Health and Safety Roles and Responsibilities

1. Policy

Loyalist College is committed to providing and maintaining a healthy, safe working and learning environment for employees, students and visitors, in order to prevent illness and injury. The College is also committed to solving health and safety problems through a collaborative approach with employees, and to ensuring continuous improvement in health and safety performance.

Loyalist College supports the establishment of a strong internal responsibility system (IRS) whereby all workplace parties share in making Loyalist College a safe and healthy work and learning environment.

See Appendix A Loyalist College – Policy Statement on Health & Safety.

2. Purpose

• To identify the health and safety responsibilities of each individual in the College community.
• To provide a framework under which all members of Loyalist College may comply with their personal legal duties to take all reasonable care to ensure that the College complies with the OHSA and its regulations.
• To provide a framework under which all College employees set high personal safety standards, lead by example and ensure that safe work practices are routine in all activities.
• To support the College Health and Safety Policy Statement and provide a framework for identifying and controlling workplace hazards.
• To provide guidance to each of the workplace parties in meeting their obligations under the health and safety legislation.

3. Scope

This procedure is applicable to all Loyalist College employees and students.

4. Responsibility

• 4.1 The College Executive Team will:
  • Assume a leadership role in promoting the elements of the OH&S system, including the development, approval and annual review of the “Policy Statement on Health & Safety”;
  • Take reasonable care to ensure the College complies with health and safety regulations and requirements;Appoint “competent” supervisors as defined by the OHSA. A competent person is defined in the OHSA as someone “who is qualified because of knowledge, training and experience to organize the work and its performance, is familiar with this Act and the regulations that apply to the work, and has knowledge of any potential or actual danger to health or safety in the workplace”;
  • Approve College health and safety related policies and recommend resources to be allocated to health and safety;
  • Ensure the performance review of each direct report includes goals for safety performance;
  • Prepare an annual report on health and safety activities for presentation to the Board of Governors;
  • The Executive Director Student Success and Human Resources Services oversees and supports the work of the Health and Safety Coordinator in coordinating the College’s activities regarding the development, implementation and maintenance of the Occupational Health and Safety program.
• 4.2 Supervisors and Managers will:
  • Identify hazards in the workplace environment and control exposure to those hazards;
  • Ensure employees are informed of actual and potential hazards related to their job or workplace;
  • Provide information, instruction and training to enable workers to safely perform their jobs;
  • Conduct health and safety inspections of their respective areas;
  • Review reports of serious accidents or high risk incidents within 24 hours and ensuring the appropriate corrective action is taken;
  • Address hazards brought to their attention by workers and by the JHSC in a timely manner;
  • Maintain appropriate records sufficient to demonstrate compliance with their duties and obligations;
  • Where applicable, provide direction to Faculty regarding supervision and safety of all students.
• 4.3 The Occupational Health and Safety Coordinator will:
  • Assist individuals and departments in meeting their responsibilities by providing advice on applicable legislation and the College’s policies and procedures, monitoring compliance with the legislation and the Health and Safety Program, and recommending policies and procedures;
  • Recommend to the Executive Director Student Success and Human Resources Services, an occupational health and safety policy and program and amendments to keep them current;
  • Act as a resource for the JHSCs and Safety Representatives. May sit on a JHSC as a management member;
  • Coordinate testing and assessments for designated substances, chemical, physical or biological agents and other safety related assessments as required;
  • Coordinate the College’s activities regarding the development, implementation and maintenance of the Occupational Health and Safety Program;
  • Attend inspections conducted by regulatory authorities and coordinate corrective measures with affected management staff;
  • Prepare an annual report to the College Executive Team for the Executive Director Student Success and Human Resources Services.
• 4.4 The Joint Health and Safety Committee and Safety Representatives will:
  • Establish and comply with the applicable Terms of Reference (See OHS-001/002/003);
  • Perform monthly workplace inspections to identify, evaluate and report potential workplace hazards;’
  • Be involved in other health and safety activities such as accident investigations and industrial hygiene testing;
  • Be consulted regarding developing and monitoring of programs or initiatives that impact the health and safety of our employees;
  • Make recommendations to the employer for the improvement of workplace conditions and safety procedures.
• 4.5 Employees will:
  • Adhere to legislated safety regulations and College and departmental safety requirements;
  • Use or wear any equipment, protective devices or clothing required by the College;
  • Promptly report any workplace hazard, defective equipment or contravention of the OHSA or regulations or College safety rules and procedures to his/her supervisor;
  • Not operate, use any equipment, or work in a way that may endanger their health and safety or that of any other person;
  • Communicate departmental safety requirements to students in their charge and provide a positive role model for students;
  • Familiarize themselves with applicable emergency procedures, respond promptly and appropriately to emergency alarms and provide leadership for the safety of students or visitors in their charge in the event of an emergency.
• 4.6 Students will:
  • Adhere to legislated safety regulations and College and departmental safety requirements;
  • Conduct themselves in a manner conducive to personal and class safety at all times;
  • Not interfere with or misuse equipment provided for safety purposes; Respond promptly and appropriately to emergency alarms and instructions from College staff responding to emergencies.

5. Procedure

• 5.1 Due Diligence
  • All employees must consider health and safety implications for every activity.
  • All employees have a right to refuse work they believe may be dangerous to their health or safety, or to that of others.
  • Supervisory Staff must:
    • Identify safety needs and hazards
    • Provide and implement controls
    • Take every precaution reasonable in the circumstances for the protection of employees
    • Demonstrate that working in a safe manner and maintaining a safe workplace are core values
  • The Occupational Health and Safety Act and its regulations will be used
• 5.2 Legislation
  • The College must adhere to the legislation of the Occupational Health & Safety Act (OSHA) and the applicable Regulations. The Act defines the rights and responsibilities of the various workplace parties. The Ministry of Labour is responsible for enforcing the OHSA and Regulations and Ministry of Labour Inspectors are granted numerous powers and abilities, some of which include:
    • Enter a workplace at any time without warrant or notice and question any person
    • Inspect any or all of the workplace
    • Investigate critical injuries
    • Issue orders to the College for corrective action
    • Shut down parts of or the whole workplace
    • Initiate prosecution or issue monetary fines against any workplace party
  • While the Ministry of Labour Inspector is performing his/her duties, all workplace parties are required to:
    • Cooperate with and assist the inspector;
    • Not interfere or provide false information.
• 5.3 Training
  • All employees must complete any required safety training within the identified time frame.
    • New employees will receive Orientation training upon hire. At a minimum, employees must complete “Worker Health & Safety Awareness Training”. In-class orientation sessions will be coordinated by Human Resources Services.
    • Supervisors and managers will ensure their employees receive appropriate training to allow them to work safely with any departmental hazards.
    • Any employee who works with or near controlled substances (hazardous materials) and their respective supervisor must complete WHMIS training. The need for retraining or refresher training will be determined by the JHSC.
    • Supervisor and managers are responsible to ensure their respective employees complete any required safety training in a timely manner.
    • Supervisors or anyone who provides direction to workers must complete “Supervisor’s Health & Safety Awareness Training” within 7 days of taking on supervisory responsibilities.
    • All training activities will be documented. Records of training must be sent to Human Resources Services for inclusion in the electronic training database.
• 5.4 Personal Protective Equipment (PPE)
  • Managers and supervisors, with direction from the Occupational Health & Safety Coordinator, will assess the risks associated within the various departmental activities and identify the personal protective equipment required.
  • Managers and supervisors will communicate and enforce the requirements for PPE required for their area of responsibility.
  • Employees and students will wear the PPE identified by their supervisor as needed to control the risk of injury or whenever they are exposed to a hazard that could result in injury.
• 5.5 Equipment Acquisition, New Processes & Procedure, Building Construction and Renovations
  • The responsible department must request a health and safety review and approval from the Health and Safety Coordinator for:
    • Purchases of items with health and safety implications (e.g. equipment, designated substances, services); 
    • New activities or process with health and safety implications; 
    • New departmental procedures, guidelines or programs with health and safety implications; 
    • Major construction and renovation projects. 
• 5.6 Contractors, Visitors and Agents
  • are expected to work in compliance with OHSA and its regulations and any College safety requirements while on College property.
    • Anyone who arranges for guest lecturers or who hosts a visitor is responsible for ensuring they are informed of safety, emergency and fire evacuation procedures as appropriate.
    • Any employee of the College who is responsible for hiring and/or overseeing an independent contractor to perform work must ensure that:
      • The contract documents incorporate the applicable requirements under the College Health and Safety Program;
      • Relevant information relating to workplace hazards (including the presence of any designated substances) at the College is communicated in writing to the contractor;
      • Contract requirements for complying with the College Health and Safety Program and other relevant programs are monitored and enforced;
      • The contractor’s activities are monitored to ensure they are working in a safe manner, their tools and equipment are in good working condition, appropriate guards are in place and they are not compromising the safety of College staff or students.
• 5.7 Violations
  • All employees have the right to refuse work that they consider to be hazardous, without risk of reprisal.
    • Wilful violations of the OHSA, regulations or College policies or procedures may result in disciplinary action including progressive discipline.
    • The Occupational Health & Safety Coordinator will advise applicable Supervisory Staff of contraventions of health and safety regulations or College requirements.
    • Applicable Supervisory Staff will promptly administer corrective and/or disciplinary measures in relation to safety infractions.
    • Where a student has contravened health and safety requirements, the matter will be dealt with in accordance with the AOP 209 Student Code of Conduct – Positive Learning and Living Environment and the “Appendix AOP209(A) – Behavioural Responsibility Protocol”.
    • Fines or charges levied under the OHSA or Criminal Code of Canada (Section 217.1) to supervisors or workers are the responsibility of the individual.
• 5.8 Policy Maintenance
  • The “Loyalist College – Policy Statement on Health & Safety” (Appendix OHS-004A) will be posted in conspicuous locations around the College and this procedure will reside on the myLoyalist portal, Policy and Procedure Manual -Health & Safety.
  • Annually, the Policy Statement and procedure will be reviewed and updated as needed by the Occupational Health & Safety Coordinator in consultation with the JHSC and approved by the College Executive Team.

6. Related Documents and Links

• Appendix A: Policy Statement on Health & Safety
• OHS 001 Joint Health and Safety Committee – Belleville
• OHS 003 Health and Safety Representatives
• AOP 209 Student Code of Conduct

7. References

• COOSHA – College Protocol for Health and Safety Roles and Responsibilities
• Occupational Health & Safety Act