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					Occupational Health & Safety Manual
Department of Government Services


2010-2011
Government of Newfoundland and Labrador
Occupational Health & Safety Program Manual
Government Services


                                            TABLE OF CONTENTS


1.    Leadership and Administration .................................................................................2

  1.1      Health and Safety Policy Statement ..................................................................5

  1.2      Internal Responsibility System ..........................................................................6

  1.3      Due Diligence....................................................................................................8

  1.4      Progressive Discipline Process .......................................................................10

  1.5      Working with Contractors ................................................................................10

2.    Occupational Health & Safety Committees.............................................................11

3.    Education & Training ..............................................................................................16

4.    Communication.......................................................................................................19

5.    Safe Work Practices & Procedures.........................................................................24

6.    Hazard Recognition, Evaluation and Control ..........................................................30

7.    Workplace Inspections............................................................................................34

8.    Accident/Incident Investigations .............................................................................37

9.    Emergency Preparedness ......................................................................................41

10. Disability Management ...........................................................................................44




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1.       LEADERSHIP AND ADMINISTRATION
An effective OH&S program depends on strong leadership. Leadership involves
committing the financial and human resources needed to establish and monitor the
program and to ensure workplaces take health and safety responsibilities seriously to
make the prevention of illness and injury an accepted, everyday practice.

Deputy Minister:

         Has the leadership role with the highest accountability, primarily focused on
          delegating responsibilities to ensure compliance with Occupational Health &
          Safety Standards and Regulations and the responsibilities detailed in this manual.
          This includes the implementation of a functional Occupational Health & Safety
          Program;

         Takes a leadership role in creating a health and safety culture in the organization;

         Commits the financial and human resources required to establish and monitor the
          OH&S Program;

         Provides the general policy direction for the elements of the OH&S program; and

         Demonstrates the importance of integrating OH&S into everyday work activities;

Assistant Deputy Ministers:

         Have a leadership role focused on delegating responsibilities to ensure
          compliance with Occupational Health & Safety Standards and Regulations and
          the responsibilities detailed in this manual. This includes the implementation of a
          functional Occupational Health & Safety Program;

         Take a leadership role in creating a health and safety culture;

         Have a leadership role primarily focused on monitoring Departmental compliance
          with Occupational Health & Safety Standards and Regulations and the
          responsibilities detailed in this manual. This includes the implementation of a
          functional Occupational Health & Safety Program; and

         Ensure that any outstanding Occupational Health & Safety concerns, issues of
          non-compliance of Occupational Health & Safety Standards and Regulations


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       and/or safety performance issues are reported to the Deputy Minister in a timely
       manner;

      Ensure that Occupational Health & Safety issues are resolved within legislated
       timeframes;

      Enable staff to conduct their OH&S roles and responsibilities; and

      Demonstrate the importance of integrating OH&S into everyday work activities.

Directors and Managers:

      Have a leadership role primarily focused on ensuring Departmental compliance
       with Occupational Health & Safety Standards and Regulations and employer
       policies and/or procedures. This includes the implementation of a functional
       Occupational Health & Safety Program;

      Take a leadership role in creating a health and safety culture;

      Ensure that any outstanding Occupational Health & Safety concerns, issues of
       non-compliance of Occupational Health & Safety Standards and Regulations
       and/or safety performance issues are reported to the Assistant Deputy Minister in
       a timely manner;

      Ensure that Occupational Health & Safety issues are resolved within legislated
       timeframes;

      Enable staff to conduct their OH&S roles and responsibilities; and

      Demonstrate the importance of integrating OH&S into everyday work activities.

Supervisors:

      Have a leadership role primarily focused on ensuring Departmental compliance
       with Occupational Health & Safety Standards and Regulations by securing the
       health, safety and welfare of all workers under their supervision;

      Take a leadership role in creating a health and safety culture;

      Advise workers under their supervision of the health or safety hazards that may
       be met by them in the workplace;

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      Provide proper written or oral instructions regarding precautions to be taken for
       the protection of all workers under his or her supervision; and

      Ensure that a worker under their supervision uses or wears protective equipment,
       devices or other apparel that the Act, regulations or the employer requires to be
       worn.

OH&S Committee:

The OH&S Committee takes a leadership role in creating a safety culture as it:

      Demonstrates the importance of integrating OH&S into everyday work activities;
      Schedules and attends all OH&S committee meetings;
      Ensures that meeting agenda items are related to Occupational Health and Safety
       only. Re-directs any operational issues for appropriate follow up;
      Ensures that resolutions to OH&S issues are reasonable, practical and timely; and
      Ensures that any outstanding Occupational Health & Safety concerns, issues of
       non-compliance of Occupational Health & Safety Standards and Regulations
       and/or safety performance issues are reported to the Director/Manager in a timely
       manner.

Employees:

      Integrate OH&S into everyday work activities through creating a health and safety
       culture in the workplace;

      Follow the directives set out by management regarding safety in the workplace i.e.
       - Policies, Safe Work Practices & Procedures, Occupational Health & Safety
       Regulations, Job Hazard Analysis, etc;

      Report & document any hazards/incidents/accidents that may be found
       throughout the workplace;

      Become familiar with the Occupational Health & Safety information and
       regulations relevant to the workplace and their jobs;

      Refer to safety guidelines before performing a task that could potentially put the
       employee in danger; and

      Know and understand their OH&S responsibilities.


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1.1 HEALTH AND SAFETY POLICY STATEMENT

The Department is committed to providing a healthy and safe work environment for all its
employees and demonstrating that commitment in our everyday activities. The
Department appreciates its responsibility under the Occupational Health and Safety Act
and regulations and encourages every employee to regard injury prevention and working
safely as a collective and individual responsibility.

Managers have an important role in ensuring the health, safety and welfare of
employees. Likewise it is the responsibility of employees to report to their supervisor, as
soon as possible, any hazardous conditions, injury, accident or illness related to the
workplace.

Also, employees have a responsibility to protect their own health and safety by
complying with applicable laws and by following the organization’s policies, procedures,
rules and instructions as provided.

The Department is committed to:

      Undertaking risk management activities to adequately manage potential hazards
       to persons in the work environment;
      Ensuring facilities, equipment and substances are safe and without risk to health
       when properly used;
      Providing appropriate Occupational Health and Safety training to all employees;
      Providing information and supervision for all employees enabling them to work in
       a safe and healthy manner;
      Consulting with all employees and occupational health and safety committees or
       worker health and safety representatives to enhance the effectiveness of the
       Occupational Health and Safety Management system; and
      Providing adequate resources to achieve the Department’s Occupational health
       and Safety responsibilities.

All levels of management will co-operate with the Joint Occupational Health and Safety
Committee, the Health and Safety Representatives and employees to create a healthy
and safe work environment.

The Deputy Minister will review and sign the Occupational Health and Safety Policy
Statement annually and approve any amendments made to the manual on Appendix A.




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1.2 INTERNAL RESPONSIBILITY SYSTEM

The goal of the internal responsibility system is to have all employees working together
to identify and control situations (hazards) that could cause harm. Its ultimate objective
is to ensure everyone integrates health and safety into their work. It is the foundation of
the Occupational Health and Safety Act.

The word ‘internal’ in the responsibility system refers to both internal to each workplace
as well as internal to each individual employee at that workplace. There are many
advantages to recognizing and adopting the internal responsibility system:

       It places responsibility for controlling hazards on those in the workplace, making
        everyone a contributor to workplace health and safety;

       It applies everyone’s knowledge to improve health and safety;

       It is better suited to developing solutions for each workplace than traditional
        “command and control” systems;

       It encourages management and workers to take joint action to identify and
        control hazards through co-management of health and safety; and

       It promotes cooperation and motivates everyone to protect their health and
        safety and that of their fellow workers.

The internal responsibility system emphasizes cooperation because all employees
should have the same objective - to improve health and safety. Although everyone at a
workplace has shared responsibility for health and safety, the individual responsibilities
are complementary, not identical. The individual duties of a manager are different from
the individual duties of a supervisor, which in turn are different than the individual worker
fulfilling his or her duties; but taken together, a safe and healthy workplace can be
achieved. Everyone in the workplace is accountable for occupational health and safety.




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                             Internal Responsibility System




   An Internal Responsibility System (IRS) is a system based on the commitment,
   involvement and accountability of all workplace parties. This system promotes
   communication among workplace parties regarding health and safety.




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1.3 DUE DILIGENCE

The idea of due diligence is closely related to the concept of the internal responsibility
system. Due diligence means, anyone with responsibility for health and safety must
“…take every precaution reasonable in the circumstances to avoid a work related injury
or illness.” Taking reasonable care “holds individuals accountable for their acts and
omissions. This may go well beyond “regulatory compliance”. Due diligence includes
following ideas:

       Reasonably practicable - a high standard where a person is doing his or her
        best job, acting with common sense and taking reasonable care

       Degree of risk - the approach required depends on the degree of risk. The
        higher the risk, the greater the safety measures that must be taken.

The responsibility for maintaining a safe and healthy workplace comes with the right to
have a safe and healthy workplace as prescribed in the Occupational Health and Safety
legislation. Everyone is accountable (as an individual) for carrying out their
responsibilities. The greater the authority, the greater the accountability. While an
individual with formal authority in a workplace may delegate responsibility and authority
to others to perform certain work, he or she cannot delegate their accountability to
ensure the work is carried out safely. The introduction of Bill C-45 on March 31, 2004
extends individual legal liability to all persons directing work in a workplace, including
foremen, superintendents, directors, and even co-workers. This bill also establishes
criminal liability for a wide range of organizations and individuals when they fail to take
reasonable steps to prevent workplace accidents.

In general terms, the Occupational Health and Safety legislation prescribes the following
major duties for management, supervisors, workers, and committees/representatives:

Management is responsible for:

       Providing a safe and healthy workplace including the necessary equipment
        systems, and tools which are properly maintained

       Providing information, training, instruction and supervision, and facilities to
        protect the health and safety of workers

       Establishing, supporting, and consulting with Occupational health and Safety
        committees and Workplace Health and Safety representatives on all matters to
        improve workplace health and safety including regular safety inspections of the
        workplace.
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Supervisors are responsible for:

       Knowing and complying with health and safety requirements;

       Ensuring workers under their direction know and comply with health and safety
        requirements;

       Ensuring the health, safety and welfare of all workers under their supervision;

       Ensuring that workers under their direction are advised of the health or safety
        hazards that may be met by them in the workplace;

       Providing proper written or oral instructions regarding precautions to be taken
        for the protection of all workers under his/her supervision; and

       Ensuring that a worker under their supervision wears protective equipment,
        devices or other apparel that the Act, regulations or the employer require to be
        used or worn

Workers are responsible for:

       Cooperating with management, supervisors, and the Occupational Health and
        Safety committee or Workplace Health and Safety representative;

       Following safe work practices and procedures and using safeguards and
        personal proactive equipment; and

       Reporting hazards (such as unsafe situations and activities) to their supervisor
        immediately

Occupational Health and Safety committee and Workplace Health and Safety
representatives are responsible for:

       Seeking to identify aspects of the workplace that may be unhealthy or unsafe;

       Participating in workplace inspections;
       Receiving complaints from workers as to their concerns about health and safety
        in the workplace;

       Making recommendations to management to protect the health, safety, and
        welfare of workers at the workplace; and

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       Establishing and promoting health and safety educational programs for workers

Due diligence is important for a person charged under Occupational Health and Safety
legislation. Under the Legislation, anyone can be charged. This can include the worker,
supervisor, manager, director, executive or even the Minister. It is also noted that more
than one person can be charged for the same offense.

If charged, a person may be found not guilty if they can prove that due diligence was
exercised. The defendant must be able to prove that all precautions, reasonable under
the circumstances were taken to protect the health and safety of workers.


1.4 PROGRESSIVE DISCIPLINE PROCESS

The Department makes all reasonable efforts to conduct its operations in compliance
with the standards of occupational health and safety. Willful non-compliance with the
standards by managers, supervisors, or workers shall be regarded as a serious breach
of expected performance and shall be cause for progressive discipline.

Disciplinary action resulting from a violation of occupational health and safety
requirements shall be progressive and shall be appropriate to the nature of the
contravention, the seriousness of the offence, previous violations, and any extenuating
circumstances.

1.5 WORKING WITH CONTRACTORS AND CONTRACTORS’ EMPLOYEES

Contractors and contractors’ employees are accountable to:

      Be familiar with and follow organizational policies and procedures regarding
       OH&S;
      Operate according to legislative requirements using best practices with regard to
       OH&S.




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2.       OCCUPATIONAL HEALTH AND SAFETY COMMITTEES

An OH&S committee is an advisory group of employees with equal representation of
both management and bargaining unit employees. The committee is an important
communication link between employees. As part of the internal responsibility system, the
OH&S committee works closely with the employer to promote a positive health and
safety culture. For a list of OHS Committee Members in your location see
Appendix B.

Deputy Minister:

        Has the leadership role with the highest accountability, primarily focused on
         delegating responsibilities to ensure compliance with Occupational Health &
         Safety Standards and Regulations and the responsibilities detailed in this manual.
         This includes the implementation of a functional Occupational Health & Safety
         Committee and/or the assignment of Health & Safety Representatives;

        Commits the financial and human resources required to establish and monitor
         fully operational OH&S Committees/H&S Representatives;

        Provides the general policy direction for fully operational OH&S Committees/H&S
         Representatives;

        Demonstrates the importance of integrating OH&S into everyday work activities.

Assistant Deputy Ministers

        Have a leadership role primarily focused on delegating and monitoring
         Departmental compliance with Occupational Health & Safety Standards and
         Regulations and the responsibilities detailed in this manual. This includes the
         implementation of a functional Occupational Health & Safety Committee and/or
         the assignment of Health & Safety Representatives;

        Ensure that any outstanding Occupational Health & Safety concerns, issues of
         non-compliance of Occupational Health & Safety Standards and Regulations
         and/or safety performance issues are reported to the Deputy Minister in a timely
         manner;

        Ensure that the OH&S Committees/H&S Representatives are established and
         functioning in accordance with the OH&S Act & Regulations;


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      Support the OH&S Committees/Health & Safety Representatives by ensuring that
       issues raised are resolved within legislated timeframes and in an effective and
       timely manner;

      Demonstrate the importance of integrating OH&S into everyday work activities.
       Encourage management to include OHS as a standing agenda item for staff
       meetings.

Directors and Managers:

Ensure that Committee(s)/Representative(s) are supported to carry out their duties in
accordance with the OH&S Act & Regulations. For example, provide support in regard
to:
     Clerical activities;
     Required supplies;
     Meeting rooms;
     Documentation and information resources;
     Providing equipment, materials, and supplies necessary to conduct periodic safety
      inspections;
     Reviews the minutes and written recommendations from committee meetings; and
     Writes responses to all committee recommendations within 30 days.

In addition, Directors and Managers:

      Have a leadership role primarily focused on ensuring Departmental compliance
       with Occupational Health & Safety Standards and Regulations and employer
       policies and/or procedures. This includes the implementation of a functional
       Occupational Health & Safety Committee and/or the assignment of Health &
       Safety Representatives;

      Ensure that any outstanding Occupational Health & Safety concerns, issues of
       non-compliance of Occupational Health & Safety Standards and Regulations
       and/or safety performance issues are reported to the Assistant Deputy Minister in
       a timely manner;

      Ensure that Occupational Health & Safety issues are resolved within legislated
       timeframes;

      Enable staff to conduct their OH&S roles and responsibilities;



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      Demonstrate the importance of integrating OH&S into everyday work activities
       and includes OH&S as a standing agenda item for all staff meetings.

      Encouraged to use the sample OHS Committee Meeting Standing Agenda Items
       in Appendix B.

Supervisors:
   Ensure that committees are supported to carry out their duties. For Example:
        o Enabling staff the time they need to conduct OH & S Committee Roles and
            Responsibilities

      Review the committee minutes regarding any Occupational Health and Safety
       Concerns

      Ensure that such concerns are resolved within legislated timeframes;

      Ensure that any corrective actions within their control are implemented and
       followed; and

      Demonstrate the importance of integrating OH & S into everyday work activities.


OH&S Committee:

OH&S committees will have a management and bargaining unit representative from
each division/branch within the office location.

For example: Where a lot of divisions exist in one branch and depending on the total
number of staff, one OHS Committee would be established for that location. Each
Division would have a representative (management or bargaining unit ) on the committee
as long as there are not more management personnel than bargaining unit employees.
The maximum number of committee members for one OHS Committee is twelve (12).

Each Occupational Health and Safety Committee must develop its own rules of
procedure, or “Terms of Reference.” The Terms of Reference provide the framework
within which the committee functions. Individual committees are given the opportunity to
write their own Terms of Reference, or if it prefers, may adopt (with or without
modification) one of the standard Terms of Reference shown in the Reference Guide
developed by Workplace Health, Safety and Compensation Commission. Please refer to
the following link: http://www.whscc.nl.ca/prevention/WhatisanOHScommittee.whscc.


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Note: Workplace Health and Safety representatives are not required to develop a
Terms of Reference.


Once established, the committee:
   Identifies aspects of the workplace that may be unhealthy or unsafe through
      participation in quarterly workplace inspections;
   In the event an employee refuses unsafe work and the matter is not resolved to
      the worker satisfaction, the worker reports it to the OHS Committee for
      investigation; Refer to Appendix D.
   May make recommendations to principal contractors, employers, workers, self-
      employed persons and the Assistant Deputy Minister or an officer for the
      enforcement of standards to protect the health, safety and welfare of workers at
      the workplace;
   Receives complaints from workers as to their concern(s) about the health and
      safety of the workplace and their welfare;
   Responsible for the upkeep and maintenance of the safety centers to ensure the
      information provided to the workplace is relevant, accessible, and up to date;
   Identifies and promotes health and safety education programs for workers;
   Maintains records of all complaints as well as the nature of complaints received
      from workers;
   Conducts meetings during regular working hours at least once every 3 months.
   Ensures there is a quorum available for all meetings (i.e. there has to be one-half
      of the membership present provided that both employer and employee members
      are represented equally). There can not be more employer representatives than
      employee.
   Ensures a copy of the OH&S Committee meeting minutes are:
          o Reviewed and signed off by the Committee Co-chairs
          o Submitted to WHSCC (via WHSCC Connect) within applicable timeframes;
          o Kept in the OH&S committees records;
          o Posted at the Safety Center

      In the absence of an Emergency Response Committee, the OH&S Committee is
       responsible for the ongoing implementation of an Emergency Response Plan;
      Demonstrates the importance of integrating OH&S into everyday work activities.
      Completes a history of any amendments made to the manual on Appendix A.




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Employees:

      Work with the OH&S committee by following recommendations, adhering to the
       OH&S Act & Regulations and reporting any accident/incidents/hazards to their
       immediate manager or supervisor in writing in a timely manner using the forms
       provided at the Safety Center;

      Integrate OH&S into everyday work activities.




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3.       EDUCATION AND TRAINING
Occupational Health and Safety Education & Training is the basic means of preventing
injury and illness in the workplace. Education and training should take place on a regular
basis and at every level of the workplace. Education and training is needed when:

        New workers start their jobs;
        Workers return to work after extended absences;
        Workers are assigned new job tasks;
        Changes are made to processes and procedures or to substances,
         equipment or tools used;
        Hazards are recognized through workplace inspections,
         accident/incident investigations, hazard assessments, etc. and
        Trends indicate it.

Deputy Minister:

        Has the leadership role with the highest accountability, primarily focused on
         delegating responsibilities to ensure compliance with Occupational Health &
         Safety Standards and Regulations and the responsibilities detailed in this manual.
         This includes the delivery of all Occupational Health & Safety education and
         training program(s);

        Commits the financial and human resources required to establish and monitor the
         OH&S education and training needs of the Department;

        Provides the general policy direction for the OH&S education and training needs;

        Demonstrates the importance of integrating OH&S into everyday work activities.


Assistant Deputy Ministers:

        Have a leadership role primarily focused on delegating and monitoring
         Departmental compliance with Occupational Health & Safety Standards and
         Regulations and the responsibilities detailed in this manual. This includes the
         delivery of all Occupational Health & Safety education and training program(s);

        Ensure that any outstanding Occupational Health & Safety concerns, issues of
         non-compliance of Occupational Health & Safety Standards and Regulations


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       and/or safety performance issues are reported to the Deputy Minister in a timely
       manner;

      Ensure that Occupational Health & Safety education and training issues raised
       are resolved within legislated timeframes and in an effective and timely manner;

      Demonstrate the importance of integrating OH&S into everyday work activities.


Directors and Managers:

      Have a leadership role primarily focused on ensuring Departmental compliance
       with Occupational Health & Safety Standards and Regulations and employer
       policies and/or procedures. This includes the delivery of all Occupational Health
       & Safety education and training program(s);

      Ensure that any outstanding Occupational Health & Safety concerns, issues of
       non-compliance of Occupational Health & Safety Standards and Regulations
       and/or safety performance issues are reported to the Assistant Deputy Minister in
       a timely manner;

      Ensure that Occupational Health & Safety issues are resolved within legislated
       timeframes;

      Enable staff to conduct their OH&S roles and responsibilities;

      Ensure that OH&S orientation checklist is reviewed with all new employees; (see
       Appendix C: OHS Orientation Checklist).

      Ensure that all workers, particularly supervisors, are trained in dealing with
       potential hazards in the workplace;

      Demonstrate the importance of integrating OH&S into everyday work activities;

      Ensure that contractors receive training in and are knowledgeable about OH&S
       policies and safe work procedures of the workplace prior to beginning their work;

      Demonstrate the importance of integrating OH&S into everyday work activities.




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Note: Within 30 days of completing training, all training records (including attendance at
conferences, seminars, etc.) must be submitted to the Manager of Organizational
Development at the address noted on the Training Record Form in Appendix L.

Supervisors:

      Have a leadership role primarily focused on ensuring Departmental compliance
       with Occupational Health & Safety Standards and Regulations by securing the
       health, safety and welfare of all workers under his or her supervision;

      Advise workers under his or her supervision of the health or safety hazards that
       may be met by them in the workplace;

      Provide proper written or oral instructions regarding precautions to be taken for
       the protection of all workers under his or her supervision; and

      Ensure that a worker under his or her supervision uses or wears protective
       equipment, devices or other apparel that the Act, regulations or the employer
       requires to be worn;

      Ensure their workers are appropriately trained.


OH&S Committee
   Ensures that all OH&S Committee members and representatives are fully trained.


Employees

Ensure that you are trained appropriately and are provided the proper tools to perform
your work safety.




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4.       COMMUNICATION
Effective communication is essential to the success of an OH&S program. To ensure
effective communication, health and safety information must flow between all workplace
parties.

Deputy Minister:

        Has the leadership role with the highest accountability, primarily focused on
         delegating responsibilities to ensure compliance with Occupational Health &
         Safety Standards and Regulations and the responsibilities detailed in this manual.
         This includes the establishment of effective communication processes for health
         and safety information;

        Commits the financial and human resources required to establish and monitor the
         OH&S communication needs of the Department;

        Provides the general policy direction for the communication of the OH&S program
         and OH&S issues;

        Demonstrates the importance of integrating OH&S into everyday work activities.

Assistant Deputy Ministers

        Have a leadership role primarily focused on delegating and monitoring
         Departmental compliance with Occupational Health & Safety Standards and
         Regulations and the responsibilities detailed in this manual. This includes the
         establishment of effective communication processes for health and safety
         information;

        Ensure that any outstanding Occupational Health & Safety concerns, issues of
         non-compliance of Occupational Health & Safety Standards and Regulations
         and/or safety performance issues are reported to the Deputy Minister in a timely
         manner;

        Ensure that Occupational Health & Safety communication issues raised are
         resolved within legislated timeframes and in an effective and timely manner;

        Demonstrate the importance of integrating OH&S into everyday work activities.



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      Include Occupational Health and Safety (OHS) as a standing agenda item for all
       regular divisional meetings. Meeting minutes and attendance records shall be
       kept on site and easily accessible when required.


Directors and Managers:

      Have a leadership role primarily focused on ensuring Departmental compliance
       with Occupational Health & Safety Standards and Regulations and employer
       policies and/or procedures. This includes the establishment of effective
       communication processes for health and safety information;

      Ensure that any outstanding Occupational Health & Safety concerns, issues of
       non-compliance of Occupational Health & Safety Standards and Regulations
       and/or safety performance issues are reported to the Assistant Deputy Minister in
       a timely manner;

      Ensure that Occupational Health & Safety issues are resolved within legislated
       timeframes;

      Enable staff to conduct their OH&S roles and responsibilities;

      Ensure that all workers, particularly supervisors, are trained in dealing with
       potential hazards in the workplace;

      Demonstrate the importance of integrating OH&S into everyday work activities;

      Ensure that contractors receive training and are knowledgeable about OH&S
       policies and safe work procedures of the workplace prior to beginning their work.

      Include safety on the agenda of all regular divisional meetings.

       o These meetings shall follow a preset agenda;
       o Meeting minutes and attendance records shall be kept on site and easily
         accessible when required.

      Ensure that worksite orientations are communicated to all new hires and
       periodically to all workers. See Orientation Checklist included in Appendix C.

      Ensure that any potential hazards and/or safe work practices are communicated
       to all employees;

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      Communicate with the Occupational Health and Safety Committee or Workplace
       Health and Safety Representative on all matters pertaining to occupational health
       and safety at the workplace;

      Respond in writing within 30 days to formal recommendations made by the
       Occupational Health and Safety Committee or Workplace Health and Safety
       Representative;

      Communicate with the Occupational Health and Safety Committee or Workplace
       Health and Safety Representative about scheduling workplace inspections;

      Ensure that workers, and particularly supervisors, are familiar with health and
       safety hazards that may exist in the workplace;

      Ensure that a documented Occupational Health and Safety Program is kept on
       site and is easily accessible;

      Document investigations of work refusals and reassign workers who have invoked
       their right to refuse unsafe work until the matter is resolved. Forward a copy of
       this documentation to the Divisional Director and the Director of the Strategic
       Human Resource Management Division;

      Immediately report to the Divisional Director and the Occupational Health and
       Safety Committee or Workplace Health and Safety Representative all accidents
       which resulted in serious injuries or death or incidents that had the potential to
       result in serious injuries or death;

      Notify employees in writing of new construction projects in their workplace, where
       possible, at least one week in advance of the commencement of the project;

      Maintain records and statistics on significant matters pertaining to health and
       safety including safety inspections and accident investigations.

      Integrate a standing item of Occupational Health & Safety in their divisional
       meetings.

      Obtain and distribute Occupational Health & Safety posters and memos that relate
       to specific departmental issues and positions.




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Supervisors:

      Have a leadership role primarily focused on ensuring Departmental compliance
       with Occupational Health & Safety Standards and Regulations by securing the
       health, safety and welfare of all workers under their supervision through effective
       communication;

      Advise workers under their supervision of the health or safety hazards that may
       be met by them in the workplace through toolbox talks, field hazard assessments
       or staff meetings;

      Provide proper written or oral instructions regarding precautions to be taken for
       the protection of all workers under his or her supervision; and

      Ensure effective communication of the proper use of Personal Protective
       Equipment and Devices that the Act, Regulations or the employer have required
       to be worn.



OH&S Committee:
      Receives documented complaints from workers as to their concerns about the
       health and safety of the workplace and keep records of the complaints and how
       they were resolved;
      Establishes and promotes health and safety education programs for employees;
      Communicates recommendations to all staff and contractors regarding standards
       to protect the health, safety, and welfare of employees;
      Provides written recommendations for workplace health and safety to the
       appropriate authorities;
      Ensures that committee meetings occur quarterly, record and post minutes of the
       meetings. Workplace Health and Safety representatives must meet with the
       OH&S committee and/or managers when necessary;
      Investigates refusals of unsafe work which are referred to the committee and keep
       records of proceedings;
      Keeps records of workplace inspections and communicate findings to appropriate
       authorities;



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      Posts the names of Occupational Health and Safety committee members or
       Workplace Health and Safety representatives in the workplace as well as the
       names of persons holding valid first aid certificates
      Posts the Fire Safety Plan and the names (with roles and responsibilities) of all
       Fire Safety Personnel;
      Demonstrates the importance of integrating OH&S into everyday work activities.
      Circulate Occupational Health & Safety emails as appropriate.

Employees
      Immediately report a hazardous condition to their supervisor
      Asks their supervisor questions whenever one is unsure of the safe procedure to
       follow;
      Bring outstanding safety concerns to the attention of their manager and
       Occupational Health and Safety committee or Workplace Health and Safety
       representative.
In addition to the above, each worksite should have a Safety Centre placed in a
prominent area. As a minimum, the following items should be placed in the Safety
Centre:

          A list of OHS Committee members or the name of the WHS Representative;
          The worksite OHS Program Manual;
          OHS Committee meeting minutes;
          The location of first-aid kits at the worksite;
          Accident, Incident and Hazard report forms;
          Inspection reports;
          Investigation report highlights to include incident and corrective action taken;
          The location of fire extinguishers;
          The floor layout illustrating how to evacuate the building;
          Applicable Material Safety Data Sheets (MSDS);
          OHS Legislation;
          Important telephone numbers such as the Accident Reporting line, non-
           emergency numbers, etc;
          Fire Safety Plan; and
          List of Fire Safety Personnel and their roles and responsibilities.




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5.       SAFE WORK PRACTICES AND PROCEDURES
Safe work practices and procedures are written documents used to train and guide
workers in performing their jobs safely. See Appendix E for Safe Work Practices and
Procedures for your Department.

        A practice is a set of guidelines established to assist workers to perform a task
         safely;
        A procedure is a step-by-step process for performing a task safely from beginning
         to end.

Written Safe Work Practices and Procedures ensure that work is carried out in the safest
and healthiest way possible. The development of Safe Work Practices and Procedures
is an essential component of an OH&S program, incorporating input from Employee,
Manager, Director and the Occupational Health and Safety OH&S Committee.

Deputy Minister:

        Has the leadership role with the highest accountability primarily focused on
         delegating responsibilities to ensure compliance with Occupational Health &
         Safety Standards and Regulations and the responsibilities detailed in this manual.
         This includes the development, implementation and review of safe work practices
         and procedures;

        Commits the financial and human resources needed to establish and monitor safe
         work practices and procedures throughout the Department;

        Provides the general policy direction for safe work practices and procedures;

        Demonstrates the importance of integrating OH&S into everyday work activities.

Assistant Deputy Ministers

        Have a leadership role primarily focused on delegating and monitoring
         Departmental compliance with Occupational Health & Safety Standards and
         Regulations and the responsibilities detailed in this manual. This includes the
         development, implementation and review of safe work practices and procedures;

        Ensure that any outstanding Occupational Health & Safety concerns, issues of
         non-compliance of Occupational Health & Safety Standards and Regulations


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       and/or safety performance issues are reported to the Deputy Minister in a timely
       manner;

      Ensure safe work practices & procedures are developed, implemented and
       reviewed annually throughout the Department;

      Ensure that Occupational Health & Safety safe work practices and procedure
       issue(s) raised are resolved within legislated timeframes and in an effective and
       timely manner;

      Demonstrate the importance of integrating OH&S into everyday work activities.

Directors and Managers:

      Have a leadership role primarily focused on ensuring Departmental compliance
       with Occupational Health & Safety Standards and Regulations and employer
       policies and/or procedures. This includes the development, documentation,
       implementation and annual review of safe work practices and procedures;

      Ensure that safe work practices and procedures are communicated to the worker
       before work is conducted that could potentially cause harm to employees;

      Ensure that management and bargaining unit staff participate in the development
       and annual review of applicable Safe Work Practices and Procedures (SWP’s);

      Ensure visitors to the worksite are trained in SWP’s when applicable;

      Ensure that documentation pertaining to SWP’s is kept on site and is easily
       accessible;

      Ensure that any outstanding Occupational Health & Safety concerns, issues of
       non-compliance of Occupational Health & Safety Standards and Regulations
       and/or safety performance issues are reported to the Assistant Deputy Minister in
       a timely manner;

      Ensure that Occupational Health & Safety issues are resolved within legislated
       timeframes;

      Enable staff to conduct their OH&S roles and responsibilities;

      Demonstrate the importance of integrating OH&S into everyday work activities.

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Supervisors:

      Have a leadership role primarily focused on ensuring Departmental compliance
       with Occupational Health & Safety Standards and Regulations by securing the
       health, safety and welfare of all workers under their supervision. This includes
       ensuring that Safe Work Procedures are followed

      Advise workers under his or her supervision of the health or safety hazards
       included in all Safe Work Procedures that may be met by them in the workplace;

      Provide proper written or oral instructions regarding precautions to be taken for
       the protection of all workers under their supervision by communicating the Safe
       Work Practices and Procedures developed by the Department; and

      Ensures that a worker under his or her supervision uses or wears protective
       equipment, devices or other apparel that the Act, regulations or the employer
       requires to be worn that are identified on the Safe Work Procedures.

OH&S Committee

      Assists in determining which positions require safe work practices and procedures
       when required;

      Ensures that established safe work practices and procedures are available to all
       employees e.g. on department website; and

      Demonstrates the importance of integrating OH&S into everyday work activities.

Employees

      Cooperate with OH&S committees, managers and the Strategic Human Resource
       Management Division in the development and/or review of safe work practices
       and procedures;

      Cooperate with OH & S committees, managers and the Strategic Human
       Resource Management Division by participating in the identification of hazards
       through Risk/Hazard Assessment Form (see Appendix F) and by participating in
       the development and review of safe work procedures:

      Perform all working duties in accordance with the safe work practices and
       procedures identified for the position; and

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      Integrate OH&S into everyday work activities.

Ergonomics

Ergonomics is the practice of fitting workplace conditions and job demands to the
capabilities of the working population. While ergonomics can be applied at home and in
recreation, the most common uses are in workplaces in areas such as workstation
design and the layout of the work environment. The goal is to optimize the health,
safety, comfort and efficiency of workers by preventing soft-tissue injuries. This will be
achieved through proper training, precautions, equipment and implementing an active
health and safety program that features an ergonomic component.

Deputy Minister:

      Has the leadership role with the highest accountability primarily focused on
       delegating responsibilities to ensure compliance with Occupational Health &
       Safety Standards and Regulations and the responsibilities detailed in this manual.
       This includes the insurance of all workers being properly fitted to their
       workstations and provided with the tools required to ensure their workstation is
       ergonomically adequate.

      Commits the financial and human resources required to establish an
       ergonomically sound workplace;

      Provides the general policy direction for the elements of the OH&S program;

      Demonstrates the importance of integrating ergonomics into everyday work
       activities;

Assistant Deputy Ministers:

      Have a leadership role focused on delegating responsibilities to ensure
       compliance with Occupational Health & Safety Standards and Regulations and
       the responsibilities detailed in this manual. Please refer to Appendix G for
       Ergonomic practices and guidelines. The Department will also provide an
       ergonomic assessment, if required.

      Ensure that any outstanding Occupational Health & Safety concerns, issues of
       non-compliance of Occupational Health & Safety Standards and Regulations
       and/or safety performance issues are reported to the Deputy Minister in a timely
       manner;

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      Ensure that Occupational Health & Safety issues are resolved within legislated
       timeframes;

      Enable staff to conduct their OH&S roles and responsibilities;

      Demonstrate the importance of integrating ergonomics into everyday work
       activities.

Directors and Managers:

      Have a leadership role primarily focused on ensuring Departmental compliance
       with Occupational Health & Safety Standards and Regulations and employer
       policies and/or procedures. This includes the assurance of all employees working
       in an ergonomically correct environment.

      Ensure that any outstanding Occupational Health & Safety concerns, including
       ergonomic issues, issues of non-compliance of Occupational Health & Safety
       Standards and Regulations and/or safety performance issues are reported to the
       Assistant Deputy Minister in a timely manner;

      Ensure that Occupational Health & Safety issues are resolved within legislated
       timeframes;

      Enable staff to conduct their OH&S roles and responsibilities;

      Demonstrate the importance of integrating ergonomics into everyday work
       activities.

Supervisors:

      Have a leadership role primarily focused on ensuring Departmental compliance
       with Occupational Health & Safety Standards and Regulations by securing the
       health, safety and welfare of all workers under their supervision. This includes
       ensuring that work is conducted ergonomically.

      Advises workers under their supervision of the musculoskeletal hazards present in
       their work environment.

      Provide proper written or oral instructions regarding precautions to be taken for
       the protection of all workers under their supervision regarding musculoskeletal
       injury prevention; and

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      Ensure that a worker under their supervision uses or wears protective equipment,
       devices or other apparel that the Act, regulations or the employer requires to be
       worn to prevent musculoskeletal injury.

OH&S Committee:

      Will include ergonomics into their legislated annual inspections; the committee
       shall receive complaints of ergonomic hazards while conducting their inspection.
       Should alternate equipment be needed by an employee or further investigation be
       needed , the OH&S committee will outline it in their inspection and communicate
       the issue to management for resolution.

Employees

      Integrate ergonomics into everyday work activities;

      Follow the directives set by management regarding ergonomic guidelines in the
       workplace i.e. - Policies, Safe Work Practices & Procedures, Occupational Health
       & Safety Regulations, etc;

      Follow general ergonomic practices as found in (Appendix G) Adjusting and
       Adapting your Computer Workstation Checklist;

      Report & document any ergonomic hazards or injuries that may be found or
       sustained throughout the workplace;

      Become familiar with the Occupational Health & Safety information and
       regulations relevant to the workplace and their jobs;

      Know and understand their OH&S responsibilities.




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6.       HAZARD RECOGNITION, EVALUATION AND CONTROL
Workplace hazards exist in all occupations. Hazard Recognition, Evaluation and Control
practices enable workplaces to adequately recognize, evaluate and control these
hazards, thereby preventing or reducing injuries and illness.

Deputy Minister:

        Has the leadership role with the highest accountability primarily focused on
         delegating responsibilities to ensure compliance with Occupational Health &
         Safety Standards and Regulations and the responsibilities detailed in this manual.
         This includes the development, documentation, implementation and review of
         hazard recognition, evaluation and control practices and procedures;

        Commits the financial and human resources needed to establish and monitor
         Hazard Recognition, Evaluation and Control practices and procedures throughout
         the Department;

        Provides the general policy direction for hazard recognition, evaluation and control
         practices and procedures;

        Demonstrates the importance of integrating OH&S into everyday work activities.

Assistant Deputy Ministers

        Have a leadership role primarily focused on delegating and monitoring
         Departmental compliance with Occupational Health & Safety Standards and
         Regulations and the responsibilities detailed in this manual. This includes the
         development, documentation, implementation and review of hazard recognition,
         evaluation and control practices and procedures;

        Ensure that any outstanding Occupational Health & Safety concerns, issues of
         non-compliance of Occupational Health & Safety Standards and Regulations
         and/or safety performance issues are reported to the Deputy Minister in a timely
         manner;

        Ensure hazard recognition, evaluation and control practices & procedures are
         developed, documented and implemented throughout the Department;




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      Ensure that Occupational Health & Safety hazard recognition, evaluation and
       control practices and procedure issue(s) raised are documented and responded to
       within the legislated 30 day timeframe and in an effective manner;

      Demonstrate the importance of integrating OH&S into everyday work activities.


Directors and Managers

      Have a leadership role primarily focused on ensuring Departmental compliance
       with Occupational Health & Safety Standards and Regulations and employer
       policies and/or procedures. This includes the development, documentation,
       implementation and review of hazard recognition, evaluation and control practices
       and procedures;

      Ensure that hazard recognition, evaluation and control practices and procedures
       are developed, documented, implemented and reviewed on an annual basis;

      Ensure that hazard recognition, evaluation and control practices and procedures
       are developed and communicated to the worker before work is conducted that
       could potentially cause harm to employees;

      Ensure that management and bargaining unit staff participate in the development
       and annual review of applicable hazard recognition, evaluation and control
       practices and procedures;

      Ensure that documentation pertaining to hazard recognition, evaluation and
       control practices and procedures are kept on site and is easily accessible;

      Ensure that any outstanding Occupational Health & Safety concerns, issues of
       non-compliance of Occupational Health & Safety Standards and Regulations
       and/or safety performance issues are reported to the Assistant Deputy Minister in
       a timely manner;

      Ensure that Occupational Health & Safety issues are resolved within legislated
       timeframes;

      Enable staff to conduct their OH&S roles and responsibilities;

      Demonstrate the importance of integrating OH&S into everyday work activities.


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When an Accident, Incident and Hazard Report Form is submitted, directors and
managers are responsible for:

      Ensuring it is signed and dated;
      Ensuring that necessary action is initiated to control the hazard;
      Forwarding a copy of the form to the OH&S Committee or worker representative.

Supervisors

      Have a leadership role primarily focused on ensuring Departmental compliance
       with Occupational Health & Safety Standards and Regulations by securing the
       health, safety and welfare of all workers under his or her supervision, including the
       documentation and implementation of hazard recognition, evaluation and control;

      Provide proper written or oral instructions regarding hazard recognition, evaluation
       and control prior to the commencement of work; and

      Ensure that a worker under their supervision uses or wears protective equipment,
       devices or other apparel that the Act, regulations or the employer requires to be
       worn as a control to recognized hazards.

OH&S Committee
      Monitors workplace(s) to ensure that hazard recognition, evaluation and control
       practices and procedures are developed, documented, implemented and
       reviewed annually;
      Acts as a departmental resource in assessing the risk of actual harm to
       employees or damage to equipment for each hazard identified;
      Reviews Hazard Report Forms at the OH&S Committee meetings;
      Ensures all Hazard Report Forms are attached to the minutes (excluding the
       minutes sent to WHSCC);
      Ensures employees are making proper use of Hazard Report Forms;
      Ensures supervisors and staff are taking all reasonable steps to control the
       hazards;
      Ensures that issues are acted on in a timely manner in consideration of the risk to
       staff;
      Ensures that unresolved hazards from Hazard Report Form(s) are added to the
       committee meeting agenda. The minutes should record the date of the

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       recommendations submitted to the department and the dated response from the
       department to ensure the 30 day response time is abided by.
      Ensures that all documentation is recorded by the OH&S committee/Worker
       Health & Safety Representative for audit purposes;
      Demonstrates the importance of integrating OH&S into everyday work activities.

Employees

      When staff in their everyday work, or through inspections, or Accident, Incident,
       and Hazards investigations, recognize unsafe acts and conditions in the
       workplace that they feel may constitute a “hazard” they will:

          o Take reasonable steps to control the hazard (only if appropriate to do so);
          o Notify their supervisor immediately;
          o Complete, sign and date an official Workplace Hazard, Accident, Incident
            Report Form (See Appendix H);
          o Submit the completed Accident, Incident and Hazard Report Form to their
            supervisor.
          o Utilize their Right to Refuse unsafe work. Refer to Appendix D

      Integrate OH&S into everyday work activities.




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7. WORKPLACE INSPECTIONS

Workplace inspections are regular examinations of the workplace conducted to ensure a
healthy and safe work environment and to assist in preventing injuries and illness.

Deputy Minister:

      Has the leadership role with the highest accountability primarily focused on
       delegating responsibilities to ensure compliance with Occupational Health &
       Safety Standards and Regulations and the responsibilities detailed in this manual.
       This includes quarterly workplace inspections (as per the guidelines noted below);

      Commits the financial and human resources needed to establish and monitor
       workplace inspections throughout the Department in accordance with the OH&S
       Act & Regulations and the responsibilities noted below;

      Provides the general policy direction for workplace inspections in the OH&S
       program;

      Demonstrates the importance of integrating OH&S into everyday work activities.

Assistant Deputy Ministers

      Have a leadership role primarily focused on delegating and monitoring
       Departmental compliance with Occupational Health & Safety Standards and
       Regulations and the responsibilities detailed in this manual. This includes
       quarterly workplace inspection checklist (See appendix I);

      Ensure that any outstanding Occupational Health & Safety concerns, issues of
       non-compliance of Occupational Health & Safety Standards and Regulations
       and/or safety performance issues are reported to the Deputy Minister in a timely
       manner;

      Ensure that workplace inspection practices & procedures are developed,
       documented and implemented throughout the Department;

      Ensure that Occupational Health & Safety workplace inspection practices and
       procedure issue(s) raised are resolved within legislated timeframes and in an
       effective and timely manner;

      Demonstrate the importance of integrating OH&S into everyday work activities.

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Directors and Managers

      Have a leadership role primarily focused on ensuring Departmental compliance
       with Occupational Health & Safety Standards and Regulations and employer
       policies and/or procedures. This includes the development, documentation,
       implementation and review of workplace inspection practices and procedures;

      Ensure that quarterly workplace inspections are performed, documented and
       followed up appropriately;

      Ensure that staff are trained to perform workplace inspections;

      Ensure that documentation pertaining to workplace inspection practices and
       procedures are kept on site and are easily accessible;

      Provide a written response to recommendations made by the OH&S
       committee/worker representative as a result of the workplace inspection in a
       timely manner (30 days maximum);

      Ensure that any outstanding Occupational Health & Safety concerns, issues of
       non-compliance of Occupational Health & Safety Standards and Regulations
       and/or safety performance issues are reported to the Assistant Deputy Minister in
       a timely manner;

      Demonstrate the importance of integrating OH&S into everyday work activities.

Supervisors

      Have a leadership role primarily focused on ensuring Departmental compliance
       with Occupational Health & Safety Standards and Regulations by securing the
       health, safety and welfare of all workers under his or her supervision. This
       includes the review and implementation of all workplace inspection practices and
       procedures relevant to their work area;

      Advise workers under their supervision of the health or safety hazards that may
       be met by them in the workplace that may be realized through the inspection
       process;

      Provide proper written or oral instructions regarding precautions to be taken for
       the protection of all workers under their supervision; and


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      Ensure that a worker under his or her supervision uses or wears protective
       equipment, devices or other apparel that the Act, regulation’s or the employer
       requires to be worn

OH&S Committee

      Creates an official Workplace Inspection Checklist that is specific to the needs of
       their workplace, based on the Sample Workplace Inspection (See Appendix I -
       Workplace Inspection Checklist);

      Conducts and documents (e.g. complete a Workplace Inspection Checklist) a
       workplace inspection prior to each quarterly OH&S Committee meeting;

      Demonstrates the importance of integrating OH&S into everyday work activities.

Note: In the event that one of the co-chairs is absent another OH&S Committee
member or a Manager who has completed OH&S training will be asked to
complete the inspection on behalf of the Committee.

Employees

      Conduct informal inspections during their regular workday and report any unsafe
       items or activities to the OH&S committee/worker representative through an
       Workplace Hazard, Accident, Incident Report Form (See Appendix H);

      Integrate OH&S into everyday work activities.




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8.       ACCIDENT/INCIDENT/HAZARD INVESTIGATIONS
An accident, incident and hazard investigation process provides a mechanism for hazard
recognition, evaluation and control by determining the root cause(s), and recommending
controls/corrective actions to prevent it from happening again. Incidents are warning
signs that something is wrong in the workplace. If an incident is not investigated and
addressed, then an accident may occur.

Deputy Minister:

        Has the leadership role with the highest accountability, primarily focused on
         delegating responsibilities to ensure compliance with Occupational Health &
         Safety Standards and Regulations and the responsibilities detailed in this manual.
         This includes the development and implementation of accident/incident
         investigation procedures;

        Commits the financial and human resources needed to establish and monitor
         accident/incident investigation processes throughout the Department;

        Provides the general policy direction for accident/incident investigation processes;

        Demonstrates the importance of integrating OH&S into everyday work activities.

Assistant Deputy Ministers

        Have a leadership role primarily focused on delegating and monitoring
         Departmental compliance with Occupational Health & Safety Standards and
         Regulations and the responsibilities detailed in this manual. This includes the
         development and implementation of accident/incident investigation procedures;

        Ensure that any outstanding Occupational Health & Safety concerns, issues of
         non-compliance of Occupational Health & Safety Standards and Regulations
         and/or safety performance issues are reported to the Deputy Minister in a timely
         manner;

        Ensure that accident/incident investigation practices & procedures are developed,
         documented and implemented throughout the Department and that staff are
         trained to perform these investigations;




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      Ensure that accident/incident investigation practices and procedure issue(s)
       raised are evaluated and if required, resolutions implemented within legislated
       timeframes and in an effective and timely manner;

      Ensure that any outstanding Occupational Health & Safety concerns, issues of
       non-compliance of Occupational Health & Safety Standards and Regulations
       and/or safety performance issues are reported to the Deputy Minister in a timely
       manner;

      Demonstrate the importance of integrating OH&S into everyday work activities.

Directors and Managers:

      Ensure that accident/incident investigation practices & procedures are developed,
       documented and implemented throughout the Department and that staff are
       trained to perform these investigations;

      Ensure that recommendations resulting from accident/incident investigations are
       evaluated and if required, resolutions implemented within legislated timeframes
       and in an effective and timely manner.

In the case of a serious incident/accident (in Section 54 and 55 of the act serious injury
means: a fracture of the skull, spine, pelvis, femur, humerus, fibula or tibia, or radius or
ulna, an amputation of a major part of a hand or foot, the loss of sight of an eye, a
serious internal hemorrhage, a burn that requires medical attention, an injury caused
directly or indirectly by explosives, and asphyxiation or poisoning by gas resulting in a
partial or total loss of physical control or; another injury likely to endanger life or cause
permanent injury), the director/manager will immediately:

      Make the area safe (to prevent other accidents);
      Get medical attention for injured worker(s);
      Protect evidence;
      Gather names of witnesses;
      Refer to Emergency Response Plan when applicable;
      Complete a WHSCC injury Form 7;
      Ensure the injured worker completes the WHSCC injury Form 6 when reasonable
       to do so;
      Complete the Workplace Hazard, Accident, Incident Report Form (See Appendix
       H); and
      In the case of a serious accident: notify OH&S Division of Government Services
       709-729-4444.

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Conducting the Investigation

      Record the exact location of the accident/incident
      Note the time of day, lighting, weather conditions, etc.;
      Take photos and drawings of the scene;
      Take notes of work being performed at the time;
      Label each diagram, drawing, photo;
      Prepare a list of witnesses to interview (Note: everyone who can provide
       information should be interviewed; where possible interview in private when
       memories are still clear; at the end of each interview review the statement with the
       witness);
      Prepare a list of questions to ask.



Finding the Cause and Taking Remedial Action

      Ask who, what, where, when and why until it is determined how the
       accident/incident happened;
      Evaluate all factors involved – people, equipment, materials, environment;
      Establish temporary controls immediately to lower likelihood of another accident.
      Demonstrates the importance of integrating OH&S into everyday work activities.

Supervisors:

      Have a leadership role primarily focused on ensuring Departmental compliance
       with Occupational Health & Safety Standards and Regulations by securing the
       health, safety and welfare of all workers under their supervision; and
      Will undertake the same responsibilities in Accident/Incident Investigations as
       would a Director or Manager if the accident or incident occurs under their
       supervision.

OH&S Committee:

      Works with all aspects of the investigation process at the Manager(s) request;

      Demonstrates the importance of integrating OH&S into everyday work activities.




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Employees:

      Have a duty to report accidents and incidents to their supervisors and document
       on an incident/accident form;

      Integrates OH&S into everyday work activities.




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9.       EMERGENCY PREPAREDNESS
An emergency can happen at any time and can result in mass confusion.
Having an effective emergency preparedness/response plan can minimize
loss and enhance a quick return to normal operations. Emergency preparedness refers
to established procedures to reduce or eliminate risk of injury or death and/or damage or
loss to property during a foreseeable emergency. Some emergencies require evacuation
of a building. Each location will have an emergency plan either provided by the building
owner or developed within the department by the Emergency Response Committee.
See Appendix J for a copy of the Emergency Evacuation Plan for your location.

Deputy Minister:

        Has the leadership role with the highest accountability primarily focused on
         delegating responsibilities to ensure compliance with Occupational Health &
         Safety Standards and Regulations and the responsibilities detailed in this manual.
         This includes the development and implementation of emergency preparedness
         procedures;

        Commits the financial and human resources needed to establish and monitor
         emergency preparedness processes throughout the Department;

        Provides the general policy direction for emergency preparedness processes;

        Demonstrates the importance of integrating OH&S into everyday work activities.

Assistant Deputy Ministers:

        Have a leadership role primarily focused on delegating and monitoring
         Departmental compliance with Occupational Health & Safety Standards and
         Regulations and the responsibilities detailed in this manual. This includes the
         development and implementation of emergency preparedness procedures;

        Ensure that any outstanding Occupational Health & Safety concerns, issues of
         non-compliance of Occupational Health & Safety Standards and Regulations
         and/or safety performance issues are reported to the Deputy Minister in a timely
         manner;

        Ensure that emergency preparedness practices & procedures are developed,
         documented and implemented throughout the Department;


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      Ensure that emergency preparedness practices and procedure issue(s) raised are
       resolved within legislated timeframes and in an effective and timely manner;

      Demonstrate the importance of integrating OH&S into everyday work activities.


Directors and Managers:

      Ensure that emergency response plans are documented and accessible to all
       staff;

      Ensure that a process is in place that assures the continuity of the emergency
       response plan e.g. OH&S Committee or Emergency Response Committee;

      Ensure that all employees are up to date in their knowledge of the emergency
       procedures e.g. review the emergency response plan during staff meetings;

      Ensure that any outstanding Occupational Health & Safety concerns, issues of
       non-compliance of Occupational Health & Safety Standards and Regulations
       and/or safety performance issues are reported to the Assistant Deputy Minister in
       a timely manner.

Supervisors

      Advise workers under their supervision of the health or safety hazards that may
       be met by them in the workplace, this would include the possibility of Emergency
       Evacuation or Emergency conditions; and

      Ensure that all employees are up to date in their knowledge of the emergency
       procedures, especially when work is conducted on off site locations;


OH&S Committee

      Supports the Emergency Response Committee in the development and
       implementation of a documented Emergency Response Plan;

      Ensures that evacuation drills are conducted on an annual basis (minimally);

      Act as the Emergency Response Committee in areas where a separate
       committee is not practical.

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Employees

      Will be familiar with the emergency response plan and follow it accordingly in the
       case of an urgent situation;

      Integrate OH&S into everyday work activities.




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10.       DISABILITY MANAGEMENT
A disability management program is responsible for developing, implementing and
managing specialized human resource activities, programs, and services with respect to
disability management (non worked time) and risk management (occupational health and
safety) for the department. This position provides leadership to the department in the
provision of those programs and services and also provides support to the departmental
executive and management.

Deputy Minister:

         Has the leadership role with the highest accountability primarily focused on
          delegating responsibilities to ensure compliance with Occupational Health &
          Safety Standards and Regulations and the responsibilities detailed in this manual.
          This includes the development and implementation of disability management
          processes;

         Commits the financial and human resources needed to establish and monitor a
          Disability Management Program throughout the Department;

         Provides the general policy direction for disability management processes;

         Demonstrates the importance of integrating OH&S into everyday work activities.

Assistant Deputy Ministers:

         Have a leadership role primarily focused on delegating and monitoring
          Departmental compliance with Occupational Health & Safety Standards and
          Regulations and the responsibilities detailed in this manual. This includes
          ensuring that collective agreements, employer practices and procedures related to
          employee injury and illness are implemented in an effective and timely manner;

         Ensure that any outstanding Occupational Health & Safety concerns, issues of
          non-compliance of Occupational Health & Safety Standards and Regulations
          and/or safety performance issues are reported to the Deputy Minister in a timely
          manner;

         Ensure that disability management practices & procedures are developed,
          documented and implemented throughout the Department.



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      Ensure that disability management practices and procedure issue(s) raised are
       resolved within legislated timeframes and in an effective and timely manner;

      Demonstrate the importance of integrating OH&S into everyday work activities.


Directors and/or Managers:

      Ensure that all employees are properly trained/orientated in their jobs,
      Contact the Manager of Integrated Disability Management when subordinates:

          o Are using extensive sick leave (or workers compensation benefits) for a
            continuous period or showing patterns of sick leave usage; (see section
            under Manager of Integrated Disability Management)
          o Are demonstrating inappropriate behaviour(s) in the workplace that may be
            attributable to an illness or injury;
          o Require a workplace accommodation e.g. modified work duties or work
            hours and/or
          o Have concerns with any other issues regarding illness or injury in the
            workplace.

      Ensure that collective agreements, human rights legislation, employer practices
       and procedures related to employee injury and illness are implemented in an
       effective and timely manner;


Supervisors:
   Ensure that all workers under their supervision are properly trained on how to
     safely perform work; and
   Ensure that all workers know the processes associated with employee workplace
     injury and sick leave usage and that these processes are followed in accordance
     with the appropriate Collective Agreements, Human Resource Policies and the
     Worker’s Compensation Act.


Manager of Integrated Disability Management

      Provide guidance to Directors, Managers and Employees on attendance issues;
      Facilitate resolution to sick leave issues with employees, managers , union
       representatives and medical professionals; and
      Provide guidance on inappropriate behaviors that may be the result of illness or
       injury to Directors and Managers;
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      Provide advice and guidance to Directors and Managers on workplace
       accommodation;
      Provide advisory services surrounding Early and Safe Return to Work Plans to
       Directors and Managers;
      Liaise with WHSCC once a claim is established and facilitates early and safe
       return to work plans with appropriate stakeholders.


   Employees

      Review leave and medical benefits and ask questions if they don’t understand the
       content. Ensure they are aware of the benefit entitlements and how they work;
      Contacts their Manager/Supervisor when they:

          o have questions related to sick leave, injury on duty (Workers
            Compensation), employee assistance program etc.;
          o feel an accommodation may be required;
          o Need to discuss any other concerns regarding illness or injury in the
            workplace; and
          o require information regarding the injury reporting procedure

      Integrates OH&S into everyday work activities.


The process for submitting an Injury on Duty claim is outlined in Appendix K as
well as a link to the appropriate claim forms from WHSCC.




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                                    Appendices


             A. History of Amendments

             B. OHS Committee Members/Standing Agenda Items

             C. OHS Orientation Checklist

             D. Employee’s Three Basic Rights

             E. Safe Work Practices and Procedures

             F. Risk/Hazard Assessment Form

             G. Ergonomic Practices and Guidelines

             H. Workplace Hazard, Accident, Incident Report Form

             I. Workplace Inspection Checklist

             J. Emergency Evacuation Plan

             K. Injury on Duty claim process and link to applicable forms from Workers’
                Compensation

             L. Training Record Form




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                                          Appendix A

                                   History of Amendments

No. Date   Modified Section     Summary of Change      Prepared by Approved by Director
                                                                    or Assistant Deputy
                                                                      Minister (ADM)




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                                       Appendix B

Sample OH&S Committee Meeting Standing Agenda Items




   1) Occupational Health and Safety Issues/Incidents/Hazards relating to:

          a.   People
          b.   Equipment
          c.   Material
          d.   Environment

   2) Occupational Health and Safety Committee Members/Representatives

                      OHS Committee - any changes to membership

   3) Education and training
                  Any OH&S Committee training required
                  Any First Aid training required (new staff or renewal of current
                  staff)
                  Any other training or courses required

   4) Communication
                Ensure meeting minutes are placed on safety centre
                Ensure any other OHS related information is kept current and
                     added to the safety centre
                Ensure all staff are advised of any safety related information




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                                              Appendix C

                               OH&S Worker Orientation Checklist

Purpose:

The purpose of the safety orientation is to inform the worker of safety-related issues that
are present at the worksite. The orientation checklist is designed to include as much
information as is possible in order to ensure that the worker is well-informed of safety
policies, procedures, and practices, as well as safety hazards that affect workers in
general and specifically to their occupation.


Certification

The certificates for all safety courses must be photocopied and kept with this orientation
sheet.

Updating this sheet

The supervisor shall ensure that this sheet is kept up-to-date. The worker can update
the sheet by signing and dating the appropriate item. The supervisor can add signatures
and dates to the table at the end of the document.

Use this checklist when training new workers or transferring employees on health
and safety in your work place.

Worker’s name:                    __________________________________________
Occupation:                       __________________________________________
Date hired:                       __________________________________________
Supervisor’s name:                __________________________________________
Date of Orientation:              __________________________________________


Orientation Topics Covered              Yes   No   N/A     Comments
Occupational Health and Safety
Manual
Reporting unsafe work (Refer to OHS
Regulations (45). Refer to Appendix D
OHS Committee (Roles and
Responsibilities) See Appendix B for
OHS Committee members


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Orientation Topics Covered              Yes      No        N/A     Comments
Workplace Inspections
Location of MSDSs (Material Safety
Data Sheet).
Workplace Hazardous Materials
Information System (WHIMIS)
Training
Accident/Incident/Hazard Reporting
procedures. See Appendix H.
Location of first aid kits
Location of fire exits and fire
extinguishers
Job-Specific Safe Work Practices and
Procedures
Use of personal protective equipment
Dealing with irate/violent clients
Working alone procedure
Emergency evacuation plan
Injury reporting system. See
Appendix K.
Ergonomics (See Appendix G-
guidelines and checklist)
NOTE: This Orientation Checklist may not contain all acceptable safety procedures or processes and
unusual circumstances may require additional specific safety procedures.


As the supervisor, I certify that the above orientation has been completed, and
certificates for safety courses have been collected:

     Supervisor Name                           Signature                              Date




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                                        Appendix D

                             Employee’s Three Basic Rights

   Under the Canada Labour Code, all workers have the following rights:
   To Know the hazards at work and how to protect themselves.
   To Participate in finding and resolving health and safety concerns.
   To Refuse work which they believe is unusually dangerous.

Right to Refuse
      The information below is taken from the Occupational Health and Safety
      Regulations:

             5.     (1)      Where an employer cannot resolve an issue in the workplace
                    regarding occupational health and safety and there is a refusal to
                    work, the issue shall be referred to the occupational health and
                    safety committee, the worker health and safety representative or the
                    workplace health and safety designate, as appropriate, and the
                    employer shall notify the division.
                    (2)     Where a notification under subsection (1) is made orally, the
                    employer shall provide the division with a written confirmation of the
                    notification within 5 days of the oral notification.
                    (3)     Where action has been taken by a worker to exercise the
                    right to refuse to work under the Act, the employer shall not assign a
                    substitute worker to perform those duties unless the substitute
                    worker has been informed of the prior refusal and the reason for that
                    refusal.
                    Stop work orders
             6.     (1) Stop work orders shall
                            (a)    be posted in the workplace; and
                            (b)    where applicable, state the remedial action to be
                                   taken.
                    (2)     A copy of a stop work order shall be provided by the
                      division to the occupational health and safety committee, the
                      worker health and safety representative or the workplace health
                      and safety designate, as appropriate.
                    (3)     A stop work order shall not be cancelled or removed from
                      the workplace until the remedial action has been taken to the
                      satisfaction of an officer.

For further information on refusal to work, please refer to following website:
http://www.assembly.nl.ca/legislation/sr/annualregs/2009/nr090070.htm
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                                      Appendix E


                        Safe Work Practices and Procedures

   (To be inserted by department per location)




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                                     Appendix F
                            Risk/Hazard Assessment Form
                         Risk / Hazard Assessment Form Rating Table
 F. Frequency of Exposure             P. Probability of Injury         S. Severity of Injury

     1. Few exposed to the risk or       1. Extremely remote…       1. Negligible… first aid
        hazard infrequently                 unlikely to occur       2. Marginal… minor injury,
     2. Few exposed to the risk or       2. Remote… could occur        illness or damage
        hazard frequently                   at some point           3. Critical… serious injury,
     3. Many exposed to the risk or      3. Reasonably probable…       illness or damage
        hazard infrequently                 will occur eventually   4. Catastrophic… deaths,
     4. Many exposed to the risk or      4. Probable… likely to        widespread illness or
        hazard frequently                   occur soon                 damage


Division/Location: ____________________________________________________

Reasons for conducting this hazard/risk assessment:
      Job Hazard Analysis
      Workplace Accident/Incident
      Hazard Identified
        Other: ______________________________________________________




            Once completed, forward to the OHS Committee for review.
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                                           Appendix G
                           Ergonomics Practices and Guidelines
The Department supports a safe and healthy work environment and encourages you to complete
the checklist on the brochure below as this outlines how your workstation should be set up. This
brochure contains good ergonomic practices and guidelines for your use, which can assist with
adjusting and adapting your computer workstation.




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Below is the section from the Newfoundland and Labrador OHS Regulations regarding
Musculoskeletal injury prevention.

Musculoskeletal injury prevention

50.     (1) For the purpose of this section and sections 51 to 54, "musculoskeletal injury (MSI)"
means an injury or disorder of the muscles, tendons, ligaments, joints, nerves, blood vessels or
related soft tissue, including a sprain, strain and inflammation, that may be caused or aggravated
by work.

      (2)      An employer shall      (a)     recognize factors in the workplace that may expose
workers to a risk of musculoskeletal injury; and

       (b)    evaluate the risk to workers presented by the factors that have been recognized
under paragraph (a).

MSI: risk control

51.    (1) An employer shall eliminate, or where elimination is not practicable, minimize the risk
of musculoskeletal injury to a worker through the implementation of a control measure that may
include one or more of the following:

       (a)      providing, positioning and maintaining equipment that is designed and constructed
to reduce or eliminate the risk of musculoskeletal injury;

       (b)    developing and implementing safe work procedures to eliminate or reduce the risk
of musculoskeletal injury;

       (c)    implementing work schedules that incorporate rest and recovery periods, changes
to workload or other arrangements for alternating work; and

       (d)     providing personal protective equipment in accordance with Part VII.

        (2)    Personal protective equipment may only be used as a substitute for engineering or
administrative controls where it is used in circumstances in which those controls are not
practicable.

       (3)     An employer shall, without delay, implement interim control measures when the
introduction of permanent control measures are delayed.




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MSI: education and training

52.   An employer shall ensure that a worker who is or may be exposed to a risk of
musculoskeletal injury is

       (a)    educated in risk identification related to work, including the recognition of early
signs and symptoms of musculoskeletal injury and its potential health effects; and

       (b)    trained in the use of specific control measures, including, where applicable, work
procedures, mechanical aids and personal protective equipment.

MSI: evaluation

       53.     An employer shall

        (a)    monitor the effectiveness of a control measure implemented to eliminate or reduce
the risk of musculoskeletal injury; and

        (b)   where the monitoring referred to in paragraph (a) identifies a risk of
musculoskeletal injury that is not or has not been eliminated or reduced, implement additional
control measures, where reasonably practicable.

MSI: consultation

       54.    (1) An employer shall consult with the occupational health and safety committee,
the worker health and safety representative or the workplace health and safety designate, as
applicable.

       (2)     An employer shall, when performing a risk assessment, consult with

       (a)     workers with signs or symptoms of musculoskeletal injury; and

       (b)     a representative sample of the workers who are required to carry out the work
being assessed.

Link to Newfoundland and Labrador OHS Regulations is:
http://www.assembly.nl.ca/legislation/sr/annualregs/2009/nr090070.htm




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                                                  Appendix H

                    Workplace Hazard / Accident / Incident Report Form

Workplace Hazard / Accident / Incident Report Form
Employees are required to complete this form and submit it to their manager without delay. Instructions on
how to complete this form are outlined at the end of this form.
PART A    To be completed by the person involved in the incident or identifying the hazard

Name:                                                      Division:

Position:                                                  Contact Information:

Check Applicable Box
Hazard              Accident          Incident
Note: If lost time or medical aid, a WHSCC Form 6 must also be completed. Required:      Yes    No

Description and exact location of incident or hazard:


Please use attached separate sheet (Part C) to provide additional information.

Date and time of incident or identification of hazard:
Witnesses or other persons with knowledge of incident or hazard:


Recommendations for controlling hazard and/or preventing recurrence:

Please use attached separate sheet (Part D) to provide additional information.

Report submitted to:

I hereby authorize my manager to copy this report to the OHS Committee or Worker Representative, and
Division Head

Employee Signature:                                          Date:
Part B    To be completed by the manager

Manager’s Name:                                                      Division:

Contact Information:                                      Date Report Received:     ______

Immediate Response Action Taken:

Note: If medical aid or lost time, a WHSCC Form 7 must also be completed. Required:      Yes   No

I agree to investigate this matter and ensure that corrective actions are identified and implemented. In the
event of injury, I agree to maintain regular communications with the injured employee and to co-operate in
identifying reasonable and appropriate accommodations to support early and safe return to work.
Signature                                                    Date:
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                        Workplace Hazard / Accident / Incident Investigation Report

Part B     To be completed by the manager or other investigator

Immediate Causes       What substandard conditions or practices contributed to the hazard or incident?
  Equipment      Speed       Horseplay    Fatigue Stacking        Work practice        Impairment
  Client Action  Weather     Chemicals    PPE       Visibility    Product quality      Distraction
  Worker Action  Noise      Clutter       Space      Signage       Judgement            Other
How?
Why?

Root Causes              What system factors or personal factors contributed to the hazard or incident?
Inadequate:                                                               Presence of:
  Policy      Supervision   Staffing         Knowledge       Instruction        Complacency Conflict
  Program     Evaluation    Training         Culture          Time               Pressure          Fear
  Process     Standards      Environment Competence Other                        Stress           Other
How?
Why?


Did you: Conduct interviews?   Yes      No   Visit the scene?   Yes    No Consult policy/legislation?    Yes
  No

What other means of data collection were used?
        ________________________________________________________________________
Conclusions & Causal Analysis: What caused this Incident or contributed to the creation of the Hazard?




Risk Assessment: What level of risk has been identified as per the attached risk assessment?
        Severity: 1 2 3 4 5 + Probability: 1 2 3 4 5 + Frequency: 1 2 3 4 5 =             Total
score_______
 Score: Under 5 : Low Risk            Score: Between 6-10: Medium         Score: Between 11-15: High Risk
                                      Risk
Action Plan: Specify corrective actions that have been or will be taken:
  Engineering Controls:

 Administrative Controls:

 Personal Protective Equipment:


By Whom?                                                              When?

Further details, actions or comments:


Manager Signature:                                                    Date:

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Part C
Investigation section:

 Describe what happened to cause the accident or incident, include the events leading up to it.




 Employee’s Signature:                                                    Date:


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Part D

Recommendations and Follow-Up:

 Please identify what preventive action you have taken to prevent a reoccurrence of
 this accident/incident.




 Supervisor Signature:                                                 Date:

Upon completion, the supervisor/investigator is required to copy this report to:
Reporting employee: Identify:                                        Date sent:
Division Head: Identify:                                             Date sent:
OHS Committee/Rep: Identify:                                         Date Sent:
The original form remains with the Supervisor.



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Process for completing the above form:

1. Accident/Incident Investigation
   1.1 Purpose
   An accident/incident investigation provides a mechanism for hazard recognition,
   evaluation and control by determining the root cause. The purpose of incident/accident
   reporting and investigations is to prevent a reoccurrence of the hazardous condition
   causing the event.

   1.2 Accident/Incident Investigation Team
   Each office will designate an accident/investigation team. Designated personnel may
   include: Client Services Manager, OH&S Committee Member or WH&S Representative;
   Government Services Representative or other external people who are deemed
   appropriate.

   1.3 Responding to an Accident/Incident

             refer to Emergency Response Plan when applicable;
             assess the situation;
             make the area safe (to prevent other accidents);
             get medical attention for injured worker(s)
             protect evidence;
             gather names of witnesses;

LEGAL REQUIREMENTS TO REPORT SERIOUS ACCIDENTS

   The Act and regulations require all accidents which resulted in serious injuries or
   deaths are to be reported immediately to the Department of Government Services. The
   Accident Reporting Line telephone number is (709) 729-4444 or 1-800-563-5471.
   Similarly, all accidents which had reasonable potential for serious injury must be
   reported to the Department of Government Services.

The legislation defines a "serious injury" as follows:

             a fracture of the skull, pelvis, femur, humerus, fibula or tibia, or radius or
              ulna;
             an amputation of a major part of a hand or foot;
             the loss of sight of an eye;
             a serious internal hemorrhage;
             a burn that requires medical attention;
             an injury caused directly or indirectly by explosives;
             an asphyxiation or poisoning by gas resulting in a partial or total loss of
              physical control; or
             another injury likely to endanger life or cause permanent injury,

but does not include injuries to a worker of a nature that may be treated through first aid or
medical treatment and the worker is able to return to his or her work either immediately
after the treatment or at his or her next scheduled shift.

The legislation also requires that management immediately inform the Committee or the
Workplace Health and Safety Representative at the workplace of all serious accidents.

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Government Services


The Department of Government Services may choose to investigate a serious accident. For
this reason, the scene of a serious accident must not be disturbed except to attend to
persons injured or killed and to prevent further injuries or property damage. Persons at the
workplace have a legal duty to cooperate with an investigating officer and provide
information related to the accident upon request.

Wherever an injury may require medical aid or could result in a claim to the Workplace
Health, Safety and Compensation Commission (the Commission), these staff members must
complete a Form 6 - Worker's Report of Injury “and the supervisor must complete a Form 7
-Employer's Report of Injury. These forms describe the accident and must be filed with the
Commission within three days of the accident. The Department of Government Services
officials consider Form 7 to be an acceptable report of the accident. Occasionally, the
Department of Government Services may request a copy of the Department's
Accident/Incident Investigation Report.


   Sections 1.4, 1.5 and 1.6 are the responsibility of the Accident/Incident
   Investigation Team:

   1.4 Conducting the Investigation
        record the exact location of the accident/incident
        note the time of day, lighting, weather conditions, etc.;
        take photos and drawings of the scene;
        take notes of work being performed at the time;
        label each diagram, drawing, photo;
        prepare a list of witnesses to interview (Note: everyone who can provide
         information should be interviewed; where possible interview in private when
         memories are still clear; at the end of each interview review the statement with
         the witness);
        and prepare a list of questions to ask.

   1.5 Finding the Cause and Taking Remedial Action
         Ask who, what, where, when and why until it is determined how the
          accident/incident happened;
         Evaluate all factors involved – people, equipment, materials, environment
         Establish temporary controls immediately to lower likelihood of another accident.



   1.6 Completing the Accident/Incident Investigation Report
        Use the standard Accident / Incident Investigation Report Form;
        Include recommendations for control;
        Forward the report to the Regional Director or other Senior management for
         assessment and review;




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   1.7 Following Up on Recommendations

   Responsibilities:

   Supervisors/Managers

      1. Immediately call Regional office and report the incident/accident to a senior
         manager.
      2. Meet with worker to discuss the incident/accident causes.
      3. Investigate all incidents/accidents
      4. Implement effective and practical action to prevent a recurrence of the hazardous
         condition
      5. May require short-term corrective action measures to control immediate hazard,
         and long term measures to effect change.
      6. Complete the supervisors/managers portion and the WHSCC Employer’s Initial
         Report of Injury form for eligible employees if injury sustained

   Workers
     1. Immediately report the injury to your immediate supervisor or designate
     2. Complete the incident/accident report
     3. Cooperate in the investigation
     4. If you suffer an injury while at work , complete the WHSCC Worker’s Initial
        Report of Injury form. Please refer to Appendix K.

   Health & Safety Committee
     1. Participate in the investigation of all serious accidents/incidents.
     2. Review and analyze incident/accident reports and make recommendations
     3. Participate in Accident Investigation training.
     4. Notify Government Services OH&S enforcement Division of fatalities , accidents
         causing serious bodily injury and dangerous occurrences
     5. Receive all serious incident/accident reports, review and analyze with the
         supervisor or manager. Follow up on the effectiveness of remedial action




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Government of Newfoundland and Labrador
Occupational Health & Safety Program Manual
Government Services

                                       Appendix I

                              Workplace Inspection Checklist

            Checklist Items                    Location        Conditions/Notes
Lighting
Adequate illumination during the day
Adequate illumination during the night
Glare from light source
Effect from moving equipment(eg: fans
or trees)

Stairs
Free from objects
Safe angle
Free from clutter
Adequate lighting
Safe riser height and width
Railing available

Exits
Signage present
Width/wheelchair accessibility
Ice controls
Direction of openings
Mechanical hardware
Door kept closed
Perimeter Check – Emergency Exits

Aisles/Passageways
Adequate width
Clear of clutter
Adequate lighting
Free of protruding objects
Clear signage
Doors have windows
Is there equipment “right of way”

Ergonomics identified through
discussion with employees
Excessive force when lifting, pushing or
pulling heavy loads
Repetitive movements required
High paced production
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Government of Newfoundland and Labrador
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           Checklist Items                    Location   Conditions/Notes
Awkward postures used
Workers using proper lifting techniques

PPE (Personal Protective
Equipment)
Provided
Maintained
Meets the standard
Workers trained in the proper use
Workers use PPE


Stacking/Storage
Safe storage areas and containers
Exposure to heat, moisture, vibration,
flame
Safe arrangement of equipment or
materials
Storage of disposal waste

Materials Handling Equipment
Safe clearance of equipment
Free from tipping hazards
Operators trained
Proper placement of mirrors
Posted information regarding maximum
loads
Correct size of pallets and skids
Regular checking and maintenance
Regular inspections of equipment

Ventilation System
System meets standards
System free from dust, fumes, etc
System controls smoke, dust and
fumes
Complaints of headaches, skin or eye
irritation
Exhaust systems are prevented form
returning to the workplace

Ladders/Scaffolds
In good condition

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Government of Newfoundland and Labrador
Occupational Health & Safety Program Manual
Government Services

            Checklist Items                   Location         Conditions/Notes
Correct type for job being done
Spacing of rungs
Anchored properly
Overhead hazards checked

Dangerous Substances
Have been identified
Workers are familiar with harmful
effects
Exposure levels
Emergency plans in place
Plans for response to spills
Sanitation
Washrooms meet standards
Kitchens or food preparation areas
meet standards

Electrical
Switches and outlets have plate covers
All breakers identified
Access to electrical panels
unobstructed
Electrical cords in good condition

Emergency Preparedness
Emergency plan in place
Stocked first aid kits available
Regularly inspected fire extinguishers
Emergency lighting


Additional Comments:




Inspection Team:
           Print Name                                    Signature




                                                                            68
Government of Newfoundland and Labrador
Occupational Health & Safety Program Manual
Government Services


                                     Appendix J

                            Emergency Evacuation Plans

Emergency Evacuation Plans
- Insert by each location




                                                         69
Government of Newfoundland and Labrador
Occupational Health & Safety Program Manual
Government Services

                                      Appendix K

                    Worker’s Compensation Commission Forms


Process for submitting an Injury on Duty (IOD) Claim

If you have been involved in a workplace injury, submit a claim with the Workplace
Health, Safety and Compensation Commission and complete the following steps:
     Seek medical attention
     Visit your doctor and inform him/her that your injury is work related. Your doctor
       will complete a physician’s report (8/10) or chiropractor’s report (8/10) (primary
       care provider) and provide you with copies of this report.
     Report the work-related injury to your employer immediately and before you
       leave the worksite. Tell your employer what happened, where it happened and
       the names of any witnesses;
     Ensure that you bring a copy of the form (8/10) to your employer as your
       employer must complete an injury report – employer’s (7).
     Fully complete and sign your injury report – worker’s (6). You may complete this
       form yourself or have a spouse, relative or friend help you. The injured worker
       has to sign the report.
     Forms can be obtained form the following website
       http://www.whscc.nl.ca/forms.whscc.
     Please ensure that your manager provides a copy of these forms to the
       Integrated Disability Manager so he/she can provide guidance to you and your
       manager on your claim.

Staying in touch with work
It is important to stay connected to your workplace following an injury. If your injury
prevents you from performing your regular job duties, both you and your employer are
required to work together to identify suitable and available employment, even while you
are receiving medical treatment for your injury. During each medical appointment, your
doctor will provide you with a copy of their report (form 8/10) for your records and a
second copy to bring to your employer.

Employee role in early and safe return to work
The main focus of early and safe return to work is to enable you to remain at the
workplace following an injury or to return to the workplace in a safe and timely manner if
you have already lost time from work. If your injury prevents you from performing your
regular job duties, both you and your employer are required to work together to identify
suitable and available employment, even while you are receiving medical treatment for
your injury. Going back to work may involve making changes to the duties and/or the
hours of work. It may also involve changes to the workplaces such as acquiring
equipment or other devices to help you with your return to work.



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Government of Newfoundland and Labrador
Occupational Health & Safety Program Manual
Government Service

Documenting a plan
Once you and your employer have identified suitable job duties that are in keeping with
your abilities, you will complete an early and safe return-to-work plan that outlines the
agreed upon schedule and progression of duties.

Forms available online at http://www.whscc.nl.ca/forms.whscc

Injury report - employers (7)   - Manager must complete

Injury report - workers (6)     - Employee must complete




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Government of Newfoundland and Labrador
Occupational Health & Safety Program Manual
Government Service

                                    Appendix L
                               Training Record Form

Please complete and forward to:
Manager of Organizational Development
Strategic Human Resource Management Division
Department of Government Services
P.O. Box 8700, St. John’s, NL
A1B 4J6
Fax number: 729-6661


Department:

Name of Course:

Course Offered By:

Date of Course:

Division:

Director:

Confirmed Cost:


Name of Attendees:




                                                      72

				
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