg. 508/92. R.R.O. 1990, Reg. 837, as amended by 0. Reg. 509/92 and 0. Reg. 598/94. R.R.O. 1990, Reg. 838, as amended by 0. Reg. 510/92. R.R.O. 1990, Reg. 839, as amended by 0. Reg. 511/92. R.R.O. 1990, Reg. 840, as amended by 0. Reg. 512/92. R.R.O. 1990, Reg. 841, as amended by 0. Reg. 515/92. R.R.O. 1990, Reg. 842, as amended by 0. Reg. 518/92. R.R.O. 1990, Reg. 843, as amended by 0. Reg. 519/92. R.R.O. 1990, Reg. 844, as amended by 0. Reg. 520/92. R.R.O. 1990, Reg. 845, as amended by 0. Reg. 521/92.
Asbestos on Construction Projects and in Buildings and Repair Operations: Benzene: Coke Oven Emissions: Ethylene Oxide: Isocyanates: Lead: Mercury: Silica: Vinyl Chloride:
Universal precautions were designed to prevent the transmission of blood-borne diseases such as human immunodeficiency virus, hepatitis B, and other blood borne pathogens when first aid or health care is provided. Under Universal Precautions, blood and certain body fluids of all patients are considered potentially infectious. Universal precautions are the infection control techniques that were recommended following the AIDS outbreak in the 1980s. Every patient is treated as if infected and therefore precautions are taken to minimize risk. Essentially, universal precautions are good hygiene habits, such as hand washing and the use of gloves and other barriers, correct sharps handling, and aseptic techniques. Additional precautions are used in addition to universal precautions for patients who are known or suspected to have an infectious condition, and vary depending on the infection control needs of that patient. Additional precautions are not needed for blood-borne infections, unless there are complicating factors. Additional precautions are used in addition to universal precautions for patients who are known or suspected to have an infectious condition, and vary depending on the infection control needs of that patient. Additional precautions are not needed for blood-borne infections, unless there are complicating factors. Conditions indicating additional precautions:
• • • • •
Prion diseases (e.g., Creutzfeldt-Jakob disease) Diseases with air-borne transmission (e.g., tuberculosis) Diseases with droplet transmission (e.g., mumps, rubella, influenza, pertussis) Transmission by direct or indirect contact with dried skin (e.g., colonisation with MRSA) or contaminated surfaces Any combination of the above
Protective clothing includes but is not limited to:
• • • •
Barrier gowns Gloves Eyewear (goggles or glasses) Face shields
1. Wet hands. 2. Apply soap. 3. Lather for 15 seconds. Rub between fingers, back of hands, fingertips, under nails. 4. Rinse well under running water. 5. Dry hands well with paper towel or hot air blower. 6. Turn taps off with paper towel, if available. Always Wash Your Hands Before and after you: • Prepare or eat food • Touch a cut or open sore After you: • Sneeze, cough or blow your nose • Use the washroom or change diapers • Handle garbage
Stop The Spread of Germs
RESPECT IN THE WORKPLACE Purpose
This policy is a statement of RPNAO’s commitment to developing and maintaining a respectful workplace and to protect employees from experiencing acts of disrespect. We are committed to providing a collegial environment in which all individuals are treated with respect and dignity. This policy aims to prevent the occurrence of violence in our workplace and to attempt to ensure an environment free from behaviours that intimidate, threaten, harass, abuse, injure, discriminate against or otherwise victimize employees, volunteers and/or students. This policy is written to define the actions that lead to being disrespected and to specify the procedures to investigate and resolve complaints stemming from allegations of harassment, sexual harassment, discrimination, violence, bullying and / or workplace incivility. Policy RPNAO is committed to working with its employees through coaching and awareness training in order to provide a safe working environment for all employees, volunteers and members. RPNAO will not tolerate any acts of harassment, sexual harassment, violence, bullying, discrimination and / or workplace incivility and will take reasonable and practical measures to ensure employees, volunteers and students are free from such acts. Appropriate remedial, disciplinary and/or legal actions will be taken according to the circumstances. Scope This policy applies to all employees of RPNAO, including any contractors who provide services to RPNAO. This policy not only applies on work time at work locations, but to any activities on or off the RPNAO’s premises which could reasonably be associated with the workplace. It is important to note that workplace violence can occur outside of work settings. It can occur during work-related functions at off-site locations such as conferences, social events, or visits to members’ homes. It can also happen in an employee’s home, yet be work related. For example, threatening telephone calls from co-workers, members, or managers. Workplace violence can be committed by anyone: employees, supervisors, managers, members, students, contract workers, visitors, families of members, families or friends of employees, representatives of external organizations, service and trades people or unauthorized intruders. 55
Definitions Retaliation or reprisals against any employee who has initiated a complaint under this policy, or has provided information regarding a complaint are prohibited. Any retaliation or reprisal is subject to disciplinary action, up to and including termination of employment. Alleged retaliation or reprisal is subject to the same complaint procedures and penalties as complaints of harassment, discrimination and/or violence. Violence Violence is any act of aggression that causes physical or emotional harm. Violence is any incident in which an employee is abused, threatened, harassed, assaulted by inflicting or threatening injury, or damage to property. Violence can occur in the form of offensive comments including: jokes, comments, obscene remarks, insult, ridicule, bullying, swearing, shouting, demeaning or belittling statements, threats without weapons, causing emotional distress or personal humiliation, or threaten the health, safety and livelihood of an employee. The act may be implied or actual, and be either verbal or physical in nature. Physical violence is defined as aggravated assault, assault, sexual harassment, gestures, kicking, pushing, biting and/or spitting. Violence also includes act and threats of aggression resulting in physical or psychological damage, pain, or injury to a worker. Discrimination Discrimination means the denial of equal treatment on the basis or race, ancestry, place of origin, colour, ethnic origin, creed, sex, sexual orientation, age, record of offence, marital status, family status, or handicap. Discrimination is a showing of partiality or prejudice in treatment: specific action or policies directed against the welfare of minority groups. Every person has a right to full and equal recognition and exercise of his or her human rights and freedoms without distinction, exclusion, or preference based on race, colour, sex, sexual orientation, civil status, religion, political convictions, language, ethnic or national origin, social condition, or the fact that he/she is a handicapped person, or that he/she uses any means to palliate his handicap. Discrimination exists where such distinction, exclusion, or preference has the effect of nullifying or impairing such a right. Harassment Harassment is defined as comments or conduct directed at an individual or group based on race, ancestry, place of origin, colour, ethnic origin, creed, sex, sexual orientation, age, record of offence, marital status, family status, or handicap that is known, or ought reasonably to be known to be offensive or unwelcome. Harassment may be a one-time event or repeated incidents may be committed deliberately or unintentionally. Harassment may occur in the form of written, spoken or physical behaviour. 56
Harassment may include, but is not limited to: a) insulting, intimidating or humiliating comments or conduct that are offensive, hurtful or malicious to any individual even though they may not be offensive to others who may be present written or verbal abuse or threats verbal or physical action which expresses or promotes intolerance, prejudice, discord or hatred racial or ethnic slurs or name calling unwelcome remarks, jokes, innuendoes or taunting that is based on race, age, sexual orientation, ethnic origin, disability displaying of sexually explicit, racist or other derogatory material condescension, paternalism or patronizing behaviour refusal to converse or work with a person because of racial background, creed, sexual orientation offensive or obscene gestures or practical jokes.
b) c) d) e) f) g) h) i)
Sexual Harassment Sexual harassment is defined as: Conduct, comments, gestures or contact of a sexual nature or connotation that is known or ought reasonably to be known, to be unwelcome, or likely to cause offence or humiliation; or Sexual solicitation or advance by a person in a position to grant or deny a workplace benefit, which is known, or ought reasonably to be known, to be unwelcome; or Threatening or instituting a reprisal against a person for the rejection of a sexual solicitation by a person in a position to grant or deny a benefit. Sexual harassment includes, but is not limited to: a) unwelcome sexual invitation, flirtations, sexually explicit statements, advances or propositions such as jokes and displays of pornographic material.
b) c) d) e)
implied or expressed threats of penalty or promises of reward based on sexually oriented compliance. any unwelcome physical contact pinching, brushing against, touching, patting leering and other obscene or sexually suggestive gestures. refusal to work or cooperate with a person based on gender or sexual orientation.
Verbal Abuse The use of vexatious comments that are known, or that ought to be known, to be unwelcome, embarrassing, offensive, threatening, or degrading to another person, including swearing, insults, or condescending language. Threat (verbal or written): A threat is a communicated intent to inflict physical or other harm on any person or to property, by some unlawful act. A direct threat is a clear and explicit communication distinctly indicating that the potential offender intends to do harm, for example, “I am going to make you pay for what you did to me.” A conditional threat involves a condition, for example, “If you don’t leave me alone you will regret it.” Veiled threats usually involve body language or behaviours that leave little doubt in the mind of the victim that the perpetrator intends to harm. Physical Attack A physical attack is aggression resulting in physical assault/abuse, with or without the use of a weapon. Examples include hitting, shoving, pushing, punching, biting, spitting, groping, pinching, or kicking the victim, unwelcome displays of affection or inciting a dog to attack. Psychological Abuse An act that provokes fear or diminishes an individual’s dignity or self worth or that intentionally inflicts psychological trauma on another. Assault Any intent to inflict injury on another, coupled with an apparent ability to do so; any intentional display of force that causes the victim to fear immediate bodily harm.
Sexual Assault The use of threat or violence to force one individual to touch, kiss, fondle, or have sexual intercourse with another. Near Miss An act of striking out, but missing the target. Poisoned work environment: A hostile and abusive work environment resulting from harassment by comment or conduct that ridicules or demeans an individual or specific group of employees: for example, racial slurs or derogatory comments about sexual orientation. Responsibility Employees a) Employees are responsible for informing their supervisor of any violence, potential risk of violence, or unacceptable behaviour they may experience or witness. This includes issues in the employee’s non-work life that may impact on the employee’s or her or his worker’s safety. b) Employees are responsible for reporting to their supervisor any incidents of violence or close calls, according to the procedures set our in this policy. c) Employees are responsible for attending training or information sessions provided by the employer to reduce violence or risks of violence. d) Employees are expected to co-operate with the police, organization investigators or other authorities as required during any investigation related to workplace violence. Supervisors a) Supervisors are responsible for assessing the risk of violence to employees in their jurisdiction, minimizing those risks where necessary or reasonably possible, and informing any affected employee of such risk or potential risk. b) Supervisors are responsible for ensuring employees are trained to: • Recognize the potential for violence; • Follow the procedures and policies developed to minimize risk; • Providing training programs as a preventative measure to every employee; • Providing an Employee Assistance program to assist in dealing with life’s difficulties; • Provide counseling, support services, and resources to employees and their immediate families in the case of a major workplace incident; • Respond to incidents appropriately; and • Report and document such incidents. 59
c) Supervisors are responsible for tracking and reporting risks of violence, incidents of violence, and close calls to the Health & Safety Representative and Management, according to the time lines set out in the procedures. d) Supervisors are responsible for ensuring proper medical care is provided for anyone involved in an incident and for securing the safety of employees, before investigating the incident or taking reports. e) Supervisors are responsible for co-operating with police, organization investigators or other authorities as required during any investigation related to workplace violence. Procedure The Executive Director shall initiate a process to involve employees and the Health and Safety Representative in assessing the risk of violence at the location and work environment on a periodic basis. The process shall include taking actions to remove as many risks as can be reasonably removed and instructing employees to recognize risk. The risk assessment shall be reviewed at least annually. Each and every incident of violence in the workplace shall be reported immediately to the Supervisor. The Supervisor shall investigate the incident immediately. a) The Supervisor shall immediately make the appropriate inquiries of the victim and/or witnesses to determine if the incident is minor or serious. b) If the incident is minor: • The Supervisor will determine if mediation is appropriate and if so, mediate or arrange for mediation of the situation; • Conduct the appropriate investigation immediately, and • Within 24 hours, write a report outlining the details, facts and witnesses of the incident and submit the report to the Executive Director and the Health and Safety Representative. If the assailant is an employee, the Supervisor shall apply appropriate disciplinary measures based on the facts of the incident and the assailant’s employment record.
c) If the incident is serious: • • • • The Supervisor must first ensure the safety of employees and her/himself; Ensure proper medical treatment is provided or sent for; Contact the authorities as soon as possible, (police or Ministry of Labour, where appropriate), to report the incident; Contact the Executive Director and Joint Health and Safety Representative, as appropriate, as soon as possible, to assess who should be involved in the investigation; Conduct a thorough investigation, keeping detailed notes of facts, times, witnesses, and witness accounts; Within 24 hours after the completion of the investigation write and submit a detailed report of the incident to the Health and Safety representative, Executive Director and any other parties required by law. Consult with Supervisor/ Executive Director regarding any disciplinary action to be applied.