City of Regina Employee Safety Handbook The Employee Safety Handbook supplements the Corporate Safety Manual. It is designed to support employees in understanding their role and provides employees with an overview of the basic safety knowledge and requirements needed to understand and perform their duties safely.
- 3 - Table of Contents 1.1 OH&S General Information...4 1.2 General Duties of the Employer...4 1.3 General Duties of the Supervisor...5 1.4 General Duties of the Worker...5 1.5 Rights of all Workers...5 1.6 Exercising the Right to Refuse...7 1.7 Workplace Hazards...8 1.8 Reporting of Hazardous Conditions...8 1.9 Occupational Health and Safety Committees...8 1.10 Safety Meetings...9 1.11 Position Specific OH&S Requirements...9 1.12 OH&S Policies, Programs, and Procedures...9 1.13 Harassment...10 1.14 Violence in the Workplace...11 1.15 Personal Protective Equipment...12 1.16 Workplace Injury...12 1.17 Needle Disposal...13 1.18 Horseplay...14 1.19 Alcohol and Drugs...14 1.20 Workplace Ergonomics...14 1.21 Emergencies 14
- 4 - Occupational Health and Safety The Human Resources Department, Workplace Health and Safety Branch will monitor the Corporate Occupational Health and Safety Programming (OH&S) for the City of Regina. The Occupational Health and Safety Program is a system of prescribed measures to be adopted into the workplace to assist management to ensure the safety of all workers through reasonable and practical measures. A second requirement is to ensure that the Corporation meets the requirements of provincial legislation that govern our workplaces. 1.1 OH&S General Information Saskatchewan Employment Act, the Saskatchewan Occupational Health and Safety Regulations 1996, the City of Regina, Corporate Safety Manual and applicable policies regulate workplace safety standards; provide injury prevention strategies and procedures for occupational injury claims management. The City of Regina, as an Employer, shall ensure insofar as is reasonably practicable the health, safety and welfare at work of all of our workers. You as an Employee also have a responsibility to ensure that your workplace is safe. You should take every measure that is reasonably practicable to avoid injury or illness to yourself, your co-workers, or the general public. 1.2 General Duties of the Employer Management and Employees share a responsibility for providing and maintaining a healthy and safe work environment. Part III, Sections 8 and 10 of the Saskatchewan Employment Act define the general duties of both workers and employers. The general duties of the employer are outlined in the Saskatchewan Employment Act Part III, Section 8 and OH&S Regulations Part III, Section 12. They include: Refrain from disrespectful behaviour, harassment or violence Provide a safe and healthy workplace Establish a OH&S committee(s) and its effectiveness Consult and cooperate with the committee Provide workplace information and training Ensure OH&S committee members are trained on their duties Ensure all work at a place of employment is sufficiently and competently supervised Arrange for regular examination of the workplace, tools, and equipment Ensure workers are not exposed to harassment Enable the OH&S committee to inspect the workplace regularly Promptly correct unsafe conditions and activities
- 5 - Ensure the OH&S committee investigates accidents and dangerous occurrences Know and comply with health and safety requirements 1.3 General Duties of the Supervisor Along with the general duties of a worker, in Saskatchewan, a Supervisor has the additional duties as outlined in the Saskatchewan Employment Act, Part III, Section 9 and OH&S Regulations, Part III, Section 17 (2). Refrain from disrespectful behaviour, harassment or violence Supervisors must ensure that they understand, comply and enforce the relevant sections that govern their workplaces as prescribed within the City of Regina Safety Manual, Policies or the OH&S Act and Regulations. Ensure workers under their direction know and comply with the City of Regina Safety Manual, Policies or the OH&S Act and Regulations. Ensure workers under their direction receive adequate and competent supervision Cooperate with the OH&S committee 1.4 General Duties of the Worker The general duties of the employee are outlined in the Saskatchewan Employment Act Part III, Section 10 and OH&S Regulations Part III, Section 13. They include: Refrain from disrespectful behaviour, harassment or violence Ensure that they understand and comply with the relevant sections that govern their workplaces as prescribed within the City of Regina Safety Manual, Policies or the OH&S Act and Regulations. Take reasonable care to protect their health and safety and that of other workers Cooperate with their Employer, Supervisors, and OH&S Committee Members Use safe work procedures, practices and personal protective equipment (PPE) Conduct hazard assessments and report hazards to their Supervisor or Employer immediately Participate in training and safety meetings 1.5 Rights of all Workers Under Saskatchewan Legislation all workers have Three Basic Rights. It is your responsibility to know these rights as you may be asked to recite them to, a Provincial Occupational Health and Safety Officer, an external auditor or a representative of the Workplace Health and Safety Branch. The three rights are:
- 6 - The Right to Know the hazards at work and how to control them. The Right to Participate in finding and controlling workplace hazards. The Right to Refuse work that the worker believes to be unusually dangerous. Right to Know You have the right to get information about hazards in the workplace. Hazards are anything that has the potential to cause an injury or illness. If your supervisor does not tell you of the hazards in your workplace, ask them to provide you this information before you start to work. It is your responsibility to find out where the potential hazards are in your workplace. You should be able to gain the knowledge, skill and ability to do your job through training, competent supervision and by following the work process provided to you by your supervisor for the work you are asked to perform. Right to Participate You can become involved in health and safety at work. Every Saskatchewan workplace with 10 or more workers must have a worker/management Occupational Health and Safety Committee. At the City of Regina there are 21 separate OH&S Committees representing all workers within the corporation. You are encouraged to actively participate in your workplace safety when attending your Branch s monthly safety meeting. Tailgate Talks occur between Safety Meetings when your Supervisor deems it necessary to ensure all workers are aware of a hazard in the workplace. If you observe a hazard or unsafe condition in the workplace immediately report what you have observed to your Supervisor. If necessary stop working and warn your co-workers of the hazard. Read the information posted on the OH&S Bulletin Board within your work area. If you would like more information on a subject discuss this with one of your OH&S Committee members. Right to Refuse A worker may refuse to do any particular act or series of acts at work where the worker has reasonable grounds to believe that the act or series of acts are unusually dangerous to their health or safety or the health and safety of any other person at the place of employment until: Sufficient steps have been taken by the employer to satisfy the worker otherwise The Occupational Health and Safety Committee has investigated and advised the worker otherwise.
- 7-1.6 Exercising the Right to Refuse 1) Inform your Supervisor that your refusal to work is related to a health and safety concern and provide your Supervisor with the reason for your work refusal. Your Supervisor may reassign you to other work until the matter is resolved. Do not leave the work site without your Supervisor s or Manager s permission. A replacement worker may be assigned to perform the work when advised about: o The work refusal and the reason for the refusal o Why the replacement worker can do the disputed job safely o The right of the replacement worker to refuse the work o The steps to follow when exercising this right 2) Involve the committee co-chairpersons; If the work refusal cannot be resolved with your Supervisor, do not continue working and call the OH&S Committee Co-chairs, they should be asked to help resolve the concern. The OH&S Co-chairs can make a recommendation(s) for management to consider in order to resolve the work refusal. 3) Hold an emergency OH&S Committee meeting (if necessary); If the Co-chairs cannot resolve the work refusal: o Convene an emergency OH&S Committee meeting o Look for underlying causes for the work refusal o Provide recommendations for corrective action to the employer o Document the work refusal investigation 4) Contact the Workplace Health and Safety Branch; The Workplace Health and Safety representative will assist in trying to resolve the work refusal If no resolve can be made to this point it may be necessary for the Workplace Health and Safety representative to contact a Provincial OH&S Officer to ensure regulatory compliance with a proposed solution, or for the Provincial OH&S Officer to conduct an investigation and make a ruling 5) Once resolved, communicate the results of the work refusal investigation to all of the employees within the Branch. 6) Post a copy of the investigation on the OH&S Bulletin Board for future reference for all employees within the Branch. 7) Management, the OH&S Co-chairs and the Worker directly involved should monitor the effectiveness of the corrective action.
- 8-1.7 Workplace Hazards A hazard is any activity, situation, or substance that can cause harm. There are two categories of hazards: health hazards and safety hazards. Health hazards cause occupational illnesses, a condition that results from exposure to a chemical or biological substance, a physical agent, or other stressors capable of causing harm. Safety hazards cause physical harm, such as cuts, strains, bruises and sprains. More serious safety related injuries result in broken bones, amputations, other types of life changing injuries or in some instances death. Specific hazards will be reviewed within your work areas and training will be provided (e.g. WHMIS, Confined Space Entry, Transportation of Dangerous Goods, Safe Trenching, First Aid, etc.). Hazards and steps taken to mitigate their affect on the worker are identified in your Branch s work procedures and during pre-work Tailgate Talks. 1.8 Reporting of Hazardous Conditions If you are aware of an unsafe practice, an unsafe condition or a near miss, you should stop work and report it to your Supervisor immediately. Your Supervisor will attempt to resolve the concern. Once the situation is under control it is a requirement that a Near Miss Form is completed for submission to your Manager and a copy forwarded to your Branch s Workplace Health and Safety representative. If you believe that the condition or practice is unusually dangerous, and that the Supervisor s attempt to resolve the concern does not meet your satisfaction, ask for your Manager to attend to the worksite. If a satisfactory resolve cannot be determined, the Manager or Supervisor will call the Occupational Health and Safety Committee Co-chairs. The OH&S Committee Co-chairs will attempt to resolve the concern as per the guidelines prescribed by the Saskatchewan Occupational Health and Safety Branch of the Ministry of Advanced Education, Employment and Labour. 1.9 Occupational Health and Safety Committees There is an Occupational Health and Safety Committee designated for your Branch. The committee meets regularly to discuss workplace safety issues in an effort to prevent injury, illness or property loss. The OH&S Committee has two Co-chairs: one from your Union and one from Management. The majority of members that make up the committee are from the workplace and are in-scope employees. The OH&S Committee may make recommendations for Management to consider to resolve the workplace concern. Minutes of the OH&S Committee meetings are to be posted on your Occupational Health and Safety Bulletin Board
- 9 - and on InSite under, Staff Stuff/Occupational Health and Safety/Minutes take time to read the minutes as they are posted. Your OH&S Committee periodically looks for new members, or employees to take on special projects. If you are interested in safety in the workplace, discuss the opportunity to join your OH&S Committee with your OH&S Committee Cochairs. Contact information for your committee is posted on the OH&S Bulletin Board. 1.10 Safety Meetings Safety Meetings are required to be held on a regular basis. All employees are required to attend the safety meeting. Attendance and minutes of the meetings are to be recorded. Minutes should be posted on the OH&S Bulletin Board for future reference. Safety meetings are an opportunity for all employees and their management team to share safety related information and to discuss safety issues in an effort to prevent workplace injury, illness or property loss. If you cannot attend the safety meeting due to shift work or an absence from work, you are required to read the minutes from the meeting. If you have a question from the minutes ask your Supervisor or Manager for clarification on the issue before performing any work related to your safety concern. If your Branch is not having safety meetings or you are not being included, advise your Manager of the issue. 1.11 Position Specific OH&S Requirements Your specific job duties may require additional Occupational Health and Safety measures. Your Supervisor will meet with you to ensure that you are aware of any additional requirements for your specific job position. 1.12 OH&S Policies, Programs, and Procedures The following policies can be viewed or printed for reference from InSite, the corporate intranet provider. Look under InSite/Reference/Human Resources/ Occupational Health and Safety: Anti-Violence Policy Harassment Policy Hazardous Exposure Investigation and Report Policy Hearing Conservation Policy Hepatitis Vaccination Policy Hot Conditions Guidelines Cold Conditions Guidelines Personal Protective Equipment
- 10-1.13 Harassment The City of Regina does not condone and will not tolerate any form of harassment in the workplace. You are responsible to treat all employees and the public with respect. Your co-workers and the public are entitled to an environment that is free of harassment. The City of Regina is committed to providing a safe, positive work environment where everyone is treated with dignity and respect. Remember, you have to work with employees from various Departments within the City of Regina. Do your part to make sure the work environment is positive for everyone. Defining Harassment Harassment may include, but is not limited to, any objectionable conduct, comment or display by a person that: is directed to an individual and which a person knew or ought to have known to be unwelcome, or is made on the basis of ancestry, including colour or perceived race, nationality, religion, creed, disability, sex, place of origin, age, sexual orientation, marital status, family status, physical size or weight, receipt of public assistance or constitutes a threat to the health or safety of the individual. Harassment is not to be confused with social interaction. Social interaction is based on mutual consent and no intimidation is involved or intended. Harassment must also not be confused with the day to day management functions and activities including: work assignment, performance management and progressive discipline. However, abuse of power and authority inherent to a management or a supervisory position is considered harassment and will bring the Harassment Policy into effect. The purpose of the Harassment Policy is to maintain a working environment that is free from all types of harassment. All employees must be aware that harassment contravenes corporate policy it is also against the law. The Harassment Policy extends beyond the City of Regina's offices and properties to include harassment which occurs: at any place where City business is being conducted at City sponsored social gatherings or events while travelling on city business, attending conferences, seminars or meetings outside the workplace not on City business, but if there are consequences of the harassment that come back into the workplace
- 11 - The Harassment Process - Your Responsibilities Employees shall ensure their own conduct is not harassing. Employees experiencing harassment shall make their objections to the harassment clearly known to the offender and ask them to stop. If the offender does not stop when asked to, immediately report the harassment you are experiencing to any one of the following individuals that you are comfortable speaking with. Manager or, if necessary a different Manager or the Director within your Department Manager of Workplace Health and Safety, Human Resources Department or another staff member of Human Resources Union or Association Representative Occupational Health and Safety Committee member In order for the harassment complaint resolution process to start, a Harassment Claim Form has to be completed and forwarded to the Manager of Workplace Health and Safety for review. If it is assessed that the act does violate the prohibited grounds under the Harassment Policy, the harassment complaint may be dealt with through either a formal or informal process. The details of the resolution process will be presented to you at the time of the conclusion of your harassment complaint. At this time you will be asked to consider your options to come to a resolve with the other individual(s). If you are an in-scope employee you may elect to have Union Representation at this time. Details of the harassment resolution process can be found in the Harassment Policy. A complete copy of the City of Regina's policy statement prohibiting personal harassment is available from your Supervisor or on InSite. 1.14 Violence in the Workplace The City of Regina recognizes its obligation to provide a working environment that does not tolerate violent or intimidating behaviours, gestures or acts by the general public towards a City of Regina employee, or any act of violence initiated by a co-worker against another City of Regina employee. Violence means the attempted, threatened or actual conduct of a person which causes or is likely to cause injury and includes any threatening statement or behaviour that gives a worker reasonable cause to believe that the worker is at risk of injury.
- 12 - Employees encountering a violent or potentially violent act shall try to remove themselves from the situation. If you are threatened by an Employee of the City of Regina remove yourself from the area and report this event immediately to your Supervisor or Manager. In an extreme case where there is a probability of injury due to an act of violence call 911 and ask for assistance. If the threat of violence is from a member of the public try to remove yourself from the situation and call 777-6500 and the Regina Police Service Duty Officer will take your report. If there is a threat of a weapon or a weapon is present call 911. Once you are safe and the call has been placed to the Regina Police Service, call your Supervisor to advise them of the event. Do not re-enter the work site until you have been advised that it is safe to do so by your Supervisor or Manager. A complete copy of the City of Regina's Violence Policy is available from your supervisor or on InSite. 1.15 Personal Protective Equipment Personal Protective Equipment (PPE) is equipment or clothing that is designed to protect you from workplace hazards. This equipment is only effective if it is maintained and used properly. It is your responsibility to wear your PPE at all times when it has been provided to you by your employer. You will know what PPE is necessary for the work you are to perform from your Supervisor s instruction or by referring to a specific written work process. If you are required to wear CSA approved work boots while working for the City of Regina, then you are responsible to purchase them and have them with you when you report to work. After your first year of service and each subsequent year after; you are eligible for a partial reimbursement for the purchase of new safety boots. Approved safety boots are recognised by the Green CSA Triangle stitched to the upper right boot. Approved work boots will have a steel or composite material toe and shank and will have a six to eight inch leather upper that covers the ankle. When eligible, the reimbursement provides 50% of the cost of your purchase up to a maximum of $100.00 per year. The dress standard for outside workers including the summer season is: shirt with a minimum of three inch sleeves measured from the shoulder down the arm, long pants, bibs or coveralls, and PPE as directed by the Supervisor, work process, City of Regina Policy, and/or Provincial OH&S Regulation.
- 13-1.16 Workplace Injury If you are injured or become ill on the job, report to your Supervisor immediately. You must report all accidents, injuries or illnesses to your Supervisor as soon as possible, and no later than the end of your current shift. A Workplace Injury Report (WIR) must be filled out by you and your Supervisor. The WIR is then forwarded to the Human Resources Department within 24 hours of injury. Follow the instructions on the cover of the WIR form. Failure to complete or submit a Workplace Injury Report may result in a delay in the processing of your claim to the Workers Compensation Board (WCB), or the denial of your injury claim by WCB. If due to a workplace injury you attend treatment by a medical caregiver (hospital, medi-center, chiropractor) you will need to have the caregiver complete a Medical Certificate Employee Absence from Work form and return it to your Supervisor immediately. This certificate will outline to your Supervisor if you can return to work, and any prescribed restrictions you have to prevent further injury. If you are away from work due to recovering from a workplace injury, before you may return to work, a Medical Certificate Employee Absence from Work form must be completed by your medical caregiver. Failure to provide a medical certificate will result in you not being able to return to the workplace. If you are away from work due to personal illness beyond five working days you must have a medical caregiver complete a Medical Certificate Employee Absence from Work form and take it to your Supervisor before you can return to work. 1.17 Needle Disposal Hypodermic needles may be found on any worksite in the City. If you come across a needle on your work site, notify your Supervisor. Do not touch the needle and do not let fellow workers or the general public come in contact with it. Your Supervisor will have access to a Needle Collection Kit and will make arrangements to remove the needle from the work site. If you have access to a Needle Collection Kit and you have been properly trained on the removal of needles, you may do so in accordance with the written work process located inside the kit. If a needle punctures your skin, you should: allow the wound to bleed freely and proceed to a Hospital for treatment, do not go to a medi-center identify and secure the needle to prevent injury to other workers or the public.
- 14 - call your Supervisor and inform them of the event and arrange for a needle collection after the medical treatment complete a Workplace Injury Report be sure to document the time and location of the exposure as accurately as possible. 1.18 Horseplay Practical jokes and horseplay can result in severe injuries or property damage; therefore, employees are not to engage in this behaviour. Should an injury to an employee, the general public or damage to property result from horseplay, the employees involved may be subject to discipline. 1.19 Alcohol and Drugs No Employee is to report to work while under the influence of alcohol or drugs. Any Supervisor having grounds to suspect that an Employee is under the influence of alcohol or drugs will not allow the employee to work. Employees who are suspected of reporting to work under the influence will be immediately directed by the Supervisor to attend a meeting with their Manager and their Union Representative for the purpose of explaining their actions. The Supervisor will escort the Employee to the Manager s office. Employees who have reported to work while under the influence will not be allowed to drive themselves home. Any Supervisor who knowingly permits an Employee to work while under the influence of alcohol or drugs will be subject to discipline. 1.20 Workplace Ergonomics Ergonomics is the science that seeks to adapt tasks and tools to fit the person. It is a way of looking at the designs of tasks, tools, equipment, and workplace layouts, and the overall organization of work to fit the job to the person, rather than the person to the job. By understanding ergonomics and how to analyze and adapt work to avoid ergonomic health hazards we can all work in ways that reduce the risks for musculoskeletal disorders (MSD), control the costs associated with these injuries, and increase everyone s safety. As an employee of the City of Regina you are required to comply with the principles of sound workplace ergonomics. Understanding the principles of ergonomics will assist you in preventing a workplace injury while performing your duties. If you are experiencing potential ergonomic issues with your workstation or work processes, please contact your Supervisor who will request the completion of an ergonomic assessment by a Workplace Health and Safety representative.
- 15-1.21 Emergencies Each work area/facility will have its own prescribed emergency procedures. You should be made aware of the emergency protocol for your work area during your specific safety orientation. If you are uncertain or have questions about your work areas emergency protocol ask your supervisor for assistance. The information provided in this document is intended to provide you with the basic safety knowledge that you will need to perform your duties safely. Your work area shall provide you with a more detailed safety orientation specific to the hazards that you may encounter. If you require more information about safety in your work area contact your supervisor. To view the detailed safety policies and practices for the City of Regina go to: http://insite.regina.ca/staff_stuff/ohns/corporate-safety-policy/index.html