Office of Occupational Health & Safety

A Guide to Health & Safety

in the Workplace:

Management/Supervisory Safety Handbook

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Table of Contents Introduction .................................................................................................................................... 3

Managing Hazards in the Workplace ............................................................................................. 4

Responding to Reported Hazards ............................................................................................. 4

Supervisor Inspections ............................................................................................................ 4

Employee pre-start-up inspections ........................................................................................... 4

Senior Management Inspections .............................................................................................. 4

Injury Reporting and Accident Investigations .............................................................................. 5

Accident Investigations ............................................................................................................ 5

Medical Aid ............................................................................................................................. 9

Modified Work ........................................................................................................................ 9

Management of Change ................................................................................................................ 10

Managing Contractors................................................................................................................... 10

Training .......................................................................................................................................... 10

Supervisor Occupational Health & Safety Evaluation ........................ Pull out from centre of Manual

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Introduction This Management/Supervisory Safety Handbook provides employees who have supervisory roles their responsibilities related to occupational health and safety (OHS). It also provides you with an overview of the OHS policies, programs and procedures in place at the University of Windsor for which you are responsible. This material is intended to compliment the OHS training you received as part of orientation.

The Office of OHS is responsible for providing guidance to the University community on all aspects of OHS. This document does not include a complete list of all the OHS policies and procedures included in the OHS Manual. Further OHS information, including the OHS Manual, can be found on our website at www.uwindsor.ca/safety.

NOTE: Printed versions of this document are considered uncontrolled. A controlled copy of this document is located on the University of Windsor OHS website, www.uwindsor.ca/safety.

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Managing Hazards in the Workplace Responding to Reporting Hazards Hazards identified in the workplace will be immediately reported to the supervisor. As a supervisor, you will:

• Assess the hazardous situation;

• Rate the loss potential of the hazard as High, Medium, or Low;

• Take appropriate action when necessary and possible (e.g. work order);

• Complete Section B of the Preventive and Corrective Action Form (OHS-5.4.1a), detailing any comments on the issue and corrective action taken or to be taken;

• Forward the report to the CSC Member for follow-up.

Note: If a manager / supervisor or equivalent is unable to follow-up on a hazard immediately, appropriate steps must be taken to ensure that exposure to the hazard is minimized and that all staff is aware of the hazard.

Supervisor Inspections Each supervisor will conduct an inspection for the area under their control at least monthly. The supervisor will:

• Conduct a general sweep of the area to ensure that everything is in its proper place, nothing seems to be out of the ordinary and general housekeeping is maintained;

• Complete the Supervisor Inspection Sign Sheet (OHS-5.1.1c) and provide initials and date to verify that the checklist has been completed;

• If problems are noted, correct the problem or have the problem corrected immediately when possible. If the root cause is not readily apparent, complete the Preventive and Corrective Action Form (OHS-5.3.1a); and

• Submit any completed Supervisor Inspection Sign Sheets and any Preventive and Corrective Action Forms to the CSC each quarter for review at their scheduled meetings.

Employee pre-start-up inspections An employee pre-start-up inspection is an inspection of equipment that is to be performed by employees prior to the start of all applicable equipment. Supervisors are responsible for developing the pre-start up checklists (if they do not already exist) using the Employee Pre-Start Up Inspection Form (OHS-5.1.1d). If deviations are noted during the pre-star-up inspection, the equipment is not be used, or left unattended. The supervisor will be notified immediately. The machinery or equipment should be locked out / tagged out accordingly to prevent its use by others. The supervisor must have a work order filled and the problem corrected. The supervisor will notify the Office of OHS of any issues that have recurred within the last six months.

Senior Management Inspections Members of the Senior Management Group are required to do one of the following:

a) Attend a minimum of one CSC tour (as a visitor) annually, providing input into problems noted and suggestions for prevention of hazards; or

b) Perform a workplace inspection independent of all other inspections annually.

If preventive/corrective action (PCA) is required, Senior Management should immediately inform the appropriate parties to expedite the process and ensure that the root cause is identified using the Preventive and Corrective Action Form. If immediate action is necessary but you are unable to fix the problem, appropriate steps must be taken to ensure that exposure to the hazard is minimized and that all staff is aware of the hazard. Completed Workplace Inspection Recording Forms (OHS-5.1.1a) and Preventive and Corrective Action Forms should be submitted to the Office of OHS, who will forward a summary to the CSC for review.

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Injury Reporting and Accident Investigations

Accident Investigations The supervisor is responsible for completing the Accident/Incident Report (OHS-5.2.2a), interviewing witnesses and submitting the report to the Office of OHS within 24 hours of the accident/incident. The supervisor will contact the Office of OHS for an accident/incident. In the case of a critical injury, the supervisor will contact the Office of OHS and a Central Safety Committee (CSC) member as soon as possible, ensuring the scene is secured. The supervisor is responsible for suggesting corrective actions, with input from the work member of the CSC, and monitoring any implemented recommendations.

When is an Investigation Required

The Accident/Incident Report is to be completed as soon as possible but within 24 hours by the employee’s supervisor and the injured worker (and a worker member of the CSC when required by law) for any of the following situations:

• Critical injuries

• Lost time injuries

• Professional medical treatment sought

• Acute/chronic occupational illness

• Property damage

• Fire/explosion

• Environmental releases / spills

• Fatalities

Additionally, the University of Windsor requires that the relevant sections of the Accident/Incident Report form (OHS-5.2.2a) be completed for incidents/near misses and accidents requiring first aid. A complete investigation may be required if the incident/near miss or accident requiring first aid could have had a high loss potential.

Performing an Investigation

ALL accidents and incidents must be reported to a supervisor immediately. For property damage, fire or explosion, contact Campus Community Police. For spills, contact the Chemical Control Centre. When any of the other criteria for an investigation are met, the supervisor (and a worker member of the CSC when required by law) must conduct an accident investigation as soon as possible but within 24 hours of the occurrence, including:

• Interviewing employee(s) involved

• Interviewing witnesses

• Identifying primary/secondary hazardous conditions

• Identifying primary/secondary unsafe actions

• Identifying primary/secondary root causes

• Recommend prevention/remedial actions

The Supervisor shall investigate the incident together with the injured worker and complete the Accident/Incident Report. This report can be found either on the University of Windsor’s OHS website under Report an Accident or it is also found in the University of Windsor’s Accident Envelopes. All Supervisors are to maintain copies of these envelopes. Once completed these reports are to be forwarded to the Office of OHS within 24 hours of the incident.

When writing the investigation report, the supervisor (and a worker member of the CSC when required by law) must remember a few key points. These points are as follows:

• The accident scene will remain secured and no work activity will be performed in the area until authorized by the Office of OHS.

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• Include a brief outline of the events that lead up to and including the accident

• Describe the events in chronological order

• Be specific – include dates, times, places, people involved, conditions, etc.

• Attach photographs, sketches, drawings and an inspection of the site, materials, machinery and/or equipment involved. The Office of OHS has a digital camera which may be utilized for attaching any required photos to the report.

• Should the employee require medical attention please refer to OHS4.5.1 Early and Safety Return to Work.

Note: the investigation should be performed using the Accident/Incident Report Form. All sections of the form MUST be completed. Recommendations should be acted upon, and communicated to employees as quickly as possible. In addition, management must ensure that all reporting requirements are met.

The following points shall be noted during the investigation and are included on the Accident/Incident Report.

a) Date and hour of injury and reporting

b) If a delay in reporting include the reasons for the delay

c) What was the root cause of the injury – describe the accident, the circumstances surrounding the onset of pain or the events leading up to the injury

d) What was the worker doing and what effort was involved

e) What are the particulars of the equipment or materials involved

f) What part/side of the body was involved-was the onset of pain gradual or sudden, was it a sharp pain or dull ache

g) Where did the accident occur – be specific as to location

h) What conditions contributed to the accident

i) What steps were taken to prevent the recurrence of the accident i.e. retraining of the employee, change of equipment and the status of any actions

j) Interview witnesses as soon as possible after the incident

k) Was there a pre-existing condition which contributed to the injury

Critical Injuries

In the case of critical injuries, unique and strict procedural protocols as prescribed by legislation, and are included in this procedure. Should an employee be killed or critically injured, the injured employee’s supervisor shall notify the Office of OHS as soon as possible. The Office of OHS shall notify the Ministry of Labour; the appropriate Vice President; the Executive Director of Human Resources; the CSC Co-chairs and the applicable trade union. The Executive Director of Human Resources shall notify the next of kin.

The accident scene shall be preserved as per the legislation, which states that where a person is killed or critically injured at a workplace, no person shall interfere with, disturb, destroy, alter or carry away any wreckage, article or thing at the scene of or connected with the occurrence until permission to do so has been given by a Ministry of Labour Inspector, except for the purpose of:

a) Saving life or relieving human suffering;

b) Maintaining an essential public utility service or a public transportation system; or

c) Preventing unnecessary damage to equipment or other property.

No persons other than those designated with authority to do so shall be allowed near the area. The accident scene will remain secured and no work activity will be performed in the area until the Office of OHS has been notified by the Ministry of Labour that the investigation is complete and the resumption of normal work activities can be initiated.

An investigation shall commence immediately. The investigation will involve the gathering of information and no piece of equipment, tool or thing will be disturbed that may have been involved in the accident.

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External agencies such as Ministry of Labour, Windsor Police Services, Coroner, etc. may take charge of the scene and conduct their own independent investigation.

The Supervisor shall complete the University of Windsor’s Accident/Incident Report and the Preventive and Corrective Action Form as part of the University’s investigation process and forward to the Office of OHS within 24 hours.

The Office of OHS shall complete the Critical Injury Report Form and submit the report as per Section 51(1) of the Occupational Health & Safety Act within 48 hours to the Ministry of Labour. As outlined in Section 5(1) of Regulation 851 the report shall contain the following information:

a) Name and address of employer;

b) Nature and circumstances of the occurrence and injuries sustained by the worker;

c) A description of any equipment or machinery involved;

d) Time and place of occurrence;

e) Name and address of the person who was killed or critically injured;

f) Names and addresses of all witnesses to the occurrence; and

g) Name and address of the physician or surgeon, if any, by whom the person was or is being attended for the injury.

Identifying Causes and Contributing Factors

During an accident investigation, it is very important to determine the root cause and contributing factors surrounding an accident. Therefore, it is imperative that the supervisor (and a worker member of the CSC when required by law) review the accident scene in person and interview all witnesses and injured parties individually as soon after the accident as possible.

Contributing factors are important to note, to ensure root accident causes are fixed so the same incident DOES NOT happen again. It will include such things as; people, equipment, material, environment and process.

• People: The behaviour and actions/inaction of people can create hazards in the workplace. Human factors such as mental fatigue and stress are also contributing causes. Knowledge of and training in appropriate procedures are critical to avoid unsafe behaviours. Appropriate administration, leadership and supervision help ensure procedures and safe practices are followed.

• Equipment: The tools and machines people use and work near can be hazardous. Look for unsafe or unhealthy conditions

– inadequate guarding or barriers

– defective tools and equipment

– incorrect tools and equipment for the job

– inadequate warning systems

• Materials: The improper handling and wrong type of raw materials, products, and hazardous chemicals can result in explosion, fires and exposure to toxic chemicals and physical agents

• Environment: Some hazards are created by the work environment:

– condition of surfaces where people walk or where things are placed

– over crowding and inadequate ventilation

– inadequate lighting, extreme temperatures and noise

– inadequate housekeeping

• Process: The combination of the four factors in any type of production is process. It involves the flow of work and includes design, organization, pace and type of work. By products such as heat, noise, dust, vapours, fumes and scrap materials may be created by the process.

Contributing factors will be documented on the Preventive and Corrective Action Form.

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Interviewing Witnesses

During an investigation, the guidelines below are to be followed to ensure that important and viable information is gained from the interview.

1. Eyewitnesses: Investigators must ensure that they interview all witnesses to an accident. Make sure to use proper investigation techniques to guarantee no witnesses are overlooked.

2. People involved in the interview: Only those people directly involved in the investigation should have any involvement in the interview process.

3. Who conducts the interview: The supervisor or their designate should conduct interviews (with the assistance of the CSC (employee) member when required by law).

4. When should the interview occur?: It is important to interview all parties involved as quickly as possible to ensure no details are left out. This will ensure that facts are fresh in their minds and there is no cross contamination of accounts, caused by witnesses/injured employees talking with one another prior to being questioned. Interviews should be conducted separately for each witness.

5. Where should the interview take place?: If the accident site is not dangerous, conduct the interview there. Being at the scene may help the witness remember certain details that may have otherwise been forgotten. If the site is not appropriate, another room or a corner may be used. The chosen place should let the supervisor and the witness talk without the witness feeling as if he/she is being interrogated.

6. Witness statements must be recorded: Interviewers should be sure to record all statements for later reference.

Recommendations for Corrective Action

After an investigation has concluded, the University of Windsor will undertake any corrective action necessary to prevent recurrence of similar incidents, should it be deemed necessary and does not create undue hardship on the organization. In order to eliminate any further incidents from happening, the root cause of the accident and recommendations to eliminate the factors that contributed to the incident must be identified using the Preventive and Corrective Action Form. The procedure for completing the form is given in Non-conformance and Preventive and Corrective Action Process (OHS-5.3.1). The team that is responsible for an accident investigation is also responsible for making recommendations to eliminate the potential for re-injury to the workforce. Immediate and long term corrective action should be noted on the Preventive and Corrective Action Form at the time of the investigation.

Follow-up and Reporting

The Office of OHS must follow up on any recommended actions to ensure that they have been properly addressed and/or corrected as per Non-conformance and Preventive and Corrective Action Process (OHS-5.3.1).

The injured worker’s Supervisor shall monitor any implemented recommendations and, if required, be assisted by the Office of OHS for any difficulties or concerns. The Office of OHS will complete and submit reports as required by the Workplace Safety and Insurance Board. This office will also generate a statistical analysis related to accidents/incidents as required. Refer to Leading and Lagging Indicators (OHS-5.1.2) for the University’s procedure on tracking incidents.

The Ministry of Labour will be notified within 48 hours from the time of the incident in cases that result in a fatality or critical injury, or involve fire and/or explosion.

The Ministry of the Environment will immediately be notified in all instances that result in a chemical spill/environmental release.

The WSIB will be notified by the company within 72 hours, in all cases that involve: medical aid, lost time, 8 days of consecutive modified work without medical treatment or lost time, fatalities and critical injuries.

The CSC will be notified for all instances listed in the definitions. Management will also be notified for all instances listed in the definitions, with the exception of first aid records and incidents.

The CSC shall receive a copy of all accident investigations to review at the first scheduled meeting after the completion of the investigation. In addition, the Preventive and Corrective Action Form shall be completed for the specific incident from which it arose, with the exclusion of first aid and incidents. Should there be outstanding or unresolved issues noted in the recommendations, it is the responsibility of the CSC to ensure

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that these items are readdressed. In addition to all accidents that are investigated, health care, first aid and incident/near miss reports will be reviewed by the CSC at the regularly scheduled meetings. If it is observed that there is a trend of first aid or incidents/near misses, or an incident/near miss or an accident requiring first aid occurred that could have had a high loss potential, the Preventive and Corrective Action Form should be completed to identify the root cause and implement corrective action.

All recommendations requiring corrective action must be communicated to all applicable workplace parties. This communication may involve one specific employee (in the case of training) or the entire workplace (in case of facility repair). Communication may be made through the following media; training sign sheet, postings on the OHS bulletin board, safety talks, etc.

Medical Aid The injured worker shall inform his/her immediate supervisor of a work related injury or illness as soon as possible. The Supervisor and (whenever possible) the injured worker shall complete an Accident/Incident Report Form.

The supervisor must ensure that the employee is given a Functional Abilities Form (FAF) to take to their Health Care Provider for completion. Upon visiting a Health Care Provider, the employee must request that the Health Care Provider complete the Functional Abilities Form provided by the University of Windsor. The employee is required to return the FAF to the Office of OHS immediately after seeking medical attention so that modified duties, within the employee’s restrictions, can be arranged. If medical attention is sought after hours, the completed FAF should be returned at the beginning of the next regularly scheduled shift so that modified work can be offered.

Modified Work It is the policy of the University of Windsor to encourage early intervention and rehabilitation of all injured employees on an Early and Safe Return to Work (ESRTW) program, through the development and implementation of modified work.

Modified work meeting the physical restrictions of an injured employee (as deemed by the medical community) will be provided for all employees whenever, and as soon as possible.

The worker is responsible for fully co-operating with the return to work process and for ensuring that the employer is provided with such medical information and/or functional ability information that will assist in a successful and safe return to work. Non-compliance on the part of the worker may result in a discontinuation or denial of WSIB benefits, which in turn, may result in the termination of the employee.

The supervisor/department head shall

• Contact the injured worker as soon as possible after the lost-time injury and maintain contact;

• Promote and participate in the objectives of the program and discuss such with the employee(s) whenever possible;

• Identify and arrange suitable employment that is consistent with the employee’s functional abilities and restores pre-injury earnings and communicate the available work to the employee and his/her representative. Provide modified work for workers within their assigned area whenever possible;

• Co-operate in return to work measures required by the Workplace Safety and Insurance Board and ensure that proper WSIB claim reporting is completed in accordance with the law;

• Forward all WSIB Functional Abilities Forms to the Office of OHS;

• Assist in the collection of medical information, job description(s) and the development of workplace modifications;

• Monitor the progress of all workers participating in an ESRTW plan (OHS-4.5.1a) and maintain records of the worker's progress and up to date restrictions.

• Discuss the plan with the Office of OHS and ensure that the objective of the ESRTW plan is understood;

• Determine the frequency of conducting evaluations of the ESRTW and the worker's progress in the plan;

• Ensure worker signs all formal ESRTW plan(s).

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Management of Change Supervisors shall be familiar with the provisions of the legal requirements, codes, any associated hazards, safe operating procedures and emergency measures for areas they are responsible for. Supervisors must also ensure that changes for which they are responsible are assessed and the Management of Change form is completed (OHS-4.5.3a). The Management of Change form should be completed for temporary and permanent changes to physical structures/buildings, and systems/processes/procedures used to manage OHS risks, equipment, materials or substances.

Managing Contractors

Any University of Windsor employee who is arranging, approving or supervising contracted work performed at the University of Windsor is referred to as the Project Administrator. The Project Administrator is responsible for:

• administering all contract parameters and conditions for contractors and service personnel • ensuring that practices are established so that the contractors work in a safe and effective

manner and meet all requirements of the Occupational Health and Safety Act (OHSA) and all other applicable laws/regulations

• being familiar with all applicable laws and regulations and capable of applying them • directing the contractor in completion of applicable documentation and be involved in on-

the-job oversight of contract employees to ensure that they meet all regulations, their own procedures, and applicable University of Windsor safety rules, policies and procedures

• reviewing the University of Windsor’s hazards with the constructor/contractor • practicing due diligence in evaluating contractor safety performance • monitoring contractor employee performance for compliance with OHSA, regulations, and

safety rules • exercising stop work authority as required

For the more details, refer to OHS-4.1.3 Contractor OHS Management, which is available on the University of Windsor OHS website, www.uwindsor.ca/safety.

Training

The supervisor is responsible for delivering orientation training based on the employee orientation manual as well as job/task specific training. This training may include but is not limited to:

• Introduction to their specific job;

• Introduction to co-workers and management in their assigned area;

• Applicable task/job specific OHS hazards and controls;

• Applicable task/job specific health and safe operating procedures;

• Applicable task/job specific written operating instructions;

• Applicable task/job specific personal protective equipment;

• Applicable task/job specific lock-out procedures; and

• Departmental WHMIS training as it relates to the area under their supervision.

Any training that is delivered must be documented on the OHS Training Attendance sheet (OHS-4.3.1f) or similar sheet. The supervisor is also responsible for reviewing the results of any evaluations/tests they administer in order to ensure the employee has been appropriately trained. Supervisors who deliver training may be required to attend a train-the-trainer session.

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Supervisor Occupational Health & Safety Evaluation

Name: Training Date: Employee #:

Position: Department: Employee Group:

Please read the following instructions carefully! By using the information contained in the management/supervisory safety handbook, the following training record must be completed and returned to the Office of Occupational Health & Safety. The completion of the following training record is a condition of employment. Circle the correct answer.

1. The reporting of hazards in the workplace must be reported using the Preventive and Corrective Action

Form. This requires involvement from: a. The employee reporting the hazard b. Supervisor c. Central Safety Committee member d. All of the above. e. A and B only.

2. True or False: Supervisors are required to conduct weekly inspections of the workplace under their control.

3. When an issue is noted during an employee pre-start up inspection, the supervisor must:

a. Ensure the equipment is locked out to prevent further use. b. Immediately complete a work order and have the problem corrected. c. Identify if the issue has occurred in the past and notify the Office of OHS accordingly. d. All of the above. e. None of the above.

4. True or False: Senior Management must perform either one tour with or independent of the Central Safety

Committee once annually.

5. As a part of the accident investigation process, I must ensure that: a. The accident scene is secured. b. The Accident/Incident Report is completed by the employee. c. The Accident/Incident Report is submitted to the Office of OHS within 24 hours of learning of the

accident. d. All of the above. e. A and C only.

6. When an employee requires medical attention, the supervisor must:

a. Provide the worker with a Functional Abilities Form. b. Offer modified work to the employee in writing and have all parties sign the plan. c. Forward a copy of the Early & Safe Return to Work plan to the WSIB. d. All of the above. e. A and B only.

7. True or False: Reviewing the University of Windsor’s hazards with the constructor/contractor is the

responsibility of the Project Manager. 8. True or False: Written, documented records are not required for all types of training.

By completing the above training record, I hereby state that I have read and understand all information that has been provided to me in the management/supervisory safety material. I have had the opportunity to ask questions and I understand that if I have any further questions, I am to ask my superior or other representative of the University. Furthermore, I understand that any one question that is incorrectly answered above may result in further training.

Office of OHS Signature: Date: