Corporate Safety Manual. Chapter 3 Program Administration

Transcription

1 Corporate Safety Manual Chapter 3 Program Administration Last updated: April 2015

2 Program Administration Chapter 3: Program Administration Index Page Introduction The Components of Program Administration Records Communication Participation Safety Program Audit Responsibilities Creation of an Administrative System Workplace Health and Safety Branch 3-1

3 City of Regina Safety Manual 3-2 Workplace Health and Safety Branch

4 Program Administration Introduction Program administration ensures that all parts of a safety management system are properly communicated, performed and documented. Records of action within each of the elements outlined in this manual help to ensure the safety program remains on track and effective in reducing the risk of injury and occupational illness in the workplace. Components of Program Administration Program administration is divided into three broad categories; records, communication and participation. Records All aspects of the City of Regina s safety management system are to be recorded, tracked and maintained. The record tracking system is used for statistical analysis and the identification of trends that may identify system areas in need of improvement. Records that need to be maintained at the branch level include: Safety meeting or tailgate talk minutes Inspections Investigations Accident/incidents/collision reports Dangerous occurrences Occurrences of harassment or violence Employee orientation and training records OH&S Committee minutes Emergency response exercises or events Hazard assessments and control measures Audit reports Progress or follow-up reports Provincial OH&S reports, compliance orders and responses Safety management system records are kept on file within the Branch for a minimum of three years unless Provincial Regulations or Corporate Policy has differing requirements. All originals of the safety management system records will be kept and maintained by the person performing the documentation, or if there is an administration protocol for the department or branch records are to be kept according to these guidelines. Workplace Health and Safety Branch 3-3

5 City of Regina Safety Manual Communication Communication is a critical component of an effective safety management system. Two-way communication is required between managers and employees to clarify expectations and change unsafe behaviors. Two-way communication may be introduced through the following: Discussion on safety subjects before it becomes an issue in the workplace Safety meeting or tailgate talk Training session OH&S Committee meeting Field-level hazard assessments and tailgate talk Performance review Near miss reporting Manager with worker incident review Manager or employee feedback Participation The foundation of an effective safety management system is employee participation. Employees who understand their roles and responsibilities are comfortable with the system and its objectives will be able to provide important insight into what is and what is not working well in the workplace. The Safety Accountability Matrix outlines the roles and responsibilities for all levels of employment at the City of Regina. The matrix is a reference document prescribing safety activities for all levels of employment to ensure compliance with Section 22 of the Provincial OH&S Regulations. It is encouraged that the Safety Accountability Matrix be used to focus both management s and the worker s efforts to improve safety within the workplace. Specific training for the activities outlined in the Safety Accountability Matrix can be obtained through the Workplace Health and Safety Branch. 3-4 Workplace Health and Safety Branch

6 Program Administration Safety Program Audit A department or branch may be audited annually or as determined by the safety performance of the area. Audits may be performed due to above or below an acceptable level of safety performance as defined by the corporate score card or other safety performance indicators. An audit of an area with above average safety performance may discover principles that would be useful to implement across the corporation. Below average safety performance would be audited to find the root cause for inadequate performance. An audit may be conducted by: The Workplace Health and Safety Branch The Occupational Health & Safety Committee The Workers Compensation Board The Provincial OH&S Branch. A safety professional under contract Responsibilities Managers: Communicate expectations for health and safety to all their employees Enforce health and safety standards Reinforce good behavior and correct undesirable behaviour Hold and document monthly safety meetings Promote health and wellness File and maintain safety records Provide adequate supervision and resources Ensure employees are aware of workplace hazards and are trained to perform workplace hazard assessments Investigate work refusals Maintain confidentially of medical or personal information Upon approval by the Legal Department or the Workplace Health and Safety Branch, provide work-related health and safety records to an authority when requested Workplace Health and Safety Branch 3-5

7 City of Regina Safety Manual Employees: Participate in all health and safety programming and provide constructive suggestions for the improvement of safety in the workplace as needed. Participate in all training offered by the employer Follow the employer s safety standards, comply with policies & procedures and applicable legislation Provide information to assist an investigation Request work-related health and safety information when the level of safety is in question concerning any task performed at work Workplace Health and Safety Representative: Maintain corporate statistics Be available as a resource for the OH&S Committee, workers and management Identify and analyze trends in workplace incidents File and maintain Human Resources safety records Evaluation the safety management system to ensure regulatory compliance and the needs of the corporation Assist the Corporation in complying with Section 22 of the Provincial OH&S Regulations Perform inspections Perform audits Perform Investigations Assist in the investigation of work refusals Ensure corporate awareness of Provincial Acts or Regulations Provide training on OH&S and employee wellness related subjects Draft contractual agreements for third party service providers 3-6 Workplace Health and Safety Branch

8 OH&S Committee Member: Program Administration Advise and assist the employer Help the employer to identify, assess and control hazards Address the concerns of employees Communicate with employees and management Help orientate new and inexperienced employees Help the employer with policies, plans and programs Help the employer plan employee training Investigate work refusals Work with the employer to continually maintain the effectiveness of the Safety Accountability Matrix Creation of an Administrative System Administrative record keeping is a system for processing and filing the paperwork generated when documenting safety activities. Administrative record keeping requires a systematic method of record storage that ensures any record can be retrieved when needed. When developing an administrative system it is recommended that several stakeholders are consulted to ensure that the system considered can be supported by the existing corporate technologies and available administrative personal. The Workplace Health and Safety Branch can assist in defining what records of safety activity need to be documented and filed within the work unit. An audit may need to be performed in the work area to define what specific safety documentation is required for OH&S regulatory compliance. The Branch must file the original safety documentation on site. This may be in the Manager s or their designates office/work station. The documentation must be available upon request; this could be immediately depending on the situation. Some safety activities may be tracked through objectives in the Corporate Score Card or through a directorate from the Executive Leadership Team. These specific safety activities will have to be documented and copies forwarded to an administration staff member within the Department for record. This documentation requirement should be reviewed with the Director of the Department periodically to ensure corporate compliance. Workplace Health and Safety Branch 3-7

9 City of Regina Safety Manual Under the current Provincial OH&S Regulations there are specific safety documents that must be forwarded to the Provincial OH&S Branch which include: Dangerous Occurrence report Serious injury of a worker report Investigation report Response to a Notice of Contravention or Notice of Compliance. In the event that a report is to be forwarded to the Provincial OH&S Branch it is recommended that your Workplace Health and Safety Representative review the document before providing it to the Province. Detailed attention to the administrative processes of all safety documentation is important. A lost document can result in placing you or the corporation at risk of sanctions. For the purpose of investigation or auditing, if the document cannot be produced to the auditor for evidence, the assessment from the auditor would be the activity did not take place. Document all safety activities and ensure they are stored for proof of your due-diligence. 3-8 Workplace Health and Safety Branch