Safety Policy Manual Ergonomics

Page 1 of 4 SPM-Ergonomics-2300 Issue Date: Jan 30, 2008 Revision Date: May 1, 2020 Revision Number: 1

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Policy:

The Ministry of Highways and Infrastructure (MHI) will ensure a process to eliminate or decrease the risk

associated with ergonomic hazards in the workplace in accordance with The Occupational Health and

Safety Regulations, Part VI, Section 78-81. This includes assessment, control and education.

Purpose:

Ergonomics is the science relating human capabilities to the work related task factors, such as physical

environment, information processing, work organization, tools and equipment and manual material

handling.

To prevent injury or disorder of the muscles, tendons, ligaments, nerves, joints, bones or supporting

vasculature that may be caused or aggravated by any of the following:

Repetitive motions;

Forceful exertions;

Vibration;

Mechanical compressions;

Sustained or awkward postures;

Limitation on motion or action.

Objectives:

Establish a process to provide ergonomic benefits to both the people and the work they perform by:

Improving workplace design;

Reducing absenteeism;

Decreasing staff turnover;

Increasing quality and productivity;

Decreasing injury and illness;

Long term worker health and safety;

Increasing staff morale.

To provide individual workstation assessment that will review and is not limited to, the following

personal and workplace factors:

• Organizational design;

• Process and procedure;

• Worker placement;

• Physical capabilities;

• Training;

• Work experience;

• Stress;

• Tools and equipment;

• Manual material handling;

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• Operating/equipment controls;

• Prolonged standing and sitting;

• Effort and exertion.

To ensure appropriate controls are implemented once risk factors are identified:

• Engineering;

• Administrative;

• Personal Protective Equipment (PPE).

To inform workers of the hazard:

• How to identify the hazard(s);

• Identify early signs and symptoms;

• How to report;

• Seek medical help;

• Control the hazard.

The process to review the ergonomic factors will be initiated after:

• A hazard is reported by any worker/supervisor;

• Signs and symptoms are experienced;

• A WCB or LTD claim has been filed.

Definitions:

Approved: (“To accept as satisfactory”) a method, equipment, procedure and practice tool which is

good or satisfactory for a particular use or purpose by a person or organization that has authorized to

render such an approval or judgment;

Authorized Person: A person who has the given authority to perform specific duties under certain

conditions, receives, and carries out orders from a responsible authority;

Certified or Licensed: A person(s), who possess a license or certificate issued by a recognized

authority, verifying they have the required training and/or tested, and is competent and qualified in a

specific field of endeavor;

Competent: Means “possessing knowledge, experience/training to perform a specific duty”;

Employee: A person employed by Ministry Highways and Infrastructure;

Employer:

• Person/persons who are self-employed in an occupation;

• Person/persons who employ one or more workers;

• Person/persons designated by an employer as his representative;

• Director or Officer of a corporation who oversees the occupational health and safety of the

worker employed by the corporation.

Ergonomics: The relationship of worker and their work environment;

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Incident: An event that causes or may cause injury.

Types of incidents include:

• Injury physical or psychological;

• Serious Bodily Injury/Fatality/Hospitalization (OHS Regulations, section 8);

• Near Miss; Dangerous Occurrence (OHS regulations, Section 9); and,

• Damage to Equipment/Property.

Local Occupational Health Committee (LOHC): A committee with a membership consisting of union

and management members from an assigned headquarters;

May: “Has the ability or permission.” No Requirement for design or application is intended;

Ministry: Means Saskatchewan Ministry of Highways and Infrastructure;

Qualified: Having complied with the specific requirements or precedent conditions such as the

possession of a recognized degree, certificate or professional standing that demonstrates by

knowledge, training and experience, the ability to deal with problems related to the subject-matter,

the work and the project;

Regulations: The Occupational Health and Safety Regulations;

Regional Occupational Health Committee (ROHC): The safety committee with a membership

consisting of union and management members from all the Local Occupational Health Committee(s);

Safety: The quality or condition of being safe, or those activities involved in minimizing levels of risk

in the employees’ occupation, freedom from danger, injury or damage;

Shall: When the word “shall” appears in the wording of a rule, policy, practice, guideline or

procedure, the rule is too be followed obediently as written (mandatory condition);

Should: When the word “should” appears in the wording of a rule, it should mean recommended

but not compulsory (advisory condition);

Supervisor: Anyone who supervises an employee, who is thoroughly trained and knowledgeable of

safety rules and regulations, whether or not they are, titled supervisor;

Worksite: Any location, including a vehicle or powered mobile equipment, in an inside or an outside

environment where a worker is engaged in his or her occupation.

• Please be guided by these definitions. In the event of liability, the courts could place an

emphasis on these definitions, which also reflect common English usage of the words.

• The traditional grammatical distinction between shall and will is fading. They are sometimes

used interchangeably to convey the same meaning.

Responsibilities:

Manager/Director Shall:

• Ensure a process is developed and implemented to review the activities of the workplace that

may cause or aggravate musculoskeletal injuries;

• Provide the appropriate resources to deliver ergonomic programs.

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• Ensure a process is developed and implemented to review the activities of the workplace that

may cause or aggravate musculoskeletal injuries;

• Ensure ergonomic principles are considered in purchasing of equipment and furniture, and in

renovations.

Supervisor Shall:

• Regularly inspect the workplaces for ergonomic components;

• Participate in the review of all work activities where a worker has symptoms of musculoskeletal

injury and take or plan for corrective measures to avoid further injuries;

• Provide educational and training opportunities for ergonomic risk;

• Take ergonomic factors into consideration in requests for new equipment and when redesigning

the work space.

Worker Shall:

• Follow the ergonomic assessment process guide;

• Participate in training and education;

• Use recommended work practices;

• Identify any ergonomic or musculoskeletal risk factors;

• Report musculoskeletal strain or injuries to supervisor;

• Participate in reviewing activities.

Safety Branch Shall:

• Assist in identifying ergonomic hazards;

• Recommend appropriate controls and follow-up;

• Act as a contact person for external resources;

• Communicate information to employees;

• Assist supervisor/human resource consultant with return to work program.

Safety Policy Manual

Page 1 of 1 SPM – Ergonomics – Ergonomic Request form - 2300 -100 Issue Date: Jan 1, 2010 Revision Date: May 1, 2020 Revision Number: 3

SPM – Ergonomics –

Ergonomic Request form -

2300 -100

ERGONOMIC REQUEST FORM Employee Name: ________________________ Branch: _______________________ Work Address: __________________________ Phone: ________________________ Supervisor Name: ________________________ Phone: ________________________ Employee presented with PowerPoint presentation from DHT.net: YES NO http://dhtnet/operation/ohs/ergonomics_pp.ppt Request:

Reconfiguration of existing furniture (Please provide details on an attached sheet)

Equipment acquisition (Identify item(s) from tool box) __________________________________________________________________

__________________________________________________________________

__________________________________________________________________

Equipment has been “trialed”. YES NO Furniture acquisition: (Please provide details)

__________________________________________________________________

__________________________________________________________________

Assessed: YES Date:_______________ Assessor:________________ (Attached Assessment & Ergonomic Request Form-Employee Section) NO Reason for Request: (Use an attached sheet if necessary) ________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

______________________ ______________________ ______________________ Employee Supervisor Date Copy to: (1) Employee (2) Supervisor (3) Safety Branch (4) Admin file

Safety Policy Manual Ergonomic Assessment Process Guide

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SPM – Ergonomics –

Ergonomic Process Guide -

2300 -200

Ergonomics is the scientific study of human work. Ergonomics considers the physical and mental capabilities and limits of the worker as he or she interacts with tools, equipment, work methods, tasks, and the working environment. A goal of ergonomics is to reduce work-related musculoskeletal disorders by adapting the work to fit the person, instead of forcing the person to adapt to the work. Please follow the guidelines below to complete an Ergonomic Assessment:

1. Review the ergonomic power point presentation on DHT.net website. (Click, Operations, OH&S, training and pick Ergonomics). http://dhtnet/operation/ohs/ergonomics_pp.ppt

2. Report your concerns to your supervisor. 3. Supervisor and worker to determine if an assessment if required. (refer to Safety Manual

Policy 600) 4. Once it has been determined that an assessment is required, fill in the Ergonomic

Assessment Request form and have your supervisor sign it. Also at this step you should contact your Regional Safety Coordinator or OH & S Consultant.

5. Fill in the Ergonomic Questionnaire document. Forward this to your Supervisor, Safety Coordinator/Consultant and HR Branch to be put on your personal file.

6. The appropriate personnel will then be in contact with you to discuss your assessment. 7. A trained ergonomic assessor will then come to your work location. 8. You and your assessor will then complete the Ergonomic Assessment Form together. 9. Recommendations will be documented on your assessment form. 10. A meeting with the employee, the supervisor and the assessor will be held. 11. Recommendations that are agreed to from the meeting will then be completed. 12. An agreed time line will then take place to evaluate any changes that have been completed. 13. Complete the Ergonomic Assessment Follow-up Form 14. If concerns persist then a meeting with all parties involved will then take place to make

other changes or to determine if an outside third party assessment will be conducted. 15. Any other recommendations that arise from this will then have to be considered. 16. Approved recommendations from the third party assessor will then have to be considered. 17. Revaluate after a set time frame. 18. Complete the Ergonomic Assessment Follow-up Form. 19. If all concerns have been meet to everyone’s satisfaction then the assessment will be

completed. 20. Regional Safety Coordinator or Consultant to ensure that all documentation is placed on HR

personal file for that employee.

Safety Policy Manual ERGONOMIC QUESTIONNAIRE

Page 1 of 3 SPM-Ergonomics-Ergonomic Questionnaire-2300-300 Issue Date: Jan 1, 2010 Revision Date: May 1, 2020

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Questionnaire-2300-300

Name : __________________________________ Date : _________________________ Location : ________________________________ Phone : ________________________ 1. How much time do you spend working on a (VDT) per week? ________________ 2. How much time do you spend talking on the telephone? _____________________ 3. How long have you been working at a VDT? (years or months) _______________ 4. Have you had pain or discomfort during the last year? YES NO 5. Check Area: Neck Shoulder Elbow/Forearm Fingers Hand/Wrist Upper Back Low Back Thigh/Knee Low Leg Ankle/Foot 6. Please put a check by the symptom(s) that best describe(s) your problem: Aching Numbness (asleep) Tingling Burning Pain Weakness Cramping Swelling Loss of Colour Stiffness Other _______________________________ 7. When did you first notice the problem? _____________ (month) ___________ (year) ___________ 8. How long does each episode last? ______/______/______/______/______ 1 hour 1 day 1 week 1 mth 6 mth 9. What do you think caused the problem? ___________________________________ ____________________________________________________________________ Please complete the following checklist of ergonomic conditions at your workstation. Chair: Comments

Do you have an ergonomic chair? YES NO

Have you been trained to adjust it? YES NO

Does the chair have five castors? YES NO

Is the seat pan angle adjustable? YES NO

Is the backrest adjustable? YES NO

Does the chair swivel? YES NO

Does the backrest adequately support

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your lower back? YES NO

Is the chair height adjustable? YES NO

Does the chair have armrests? YES NO

Are the armrests adjustable, or do they interfere? YES NO

Is the chair easily moved? YES NO

Is the chair adjusted so that there is no pressure on the back of the legs? YES NO

Do your feet rest flat on the floor when you are seated? YES NO

If not, do you have a footrest? YES NO

Additional comments: ___________________________________________________________ ______________________________________________________________________________ Monitor: Comments

Is your monitor directly in front of you? YES NO

Is the angle of your monitor adjustable? YES NO

Is the top line of print on the screen slightly below eye level? YES NO

Is the monitor’s location adjustable so that the screen is anywhere from 30-60 cm from your body? YES NO

Are the images on the screen sharp and easy to read? YES NO

Are you aware of how to adjust the brightness and contrast control? YES NO

When working at data entry, do you use a document holder? YES NO

Is it positioned at screen height next to the monitor? YES NO

Additional comments: ______________________________________________________________________________ ______________________________________________________________________________ Keyboard: Comments

Is your keyboard detachable and moveable? YES NO

When your arms are at a ninety-degree angle with forearms and wrist parallel to the floor, is the keyboard at the same height as your hands? YES NO

Is there a wrist rest between your body and the keyboard? YES NO

Do your wrists follow the same line as your forearms? YES NO

Additional comments: ___________________________________________________________ ______________________________________________________________________________

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Mouse: Comments

Do you have a mouse /trackball? YES NO

Do you have a wrist support for your mouse? YES NO

Can you easily and comfortably operate your mouse/trackball with your upper arms hanging comfortably at your sides, and your wrists and forearms parallel to the floor? YES NO

Is your mouse directly beside but slightly higher than your keyboard? YES NO

Additional comments: ___________________________________________________________ ______________________________________________________________________________ Work Surface: Comments

Is the work surface on which you write at a comfortable height? YES NO

Is it large enough to hold your work materials? YES NO

Is it set up so that your commonly used items are close enough that you don’t have to strain to reach them? YES NO

Is there adequate legroom allowing you to change leg positions without getting up? YES NO

Additional comments: ___________________________________________________________ ______________________________________________________________________________ Lighting: Comments

Is there a glare or shadow on your screen? YES NO

Do you find the lighting too dim or too bright? YES NO

Do you feel that you need separate task lights available for your source documents to prevent eyestrain? YES NO

Additional comments: ___________________________________________________________ ______________________________________________________________________________ Miscellaneous: Comments

Do any other factors, such as room temperature, noise, or humidity cause you physical discomfort? YES NO

Do you sit at least an arms-length away from co-worker’s monitors (both back and sides)? YES NO

Is there any other noise in the office (generated by printers, photocopy machines, etc...) that you find excessive or bothersome? YES NO

Where work demands constant, uninterrupted concentration on the screen, do you perform 5 minutes every hour of non-VDT work? YES NO

Additional comments: ___________________________________________________________ Copy to: (1) Employee (2) Supervisor (3) Safety Branch (4) Admin file