WSPS 2015 Safety Group e-binder

Transcription

1 WSPS 2015 Safety Group e-binder January CGPA WSPS.CA

2 Welcome Welcome to the WSPS Safety Group Program! This electronic binder (e-binder) is intended for WSPS Safety Group members only. It provides you with program requirements, sample forms, contact information, meeting locations, deadlines, and instructions to access resources and electronic links. Instructions for using the e-binder The electronic links built into this document allow you to: click on any item in the to move directly to a section or go back to the by clicking on the words located at the bottom of most pages In addition, there are links to other resources. Just move your cursor over the underlined links in blue font and click through or for older versions of Microsoft Word, press control and click with your mouse on the link. We encourage you to review this electronic binder and become familiar with the links. I

3 Page No. Safety Group Program Requirements WSIB Safety Group Employer Guidelines 4 th Edition... 1 Participation Requirements for Firms...2 WSPS 2015 Safety Group Program Rebate Disbursement Plan...2 Safety Group Advantage Program (SGAP)... 3 Withdrawal, Removals and Deletions...4 Reports 2015 Key Reporting Dates...5 Reporting Instructions and Forms...6 Chapters 2015 Chapter Locations and Chapter Leader Contact Information Chapter Meetings...10 Instructions to Access Safety Group Community Website and Sample Standards...11 Quick Links Regular Program...22 Quick Links SGAP...23 Assistance II

4 WSIB Safety Group Employer Guidelines 4 th Edition About the Employer Guidelines The WSIB Employer s Guidelines (4th edition) provides most of the information you need to be successful in the Safety Gorup program. It will be referenced by the WSIB in final decisions regarding your firm s completion of the program requirements and eligibility for rebate. It is your responsibility to read and understand its contents. Employer s Guideline 4th Edition The guidelines include: Safety Group Program rules A description of what is expected of you as the employer, your safety group sponsor and WSIB The 5 Steps to Managing Health and Safety the foundation of the Safety Groups Program Health and Safety Management System (HSMS) Element requirements All necessary templates When you begin the program, you will complete an initial Workplace Assessment, which helps you identify the strengths and weaknesses of your health and safety program. You will then use this information to choose the health and safety program elements you need to complete for the year. Workplace Assessment Form Note: If the safety group contact for your firm changes, please advise WSPS by sending an to your Chapter Leader with a copy to safetygroups@wsps.ca. Make sure to transfer this booklet and the WSIB Employer Guidelines to the new contact to help ensure continuity of the program within the firm. 1

5 Participation Requirements for Firms Firms must be in good standing with the WSIB without charges or convictions under the Workplace Safety and Insurance Act and have an active account with the WSIB open until December 30th of the program year. Firms must complete all five elements to share in the maximum amount of the rebate. Those that complete less, will affect the group s overall score and reduce the rebate. Firms must complete at least three elements, and have a minimum 60% achievement score. Participate in at least three safety group meetings during the year. An employer who experiences a traumatic fatality will be disqualified from participating in the safety group rebate in the same year. Complete all other requirements of the Safety Groups Program as outlined on page 8 of the Employer Guidelines. WSPS 2015 Safety Group Program Rebate Disbursement Plan If eligible for a rebate Each member (account) will receive a flat rebate of $1,000. The balance of rebate will be distributed to each member based on their percentage of premium paid to the WSIB. If there is not sufficient funds to fully cover the flat fee, the rebate will be distributed to each member based on their percentage of premium paid to the WSIB. Note: 1. When a firm registers a WSIB account(s) in the Safety Groups Program it is required to implement the program at every location covered by the account. 2. Safety group rebates are calculated and distributed at the WSIB account level and not for each individual location. 3. Rebates are disbursed in the year following the year of participation. Please notify your chapter leader immediately if there are any changes to your WSIB account number throughout the program year. 2

6 Safety Group Advantage Program (SGAP) The 2015 Advantage Program is designed to: Provide firms with the advantage of continuing in the Safety Groups Program to develop and implement a comprehensive audit of their Health and Safety Management System (HSMS). Equip firms with the tools and knowledge to continue annual internal HSMS Audits to positively influence their safety performance and culture. Support the maintenance of a fully functioning Health & Safety Management System. Allow firms flexibility to select a Health and Safety Management System audit criteria suited to their business needs. Firm Eligibility The Advantage Program is recommended for firms who have successfully completed 5 years in the Safety Groups Program. A firm who has successfully completed 3 or 4 years in the Safety Groups Program can request Sponsor approval to participate in the Advantage Program. It is the responsibility of the Sponsor to evaluate the firm s resources and ability to successfully participate in the Advantage Program. Firms that decide to participate in the Advantage Program in their 4 th or 5 th year can not reverse their decision and return to the regular Safety Groups Program in 2015 or future years. A 4 th or 5 th year firm that withdraws or is removed from the 2015 Safety Group Program will have the option to return to the regular Safety Groups Program the following year. Firms entering their 6 th year of Safety Groups Program participation, who do not feel ready for the Advantage Program requirements, can continue in the regular Safety Groups Program in 2015, with the following conditions: Must select, or maintain, Element A.6 Health & Safety Management Review Document (Internal Audit), and Maintain all previous elements (25), each worth 1% of achievement score Note: Firms entering their 6 th Safety Group Program year that chose to move into the Advantage Program in a previous year do not qualify for this option. Meet Participation Requirements for Firms as outlined on page 8 of the Safety Groups Program Employer Guidelines (4 th edition). Firms with multiple WSIB accounts participating in the Safety Groups Program/ Advantage Program should speak to their Sponsor and WSIB Safety Groups Program Consultant to ensure each account is correctly registered. SGAP 2015 Employer Requirements 3

7 Withdrawal, Removals and Deletions The overall success of the Safety Group depends on the efforts and success of each member. We are all here to help each other succeed. However, sometimes business priorities and situations change and a company may be unable to fulfill their commitment. Withdrawals Firms can voluntarily remove themselves from the program any time prior to December 31 st of the program year. Member firms that withdraw from the program will be ineligible for any rebates applicable to that program year. Registration fees are not refundable after January 1 st of the program year. You must formally notify WSPS of this decision by sending an to safetygroups@wsps.ca and include your company name and WSIB account number and if possible, the reason you are withdrawing. Removals Firms that aren t meeting the Safety Group Program requirements will be removed from the group by WSPS. Member firms that are removed from the program will be ineligible for any rebates applicable to that program year. Registration fees are not refundable after January 1 st of the program year. For firms that withdrawal or are removed from the program, their company premiums and performance statistics remain a part of the WSPS Safety Group collective data and will be included in the calculation of the group s rebate; however, they are not included in the Achievement Score. Deletions A firm can leave the Safety Groups Program within 10 days of the first group meeting. You must formally notify WSPS of this decision by sending an to safetygroups@wsps.ca and include your company name and WSIB account number. Firms that go out of business during the program year will also be deleted from the program. Firms that are deleted will be ineligible for any rebates applicable to that program year. In cases where the firm is deleted from the program, there is no impact on the group score/rebate. 4

8 2015 Key Reporting Dates All firms are to submit their Safety Group program reports electronically to their Chapter Leader, by the deadlines listed below. WSPS manages the submission of reports to the WSIB. Therefore, we are not able to grant extensions to the deadlines. Report Type 2015 Deadline Workplace Assessment (do not submit) February 20, 2015 Action Plan February 20,2015 Progress Report # 1 May 15, 2015 Progress Report # 2 October 16, 2015 Year-end Achievement Report November 30, 2015 Year-end Maintenance Report (2 nd -5 th year firms only) November 30, 2015 Year-end Report Checklist and supporting documentation (SGAP) November 30, 2015 Important: Keep all documentation in case you are selected for a validation audit. 5

9 Reporting Instructions and Forms Use the fillable PDF forms (links below) and submit all completed reports to your Chapter Leader. Action Plans Action Plan Regular Action Plan SGAP Progress Reports Progress Report #1 Regular Progress Report #2 Regular Progress Report #1 SGAP Progress Report #2 SGAP Year-end Reports Year-end Achievement Report Year-end Maintenance Report Year-end Report Checklist SGAP All 5 steps must be completed during the calendar year and documentation of all 5 steps is required to demonstrate completion of a health and safety program element. All submitted reports must be hand signed by the Senior Manager/Owner/CEO/President* of your company. *Senior Management Owner, President, CEO or equivalent. Management staff that have the authority to approve and commit company resources (time, people and money) for health and safety are considered to be senior. 6

10 2015 Chapter Locations and Chapter Leader Contact Information CHAPTER CHAPTER LEADER MEETING LOCATION Agricultural Leamington Barrie 1 SGAP Barrie 2 Brampton SGAP Cambridge Cambridge SGAP Concord Durham Grimsby Regular Grimsby SGAP Kingston/Belleville Jay Remsik jay.remsik@wsps.ca ext Kirsi Henry kirsi.henry@wsps.ca ext Kirsi Henry kirsi.henry@wsps.ca ext David Mustard David.Mustard@wsps.ca ext Karen Gillett karen.gillett@wsps.ca ext Karen Gillett karen.gillett@wsps.ca ext Craig Fairclough craig.fairclough@wsps.ca ext Dana Greenly dana.greenly@wsps.ca ext Betty Lofthouse elizabeth.lofthouse@wsps.ca ext Betty Lofthouse elizabeth.lofthouse@wsps.ca ext Fred Young fred.young@wsps.ca ext Colosantis Tropical Gardens 1550 Road 3 E Ruthven, ON N0P 2G0 Hampton Inn & Suites 74 Bryne Drive Barrie, ON L4N 9Y4 Hampton Inn & Suites 74 Bryne Drive Barrie, ON L4N 9Y4 Brampton Golf and Country Club 7700 Kennedy Rd Brampton, ON L6W 0A1 Holiday Inn 200 Holiday Inn Drive Cambridge, ON N3C 1Z4 Holiday Inn 200 Holiday Inn Drive Cambridge, ON N3C 1Z4 Courtyard Toronto Vaughan 150 Interchange Way Vaughan, ON L4K 5P7 Travelodge 940 Champlain Avenue Oshawa, ON L1J 7A6 Real Canadian Superstore 361 South Service Road Grimsby, ON L3M 4E8 Real Canadian Superstore 361 South Service Road Grimsby, ON L3M 4E8 Travelodge Hotel Lasalle 2360 Princess Street Kingston, ON K7M 3G4 7

11 CHAPTER CHAPTER LEADER MEETING LOCATION London SGAP London 1 London 2 Milton Mississauga SGAP Mississauga 1 Mississauga 2 Mississauga 3 Muskoka Northumberland/ Peterborough Ottawa 1 Ottawa 2 Lois Weeks lois.weeks@wsps.ca ext Carolann Quinlan-Smith carolann.quinlansmith@wsps.ca ext Jeff Pedlow jeff.pedlow@wsps.ca ext John VanLenthe john.vanlenthe@wsps.ca ext Hamish Morgan hamish.morgan@wsps.ca ext Hamish Morgan hamish.morgan@wsps.ca ext Chantale Potvin chantale.potvin@wsps.ca ext Paul Hartford paul.hartford@wsps.ca ext Kirsi Henry kirsi.henry@wsps.ca ext Fred Young fred.young@wsps.ca ext Allison Beer alison.beer@wsps.ca ext Rishma Brenner rishma.brenner@wsps.ca ext Best Western Plus Lamplighter Inn 591 Wellington Road South London, ON N6C 4R3 Best Western Plus Lamplighter Inn 591 Wellington Road South London, ON N6C 4R3 Best Western Plus Lamplighter Inn 591 Wellington Road South London, ON N6C 4R3 Best Western Plus Milton 161 Chisholm Drive Milton, Ontario L9T 4A6 CHSI WSPS Main Office 5110 Creekbank Rd Mississauga, ON L4W 0A1 CHSI WSPS Main Office 5110 Creekbank Rd Mississauga, ON L4W 0A1 CHSI WSPS Main Office 5110 Creekbank Rd Mississauga, ON L4W 0A1 CHSI WSPS Main Office 5110 Creekbank Rd Mississauga, ON L4W 0A1 Muskoka Riverside Inn 300 Ecclestone Drive Bracebridge, ON P1L 1G5 Holiday Inn 150 George Street Peterborough, ON K9J 3G5 WSPS Office, Ottawa 1125 Colonel By Drive Ste 3100 Carleton University Ottawa, ON K1S 5R1 WSPS Office, Ottawa 1125 Colonel By Drive Ste 3100 Carleton University Ottawa, ON K1S 5R1 8

12 CHAPTER CHAPTER LEADER MEETING LOCATION Scarborough Stratford Weed Man Windsor 1 Windsor 2 Craig Fairclough craig.fairclough@wsps.ca ext Lois Weeks lois.weeks@wsps.ca ext John VanLenthe john.vanlenthe@wsps.ca ext Jon Beveridge jon.beveridge@wsps.ca ext 2062 Jon Beveridge jon.beveridge@wsps.ca ext 2062 Radisson Hotel Toronto East 55 Hallcrown Place Toronto, ON M2J 4R1 The Festival Inn 1144 Ontario Street Stratford, ON N5A 6Z3 Refer to 2015 Safety Group Chapter Meeting Dates schedule (below) Ciociaro Club 3745 N Talbot Rd Oldcastle, ON N0R 1L0 Refer to 2015 Safety Group Chapter Meeting Dates schedule (below) 2015 Safety Group Chapter Meeting Dates 9

13 2015 Chapter Meetings In order to be eligible for the rebate, one of the criteria is that you must attend at least 3 out of the 5 Safety Group chapter meetings. Please ensure you or a representative from your organization signs the attendance sheet at every meeting. If you would like to attend a meeting other than your home chapter, please contact your Chapter Leader to advise them to ensure your attendance is properly recorded. Your Chapter Leader will send out meeting notices and agendas approximately one week prior to each meeting Meeting Schedule 2015 Safety Group Contact If the Safety Group Program contact person at your company changes, please notify your Chapter Leader and safetygroups@wsps.ca. This will ensure that attendance sheets and distribution lists are updated. 10

14 Instructions to Access Safety Group Community Website and Sample Standards If you already have access to the community website, go to page 18 for instructions on accessing sample standards for each element in the WSIB Employer Guideline. 1. Visit the WSPS website at 2. Choose one: A) NO WSPS ON-LINE ACCOUNT If you don t have a WSPS account, go to step 3. B) WSPS ON-LINE ACCOUNT If you already have a WSPS account, go to the section titled Sign In and Access Community Website on page Click on Create account 3. 11

15 4. Complete Step 1 of 3 Personal Profile 5. Click Next Enter the required company information OR click Skip Company Profile and enter the information at a later date 7. Click Next

16 8. Enter security code and check that you agree to the Terms of Use 9. Click Finish You will receive an from with the subject line Registration information confirming that you have been registered on the WSPS site. 11. Click on Community and select Community Groups Click on picture icon or WSPS Safety Group

17 13. You will receive the following message: Group Access Denied. The content of this group is only available to its members. You can join the group by clicking on the words this link Enter your User Name ( address) and Password. 15. Click Log on You will be asked: Do you want to join WSPS Safety Group. Click on the word Join

18 17. Your group access will be denied as your membership needs to be approved by the administrator within 24 hours of your request. Click on Close You will receive an from with the subject line You are now waiting for approval to group WSPS Safety Group. 17. Once approved, you will receive an from with the subject line You are now approved to access group WSPS Safety Group. See instructions on page 16 to sign-in and access the Safety Group Community Website. 15

19 Sign-In and Access WSPS Safety Group Community Website 1. Visit and click Sign in Enter your username ( address) and password and click on Sign-In Click on Community and select Community Groups 3. 16

20 4. Click on the picture icon or WSPS Safety Group 4. Welcome to the WSPS Safety Group Community Website! 17

21 Sample Standards for All Elements in the WSIB Employer Guidelines Element standard samples for each element in the Employer Guidelines are available on the Community Website. To access the samples, follow the instructions below. 1. From the home page, click on Document Library Click on the folder titled Elements 2. 18

22 3. Elements are organized by category as per the Safety Groups Program Elements List beginning on page 22 of the WSIB Employer Guidelines. For example, if you are looking for the sample standard for element A.3 Networking from the leadership category, click on the arrow, beside the folder titled A. Leadership to expand the folder Once you expand the folder, elements are listed in alphabetical order. Click on the name of the element. In this example, Networking A

23 5. Scroll to the bottom of your screen, to see the list of files associated with this element, including the sample standard. Click on the name of the file Networking-Standard-Template Click Download 6. 20

24 7. Click Open 7. 8 The standards are generic and are to be used only as a guide. They MUST be READ and MODIFIED to suit the specifics of your company. Click Enable Editing to cut and paste sections that pertain to your company into a new document

25 Quick Links Regular Program Resources WSIB Employer Guidelines 4th Edition Chapter Meeting Dates and Locations 2015 SG Chapter Meeting Schedule Action Plans Action Plan Progress Reports Progress Report #1 Progress Report #2 Year-end Reports Year-end Achievement Report Year-end Maintenance Report 22

26 Quick Links SGAP Resources Safety Group Advantage Program Requirements Chapter Meeting Dates and Locations 2015 SG Chapter Meeting Schedule Forms WSIB HSMS Review Form Action Plans Action Plan Progress Reports Progress Report #1 Progress Report #2 Year-end Report Year-end Report Checklist 23

27 Assistance Safety Group Program Questions For assistance with any questions please contact your Chapter Leader. Your local WSPS consultant and your Chapter Leader will be invaluable resources to you, along with all the other members of the safety group chapter. If you require further assistance please do not hesitate to send your request to 24