According to the Ontario Ministry of Labour’s website, in Ontario more than 250,000 workers are injured in workplace accidents annually. Their most recent statistics show the average direct cost of these accidents can be more than $20,000; in medical expenses, lost time, lost productivity, etc. In certain cases, direct and indirect costs can exceed $80,000. Accidents can injure associates and visitors, result in fines, penalties, and lawsuits that in some severe cases can result in organizations being shut down. Many of these accidents are preventable or can be mitigated if an organization, from the top to the bottom, commits themselves to a culture of proper Health and Safety.
Health and Safety in the workplace is one of the most important responsibilities for Owners, Managers and Supervisors, and for the associates who work for the organization. Whether your organization is a “for-profit” or a “not-for-profit”, small or large, well established or brand new; these points are well worth the time to consider adding to your Health and Safety systems.
Your organization should have established training in place to identify the that hazards exist in your workplace. Your organization should have effective and evolving training systems in place for your associates with appropriate supervision.
The Guide to the Ontario Occupational Health and Safety Act (OHSA) clearly and concisely explains each of the different levels of responsibilities.
- Owners, Managers, and Associate responsibilities should be posted on your organizations Health and Safety Board.
- Owners, Managers, and Associates are responsible to understand and may be quizzed by Ministry of Labour Inspectors.
- Owners and Managers/Supervisors should update, review, and sign off these responsibilities annually.
- All associates should have their responsibilities explained as part of their initial on-boarding and as new equipment and procedures are put in place. These documents should be signed, dated, and kept on file.
OWNERS, MANAGERS, SUPERVISORY STAFF: – Health and Safety Responsibilities
These are some of the key responsibilities that should be part of your organizations Health and Safety Responsibilities for Managers and Supervisors.
- To ensure associates are properly trained to work with the protective devices, measures and procedures required by the OHSA and regulations (e.g., safety harnesses, jewelry or loose clothing around moving parts, etc.)
- Associates always use or wear the equipment, protective devices or clothing that the organization requires to be used or worn.
- Associates are advised of the existence of any potential or actual danger to their health or safety.
- Associates are provided with written and practical instructions in the procedures to be taken for their protection. In addition, they are made aware of their right to refuse unsafe work.
- Every reasonable precaution is taken for the protection of an associate or visitor to the organization.
- Owners, Managers and Supervisors, and Senior associates are expected to:
- Have read and understood the annually reviewed Health & Safety Policy as established by the owners or board of directors, which is signed, dated, and posted on the Health and Safety Board.
- Have reviewed the Workplace Hazards for their area of responsibility and understand the procedures for preventing these hazards from injuring any associates or visitor.
- Have completed the 5 Step Health and Safety Awareness Training for Managers and Supervisors as provided by the Province of Ontario.
- Have completed, passed and be prepared to use the Standard First Aid Course as a First Response Person. Standard First Aid certificates are required to be renewed every 2-3 years.
- Complete a review of the Workplace Hazardous Materials Information System (WHIMS) annually and record their participation in the Joint Health and Safety Committee (JHSC) binder.
- Participate in monthly workplace inspections with a member of the JHSC.
- Conduct information sessions (safety talks, staff meetings, etc. – in conjunction with other Managers, Supervisors and the JHSC.
- Assist with incident investigations with the JHSC as required.
- Conduct specific associate training on hazards that exist in their areas of responsibility.
- Work to identify and correct substandard conditions and situations with the JHSC representatives.
- Commend associates and supervisors/managers/senior associates for exceptional health and safety performance.
- As part of their performance conversations, all Supervisors and Managers will be evaluated on their commitment to Health and Safety as measured by:
- Their participation in Monthly Safety Inspections as required.
- The elimination or reduction of any potential hazards found by the Health and Safety inspections in their area of responsibility.
- Upholding all safety rules and procedures and support enforcement including disciplinary action.
- Make every reasonable attempt to resolve the Health and Safety concerns of associates particularly in a “Work Refusal” situation. If a “Work Refusal” situation occurs and cannot be resolved in “Stage 1” then the manager must bring the situation to ownership prior to proceeding to Stage 2. (see upcoming post on Unsafe Work Refusal steps).
8. Report and investigate all incidents and injuries to associates and visitors, including any property damage or injury with a member of the JHSC and complete an Accident Investigation Report.
9. Ensure that a comprehensive maintenance program for equipment and machinery in the workplace is carried out.
10. Implement emergency plans when necessary and ensure that associates have been properly trained to comply.
11. Inform superiors and JHSC of any occupational health and safety concerns.
12. Regularly evaluate worker performance and provide periodic feedback with respect to health and safety.
These duties and responsibilities should be signed off, dated, and kept on file.
Associates (Workers) – Health and Safety Responsibilities
Associates are responsible to ensure they work safely, and must be familiar with their duties under the (OHSA) and the organization’s internal health and safety policies and procedures. These are some of the responsibilities that should be included:
- Always using or wearing the equipment, protective devices or clothing that the organization requires and has provided to be used or worn at all times.
- Reporting to their supervisor, any defect in equipment or protective devices of which the associate is aware and which may endanger themselves herself or another associate.
- Reporting to their supervisor, any contraventions of the OHSA, regulations, or the organization’s health and safety policies and procedures.
4. Reporting to their supervisor the existence of any health and safety hazard of which they are aware.
5. Not removing or bypassing any protective devices on any tools, equipment, or other machinery. Request that worn out or defective equipment be replaced immediately. If a repair, alteration or process change needs to be carried out, the associate should speak with their Supervisor before doing anything.
6. Not using or operating any equipment, machine, device or thing or working in a manner that may endanger themselves or another associate.
7. Not engaging in any prank, contest, feat of strength, unnecessary running or rough and boisterous conduct.
8. Report any and all injuries, incidences and unusual conditions immediately to a Supervisor.
9. Inspect your work area daily, and ensure that it is kept clean and free of clutter. Report any issues or unusual situations to a Supervisor immediately.
Any Employee who breaches any of the above policies should be subject to discipline, up to and including termination.
Additionally, as part of their annual performance review, all associates should be evaluated on their commitment to Health and Safety as measured by:
- Their compliance with all Health and Safety policies and procedures.
- Their completion of the Ontario Worker Health and Safety in 4 Steps package.
- As part of the on-boarding process, completion the Workplace Hazardous Materials Information System (WHIMS) training with a copy of the completed course to be kept on file.
- Their efforts in assisting with the elimination or reduction of any Health and Safety hazards
- Their efforts in upholding all safety rules and procedures.
These duties and responsibilities will be signed off, dated, and kept on file.
Summary
The goal of Health and Safety procedures and policies is to build a culture where Health and Safety is a top priority in everything the organization does.
Each organization should have Competent Managers and Supervisors in place as well as a functioning Joint Health and Safety Committee with a strong Internal Report System. As well, the organization requires a commitment of demonstrated leadership for safety. The organization having appropriate policies and procedures in place and zero tolerance for poor health and safety practices, and full compliance from all associates and managers. In addition, the organization should ensure the organization has sufficient capacity to deal effectively with Health and Safety issues by having dedicated resources for training and prevention of injuries. As part of this capacity, the organization should build solid working relationships with all Health and Safety organizations including Workplace Safety and Insurance Board (WSIB).
Every Owner, Manager, and associate should believe workplace safety is EVERYONE’S business.