Health and Safety Representatives Procedure

1. Introduction and Purpose

To define the roles and responsibilities regarding Health and Safety Representatives (HSR) at Loyalist College to support the safe operation of satellite sites and ensure compliance with the Occupational Health & Safety Act (OHSA).

2. Application

This procedure applies to the Health and Safety Representatives at all Loyalist College sites fewer than 20 but more than five workers.

3. Health and Safety Representatives Roles and Responsibilities

• 3.1 Selection of HSR
  • All satellite Loyalist College sites with more than five workers and up to 20 workers must have an HSR. Sites with fewer than 5 workers must have a HSR if a designated substance is present at the workplace.
  • The HSR will be selected by the workers from the respective satellite campus or the respective Union (if applicable).
  • HSR will commit to a minimum 3-year term.
  • HSRs are allowed time to participate in training activities and perform other HSR duties.
  • HSR will complete the Basic HSR Training Program and where possible, the HSR will become a Certified Member.
  • See OHS 003 Appendix A Health & Safety Representatives listed by Loyalist College satellite site.
• 3.2 Workplace Inspections
  • The HSR will inspect the workplace on a monthly basis.
  • If possible, during the inspection, the HSR will be accompanied by the area supervisor.
  • To assist in the inspection process, refer to OHS 003 Appendix B Workplace Inspection Checklist.
  • Hazards and unsafe work practices must be documented on OHS 003 Form A Workplace Inspections and prioritized according to the severity of the hazard. Refer to OHS 003 Appendix C Setting Hazard Priorities. Whenever possible, identify the Act or Regulation related to the listed hazard in the indicated column.
  • If hazards found during the inspection are immediately dangerous to life and health, these hazards must be corrected on the spot, isolated or the work must be stopped.  The completed workplace inspection report is distributed by the HSR to the identified responsible supervisor, with copies to the Organizational Health & Wellness Specialist.
• 3.3 Incident Investigation and Review
  • The HSR will investigate fatalities or critical injuries that occur at the workplace.
  • In the event of a critical injury, the HSR and supervisor will physically inspect the accident site and any related equipment and provide a report of their findings to the Ministry of Labour, Immigration, Training and Skills Development. Until cleared by the Ministry of Labour, Immigration, Training and Skills Development Inspector, the accident scene must not be disturbed or altered.
  • HSR will review the incident reports of significant incidents including those resulting in lost-time, medical treatment or modified work.
  • Also see the OHS 006 Workplace Incident Reporting policy.
• 3.4 Work Refusal Investigation
  • The HSR will attend a work refusal investigation with the employer or supervisor of the area and the worker refusing the work. See OHS 003 Appendix D Flow Chart of the Work Refusal Process.
• 3.5 Ministry of Labour Inspection
  • The HSR may accompany the Ministry of Labour, Immigration, Training and Skills Development Inspector while they are carrying out a physical inspection of the workplace.
• 3.6 Industrial Hygiene and Other Workplace Testing
  • Prior to any industrial hygiene testing, the HSR must be consulted concerning the proposed workplace testing strategies.
  • The HSR is entitled to be present at the beginning of the industrial hygiene testing.
• 3.7 Recommendations to the Employers
  • If the HSR has identified a situation that may be a source of danger or a hazard to workers, the HSR can make formal, written recommendations to senior management. See OHS 003 Appendix E Sample Recommendation Letter.
• 3.8 Stop Work Orders
  • Work can be stopped in “dangerous circumstances”. This means a situation in which all of the following are true:
  • The Act or the Regulations are being contravened; and
  • The contravention poses a danger or hazard to a worker; and
  • Any delay in controlling the danger or hazard may seriously endanger a worker.
  • If the Certified HSR has reason to believe that dangerous circumstances exist, the certified member will ask a supervisor of the area to investigate. The supervisor must investigate promptly, and the certified member must accompany the supervisor while they investigate.
  • If the Certified HSR is not satisfied with the supervisor’s investigation, and feels the dangerous circumstance still exists, the Occupational Health & Safety Coordinator (Certified Management Member) must be contacted and asked to investigate with the Certified HSR.  If both the Certified HSR and the Organizational Health and Wellness Specialist agree that dangerous circumstances exist, the employer is advised to immediately stop the work or stop using any part of the workplace or any equipment, machinery, tools, etc.
  • If the Certified HSR and the Organizational Health and Wellness Specialist do not agree, either person may ask a Ministry of Labour, Immigration, Training and Skills Development inspector to investigate and to advise on the necessity of a work stoppage prior to the Ministry of Labour, Immigration, Training and Skills Development investigation.
  • After taking steps to remedy the dangerous circumstance, the employer can request that the Certified HSR or Organizational Health and Wellness Specialist who issued the stop-work order, or a Ministry of Labour, Immigration, Training and Skills Development inspector to cancel it.

4. Related Documents and Links

• Health and Safety Representatives Policy
• Appendix A: Health and Safety Representative HSRs
• Appendix B: Workplace Inspection Checklist
• Appendix C: Setting Hazard Priorities
• Appendix D: Flow Chart of the Work Refusal Process
• Appendix E: Sample Recommendation Letter
• Form A: Workplace Inspections
• OHS 006 Workplace Incident Reporting Policy

5. References

• Occupational Health & Safety Act
• Ministry of Labour, Immigration, Training and Skills Development – A Guide for Joint Health and Safety Committees and Health and Safety Representatives in the Workplace