W
ORKPLACE
I
NSPECTIONS
W
orkplace
Inspections
Workplace Health, Safety andCompensation Commission is developing
resource materials to help workplace parties – employers and workers – including supervisors and
managers, and occupational health and safety committees – to carry out
their responsibilities for health and safety in the workplace. This specific
booklet, is designed
to provide workplace parties with an understanding of their role in effective
Workplace Inspections. It includes an outline for planning and the six steps involved in conducting Workplace
Inspections. Sample ‘workplace inspections checklist’ and ‘workplace inspections report forms’ are also included in this
booklet. Workplace Inspections,
Sources of Information
Workplace Health, Safety andCompensation Commission Prevention Services
Department of Government Services Occupational Health and Safety Branch
Phone: (709) 778-1552 Toll free 1 800 563-9000 or Phone: (709) 729-2706 Toll free 1-800-563-5471 or
health and safety programming.
The information presented is subject to a disclaimer. It is intended to provide examples of general use and may not apply to every circumstance. While all reasonable efforts have been made to ensure the accuracy of the information presented, the Commission does not and cannot guarantee the accuracy thereof. The Commission does not warrant or assume any legal liability or responsibility for the accuracy, completeness, or usefulness of the information presented nor for any actions taken in reliance thereon. The Commission shall not be liable for any damage or loss arising out of the use of the information or the application of the concepts contained therein. All those using the information do so at their own risk and shall be deemed to indemnify the Commission from any loss or damage arising from the use of the information.
The information presented is subject to jurisdictional variation and is always subject to change. Individuals or organizations responsible for working with the information presented are responsible for ensuring that all applicable standards and regulations are fulfilled. The information presented cannot and should not be considered a definitive guide to government regulations nor does it relieve individuals or organizations using the information from their responsibilities under any or all applicable legislation.
Legislative Requirements
The legislation is a minimum guide for developing occupational health and safety policies and procedures in workplaces. However, “best practices” should be incorporated into all areas of businesses/organizations to increase the effectiveness of the OH&S program.
The majority of employers in Newfoundland and Labrador must follow for occupational health and safety:
Occupational Health and Safety Regulations
For official copies of the and the Occupational Health and Safety Regulations please contact the following:
Unofficial copies are available on-line at: http://www.gs.gov.nl.ca/ohs/legislation.stm
Some employers fall under and must follow the ( The
applies to the following inter-provincial and international industries: railways;
highway transport;
telephone and telegraph systems; pipelines;
canals;
ferries, tunnels and bridges; shipping and shipping services;
radio and television broadcasting and cable systems; airports;
banks;
grain elevators licensed by the Canadian Grain Commission, and certain feed mills and feed warehouses, flour mills, and grain seed cleaning plants;
the federal public service and and about 40 Crown corporations and agencies;
employment in the operation of ships, trains and aircraft; and
the exploration and development of petroleum on lands subject to federal jurisdiction.
provincial legislation
Office of the Queen's Printer Ground Floor
Confederation Building, East Block St. John's, Newfoundland and Labrador A1B 4J6
Telephone: (709) 729-3649
federal jurisdiction
persons employed by the public service Occupational Health and Safety Act
Occupational Health and Safety Act
Canada Labour Code-Part II Code). Code
Inside this Guide
Workplace Inspections
...
3Definitions ...3
Benefits of Workplace Inspections...3
Requirements ...4
Procedures ...5
Reasons for Conducting Workplace Inspections ...6
Roles in Workplace Inspections ...6
...6 ...7 ...7 ...8 ...9 – ...10 ...10 ...11
Workplace Inspection Checklist ...12
...13 ...13 ...14 ...15 ...15 ...15 ...17 ...17 Employers are to All Workers including Managers and Supervisors are to OH&S Committees are to Other Agencies Scheduling Workplace Inspections Sample Workplace Inspections Schedule Floor Diagram Used in Inspections Preparing for Workplace Inspections Items to Include in Workplace Inspections Reports Distributing Copies of Workplace Inspection Reports Role of OH&S Committees in Evaluating Workplace Inspections Steps in the Workplace Inspections Process Step 1 Planning Workplace Inspections Step 2 – Conducting Workplace Inspections Step 3 – Completing Workplace Inspections Reports Step 4 – Monitoring Corrective Actions Workplace Inspections and the OH&S Program Conclusion Appendix A Appendix B Appendix C Appendix D Appendix E Appendix F Appendix G ...19 ...20 – Glossary ...22 – References to Legislation ...26
– Sample Workplace Inspections Checklist #1 ...31
– Sample Workplace Inspections Checklist #2 ...34
– Sample Floor Diagram ...37
– Sample Workplace Inspections Report Form #1 ...38
– Sample Workplace Inspections Report Form #2 ...39
Introduction
As part of the internal responsibility system, all workplace parties employers, workers including managers and supervisors, and occupational health and safety (OH&S) committees have a shared responsibility for the OH&S program. This means everyone works co-operatively, shows ownership for the program and is committed to preventing injury, illness and property damage in the workplace.
Under where 10 or more workers are employed in a workplace, the employer is required to establish and maintain an OH&S program in consultation with the OH&S committee. In workplaces where less than 10 workers are employed, the employer is required to ensure
is in place to monitor the health, safety and welfare of workers. And in workplaces with less than six workers employed and where it is impractical to assign a WH&S representative, the
employer may designate to monitor
the health, safety and welfare of workers.
For , employers are responsible for developing,
implementing and monitoring a prescribed program for the prevention of hazards in the workplace in consultation with the health and safety committee,
policy committee or the .
For the purpose of this booklet, the duties and responsibilities of the OH&S committee will also include those of worker health and safety representatives and workplace health and safety designates in provincially regulated workplaces and health and safety representatives in federally regulated workplaces.
This booklet is designed to assist those responsible to carry out effective workplace inspections. It provides important information about workplace inspections including reasons for conducting them, the role of the different parties, the four steps in the workplace inspections process, and the connection
provincial legislation,
a worker health and safety (WH&S) representative
a workplace health and safety designate
federally regulated workplaces
More Information
Fact Sheets:
Look for these fact sheets in the near future:
Booklets:
Look for these booklets in the near future:
For more information on building a health and safety program, there are several booklets and information resources available in this series.
Introduction to an OH&S Program Leadership and Administration OH&S Committees
Education & Training
Safe Work Practices and Procedures
Hazard Recognition Evaluation and Control Workplace Inspections
Accident and Incident Investigation Disability Management
Ergonomics and the OH&S Elements
Worker Health and Safety Representatives/Workplace Health and Safety Designate
Communication
Emergency Preparedness
Guide to Writing an Occupational Health & Safety Policy Occupational Health & Safety Committees
Introduction to an Occupational Health and Safety Program Workplace Inspections
Accident/Incident Investigations
Communication
Workplace Inspections
Definitions
Workplace inspections are an important part of an OH&S program. They involve a process for monitoring workplace health and safety; and they are one of the main ways of recognizing, evaluating and controlling hazards in the workplace. Ergonomic considerations should always be included in workplace inspections. Including workplace inspections in the OH&S program strengthens the internal responsibility system and is essential to building a positive health and safety culture in the workplace.
Workplace inspections are regular examinations of the workplace that consist of examining the workplace to recognize and evaluate existing and potential hazards and recommend corrective action. There are two main types of workplace inspections – formal and informal:
Formal workplace inspections are regularly scheduled
examinations that are formally documented with the use of a checklist and a report that includes recommendations for corrective actions.
Benefits of Workplace Inspections
Informal workplace inspections are routine checks of the
workplace or equipment usually carried out on a daily basis to prevent injury, illness and property damage. Examples may include a supervisor ’s walk-through or a worker ’s daily equipment check. Informal workplace inspections are usually not scheduled and may not require a checklist. However, they are an important means of
Requirements
Employers are required to develop procedures and schedules for regular workplace inspections. They are also required to maintain a workplace and the necessary equipment, systems and tools that are safe and without risk to their workers. Maintaining a healthy and safe workplace would also include ergonomic considerations. To determine how often workplace inspections need to be conducted – daily, weekly, monthly, annually, etc. – employers need to determine what is necessary to ensure the recognition, evaluation and control of workplace hazards. Reviewing the following may assist them to make that determination:
Employers must also consult with their OH&S committees about scheduling workplace inspections and ensuring their committees actively participate in conducting them.
Specific OH&S requirements for employers who are
can be found in the and Regulations.
Re-quirements for employers can be found in the Canada Labour Code, Part II. Contact information for obtaining provincial and fed-eral OH&S legislation can be found at the beginning of this booklet and in
provincially regulated
federally regulated
“Appendix B – References to Legislation.”
The legislative references in Appendix B refer only to the content in this booklet and may not be complete. Workplace parties must refer to the appropriate legislation to find complete information regarding legislative requirements for developing an OH&S program.
Occupational Health and Safety Act the industry involved;
the kinds of work carried out;
the risks and hazards involved in the work and in the environment, including ergonomic risks;
the number of different work areas; the number of workers in each work area; the hours of operation;
the pace of the work; and
Employers must also comply with industry-specific or hazard-specific legislation. Some of these fall under: Asbestos Abatement Regulations; Asbestos Exposure Code Regulations; OH&S First Aid Regulations; Workplace Hazardous Materials Information System
(WHMIS) Regulations; and
Regula-tions; Mines Safety of Workers RegulaRegula-tions; and
and Regulations. Employers should be aware of the legislation related to their industry and to specific haz-ards in their workplaces.
contains details of the following legislation.
Radiation Health and Safety Act
Workplace Health, Safety and Compensation Act
Appendix B – References to Legislation
OH&S Act OH&S Regulations Canada Labour Code Part II
Sections Sections Sections
4 5 (a) 5 (f) 5 (f.3) (i) 6 39 (a.1) 41 42.1
4 (1) (f) (i), (ii), (iii) 4 (1) (j) 5 (1) 6 21 (9) 30 124 125 (1) (z.12) 134.1 (1), (4) (d) 135 (1), (7) (e), (k)
Procedures
As an important part of the OH&S program, workplace inspections should have procedures to ensure their effectiveness.
are the step by step process for completing workplace inspections. The procedures should identify those responsible for conducting and those responsible for
communicating each step of the inspection. Ergonomic considerations should be a part of all workplace inspection procedures.
Reasons for Conducting Workplace Inspections
Roles in Workplace Inspections
Employers are to
In keeping with the internal responsibility system and with best practice, workplace parties have a role in workplace inspections. To meet their
legislative requirements for establishing and maintaining an OH&S program and conducting workplace inspections, employers should ensure workplace inspections procedures outline the responsibilities of workplace parties. Following are examples of roles and responsibilities of workplace parties based on legislative requirements and best practice.
provide the resources – human and financial – to carry out regular workplace inspections;
ensure workplace inspections procedures are developed;
ensure all workers are provided with the education and training needed to understand their responsibility and to co-operate with those conducting workplace inspections;
List the reasons for conducting workplace inspections:
? ______________________________________________________________ ? ______________________________________________________________ ? ______________________________________________________________ ? ______________________________________________________________ ? ______________________________________________________________ ? ______________________________________________________________ ? ______________________________________________________________ Did you include…
Reasons for conducting workplace inspections are to
? prevent workplace injury, illness and property damage;
? recognize existing and potential hazards including ergonomic risks;
? recommend and monitor corrective actions;
? gain a better understanding of work processes and tasks;
? improve communication between workplace parties;
? encourage workplace parties to voice their OH&S concerns;
? increase knowledge and understanding about preventing injury, illness and property damage;
? raise awareness of the role of OH&S committees;
?
consult with OH&S committees about scheduling workplace inspections; ensure OH&S committees take an active role in workplace inspections; review workplace inspections reports;
ensure recommendations for corrective action are implemented, monitored, evaluated and communicated; and
review workplace inspections procedures at least every three years.
participate in workplace inspections when requested;
make suggestions for corrective actions to those conducting workplace inspections; and
take part in training or the development of safe work practices and procedures required as the result of the workplace inspections.
co-operate with the employer in scheduling workplace inspections; actively participate in workplace inspections;
review all workplace inspections reports;
make recommendations for corrective action to the employer;
monitor implementation, follow-up, and evaluation of corrective actions; regularly monitor the effectiveness of workplace inspections and make recommendations for improvement when appropriate;
review workplace inspections procedures; and
ensure ergonomic considerations are included in all workplace inspections.
All Workers including Managers and Supervisors are to
Other Agencies
Depending on the workplace, outside agencies may be involved in workplace inspections including government agencies or those specialized in the field.
Put a check mark by the training those conducting workplace inspections should have.
Training in the above areas should provide the knowledge and skill necessary to conduct effective workplace inspections.
q
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workplace inspections process workplace inspections procedures
hazard recognition, evaluation and control
legislation (applicable federal or provincial) legislation applicable to your industry or for specific equipment
ergonomics work processes communication skills interpersonal skills analytical skills other Activity
Put a check mark by those actively involved in workplace inspections in your workplace.
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Employer or senior level management OH&S committee
Managers Supervisors Front-line workers
The workplace inspections procedures should outline a
step-by-step process for carrying out each step in
workplace inspections.
The major steps involved in workplace inspections are:
Step 1
Step 2
Step 3
Step 4
Planning workplace inspections
Conducting workplace inspections
Completing workplace inspections reports
Monitoring corrective actions
in
the Workplace
Inspections
Process
Scheduling Workplace Inspections
Employers must consult with OH&S committees to schedule workplace inspections. A step-by-step process for scheduling should be included in the workplace inspections procedures. Consider the following when developing the schedule:
It is important for those conducting workplace inspections to observe workers and supervisors while they are working and to ask questions about work processes, safe work practices and procedures, training, etc. Therefore, workplace inspections should be scheduled during hours of operation and take into account all shifts.
who will conduct workplace inspections; the size of the workplace;
the operations carried out in the workplace;
kinds of existing and potential hazards including ergonomic risks; hours of work;
number of shifts;
seasonal operations; and
any other aspects specific to the workplace that may affect how and when inspections can be conducted.
1
If a worker is injured and requires medical care, the worker must complete a Form 6 Worker's Report of Injury, and the employer must complete a Form 7 Employer's Report of Injury. These forms are available at:http://www.whscc.nf.ca/form.htm.
STEP1
SAMPLE Workplace Inspections Schedule
ABC Manufacturing Ltd. (2006)
The employer and the OH&S committee of ABC Manufacturing Ltd. developed the following schedule for workplace inspections for 2006.
The will be formally inspected every month.
The and the will be formally inspected every
second month.
Each of the other areas of operations will be inspected twice a year. Inspections must be completed by the middle of each month and the workplace inspections reports distributed by the end of each month. IMPORTANT NOTES
The workplace will be closed in October 2006 for major renovations. Therefore, no inspections will be scheduled for October.
production lines
warehouse maintenance depot
Main Building Satellite Building 2005 Month Parking Lot & Grounds Office: Floors 1, 2, 3 Offices : Floors 4, 5, 6 Production Lines Ware-house Offices Maintenance Depot January ? ? February ? ? ? March ? ? ? April ? ? ? May ? ? ? June ? ? July ? ? ? August ? ? ? September ? ? ?
Workplace Inspections Checklist
Floor Diagram Used in Inspections
The workplace inspections procedures should include a process for reviewing the items on the checklist. The checklist should never be considered a
permanent document. It should be reviewed regularly and revised when there are changes to equipment, tools or work processes, and when hazards are identified either by staff or as the result of an accident/incident investigation or a workplace inspection.
The checklist should be used as a guide only. Those conducting the inspections must be constantly alert to and record hazards that may not be on the
checklist.
All workplace parties should work co-operatively to develop the best
workplace inspections checklist for their specific work area. Supervisors and workers know their work processes and work areas the best. Therefore, they can add great value to the development of the checklist. Ergonomic risks must be included on all workplace inspections checklists.
There is no one best way to design a workplace inspections checklist. Depending on the workplace, checklists may be designed based on work areas, equipment, work processes, etc. If the workplace is large or has many complex work processes, more than one checklist may be required.
respectively, include items commonly found on a workplace inspections checklist. However, keep in mind that every workplace is different, every industry is different, and all workers are different; therefore, checklists must be designed based on your specific workplace, industry, equipment, workers and environment.
The floor diagram with the inspections route is a guide to ensure areas in the workplace are not missed during workplace inspections. It should be reviewed regularly and revised when there are changes to the layout of the facility.
Please see .
Appendix C and D – Sample Workplace Inspections Checklist #1 and #2,
Preparing for Workplace Inspections
The steps involved in preparing for workplace inspections should be detailed in the workplace inspections procedures. This should include a review of:
appropriate legislation, industry standards, manufacturer's equipment specifications, etc.;
previous workplace inspections checklists and reports;
recommendations from the previous workplace inspections for possible follow-up;
floor diagram and route for inspections; and
accident/incident investigation reports for possible follow-up.
The following items should be available to those conducting workplace inspections
CAUTION:
Some workplaces may not permit the use of devices such as cameras, flashlights, etc. because, depending on the workplace, they may pose a hazard. Therefore, the above items should be evaluated to ensure they do not create additional hazards.
? ? ? ? ? ? ? a clipboard floor diagram
flashlight and batteries checklist(s)
applicable legislation or standards
personal protective equipment if required
The following suggestions for conducting effective workplace inspections should be included in workplace inspections procedures.
STEP2
Conducting Workplace Inspections
for conducting effective workplace inspections
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Draw attention to the presence of any immediate danger other items can await the final report.
Shut down and lock out any hazardous items that cannot be brought to a safe operating standard until repaired.
Do not operate equipment. Ask the operator for a demonstration. If the operator of any piece of equipment does not know what dangers may be present, this is cause for concern. Never ignore any item because you do not have knowledge to make an accurate judgment of safety.
Look up, down, around and inside. Be methodical and thorough. Do not spoil inspections with a once-over-lightly approach.
Clearly describe each hazard and its exact location in your rough notes. Allow on-the-spot recording of all findings before they are forgotten. Record what you have or have not examined in case inspections are interrupted.
Ask questions, but do not unnecessarily disrupt work activities. This may interfere with efficient assessment of the job function and may also create a potentially hazardous
Consider the static (stop position) and dynamic (in motion) conditions of the item you are inspecting. If a machine is shut down, consider
postponing inspections until it is functioning again.
Discuss as a group: "Can any problem, hazard or accident generate from this situation when looking at the equipment, the process or the environment?" And determine what corrections or controls are appropriate.
Do not try to detect all hazards simply by relying on your senses or by looking at them during inspections.
–
situation.
1
“Adapted from information provided by Canadian Centre for Occupational Health and Safety (CCOHS), 135 Hunter Street East, Hamilton, Ontario, L8N 1M5; 1-800-263-8466 (toll-free in
Items to Include in Workplace Inspections Reports
Completing workplace inspections reports is a critical step since it
summarizes the findings of inspections and provides recommendations for corrective actions. The attached list will help to ensure all important items are included in the inspections report.
STEP3
Completing Workplace
Inspections Reports
Items to be included in workplace inspections reports:
+ + + + + + +
time, date and area/department inspected;
a clear description of existing or potential hazards observed;
priority ranking according to risk: some corrective actions need to be immediate; others require more planning; while others may require temporary measures until a permanent solution can be implemented; recommendations for corrective actions, target date and person responsible for implementation;
name of person(s) who conducted the inspection and completed the report;
date the report was sent to the employer; and
dates for and names of individuals responsible for follow-up/monitoring of corrective actions.
A copy of the workplace inspections report form should be included in the workplace inspections procedures, and those conducting workplace inspections should be trained in its use.
Distributing Copies of Workplace Inspections Reports
The workplace inspections procedures should list those who will receive the workplace inspections reports. Before being distributed, the report should be reviewed by those who conducted the inspections to ensure it is accurate, clear and complete. Copies should be distributed to:
the employer; managers; supervisors;
OH&S committees; and
workers (the workplace inspections procedures should outline how the report is communicated to workers).
OH&S committees should review all formal workplace inspections reports and other related
reports such as checklists as a means to: + + + + +
ensure they are being carried out as required;
identify trends in the kinds of injuries, illness and property damage occurring;
identify specific areas of the workplace that require close monitoring;
monitor corrective actions to ensure their effectiveness; and monitor effectiveness of workplace inspections.
Workplace inspections procedures should also outline:
+ + + +
who distributes the reports/checklists;
who communicates the report findings to staff;
where workplace inspections reports are to be kept; and who is responsible for keeping records of these reports.
Monitoring corrective actions is an important means of preventing injury, illness and property damage and ensuring implementation and
effectiveness of corrective actions. The monitoring process should be included in the workplace inspections procedures.
Ways to ensure corrective actions are monitored include:
OH&S committees actively participate in workplace inspections. The workplace inspections procedures should outline the role of OH&S committees in
workplace inspections. As part of the internal responsibility, workplace inspections should be evaluated by OH&S committees. Following are sample questions OH&S committees may use when evaluating the effectiveness of workplace inspections.
assigning follow-up responsibility to an individual; identifying the date for follow-up;
documenting the individual(s) responsible for follow-up;
including the follow-up date on the workplace inspections report;
adding the corrective action to workplace inspections checklists for future monitoring; and
training workers, including managers and supervisors, to note the effectiveness of the corrective action during their informal workplace inspections.
Is there a procedure(s) for conducting workplace inspections? Are regular workplace inspections conducted?
Are workplace inspections procedures followed?
Role of OH&S Committees in Evaluating Workplace Inspections
STEP4
Does the workplace inspections checklist include ergonomic risks? Is senior management involved in conducting workplace inspections? Are supervisors and front-line workers involved in workplace
inspections?
Are all areas of the workplace inspected (exterior and interior of facility)?
Do OH&S committees review all workplace inspections reports? Are workplace inspections reports communicated to the employer and workers?
Are workplace inspections reports kept by the employer and by OH&S committees?
Are corrective actions put in place to prevent injury, illness and property damage?
Workplace Inspections and the
OH&S Program
The workplace inspections procedures should outline how the other parts of the OH&S program are affected, for example:
; dure
is the employer demonstrating and commitment in
preventing injury, illness and property damage by ensuring all workers understand their responsibility for cooperating with those conducting workplace inspections;
is the procedure followed
for hazards identified during workplace inspections; are hazards identified as the result of
added to the workplace inspections checklist; is there with those responsible for
regarding items in the workplace inspection that may affect that part of the OH&S program;
are the following identified:
the need for education and training, the need to review, revise or develop
,
trends in injury, illness and property damage, and a need for changes in the
are actively participating in workplace inspections; do review all workplace inspections reports; and are the results of workplace inspections to workers.
leadership
hazard recognition, evaluation and control
accident/incident investigations
communication emergency
preparedness/response
safe work practices and procedures emergency preparedness/response proce OH&S committees OH&S committees communicated + + + +
Conclusion
Workplace inspections are a key prevention tool. Employers are required to carry out formal workplace inspections and consult OH&S committees in scheduling them. Employers should also ensure OH&S committees actively participate in these inspections. In addition to actively participating, OH&S committees are responsible for monitoring the effectiveness of workplace inspections. Effective workplace inspections strengthen the overall OH&S program in a workplace and are critical to preventing injuries, illness and property damage.
Having procedures that identify those responsible for the steps in workplace inspections and ensuring all workers understand their responsibility to cooperate with those conducting workplace inspections, strengthens the internal responsibility system. And this goes a long way to building a positive health and safety culture in a workplace.
Appendix B
Appendix C
Appendix D
Appendix E
References to Legislation ...26
Sample Workplace Inspections
Checklist #1 ...31
Sample Workplace Inspections
Checklist #2 ...34
Sample Floor Plan...37
Sample Workplace Inspections Report Form #1 ...38
Sample Workplace Inspections Report Form #2 ...39
Appendix F
Appendix G
an unplanned event that results in a personal injury or illness, damage or loss of property, process or environment.
see “root/basic cause”
performance standards developed by employers, workers and OH&S professionals which exceed basic OH&S legislative requirements and which strive toward doing work in the safest possible way. measures that are implemented to eliminate or minimize hazards in the workplace. These controls are established as either engineering (first line of defence), administrative, or personal protective equipment (used as a last resort).
those unsafe objects, conditions or behaviours which occur immediately before an accident/incident; for example, inadequate guards and barriers, defective tools, and improper lifting. These are not the “root” cause.
occurs when actions normally considered reasonable in a particular circumstance are taken. In cases where a serious workplace injury occurs and legal action is taken, a due diligence defence can be mounted if the person charged did everything a reasonable person would do in the same situation to prevent the injury.
a person who employers one or more workers [ section 2 (f)].
a science that seeks to adapt work or working conditions to suit the worker. The aim is the evaluation and design of facilities, environments, jobs, training methods and equipment to match the capabilities and limitations of workers and reduce the potential for fatigue, error or unsafe acts.
Appendix A - Gloss
ary
Accident Basic/root cause Best practice Controls Direct cause (immediate) Due Diligence Employer Ergonomics OH&S Act, Appendix A – Glossar y
Formal workplace inspections Hazard Incident near miss; potential accident) Informal workplace inspections Internal responsibility system
regularly scheduled examinations carried out as a means of preventing injury,
illness and property damage and of ensuring a safe and healthy workplace. They are formally documented with the use of a checklist and a report that includes recommendations for corrective actions. dangerous object, event, behaviour or condition which has the potential to cause injury, illness or property damage.
an undesired event resulting in potential ( injury, illness or damage to property,
process or environment.
daily routines used as a means of preventing injury, illness and property damage and of ensuring a safe and healthy workplace; for example, a supervisor's walk-through or a worker's routine equipment check. Informal inspections are usually not scheduled or documented and do not require a checklist.
A philosophy guiding OH&S legislation in all Canadian jurisdictions. It is a system where all workplace parties – employers, workers including supervisors and
Appendix A – Glossar y OH&S committee Procedures Risk Root/basic cause Serious accident Serious injury
a committee required to be established by the
employer in workplaces with 10 or more workers. The OH&S committee must consist of representatives of the employer and the worker at the workplace. Section 37, 38, 38.1, 39, 40 and 45 of the describe the composition and duties of the committee and the training and meeting requirements. Further
requirements for OH&S committees can be found in section 21 of the OH&S Regulations.
step by step way for completing of the OH&S program components.
chance of loss based on:
the of an injury, illness, damage or loss of property, process or environment; and the of the injury, illness, damage or loss of property, process or environment. the real cause of an accident/incident and the reason why it occurred; for example, inadequate design, lack of knowledge or skill, physical and physiological stress, etc. The root cause is usually not immediately evident and requires investigation.
an accident resulting in death, permanent or
temporary disability, excessive property damage, or accidental release of pollutants with significant effects. More specifically, serious accidents are those accidents meriting in-depth investigation and are defined in the
section 54(3).
a fracture of the skull, spine, pelvis, femur, humerus, fibula, tibia, radius or ulna; an amputation of a major part of a hand or foot; the loss of sight of a 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 any other injury likely to endanger life or
OH&S Act OH&S Act, (in relation to the OH&S program) + + probability possible severity
cause permanent injury. A serious injury does not include injures 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 [
section 54(3)].
includes a superintendent, foreman or other worker authorized or delegated to exercise direction and control over workers of an employer [OH&S Regulations, section 2 (j)].
departure from an accepted, normal or correct procedure or practice which has actually produced injury or
property damage or which has the potential for producing such loss.
departure from a standardized, accepted or normal physical state to create circumstances which increase the likelihood of an accident.
a person engaged in an occupation [ section 2 (m)].
a place where a worker or self-employed person is engaged in an occupation and includes a vehicle or mobile equipment used by a worker in an occupation [ section 2 (n)]
an employer-funded no-fault insurance system that promotes safe and healthy workplaces, provides return-to-work programs and offers compensation to injured
OH&S Act, OH&S Act, OH&S Act, . Supervisor Unsafe act Unsafe condition Worker Workplace Workplace
Health, Safety and Compensation
Appendix B – References to Legislation
Important Note:
The legislative references included in this section are not official versions. For official versions of the legislation, please see below.
The legislative references in Appendix B refer to the content in this booklet and may not be complete. Workplace parties must refer to the appropriate legislation to find complete information regarding legislative requirements for developing an OH&S program.
Appendix B – R eferences to Legislation
Provincial legislation contact information:
For official copies of the Occupational Health and Safety Act and the
Occupational Health and Safety Regulations please contact: Office of the Queen's Printer Ground Floor
Confederation Building, East Block St. John's, Newfoundland and Labrador Telephone: (709) 729-3649
Unofficial copies are available on-line at: http://www.gs.gov.nl.ca/ohs/legislation.stm
Federal legislation contact information:
For an official copy of the please contact:
Ottawa, Ontario K1A 0S9 Telephone: (709) 772-5571 Bookstores: (613) 954-5779 or 1-800-667-2868
FAX: (613) 654-5779 or 1-800-565-7757 Internet:
Unofficial copies are available on-line at:
Canada Labour Code
Canadian Government Publishing, Communication Canada
http://publications.gc.ca
http://laws.justice.gc.ca/en/l-2/17632.html
OH&S Act
4. Employers’ general duty
5. Specific duties of employers
An employer shall ensure, where it is reasonably practicable, the health, safety and welfare of his or her workers.
Without limiting the generality of section 4, an employer
(a) shall, where it is reasonably practicable, provide and maintain a workplace and the necessary equipment, systems and tools that are safe and without risk to the health of his or her workers…
(f) shall consult and co-operate with the occupational health and safety committee, the worker health and safety representative or the workplace health and safety designate, where the employer is not the workplace health and safety designate, on all matters respecting occupational health and safety at the workplace…
(f.3) shall consult with
(i) the occupational health and safety committee at the
workplace…about the scheduling of workplace inspections that are required by the regulations, and ensure that the committee, the worker health and safety representative or the workplace health and safety designate participates in the inspection.
A worker, while at work, shall take reasonable care to protect his or her own health and safety and that of workers and other persons at or near the
workplace.
A committee established under section 37
(a.1) shall participate in a workplace inspection that an employer is required by the regulations to conduct;
(1) Where less than 10 workers are employed at a workplace, the employer shall ensure that a worker not connected with the management of the workplace is designated as the worker health and safety representative to monitor the health, safety and welfare of workers employed at the workplace.
6. Workers’ general duty
39. Duties of committees
41. Worker representative
42.1 Workplace designate
OH&S Regulations
4. Occupational health and safety program
5. General duties of employers
6. General duties of worker
(1) An occupational health and safety program required under section 36.1 of the Act shall be signed by the employer and by the person or persons responsible for the management of the employer's operations in the province and shall include…
(f) a system for the recognition, evaluation and control of hazards that includes:
(i) evaluation and monitoring of the workplace to identify potential hazards and the associated risks,
(ii) procedures and schedules for regular inspections by management and committee members,
(iii)procedures for the identification, reporting and control or correction of hazards…
(j) maintenance of records and statistics, including occupational health and safety committee minutes, reports of occupational health and safety inspections and investigations, with procedures to allow access to them by persons entitled to receive them under the Act…
(1) An employer shall make arrangements for the regular inspection of all buildings, structures, excavations, machinery and equipment to ensure so far as is reasonably practicable that they are capable of withstanding the stresses likely to be imposed upon them and of safely performing the functions for which they are used.
Every worker shall
(a) make proper use of all necessary safeguards, safety devices and appliances
(i) designated and provided for his or her protection by his or her employer, or
(ii) required under the regulations to be used and worn by him or her; and
(b) report immediately to his or her employer or supervisor a hazardous condition that may come to his or her attention.
Appendix B – R eferences to Legislation
30. Safety inspections
124. General duty of employer
125. Specific duties of employer
(1) Regular inspections of all buildings, excavations, structures, machinery, equipment and places of employment shall be made by the employer or his or her representative at intervals that will ensure that safe working conditions are maintained and unsafe conditions found in these inspections shall be remedied without delay.
(2) When an unsafe condition is discovered by a person, it shall be reported as soon as practicable to a supervisor who shall ensure that appropriate action is taken, without delay, to prevent a worker being injured.
(3) When emergency action is required to correct a condition which constitutes an immediate threat to workers, only those qualified and properly instructed workers necessary to correct the unsafe condition shall be exposed to the hazard and every possible effort shall be made to control the hazard while this is being done.
Every employer shall ensure that the health and safety at work of every person employed by the employer is protected.
(1) Without restricting the generality of section 124, every employer shall, in respect of every work place controlled by the employer and, in respect of every work activity carried out by an employee in a work place that is not controlled by the employer, to the extent that the employer controls the activity…
( .12) ensure that the work place committee or the health and safety representative inspects each month all or part of the work place, so that every part of the work place is inspected at least once each year.
Canada Labour Code Part II
z
(4) A policy committee
( ) shall participate to the extent that it considers necessary in inquiries, investigations, studies and inspections pertaining to occupational health and safety;
(1) For the purposes of addressing health and safety matters that apply to individual work places, and subject to this section, every employer shall, for each work place controlled by the employer at which twenty or more
employees are normally employed, establish a work place health and safety committee and, subject to section 135.1, select and appoint its members…
(7) A work place committee, in respect of the work place for which it is established…
( ) shall participate in all of the inquiries, investigations, studies and inspections pertaining to the health and safety of employees, including any consultations that may be necessary with persons who are
professionally or technically qualified to advise the committee on those matters;
( ) shall inspect each month all or part of the work place, so that every part of the work place is inspected at least once each year…
d
e
k
Work Place Health and Safety Committees
135. Establishment mandatory Duties of committee Appendi xB-R eferences to Legislation
Appendix C – Sample Workplace Inspections Checklist #1
The following includes some of the items which may be found on workplace inspection checklists. It is in no way a complete list. The best checklist for an individual workplace is one that is developed based on the specific needs of the workplace.
Checklist Items Location Conditions/Notes 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
Lighting
Adequate illumination during the day Adequate illumination during the night Glare from light source
Effect from moving equipment(e.g. 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 Inspections Checklist #1
Appendix C – Sample W orkplace Inspections Checklist #1 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
Aisles/Passageways
Adequate width Clear of clutter Adequate lighting
Free of protruding objects Clear signage
Doors have windows
Is there equipment “right of way”
Ladders/Scaffolds
In good condition
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
PPE
Provided Maintained
Meets the standard
Workers trained in the proper use Workers use PPE
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 Inspections
Checklist
#1
General Safety: ITEM CONDITION ADEQUATE CONDITION DEFICIENT ? Is lighting sufficient? ? Is ventilation satisfactory?
? Is furniture and equipment acceptable from an ergonomic perspective?
? Are work station designs acceptable from an ergonomic perspective?
? Is the work area in good repair (floors, windows, doors)?
? Are items stored appropriately?
? Are storage areas well lighted?
? Are heavy items stored at an appropriate height?
? Are appropriate ladders/step stools used?
? Are materials stored clear of sprinkler heads?
? Are items stored over head in a safe manner?
? Are direction signs appropriate?
? Are doors, exits and aisles clear of obstructions?
? Are persons observing “No Smoking” restrictions?
? Are MSDSs1readily available where required?
? Is required PPE being used appropriately?
? Is the use of safe lifting techniques evident?
? Are exit signs clearly visible and illuminated?
? Are stairs clear of obstructions?
? Are fire extinguishers at proper intervals and heights?
? Have fire extinguishers been inspected regularly?
1M
Appendix D – Sample Workplace Inspections Checklist #2
Date: Conducted by:
Site: Location (Room #):
Contact Manager: Phone #:
Appendix
D
–
Sample
W
orkplace
Inspections
Checklist
#2
Inspections
Checklist
#2
Maintenance Issues:
? Are all ladders in safe condition and equipped with safety feet?
? Are tools and equipment in good condition?
? Have elevators been inspected?
? Is there clear access to fire fighting equipment?
? Are fire blankets in good order?
? Are fire hoses properly stored and in good order?
? Are flammable materials stored appropriately?
? Are appropriate sharps disposal units provided where necessary?
? Are fire plans circulated and understood?
? Are scent free guidelines followed?
? Are there latex balloons evident?
Housekeeping Issues:
? Are dry areas left for people to walk on during cleaning?
? Are wet areas identified appropriately?
? Are potential slips and fall hazards quickly cleaned up?
? Are garbage pails overflowing?
? Are sharp objects ever placed in ordinary garbage bags?
? Is all trash handled as if hazardous items are present?
? Are liquids disposed of appropriately?
? Are cleaning supplies (e.g. solutions) appropriately labelled?
? Are mops available for cleanup of spills?
? Are fountains, showers, baths and washrooms cleaned daily?
ITEM CONDITION
ADEQUATE
CONDITION DEFICIENT
Appendix D – Sample W orkplace Inspections Checklist #2 Laboratory Issues:
? Are safe storage, labelling and chemical handling practices used?
? Is ventilation adequate?
? Are MSDSs and WHMIS information available and accessible?
? Are proper hazardous waste disposal methods used?
? Are eye wash stations present?
? Are emergency showers available?
Nursing Issues:
? Are medication storage areas properly locked and secured?
? Are medical gas cylinders properly stored and secured?
? Are appropriate lift devices available?
? Are staff trained in safe patient-handling techniques?
? Is a patient handling program in use?
Linen Handling Issues:
? Is dirty linen handled as if potential hazards are present?
? Are linen bags overfilled (i.e.: over 30lbs)
? Are clean and dirty linen transported in separate trucks?
? Are separate carts used for clean and dirty linen?
ITEM CONDITION
ADEQUATE
CONDITION DEFICIENT
Design
Appendix F – Sample Workplace Inspections Report Form #1
Area inspected: ________________________ Date/Time of inspection: Description of Item or Hazard Location of Item or Hazard Priority Ranking Recommended Corrective Action Person Responsible For Action Target Date Follow up Date/InitialsInspection performed by: _______________________________ _________________________________ _______________________________ _________________________________
Report written by: ______________________________
SIGNATURES & DATE
(CEO) (General Manager)
(Human Resources) (OH&S Committee)
Appendix F – Sample W orkplace Inspections R epor t For m # 1
Attach all supporting documentation; for example, checklist, floor diagram, hazard assessment forms, etc.
Appendix G – Sample Workplace Inspections Report Form #2
Instructions: To be completed by those conducting the workplace inspectionINSPECTION REPORT
AREA INSPECTED
□ First floor/grounds □ Second Floor □ Third Floor Inspectors Name(s): Date:
Item # Responsible Department
ITEMS DETECTED FOR CORRECTION/ACTIONS Person Responsible for Action Date to be Completed Date Completed SIGNATURES __________________________________ Date: / / (OH&S Committee Member)
__________________________________ Date: / / Inspections R epor t For m # 2
Attach all supporting documentation; for example, checklist, floor diagram, hazard assessment forms, etc.
Grand Falls-Windsor
Corner Brook
Department of Government Services OH&S Branch
Human Resources and Social Development
Newfoundland & Labrador Employers' Council
Newfoundland and Labrador Federation of Labour
146-148 Forest Road P.O. Box 9000 St. John's, NL A1A 3B8
Prevention Services Inquiries (709) 778-1552 Prevention Services Fax (709) 778-1564
Toll Free 1 800 563-9000
26 High Street P.O. Box 850
Grand Falls Windsor, NL A2A 2P7 Telephone: (709) 489-1600
Fax (709) 489-1616 Toll Free 1 800 563-3448
Suite 201, Fortis Towers 4 Herald Avenue
P.O. Box 474
Corner Brook, NL A2H 6E6 Telephone: (709) 637-2700
Fax (709) 639-1018 Toll Free 1 800 563-2772
(709) 729-2706 Toll Free: 1-800-563-5471
Labour Program, Newfoundland and Labrador Office Phone: (709) 772-5022 (call collect outside St. John's)
(709) 368-6532 Toll Free: 1-888-738-5900
(709) 754-1660
