Health and Safety Handbook for Supervisors

October 2003

Health and Safety Handbook for Supervisors

Table of Contents

Memorandum from the President 1

Environmental Health and Safety Policy 2

Occupational Health and Safety Management System 3

Responsibilities Under to Occupational Health and Safety Act 11

Internal Responsibility System 11

Due Diligence 14

General Responsibilities of the Employer 16

General Responsibilities of the Supervisor 18

General Responsibilities of the Worker 19

Resolution of Health and Safety Concerns and Work Refusals 20

Work Refusal Report Form 22

Managing Hazards in the Workplace 24

Health and Safety Inspections 28

Checklist for Office Inspections 32

Checklist for Lab/Workshop Inspections 33

Workplace Inspection Report Form 36

Accident and Close Call Investigations 37

Accident Investigation Form 38

Supervisors Incident Investigation Report Form 43

Emergency Procedures 45

Emergency Evacuation – Request for Assistance Form 50

Emergency Response Plan 51

Injury Reporting and Investigation Program 52

Indoor Air Quality Program 56

Training Programs 59

Toxic Substances 60

Workplace Hazardous Material Information System 61

Health and Safety Policies, Programs and Procedures 65

YELLOW PAGES Occupational Health and Safety Act

GREEN PAGES Regulation 851 – Regulations for Industrial Establishments

1Memo from the President Date: July 28, 2003 To: All Faculty Administrative Supervisors From: Richard J. Van Loon, President Re: Health and Safety Handbook for Supervisors As part of Carleton University’s commitment to health and safety, the Department of University Safety has prepared and updated the Health and Safety Handbook for Supervisors. This handbook is required reading for all supervisors, so please review it carefully. As a supervisor, you have certain responsibilities under the Occupational Health and Safety Act of Ontario and the University’s Occupational Health and Safety Management System. This information is included in this handbook. The handbook also contains information about our health and safety programs and procedures. These are general procedures. More specific procedures may be required in your department, depending on the type of work being done. The Laboratory Health and Safety Manual, Radiation Safety Manual and the Centrifuge Safety Manual all provide additional information for those working in laboratories. Training sessions to provide supervisors with information about their responsibilities in health and safety are offered on a regular basis by the Department of University Safety. The policies, programs and procedures published in this handbook were current as of the date of printing, but, for the most up-to-date information, please refer to the Department of University website at http://www.carleton.ca/safety/. If you would like additional information, please contact the Manager, Environmental Health and Safety, in the Department of University Safety, at extension 3809. Original signed by President R. Van Loon

2Carleton University Environmental Health and Safety Policy Carleton University is committed to provide a safe and healthy environment for its students, employees and visitors to study and work. It is the policy of the University to take every reasonable precaution to prevent personal injury or illness by the following:

• identifying and controlling workplace hazards; • considering health and safety in all organizational activities; • protecting the environment; and • complying with all applicable health and safety and environmental legislation including

the Occupational Health and Safety Act of Ontario and its Regulations and the Canadian Environmental Protection Act.

Every employee has a legal duty to inform themselves of any environmental health and safety rule, regulation and statute which applies to the performance of their job and to conduct themselves in accordance with such rules, regulations and statutes. Furthermore, every employee who supervises one or more employees and/or students shall ensure that their direct reports are both informed of any and all environmental health and safety rules which apply to the performance of their functions and, comply with such rules, regulations and statutes. All employees have a duty to report unsafe or unhealthy conditions to their supervisors. Failure to be informed, to comply and/or to supervise may result in disciplinary action by the employer up to and including dismissal. Employees should also be aware that a person who contravenes or fails to comply with the health and safety laws of Ontario is guilty of an offence, and upon conviction may be liable to a fine, imprisonment, or payment of damage. The responsibility for health and safety lies with the line of supervision and is outlined in the Occupational Health and Safety Management System. All external contractors, sub-contractors and their workers are responsible to meet or exceed the requirements established in municipal, provincial and/or federal environmental health and safety legislation. All members of the university community will strive to minimize negative impacts on the environment by conservation, using natural resources wisely, and supporting the 3Rs of waste management, namely Reduce, Reuse and Recycle. Consideration will be given to the environmental impact of goods and services prior to purchase.

Richard J. Van Loon President Signed: March 2000 Reviewed: June 2003

3Carleton University Occupational Health and Safety Management System 1.0 Introduction The Occupational Health and Safety Act of Ontario (OHSA) places the onus for compliance with legislation on the workplace parties within an organization. The Act lists responsibilities for employers, directors and officers, supervisors and workers forming the Internal Responsibility System (IRS). The IRS provides the basis for an effective Occupational Health and Safety Management System that enables the University to be proactive on health and safety matters. Its success depends on cooperation, consultation and a common interest in a safe and healthy workplace. The workplace parties in the Internal Responsibility System at Carleton University are: • The Board of Governors • The Office of the President • The Deans, Directors and Department Heads • The Researchers, Managers and Supervisors • The Faculty, Staff and Students The purpose of this document is as follows: • To formalize and clarify the health and safety responsibilities of each individual in the

Carleton community, which should result in the promotion of health and safety and the reduction of occupational injury and illness;

• To provide a framework under which the Board of Governors and the officers of Carleton

University may comply with their personal legal duties to take all reasonable care to ensure that the University complies with the OHSA and its regulations and the Canadian Environmental Protection Act (CEPA);

• To implement the University health and safety policy and provide a framework for identifying

and controlling workplace hazards; and • To provide guidance to department heads, managers and supervisors in meeting their

obligations under the legislation. 2.0 General Principles The management of health and safety is not an optional extra to existing management and supervisory activities. In order to make the health and safety management system successful, it must be fully integrated into all other management activities. Each level of management has an obligation and responsibility to those reporting to them and accountability to those whom they report to with respect to health and safety.

4The safety standards at Carleton University must, at a minimum, meet the requirements of any applicable piece of legislation or code of practice, as set by the various regulatory agencies. Students leaving Carleton University should take with them the knowledge and the attitude that integrates and accepts good health and safety practices as normal in their everyday activities. This standard can only be met if the faculty and staff set high personal standards, lead by example and ensure that safe work practices are routine in all activities. Carleton University has an Environmental Health and Safety Policy in accordance with the Occupational Health and Safety Act. The policy is approved by the Board of Governors and reviewed on an annual basis by the Joint Health and Safety Committee and the Board of Governors. The policy expresses the commitment of the University to health and safety. The policy is distributed to all department heads for posting annually, is included in the Health and Safety Handbook for Supervisors, in the Human Resources Policy and Procedures Manual, and can be found on the Department of University Safety web site. In order to make the policy a reality it must be implemented in all departments and be supported by a strong health and safety management system. 3.0 Responsibilities All individuals in the workplace, faculty and staff, visitors and students, officers and directors, managers and supervisors, share the responsibility for ensuring a safe working environment. Under the OHSA, the University as an employer, and the individual supervisors, must “take every precaution reasonable under the circumstances for the protection of a worker”. The responsibility lies with the Board of Governors and the line of supervision, beginning with the President and proceeding to the workplace supervisor and the worker. Managers and supervisors are accountable for carrying out their responsibilities in accordance with the OHSA and the policies and programs of the University. The OHSA assigns specific duties and responsibilities to various parties in the workplace. 3.1 Officers and Directors The Officers and Directors of Carleton University are the members of the Board of Governors, the President, the Vice-Presidents, the Assistant Vice-President, and the University Secretary. Section 32 of the OHSA states the following: Every director and every officer of a corporation shall take all reasonable care to ensure that the corporation complies with, (a) This Act and the regulations; (b) Orders and requirements of inspectors and Directors (Ministry of Labour); and (c) Orders of the Minister (Ministry of Labour). The Board of Governors carries out its responsibilities through one of its committees, the Building Program Committee, and through the Office of the President. The Board of Governors is responsible for the health and safety activities of Carleton University and for ensuring that the Occupational Health and Safety System is developed, implemented and maintained; and that the subject appears annually on their agenda.

5 The Building Program Committee reviews the semi-annual report of the Vice-President (Finance and Administration) on Environmental Health and Safety. The Office of the President assumes a leadership role in promoting the elements of the OH&S system and has responsibility for the following: • Approval of University policies and procedures to implement the OHSA, the EPA and other

health and safety policies; • Preparation of a semi-annual report on environmental health and safety activities for the

Building Program Committee of the Board of Governors; • Preparation of reports for the Board of Governors, as required. The President has overall responsibility for directing health and safety activities through the three Vice-Presidents, and, in particular, for ensuring that the Vice-President (Finance and Administration) has developed and maintains a written occupational health and safety policy and program and that the program is implemented satisfactorily. The President has delegated specific responsibilities for health and safety to the Vice-President (Finance and Administration) and to the management structure. The Vice-President (Academic) and Provost, the Vice-President (Research), the Vice-President (Finance and Administration) and the Vice-President (Advancement) are responsible to the President for directing health and safety activities. Each Vice-President and the University Secretary and the Assistant Vice-President (Enrollment Management) will assume a leadership role in promoting the elements of the occupational health and safety management system within their jurisdictions. The Vice-President (Finance and Administration) oversees and supports the work of the Director of Safety in coordinating the University’s activities regarding the development, implementation and maintenance of the Occupational Health and Safety program. The OHSA requires the employer to appoint “competent” supervisors as defined by the Act. Competent means a person that, a) Is qualified because of knowledge, training, and experience to organize the work and its

performance, b) Is familiar with this Act and the regulations that apply to the work, and c) Has knowledge of any potential or actual danger to health or safety in the workplace. 3.2 Director of Safety The Director of Safety is responsible to the Vice-President (Finance and Administration) for the following: • Recommending to the Vice-President (Finance and Administration) an occupational health

and safety policy and program and amendments to keep them current;

6• Coordinating the University’s activities regarding the development, implementation and

maintenance of the Occupational Health and Safety Program; • Preparation of a semi-annual report to the Building Program Committee for the Vice-

President (Finance and Administration); • Providing the health and safety support services to the University community as assigned. The Department of University Safety coordinates environmental health and safety, parking services and patrol services. Environmental Health and Safety assists individuals and departments in meeting their responsibilities by providing advice on applicable legislation and the University’s policies and procedures, monitoring compliance with the legislation and the Health and Safety Program, and recommending policies and procedures. 3.3 Deans, the University Librarian, and Academic and Administrative Department

Heads Sections 25 and 26 of the OHSA list the duties of an employer. An employer is defined by the Act as: “A person who employs one or more workers or contracts for the services of one or more workers and includes a contractor or subcontractor who performs work or supplies services and a contractor or subcontractor who undertakes with an owner, constructor, contractor or subcontractor to perform work or supply services”.

Carleton University is the employer, however the deans and directors of academic and administrative departments carry out many of the duties of the employer specified in these sections of the Act. The heads of academic faculties and administrative units are responsible to their vice-president for ensuring the development, implementation and maintenance of health and safety programs within their unit. Although a number of functions surrounding the performance of these specific duties and legal obligations can be delegated by the dean to the department head, the responsibility to ensure compliance with applicable guidelines and regulations still rests with this individual. Academic and administrative department heads will assume a leadership role in promoting the elements of the Occupational Health and Safety Management System by: • Conducting health and safety visibility tours of selected areas in their divisions; • Providing information, instruction and training to enable workers to safely perform their jobs: • Introducing and maintaining measures designed to identify, monitor, assess and control

risks; • Reviewing reports of serious accidents or high risk incidents within 24 hours and ensuring

the appropriate corrective action is taken; • Maintaining appropriate records sufficient to demonstrate compliance with their duties and

obligations; and • Providing the proper supervision of all undergraduate and graduate students.

7 The assignment of duties to an internal department health and safety coordinator and cooperation with the Joint Health and Safety Committee and the local Building Health and Safety Committee (BHSC) will assist the department head to ensure compliance. In the event that an employee or student of the University is found to be working in an unsafe manner contrary to University policy and in contravention of the legislation, a system must be in place to take corrective action. Dangerous working conditions must be stopped by the appropriate University official and must be dealt with in accordance with the provisions of the OHSA and/or other applicable codes of practice or legislation. 3.4 Researchers, Managers and Supervisors The OHSA defines a “supervisor” as a “person who has charge of a workplace or authority over a worker” and lists the duties of a “supervisor” in Section 27, as follows: A supervisor shall ensure that a worker, (a) Works in the manner and with the protective devices, measures and procedures required

by this Act and the regulations; and (b) Uses or wears the equipment, protective devices or clothing that the worker’s employer

requires to be used or worn. Without limiting the duty imposed by the above, a supervisor shall, (a) Advise a worker of the existence of any potential or actual danger to the health or safety of

the worker of which the supervisor is aware; (b) Where so prescribed (by the Regulations to this Act) provide a worker with written

instructions as to the measures and procedures to be taken for protection of the workers; and

(c) Take every precaution reasonable in the circumstances for the protection of a worker. Due to the unique nature of a university workplace, faculty members have all of the duties and responsibilities of employers and supervisors as detailed in the Occupational Health and Safety Act with respect to their contract staff and students. Every person in a supervisory position is responsible to the line of authority for ensuring that: • The health and safety of those persons reporting to the supervisor are protected and

promoted; • The maintenance and effectiveness of applicable health and safety programs are reviewed

regularly; • Staff receive information, instruction and training in order to perform their jobs safely; • Accident/incident reports with potential for injury and/or property damage are investigated

immediately and corrective action is taken; • The work area is inspected on a regular basis and the required safety procedures are

being followed; • New staff are advised of safety rules, practices and procedures before beginning work; • Safety rules, practices and procedures are discussed with staff on a monthly basis.

8 3.5 Workers The OHSA defines workers as “a person who performs work or supplies services for monetary compensation”. All employees of the University are workers within the meaning of the OHSA. Students who are paid to perform work, are workers under the Act. All workers, as outlined above, while on the University premises, are responsible for: • Complying with the OHSA and regulations and the rules and procedures developed under

the Occupational Health and Safety Program of Carleton University; • Promptly reporting to his/her supervisor any observed contravention of the OHSA or

regulations or of the rules and procedures developed under the Occupational Health and Safety Program or any workplace hazard of which he/she is aware;

• Refraining from any activity that may endanger their health and safety or that of any other person.

3.6 Supervisors of Independent Contractors Any employee of the University who is responsible for hiring or overseeing an independent contractor to perform work within a University workplace shall ensure the following: • The contract documents incorporate the applicable requirement under the University Health

and Safety Program; • Relevant information relating to workplace hazards and environmental health and safety is

communicated to the contractor; • Contract requirements for complying with the University Health and Safety Program and

other relevant programs are monitored and enforced. 3.7 Students It is the intention of the University to maintain and to improve workplace health and safety for all of its members. The University needs the co-operation of students in meeting these obligations. The policy by the University is extended to all students while engaged in University activities. All students are therefore reminded of their general obligations to the University:

• To take reasonable care for the health and safety of him/herself and of other persons who may be affected by his/her acts or omissions.

• To seek medical advice from a doctor if he/she suspects any medical condition that may be study/course related

• Not to interfere with or misuse equipment provided for safety purposes. • To co-operate with the University to enable it to comply with any relevant statutory

provisions. • To co-operate with the University in the use of such personal protective equipment as

may be required to be worn as a result of a 'safety risk assessment' carried out on an activity during practical classes and project work.

93.8 Visitors It is the policy of the University that, as much as is practicable, the campus will be a safe and healthy place to work and study. Therefore, although they may not meet the precise definition of worker, visitors to campus should be afforded the same protection that would be afforded a worker under the Occupational Health and Safety Act of Ontario. 4.0 Committees 4.1 Joint Health and Safety Committee Carleton University has one Joint Health and Safety Committee (JHSC) established with the guidance of the Ministry of Labour to meet the requirements of the Occupational Health and Safety Act of Ontario. The functions of the committee as mandated by the OHSA are to identify and evaluate potential hazards, recommend corrective action to the employer and follow-up on recommendations. The JHSC makes recommendations to the Vice-President (Finance and Administration) and meets at least once every three months. The JHSC have established a Terms of Reference. Environmental Health and Safety provides advice, training and support to the JHSC and BHSCs. 4.2 Building Health and Safety Committees In order to assist with the legislated requirement for worker members of the JHSC to complete regular workplace inspections, the JHSC established Building Health and Safety Committees (BHSCs) in each building on campus. These committees make reports and recommendations to the designated worker member on the JHSC and to the Building Authorities. 4.3 Radiation Safety Committee The Radiation Safety Committee (RSC) is chaired by the Dean of the Faculty of Science and makes recommendations to the Vice-President (Research and External). The committee is made up of representatives from the radioisotope permit holders, the Radiation Safety Officer and a representative from University Safety. The RSC meets semi-annually. The RSC is an advisory committee and provides support, advice and recommendations to the Radiation Safety Officer. The Radiation Safety Officer provides reports of inspections, training, and general activity to the RSC. 4.4 Biosafety Committee The Biosafety Committee is chaired by the Vice-President (Research). The Biosafety Committee is a regulatory committee providing approval and support within the University for all uses of biohazardous materials. The Biosafety Committee meets whenever an application is put to the committee involving a new protocol involving the use of biohazardous materials on campus.

105. Audit A formal auditing system is necessary to monitor and review the health and safety management system to ensure the Internal Responsibility System is working. The audit process assists all parties to carry out their legal responsibilities and to demonstrate due diligence. The audit process consists of two parts. a) Department Health and Safety Report The Department of University Safety, coordinated by Environmental Health and Safety, is charged with the responsibility to monitor compliance with health and safety legislation and the health and safety program. A questionnaire will be sent to each department head on an annual basis by EH&S. The department head will complete the questionnaire and return it to the Environmental Health and Safety where it will be reviewed and follow-up will take place as required. Results of these reports will be reported to the Board of Governors through the semi-annual reports of the Vice-President (Finance and Administration) to the Building Program Committee. b) Validation of Department Health and Safety Report Each year a number of department reports will be selected for further review and verification of the information supplied. Departments that have not submitted reports will also be subject to more detailed auditing and review.

11Responsibilities under the Occupational Health and Safety Act Everyone is Responsible for Safety Successful supervisors consistently channel their efforts towards having their work teams produce a high quality product efficiently and cost-effectively. However, for this objective to be achieved on a long-term basis, the work and the work area must be safe, and all team members must accept personal ownership of safety. By accepting their responsibilities for a healthy and safe workplace, workers will contribute to the overall success of the department. The supervisor may have many duties and responsibilities under occupational health and safety legislation

• as a worker • as a supervisor • as an agent of the employer, or as the employer

Duties and responsibilities for occupational health and safety often overlap from employer to supervisor to worker. The reason for this overlap is to facilitate ownership of safety by all workplace parties and is intended to ensure that all reasonable care is taken to protect the health and safety of all persons in the workplace. This is what is known as the Internal Responsibility System.

Internal Responsibility System – Chain of Responsibility

Contributory Responsibility

INTERNAL

Direct Responsibility

Contributory Responsibility

EXTERNAL

Joint Health and Safety Committee

President

Unions

Environmental Health and Safety

Senior

Managers

Health and Safety

Associations

Physical Plant and Custodial Services

Supervisors

Suppliers

Purchasing Department

Workers

12Legislation The Occupational Health and Safety Act also gives the Government broad powers to make regulations setting out in detail how some of the duties on the various parties are to be carried out. It is therefore important that supervisors possess, in addition to being familiar with the Act, a knowledge of those regulations which apply to the workplaces or operations under their control. A listing of these regulations is provided below. At first glance it may appear that many of these regulations do not apply to the University. However, under the general provision in the Act which requires employers to "take every precaution reasonable in the circumstances for the protection of a worker" the Ministry of Labour may cite provisions in any of these regulations as a "reasonable precaution", and cause them to be enforced by a written order. The Regulation for Industrial Establishments has been used in this fashion on a number of occasions. Any questions regarding specific details of the Occupational Health and Safety Act and Regulations and their interpretation should be directed to Environmental Health and Safety. Every department should have one copy of the act available for employees. This one copy is provided free of charge to each and every department on campus. An online version (the most up-to-date copy) is available on our website at http://www.carleton.ca/ehs. Other Health and Safety Legislation There is a wide variety of legislation and regulations, both federal and provincial, as well as certain municipal by-laws that supervisors may need to be aware depending upon their particular job functions and the types of hazards with which they deal.. Details of this legislation and its application can be obtained from Environmental Health and Safety. Regulations made under the Occupational Health and Safety Act Construction Projects (O.Reg. 213/91) Critical Injury Defined (O.Reg. 834/90) Diving Operations (O.Reg. 629/94) Firefighters' Protective Equipment (O.Reg. 714/94) Health Care and Residential Facilities )O. Reg. 67/93) Industrial Establishments (O.Reg. 851/90) Mines and Mining Plants (O.Reg.854/90) Oil and Gas - Offshore (O.Reg. 855/90) Roll-over Protective Structures (O.Reg. 856/90) Teachers (O.Reg. 857/90) Training Programs (O. Reg. 780/94) Training Requirements for Certain Skill Sets and Trades (O. Reg. 572/99) University Academics and Teaching Assistants (O.Reg. 858/90) Window Cleaning (O.Reg. 859/90) Hazardous Substance Regulations Designated Substance - Acrylonitrile (O.Reg. 835/90) Designated Substance - Arsenic (O.Reg. 836/90) Designated Substance - Asbestos (O.Reg. 837/90) Asbestos on Construction Projects and in Building and Repair Operations (O.Reg838/90) Designated Substance - Benzene (O.Reg. 839/90) Designated Substance - Coke Oven Emissions (O.Reg. 840/90) Designated Substance - Ethylene Oxide (O.Reg. 841/90) Designated Substance - Isocyanates (O.Reg. 842/90)

13Designated Substance - Lead (O.Reg. 843/90) Designated Substance - Mercury (O.Reg. 844/90) Designated Substance - Silica (O.Reg. 845/90) Designated Substance - Vinyl Chloride (O.Reg. 846/90) Control of Exposure to Biological or Chemical Agents (O.Reg. 833/90) Inventory of Agents or Combinations for the Purpose of Section 34 of the Act (O.Reg. 852/90) Workplace Hazardous Materials Information System (O.Reg. 860/90) X-Ray Safety (O.Reg. 861/90) Workplace Safety and Insurance Act (Ontario) First-Aid Requirements (WSIB Reg 1101) Environmental Protection Act (Ontario) Airborne Contaminant Discharge Monitoring and Reporting (O. Reg. 127/01) Ambient Air Quality Criteria (R.R.O. 1990, Reg. 337) Halon Fire Extinguishing Equipment (O. Reg. 413/94) Industrial, Commercial and Institutional Source Separation Programs (O. Reg. 103/94) Motor Vehicles (O. Reg. 361/98) Ozone Depleting Substances – General (R.R.O. 1990, Reg. 356) Recycling and Composting of Municipal Waste (O. Reg. 101/94) Refrigerants (O. Reg. 189/94) Solvents (O. Reg. 717/94) Spills (R.R.O. 1990, Reg. 360) Waste Management - PCB’S (R.R.O. 1990, Reg. 362) Transportation of Dangerous Goods Act (Canada) Dangerous Goods Transportation Act and Regulations (O. Reg 261) Hazardous Products Act (Canada) Environmental Protection Act (Canada) Biotechnology Regulations ENVIRONMENTAL CONTAMINANTS ACT (Canada) Guidelines for the Management of PCB Wastes Atomic Energy Control Act (Canada) Transport Packaging of Radioactive Materials Regulation CNSC Regulatory Guides Pest Control Products Act (Canada) Pesticides Act and Regulations (Ontario) Smoking in the Workplace Act (Ontario) City of Ottawa By-Laws City of Ottawa Sewer Use By-Law By-law No. 2001-149: Smoking in the Workplace

14Due Diligence Due Diligence is a term that is slung around frequently by Health and Safety Professionals and Risk Managers. So just what is it and how does it affect you? The Occupational Health and Safety Act expects people to take “reasonable care” in the workplace to ensure that other workers are safe. Due diligence is the process of taking reasonable care to prevent harm to individuals and the environment. The context of reasonable care will depend on the circumstances, level of complexity and danger in the workplace and on the standard set by similar industries. To be “duly diligent”, you must be creative and go beyond what is required to be in compliance with applicable regulations, and address specific hazards unique to the workplace. If you have been “duly diligent” under the circumstances, you will have “Due Diligence” as a defence if you are prosecuted under laws such as, but not limited to, the Ontario Occupational Health and Safety Act and the Canadian Environmental Protection Act (CEPA). The Occupational Health and Safety Act, does not make a specific reference to Due Diligence although it definitely plays a key role in reducing injury and reducing potential liability. While the reduction in potential liability is clear, how can Due Diligence reduce injury? To answer this, we must look at why the Occupational Health and Safety Act exits. Why Does the Act Exist? History shows that Health and Safety is largely reactionary – not until a death or serious injury or near miss is a standard operating procedure altered. A regulatory law such as the Occupational Health and Safety Act exists for one reason and one reason only – Deterrence. Deterrence means to motivate someone to change his or her behaviour to a higher standard of conduct. So, unlike a severe penalty in criminal law, where the drive is to severely punish someone, a regulatory law such as the Occupational Health and Safety Act motivates people to pay attention to their obligation to take reasonable care (i.e. smarten up!). The Occupational Health and Safety Act basically embodies two types of deterrence. There is a Specific Deterrence designed to motivate an individual to change their behaviour to a higher standard of conduct. For example you get a traffic ticket and slow down as a result. The other, a General Deterrence, motivates people to pay attention to their responsibilities and take reasonable care. For example, you see someone else get a traffic ticket and slow down as a result. The relationship between Due Diligence and Deterrence is therefore clear. If your behaviour could be deterred in a specific situation, you were NOT “Duly Diligent”. Prosecution Under the Act Prosecution Under the Act is a strict liability offence. If you have demonstrated reasonable care under the circumstances, then you can use due diligence as your defence. Prosecution under the Act is sometimes referred to as quasi-criminal. It would result from failure to do what is reasonable under the circumstances, does not result in a criminal record (yet), however, tougher penalties are laid if subsequent charges are issued (may lead to a criminal record).

15Failing to comply with the Occupational Health and Safety Act could result in fines and/or imprisonment. Every person who contravenes or fails to comply with a provision of the act, or an order by a Ministry of Labour inspector, is guilty of an offence and, on conviction, can be fined not more than $25,000 or up to 12 months in prison, or both. If a corporation is convicted of an offence, it can be fined up to $500,000. The statute of limitations on the MOL laying charges is 12 months.

16General Responsibilities of the Employer An “employer” is defined to be a person who employs workers. At Carleton University, the supervisor, generally speaking, is considered an “employer” or an agent of the employer. This means that, in some areas, the actions of the supervisor are considered to be the actions of the employer. Safety legislation requires employers to do everything they reasonably can to protect the health and safety of their workers. They must ensure that there are no uncontrolled hazards in the workplace, and they have a duty to know which safety legislation, including specific regulations, applies to their workplace and to comply with it. Additionally, employers should ensure workers are competently supervised (competent supervision is explained in detail in the supervisor section). Some major aspects of employer responsibility include: Education and Training Employees should receive training in their legislated duties and responsibilities, and instruction in accordance with all applicable regulations (for example WHMIS). Workers must also receive proper training and instruction on how to perform their jobs safely and how to recognize and control hazards. Additionally, it is in the best interest of the employer and supervisor to involve all workers in the safety process through education and instruction. Protection of Workers Before permitting workers to perform any task, the employer must ensure that the workers know all the hazards related to the task, how to protect themselves from these hazards, and how to perform the task safely. This included providing training and information, and where required, providing or making available personal protective equipment and devices such as:

• appropriate eye and face protection when workers are in eye/face hazard areas • proper foot protection, where required • emergency deluge showers and eye wash stations in areas where workers could be

exposed to harmful materials • suitable hearing protection in noisy work areas • approved respirators for regular use, and for use in emergencies, where required • protective shields, aprons or gloves to safeguard against cuts and abrasions and

exposure to harmful substances Employers must also assist in medical emergencies. Hazardous Substances In workplaces where there are hazardous substances, employers have many important responsibilities. These include ensuring that:

• workers have clear knowledge and understanding of the hazards of substances they could be exposed to, including process by-products, and how to protect against these hazards

17• proper work procedures are used on a consistent basis • hazardous substances or processes are identified • appropriate regulations, such as WHMIS and others specific to your workplace, are

complied with

The Work Environment There are two reasons why the work environment is important. First, it directly affects worker safety. Second, by providing the workplace with items such as adequate lighting and proper ventilation and temperature control, the employer contributes, in an overall sense, to employee morale, job satisfaction and worker efficiency. Some issues to consider relative to work environment are:

Adequate Ventilation As a rule, ventilation is used in the workplace to provide comfortable work conditions (temperature and humidity control) and to reduce the level of airborne contaminants throughout the workspace. Proper Lighting Lighting should be designed and installed so that there is low glare and minimum shadow. Lighting intensities should be adequate for the nature of the work. Noise Levels Noise levels can vary significantly from one area of the workplace to the next. Hearing protection must be worn in areas where engineering controls cannot sufficiently reduce noise levels to below legislated threshold limits.

Machines and Equipment As specified by law, employers must ensure:

• that equipment, machinery, materials and protective devices are provided • that all are maintained in good condition • all are used as prescribed

Worksites and Buildings In order to provide a safe workplace, the overall structure of the workplace must be sound. Joint Health and Safety Committee Carleton University, as an employer, is responsible under the Occupational Health and Safety Act for establishing and maintaining a Joint Health and Safety Committee. This committee is an advisory body composed of representatives of workers and management. They have as their primary functions the identification of workplace health and safety hazards and the making of recommendations to senior management with respect to workplace health and safety. In order to carry out these duties they perform regular inspections of the workplace. Supervisors have the following responsibilities with respect to these committees:

• to be aware of the existence and roles of the committee and the names of the management and worker co-chairs of the committee;

• where one of their staff is a member of the committee, to provide that individual with paid time off work to carry out his/her duties as a committee member; these include time

18off to prepare for and attend committee meetings, and to perform inspections of the workplace;

• provide a member of the health and safety committee inspecting the workplace with such information and assistance as the member requires for the purpose of carrying out the inspection;

• to take action on remedying health and safety deficiencies in the workplace In general, the employer must assist and cooperate with the Joint Health and Safety Committee (JHSC). This includes:

• providing training and education as required • where required, arranging for the committee to investigate work-related accidents and

to conduct workplace inspections • providing a suitable meeting place • responding to recommendations of the committee

Records Employers must maintain accurate records relating to occupational health and safety matters. As well, certain information must be made available to the Joint Health and Safety Committee, relevant government agencies and health care professionals as prescribed by legislation. General Responsibilities of the Supervisor A person who has authority over a worker or who has charge of a workplace is generally considered to be a “supervisor”. This term can include such occupational titles as manager, superintendent, leadhand, foreman, etc. The Occupational Health and Safety Act of Ontario clearly stipulates that an employer must provide competent supervision to ensure the health and safety of workers. As a rule, a competent supervisor:

• is qualified to supervise the work based on prior knowledge and experience • is familiar with all applicable safety legislation • is knowledgeable of the hazards of the job and of the workplace • ensures the worker is aware of all hazards and their corresponding protective measures • understands and enforces the use of all safety equipment and devices required by the

employer • implements all on-the-job safety procedures and training required by the employer • ensures all measures required by safety legislation are in fact being taken • takes all reasonable care to protect the health and safety of the worker

19General Responsibilities and Rights of the Worker Any person who receives pay for performing work or providing services is usually considered to be a worker. The term worker can also include supervisors, who must therefore comply with the legislated duties and responsibilities of all workers. Additionally, supervisors are required to ensure that workers comply with all applicable occupational health and safety legislation. As a supervisor, then, you must comply as a worker, but you must also ensure your workers, and any other workers in the work area, are also complying. The law says that workers must:

Work Safely Workers must clearly understand and follow the safety procedures related to their job and their workplace. This includes the safe and proper operation of equipment, tools and machinery, and the proper handling of hazardous substances. Comply with the Legislation Affecting the Workplace Workers must follow all of the health and safety regulations affecting the workplace. Cooperate with the Employer Everyone must cooperate with the employer in adhering to the established health and safety measures and practices. At All Times, Be Aware of Safety in the Workplace Working safety is a condition of employment is most jurisdictions. Not Jeopardize the Safety of Others in the Workplace When performing any task, or when handling substances or using equipment or machinery, care must be taken not to harm oneself or any other person. Use the Proper Safeguards, Safety Devices and Personal Protective Equipment Where specified by legislation or the employer, safety devices, personal protective equipment, and safeguards must be properly used. This equipment must not be damaged or removed from service and should be maintained in good working order at all times. Report Workplace Hazards and Violations to the Employer Any workplace hazard or potential hazard, or any practice that contravenes the legislation must be reported to the worker’s supervisor. Not Engage in Horseplay Workers must not engage in any prank, contest, feat of strength, unnecessary running or rough and boisterous conduct.

20Resolution of Health and Safety Concerns and Work Refusals The Workers Right to Refuse Unsafe Work

Workers in Ontario have the right to refuse work which they believe to be unsafe or dangerous. In general, workers can refuse work if they have reasonable grounds to believe that the job they are performing or are asked to perform, poses a danger either to themselves or to another worker. Workers may also refuse work if they feel the physical conditions of the workplace are dangerous to their health and safety. There are certain conditions where the right to refuse unsafe or dangerous work may not apply. These may include tasks where the dangers cited are an inherent part of the job (e.g. police officer), or where the health and safety of the general public may be jeopardized. Where the right to refuse unsafe or dangerous work is covered by legislation, the legislation also protects workers from any reprisals by the employer due to a work refusal

Reprisals Against a Worker Prohibited The Occupational Health and Safety Act prohibits the employer or persons acting on behalf of the employer from taking any action against a worker who has acted in compliance with the Act or any regulation. Specifically prohibited are:

• dismissal or threats to dismiss; • discipline or threats to discipline; • imposition of any penalty; or • intimidation or coercion.

Workplace Refusal Procedures The procedure for handling health and safety concerns raised by staff members consists of five possible steps. An employee has the option of initiating the process at either step 1 or step 4. If the work refusal process reaches or is initiated at step 4, the procedures are legislated by the Occupational Health and Safety Act and covered here. It is hoped that all employees will initiate the process at step 1 and that supervisors will be responsive to health and safety concerns raised by staff members. However, an employee has the right to refuse to perform work that he or she considers to be unsafe and to initiate the process at step 4. 1. Expression of Concern Supervisors should encourage employees to discuss health and safety concerns with them. The supervisor and employee should have a frank discussion of the concern and attempt to resolve the issue.

212. Referral to Line Management If the supervisor and the employee are unable to resolve the issue, the supervisor should refer the problem to the next level of supervision. If no agreement is reached at this level then the issue may either be referred to higher levels of management or it must proceed to step 3. 3. Referral to Joint Health and Safety Committee Where the employee or the supervisor refers an issue to a joint health and safety committee, the committee should investigate the matter and submit its written recommendations to the responsible line manager and to the Manager, Environmental Health and Safety. The responsible line manager must respond in writing to the written recommendations of the committee within 21 days giving either a timetable for implementing the recommendations or stating the reasons why he/she does not agree with them. 4. First Formal Work Refusal The procedures to be followed in the event of a formal work refusal by a staff member are outlined in the Occupational Health and Safety Act. They are mandatory and supervisors are strongly urged to contact the Office of Environmental Health and Safety for assistance.

• Where a worker reports his refusal to work or do a particular work to his supervisor, the supervisor shall immediately investigate the situation in the presence of the worker and a member of the joint health and safety committee who represents workers.

• A written record of the occurrence and the results of the investigation must be made and a copy sent to the Office of Environmental Health and Safety. Use the Employers Report of Safety-Related Refusal to Work form provided in this section.

• Until the investigation is completed the worker shall remain in a safe place near his workstation.

• If the situation is resolved at this point, the worker will return to work. • The worker may continue to refuse to work if he or she has reasonable grounds to

believe that the work continues to be unsafe. At this point the refusal continues to Step 5. 5. Second Formal Work Refusal

• The worker, the responsible manager, or someone acting on behalf of them shall notify a Ministry of Labour Inspector, who will come to the workplace to investigate.

• While waiting for the inspector, the worker must remain in a safe place near the work station, unless the responsible manager assigns some other reasonable work during normal working hours.

• Pending the investigation and decision of the inspector, no other worker shall be assigned to do the work under dispute unless, in the presence of a member of the joint health and safety committee who represents workers, the second worker has been advised of the other worker's refusal and of the reasons for the refusal.

• The inspector will investigate the refusal to work in the presence of a representative of the employer, the worker, and a member of the health and safety committee who represents workers. The inspector shall give his decision in writing.

22Carleton University

Employer's Report of Safety-Related Refusal to Work Name and position of employee(s): (attach separate list as appropriate) _______________________________________________________________________ Date: __________________________________________________________________ Time refusal reported: ___________________________________________________ Reasons reported for refusal: (include full details of nature of alleged hazard and when first noticed; attach statements of supervisor and workers) _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ Supervisor receiving report: (name) ________________________________________ Name of worker representative called: (or reason for unavailability) _______________________________________________________________________ First-stage investigation results: (include full details of conditions observed, concerns noted and steps taken to remedy) _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ Time second-stage refusal reported:________________________________________ _______________________________________________________________________ Reasons reported for second-stage refusal: (full details) ________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________

23 Time ministry inspector contacted: (include office contacted, what advised) _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ Alternative work or other directions given refusing employee(s): (include results) _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ Ministry inspection details: (full details of ministry findings -- attach report or orders issued, and any remedial action taken) _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ Other employee offered the same work: (attach that worker's signed statement of being advised of the refusal) ____________________________________________________ _______________________________________________________________________ _______________________________________________________________________ Details of any continuing refusal: (include reason given) ________________________ _______________________________________________________________________ _______________________________________________________________________ Details of any discipline imposed: Employee name:_________________________________________________________ Discipline imposed (attach any letters or notes) _________________________________ _______________________________________________________________________ _______________________________________________________________________ Reasons for discipline:____________________________________________________ _______________________________________________________________________ _______________________________________________________________________ Copies: Department Head Manager, Environmental Health and Safety, University Safety Union Office (if applicable)

24Managing Hazards in the Workplace A hazard is anything that can cause an injury or illness. There are chemical hazards, physical hazards (equipment, machinery, noise) and ergonomic hazards (awkward postures). In order to make the workplace safer; hazards should be eliminated whenever possible. When that is not possible, substitution or controls are two possible methods to use. Substitution includes replacing a hazardous substance with a less hazardous one. Controls include such things as protective equipment.

* * H A Z A R D * *

IDENTIFY ê

EVALUATE ê

CONTROL ê

FOLLOW-UP ê

GOAL the ultimate goal is always to effectively manage the hazard

Identifying Hazards A workplace health and safety hazard is anything that has the potential to cause an injury, illness or disease. The identification of workplace hazards includes recognizing both the obvious and the less obvious. Even the most obvious of hazards may be overlooked if consistent efforts are not made to identify them. It may often require the eye of an experienced and knowledgeable person to competently identify hazards that are not readily recognizable. A typical example would include a trained individual determining, through air sampling tests, the nature and level of air-borne contaminants released from a particular work process. For persons who are new to hazard recognition or unfamiliar with the workplace, the process of asking questions is often helpful in identifying hazards. Also, the supervisor must be vigilant in ensuring that the true hazard is identified and not just its symptoms. Workplace hazards the supervisor must be actively aware of, include:

• chemical hazards such as a chemical or material used in the workplace, or a process or material by-product

• physical hazards such as noise, vibration, heat stress, cold stress or radiation • ergonomic hazards such as work which requires awkward posture or excessive

muscular force • hazards specific to the machinery, tools, material and equipment in use • hazards related to particular work processes and work environments • biological hazards including viruses, bacteria, fungi or parasites

25• hazards from energy sources such as electrical, pneumatic, hydraulic, gravity, chemical

or heat • hazards created through nonexistent or inadequate work practices • hazards created when proper work practices are not followed

The supervisor should use the following checklist of basic and useful questions to assist in identifying hazards in the workplace:

Y/N can any harmful contact be made with objects or substances?

are any biological hazards present? Y/N

Y/N are any hazards created by the use of the equipment or the machines?

is there an emergency response plan? Y/N

Y/N is equipment and machinery maintenance performed as required and on a timely basis?

is extreme cold or heat present? Y/N

Y/N is fire fighting equipment serviceable and inspected regularly?

does the task require awkward or static posture?

Y/N

Y/N Is lighting and ventilation adequate? does the task require the use of excessive muscular force?

Y/N

Y/N can any part of the body be caught between objects?

is the task tedious or repetitious? Y/N

Y/N is there a risk of slipping, tripping or falling?

is there an risk of injury from lifting, pushing or pulling?

Y/N

Y/N are there gases, vapours, mists, dusts or fumes present?

is there a risk of objects falling? Y/N

Y/N are first aid supplies maintained and inspected, and are there trained first aid personnel available?

can any variable factors affect the safety of the task? Y/N

Y/N Is noise vibration or radiation present? does the use of any tool or substance create a hazard?

Y/N

Y/N are any hazardous by-products generated?

are the causes, and not only the symptoms of the hazard, being identified?

Y/N

In conjunction with the previous checklist, the supervisor should also examine whether or not all individuals:

• know how to report any safety-related concerns, problems or suggestions • know and understand the hazards of each task being performed and employing the

protective measures to protect themselves and others • know and understand the equipment, tools and machinery being used, including all

safety devices and how they work • know and understand the materials and products being used including their hazards and

how to handle them safely • know and understand the process and material by-products being created including

their hazards and how to handle them safely

26Additionally, are all individuals:

• taking the necessary steps to protect themselves and other by following the correct task procedures?

• trained to safely perform each task? • using all products and materials properly and safely? • performing each task safely; that is, are the following the correct task procedure

including proper body mechanics? • using all machines, equipment, and tools, and their safety devices properly? • familiar with, and complying with, all regulations that apply to the work being performed? • receiving timely answers to any reported safety-related problems, concerns or

suggestions? Evaluating Hazards When evaluating the identified hazard, the supervisor may need to investigate further, which can include gathering additional information to reveal all of the factors involved. For example, if the identified hazard is the potential exposure to an air-borne chemical, conducting air sampling tests may be an effective way of evaluating the chemical’s air-borne levels. Controlling Hazards Measures to control hazards may vary depending on the factors associated with the hazard. This means that a number of different factors may be used to manage the risk so that it no longer presents an uncontrolled hazard. The process of using these varied methods in controlling the risk must be carefully reviewed to ensure that the most effective corrective measures are taken. Remember that the corrective actions must adequately control the risk while at the same time not present any new hazards. In some cases, a suitable combination of effective hazard control measures may be appropriate because one control measure in itself may not adequately manage the risk. It cannot be over-emphasized that effective hazard control is always directed at managing the hazard – always treat the cause, not the symptom.

27Hazard Control Measures Hazards are most effectively controlled by eliminating them. A hazard that has been eliminated will obviously require no further control measures. Because it is not always possible to eliminate hazards, other control measures must often be implemented. The following steps should be observed in determining appropriate hazard control measures:

Hierarchy of Hazard Control Measures

1. ELIMINATION ê

2. SUBSTITUTION ê

3. ENGINEERING CONTROLS ê

4. ADMINISTRATIVE CONTROLS

1. Elimination The hazard should be completely removed, wherever possible, through elimination. For example, when a material handling task is automated and performed by a machine, the hazards associated with manually performing this task are eliminated. 2. Substitution Where the hazard cannot be eliminated, the supervisor may wish to examine alternatives to the processes, equipment, substances, and machines being used. Could any of these be replaced with a less hazardous substitute? Remember that a substitute may be considered “safer”, but that does not always mean that it is completely safe or free of hazards. 3. Engineering Controls Engineering controls relate to the design and layout of the workplace, workstation, work processes, etc. Common engineering controls would include items such as changes to ventilation, lighting, noise controls and process controls. Reorganizing a workstation to make it more ergonomically correct is an example of a typical engineering control. 4. Administrative Controls Finally, if the hazard cannot be eliminated, and if substitution and engineering controls do not properly control the risk, administrative measures may be used to reduce the threat. Examples of such measures are introducing new policies, modifying task procedures, and designating the use of personal protective equipment.

28Health and Safety Inspections Introduction As the key person in any occupational hazard control program, the supervisor is the direct link between management and employees. The very cornerstone of this important supervisory function centres on the recognition, evaluation and control of hazards. The workplace inspection is the primary mechanism that facilitates the process of identifying, evaluating and controlling hazards. The goal of the inspection program is to prevent injuries and illnesses by identifying and eliminating actual and potential hazards. In addition to identifying hazards, inspection reports are used to monitor standards and procedures and recommend changes. However, an inspection program will only be successful when action is taken to eliminate the hazards found. Safety inspections should be a part of the day-to-day activities of all staff members. Inspections of this nature are called continuous and require that supervisors and their staff be on constant lookout for on-the-job hazards. Everyone has a legal obligation to report workplace hazards. In addition to continuous inspections, supervisors should conduct regular formal workplace inspections, using a checklist similar to that provided in this section. Formal health and safety inspections at the University are done by the following: ♦ Supervisors, ♦ Worker Members of the Joint Occupational Health and Safety Committee ♦ Building Health and Safety Committees ♦ Fire Safety Officer, and ♦ Radiation Safety Officer Occasionally health and safety inspections will be done by external agencies such as the Canadian Nuclear Safety Commission (CNSC), the Ministry of Labour, the Municipal Department of Health, or other government organizations. Inspections by Supervisors Why should a supervisor do inspections? The Occupational Health and Safety Act places general responsibility on supervisors to inform workers of any hazards in the workplace and to take every precaution reasonable in the circumstances for the protection of workers. Carrying out effective and regular inspections keeps the supervisor aware of hazards and activity in the workplace. Inspections also provide the supervisor with an opportunity to identify, evaluate, report and control hazards in the workplace. The goals of the inspection are to:

• Identify actual and potential problems, • Identify equipment deficiencies, • Identify improper employee actions, • Review procedures in action,

29• Review management performance, • Involve management.

Supervisors are able to identify hazards by reviewing on-the-job practices, assessing equipment, and listening to concerns. When should a supervisor do inspections? There are two categories of inspections to be done by a supervisor:

• Continuous inspections: An informal inspection occurs every time a supervisor walks through a workplace, notices problems and take corrective action.

• Formal inspections: A planned inspection is done on a regular schedule, with the

frequency depending on the needs of the particular workplace. A laboratory or workshop must be inspected more frequently than an office. An office or a classroom may be inspected annually. A lab or workshop should be inspected monthly. A schedule developed by the department head will assist in planning.

How should an inspection be carried out? Prepare:

• Establish an inspection team consisting of members from the department, faculty or building proper.

• Review the floor plans and decide the specific area to be inspected. • Review the previous inspection reports for outstanding items. Inspection reports done

by other inspectors, such as the worker members of the JHSC, should also be reviewed. • Review any incident/injury reports and the preventative action taken. • Review the inventory of equipment and hazardous materials. • Review any safety-related complaints. • Prepare a customized checklist using the examples included. Checklists are not

permanent lists or the only items to consider. Checklists should be reviewed and revised as necessary, for example, as new equipment is purchased, new procedures are instituted, or when injuries reveal previously unsuspected hazards.

• Estimate the amount of time needed. • Plan the route and areas to be covered based on the above information. • Notify relevant faculty and staff of the inspection.

Inspect:

• A successful inspection is a fact-finding exercise, not a fault-finding exercise. • Use the checklist as a guide to provide the structure for the inspection. Add additional

items as necessary. • Look for what is right, as well as for what is wrong and comment on good practices, as

well as bad practices. • Talk to people, ask about concerns but avoid long discussions. • Look outside the usual eye level – look up, look down, look into closed rooms, look into

cupboards, look behind, look around.

30• Point out immediate dangers for correction on the spot, note other items on the report. • Record all questionable items.

Record and Report: A reporting form for inspections is included. This form is similar to that used for workplace inspections done by the Joint Health and Safety Committee. Reports should be sent to the next level of supervision within five days of the inspection. Any significant health and safety concerns should be reported immediately. Review and Follow Up: In order for the inspection to be a valid activity, information obtained through inspections must be reviewed and decisions taken as soon as possible as to the action required. In some cases immediate action can be taken, in other cases action will be recommended to the next level of supervision, and in other cases review may be required prior to any action being taken. It is important to correct the underlying cause of the problem. Review of inspection reports over a period of time will assist the department to identify needs and establish priorities, improve safe work practices, identify areas that require more in-depth analysis and highlight the need for training. A timely response to the person(s) doing the inspection is important to validate the activity. If no action is planned on recommendations, reasons should be given. Inspections by the Joint Health and Safety Committee (JHSC) and the Building Health and Safety Committees (BHSCs) The Occupational Health and Safety Act mandates that worker members of the JHSC must inspect the workplace at least once every year, with a part of the workplace inspected in each month. (Section 9 (23) – (30)). .

1. A schedule for inspections is established by the JHSC as required by Section 9 (28) of the Occupational Health and Safety Act.

2. Each worker member of the JHSC is to do a workplace inspection in at least one

building. It is the responsibility of worker members to note the months in which they are to do inspections. The worker members will contact the building representatives at the beginning of the month and arrange for the inspection. The Manager, Environmental Health and Safety (ext 3809) will provide assistance to worker members in organizing the inspections, providing forms and other assistance as required. The Occupational Health and Safety Act assigns the responsibility for the inspection to the worker members of the JHSC.

3. The Building authority will establish a Building Health and Safety Committee (BHSC)

comprised of workers residing in that building as per the Environmental Health and Safety Policy. The role of the BHSC is to perform regular inspections of their building

31based on a risk analysis of the types of work being performed in the building. The schedule for workplace inspections will be available on the Department of University Safety’s website at http://www.carleton.ca/ehs/ehsjhsc/jhschome.htm. The BHSCs are all considered sub-committees of the Joint Health and Safety Committee thereby satisfying the legislative requirements that inspections be done by the worker members of the JHSC. It is important to note that any member of the BHSC is not taking on additional legal responsibilities by fulfilling this role, as it is advisory only. The onus for safety still lies within the line of supervision.

4. The worker member completes the inspection using the standard report form and

immediately following the inspection distributes the form as noted. Copies of the form are available from EH&S and on the EH&S website at http://www.carleton.ca/ehs.

5. At each meeting the JHSC reviews the inspection reports. Items that require action and

were not previously forwarded to the pertinent units, will be so forwarded to the appropriate individual, e.g. department head, Physical Plant, Vice-President, etc.

6. Copies of reports are kept on file in EH&S.

Fire Safety Officer The campus Fire Safety Officer carries out regular inspections of all building fire hose cabinets and stand-alone fire extinguishers as required by the Ontario Fire Code. Radiation Safety Officer The University Radiation Safety Officer undertakes periodic inspections of laboratories where work with radioactive substances is carried out.

32Checklist for Office Inspections

Department: Building & Room: Area Use: Date: Inspector Name: Title: Signature: Phone:

Yes (Y) answers indicate compliance. Any No (N) answers require investigation and correction by the supervisor.

Item Description Y N N/A 1. Is a copy of the Occupational Health and Safety Act posted? 2. Is a copy of the University Environmental Health and Safety policy posted? 3. Are employees aware of the OH&S Management System and their

responsibilities?

4. Are employees aware of emergency procedures, telephone numbers and evacuation routes?

5. Are injuries reported to the supervisor? 6. Are injuries investigated by the supervisor? 7. Are shelves securely fastened? 8. Are shelves not crowded or material piled too high? 9. Is office free or clutter and waste material? 10. Are wires and cables in good condition (no frayed cords)? 11. Is electrical equipment grounded? 12. Are extension cords 3-pronged only and not used as permanent wiring? 13. Is the working space adequate? 14. Are aisles clear and not obstructed? 15. Is the office well ventilated? 16. Is the temperature and humidity control adequate? 17. Is the floor kept clear and in good condition? 18. Is there sufficient lighting for the tasks performed? 19. Is the area adequately cleaned? 20. Are file cabinets loaded from the bottom first? 21. Is the workstation adequately designed? 22. Are wires and cables kept off the floor? 23. Are drawers kept closed except when in use? Additional items relevant to a specific workplace

33Checklist for Laboratory/Workshop Inspections

Department: Building & Room: Area Use: Date: Inspector Name: Title: Signature: Phone:

Yes (Y) answers indicate compliance. Any No (N) answers require investigation and correction by the supervisor.

Item Description Y N N/A 1. Is a copy of the Occupational Health and Safety Act posted? 2. Is a copy of the University Environmental Health and Safety policy posted? 3. Is a copy of the Laboratory Health and Safety Manual posted? 4. Are employees aware of the OH&S Management System and their

responsibilities?

5. Are injuries reported to the supervisor? 6. Are injuries investigated by the supervisor? 7. Are designated substances identified, controlled and documented? 8. Have all employees received training in general laboratory safety procedures? 9. Is documentation of the training kept on file? 10. Is equipment properly maintained and documentation kept on file? 11. Are emergency procedures and evacuation routes posted? 12. Are spill procedures posted, spill control materials available and training

provided to lab workers?

13. Are lab workers familiar with physical and health hazards of chemicals in the work area?

14. Do lab workers know how to protect themselves and others from the effects of hazardous materials?

15. Is there a WHMIS poster displayed in the area? 16. Is an up-to-date inventory maintained for all hazardous materials? 17. Are MSDS’s maintained and readily available at all times? 18. Are lab workers aware of the location of MSDS’s? 19. Are lab workers trained in accordance with WHMIS regulations? 20. Is documentation of the training kept on file? 21. Are containers clearly labelled in accordance with WHMIS regulations? 22. Are lab workers familiar with information and training requirements of

WHMIS?

23. Does the lab have at least two exits? 24. Are exits clearly marked and unobstructed? 25. Are appropriate warning signs posted near the lab entrance? 26. Are unobstructed aisles maintained throughout the lab? 27. Are lab benches and work areas free of clutter? 28. Are shelves and cabinets secured to the walls? 29. Is storage above eye level minimized and items restrained from falling?

3430. Is the first-aid kit inspected regularly by a certified first-aider? 31. Is a fire extinguisher readily available? 32. Is a safety shower/eyewash easily accessible? 33. Is the safety shower tested and documented annually? (Physical Plant) 34. Is the eyewash tested, flushed and documented at least monthly? 35. Is smoking, eating and drinking prohibited in the lab? 36. Are refrigerators and freezers clearly labelled “Not for Storage of Food for

Human Consumption?

37. Are explosion proof refrigerators used for flammable materials? 38. Is a fumehood available? 39. Is the fumehood free of clutter? 40. Is the fumehood appropriately labelled with 3 labels? (Lab H&S Manual) 41. Is the fumehood inspected annually? 42. Is the fumehood equipped with an air flow indicator? 43. Are goggles or face shields of the appropriate type available and worn? 44. Are lab coats worn in the lab and removed when leaving the lab? 45. Are appropriate gloves available and worn? 46. Is appropriate respiratory protection available and worn? 47. Are respirators cleaned, stored and inspected regularly? 48. Is respirator training done and documented along with fit test and medical

evaluation of employees using respirators?

49. Is mechanical pipetting used? (No pipetting by mouth) 50. Do lab workers wear shoes that fully cover the feet for protection? 51. Is long hair confined and inappropriate jewellery removed? 52. Is the storage area dry, cool and well ventilated? 53. Are gas cylinders stored upright and properly secured at all times? 54. Are handcarts available and used for moving gas cylinders? 55. Are cylinder caps properly secured when cylinders are not in use? 56. Are cylinders in good condition and clearly marked? 57. Are ignition sources avoided when using/storing flammable materials? 58. Are containers segregated by hazard class? 59. Are flammable liquids stored in approved cabinets? 60. Are corrosives stored in acid cabinets? 61. Are bottle carriers used when transporting hazardous chemicals between work

areas?

62. Are all chemical containers kept closed except when actively adding or removing materials?

63. Are waste materials properly labelled? 64. Are containers available and labelled for broken glass? 65. Are expired or out-of-use chemicals disposed of as hazardous waste? 66. Is EHSS notified of hazardous waste stored for more than three months? 67. Are there written procedures for identification and use of particularly

hazardous materials in the lab?

68. Is all work with radioactive materials done under a Radioisotope Permit and approved by the permit holder. (Refer to the Radiation Safety Manual)

69. If lasers are used, are there written procedures for use?

3570. Is all high voltage equipment labelled, grounded and insulated? 71. Are electrical cords in good condition (no frayed cords)? 72. Are extension cords 3-pronged only and not used as permanent wiring? 73. Are plug covers secure? 74. Is the area around hot plates or heaters free of clutter? 75. Is the lab well ventilated? 76. Is the temperature control adequate? 77. Is the humidity control adequate? 78. Is the floor in good condition? 79. Is there sufficient lighting? 80. Is the area adequately cleaned? Additional items relevant to a specific workplace Item Description Y N N/A

36

Carleton University - Workplace Inspection Report Form (to be completed by the JHSC Worker members or BHSC members and distributed as noted immediately following an inspection.)

Building: Area(s) Inspected: Date:

Inspected by:

Room # Item and Hazard Repeat

Item Recommended Action For Future Follow-Up

Action Taken Date

Copy Distribution: For Action: Department Head Manager, Maintenance Services For Information: Building Authority:

JHSC Inspection Committee Chair

Health & Safety

For H&S Use Only: Reported to JHSC

Follow-up with Department Head

37Accident and Close-Call Investigations To prevent recurring or future accidents in the workplace, an effective accident investigation process is required. It is therefore essential that the supervisor put into place, sound accident prevention procedures to ensure proper corrective action is taken to prevent the recurrence of a similar accident. Incidents Requiring Investigation Supervisors should have an active role in the investigation of all incidents, but their participation in the following types of incidents is essential:

• fatal or critical injuries • lost time injuries or illnesses • where medical treatment is required • where only first aid may be required, but where the incident could have resulted in a serious

injury • every close call where the potential for serious injury exists • toxic or hazardous material spills or releases • any occurrence of fire or the discharge of a fire extinguisher • incidents which result in damage to property, equipment, machinery or materials

The purpose of every investigation is to determine the underlying cause of the accident and to recommend corrective action to eliminate or minimize the reoccurrence of these events. It is not the purpose of the accident investigation to lay blame upon a worker – although this may be the final result, it is not the goal. Investigations are always more effective when those conducting the investigation recognize that there are often several contributing causes to an accident. These causes may include unsafe procedures, conditions or actions, and they must be clearly identified and the appropriate corrective action recommended, so that the accident does not happen again. Because effective supervisors are always familiar with the individuals, equipment, materials and processes within their particular area of responsibility, their role is vital to accident investigations. As a result, they are often the first persons from management to be involved in the investigation of an accident or close call situation. Accident Investigation Reports Accident reports are used to alert and notify management and other concerned people about the circumstances surrounding an accident. The report should be clearly written and include all details of the accident and of the subsequent investigation. A form has been prepared for use in the event of a severe accident. In the case of an injury resulting from activity in the workplace, use the Supervisors Injury/Illness Report Form.

38Accident Investigation Form This form should be used to gather information when conducting the investigation of a severe accident. In addition, supervisors must also complete both the WSIB Form 7 and the Supervisors Incident/Injury Report Form. This form can be downloaded from our website at http://www.carleton.ca/ehs. Section 1 – Task No. Question Yes No N/A 1.1 Was a safe work procedure used?

1.2 Had conditions changed to make the normal procedure unsafe?

1.3 Were the appropriate tools and materials available?

1.4 Were the appropriate tools and materials used?

1.5 Was the equipment involved designed for the task?

1.6 Should another type of equipment be used for the task performed?

1.7 Were safety devices working properly?

1.8 Was lockout used when necessary?

1.9 Clarification of Section 1

39Accident Investigation Form Section 2 - Equipment and Material No. Question Yes No N/A 2.1 Was there an equipment failure? If yes then explain below

2.2 Was the machinery poorly designed?

2.3 Is this machine equipped with guards?

2.4 Are the guards functioning properly ?

2.5 Has the machine been maintained?

2.6 Were hazardous substances involved?

2.7 Were they clearly identified?

2.8 Was a less hazardous alternative substance possible and available? If yes then explain below.

2.9 Was the raw material substandard in some way?

2.10 Should personal protective equipment (PPE) have been used?

2.11 Was the PPE used?

2.12 Clarification of Section 2

40Accident Investigation Form Section 3 – Environment No. Question Yes No N/A 3.1 What were the weather conditions?

3.2 Was poor housekeeping a problem?

3.3 Was it too hot or too cold?

3.4 Was noise a problem?

3.5 Was there adequate light?

3.6 Were toxic or hazardous gases, dusts, or fumes present?

3.7 Clarification of Section 3

41 Accident Investigation Form Section 4 – Personnel No Question Yes No N/A 4.1 Were workers experienced in the work being done?

4.2 Had they been adequately trained? Documented?

4.3 Can they physically do the work?

4.4 Clarification of Section 4

42Accident Investigation Form Section 5 – Management No Question Yes No N/A 5.1 Were safety rules communicated to and understood by all

employees/persons?

5.2 Were written procedures available?

5.3 Were they being enforced?

5.4 Was there adequate supervision?

5.5 Had hazards been previously identified?

5.6 Had procedures been developed to overcome them?

5.7 Were unsafe conditions corrected?

5.8 Was regular maintenance of equipment carried out?

5.9 Were regular safety inspections carried out?

5.10 Where was the supervisor at the time of the accident? 5.11What was the supervisor doing at the time of the accident? 5.12 What did you see? Hear? 5.13 In your opinion, what caused the accident? 5.14 How might similar accidents be prevented in the future?

43Carleton University

Supervisor’s Incident Investigation Report Form (The Regulations for Industrial Establishments under the Occupational Health and Safety Act of Ontario, Section5, Notice of Accidents, requires additional information must be reported to that provided on the WSIB form. Supervisors are required to conduct a thorough investigation of incidents resulting in injuries or illness. This form is to be completed by the supervisor in addition to the WSIB Form 7 (should one be required). This form must be sent to the Manager, Environmental Health and Safety within 2 days of the incident.)

Name: Date of Incident: Job Title: Location of Incident: Department: Supervisor: Phone: Phone: WSIB Form 7 Completed: r Y r N

Briefly describe the events leading to the incident or injury, what was being done at the time, describe the injury and what actually happened, and include a description of any equipment or machinery involved. Attach an additional page if necessary.

Check one or more factors that may have contributed to the incident/injury:

Task Related: rHazardous procedure used rInadequate Personal Protective Equipment

rImproper position or posture rIncorrect, defective or unavailable tools

Material/Equip: rInadequate guarding rInadequate labelling

rUnsafe design or construction rinadequate lockout/tagout

Environment: rPoor weather conditions rinadequate lighting/ventilation

rPoor housekeeping rPoor workstation layout

Personal: rInexperience of person rLack of training

rUnusual stress rOperating without authority

Organization: rInadequate maintenance rLack of safety procedures

rLack of safety inspection rinadequate supervision

Other: (explain)

44

Briefly describe the action taken to investigate the incident and the steps taken to prevent a recurrence. Check one or more actions taken or planned to prevent a recurrence: rTo repair or replace tool or equipment rTo improve personal protective equipment

rTo install guard or safety device rTo provide, update, or develop training

rTo revise or develop a procedure rTo provide closer supervision

rTo improve preventative maintenance program rTo request an ergonomic assessment

rTo improve or increase inspections rTo improve housekeeping

rTo contact supervisor for assistance rTo contact EHSS for assistance

rTo contact supplier/manufacturer for assistance rTo contact Physical Plant for assistance

rTo contact HR for assistance (discipline) rOther (explain) Probable Recurrence Rate r Frequent r Occasional r Rare Investigated by Supervisor Reviewed by Department Head (name and signature) (name and signature)

Date: Date:

Send form within 48 hours of accident to: Manager, Environmental Health and Safety Carleton University 203 Robertson Hall Fax: (613) 520-2122

September 2003

45Emergency Procedures The University has a number of procedures to be used in emergencies. The following procedures are included in this section:

Early Closing Due to Temperature Extremes When in Doubt, Get Out These procedures are to be used when an individual feels her/his health is in danger from contaminants, fumes, odours, or dusts in the building. Building Evacuation Procedures These procedures are to be used when there is a threat (or perceived threat) to the occupants of the building. Assistance to Persons with Disabilities These specific procedures and Requests for Assistance forms provide information for building occupants who may require assistance to evacuate a building. The Emergency Response Plan This plan addresses the procedures to be used in the case of a declared emergency.

Early Closing Due to Temperature Extremes Policy: 1. The University undertakes to provide a safe and healthy working environment. Extreme high or low

temperatures may produce uncomfortable working conditions. 2. Early closing shall be subject to operational requirements and considered on a case-by-case

basis depending on specific working and environmental conditions. Procedure: 1. After consultation with Physical Plant, the Department Head may permit an early closing of specific

work areas. The Department Head will then advise the Office of the Building Authority and the Department of University Safety.

2. When possible, consideration may be given to relocating staff as an alternative to early closing.

46When in Doubt, Get Out! If you feel your health is in danger from contaminants, fumes, odours, or dusts in your building, leave immediately. If you are in a position of responsibility for staff and/or students, instruct them to leave also. After leaving, go to the nearest telephone and report the problem and your location immediately to University Safety at 4444 and the Office of the Building Authority. If necessary the Department of University Safety will evacuate the building and post notices on the doors. The Office of the Building Authority will advise department heads and assign alternative work areas or send people home. Building Evacuation Procedures A building will be evacuated when there is a threat (or perceived threat) to the safety of the occupants. Except in very obvious situations, such as fire, the decision to evacuate will be made jointly by the Director of Safety and the Building Authority (or their designates). Staff in the Department of University Safety receive the first calls about a problem and will call in other resources, such as the fire department, gas company, police services, etc. The Fire Safety Officer will be informed and the fire alarm will be used to evacuate the building. Staff in the Department of University Safety will notify the Office of the President and the Building Authority of the building concerned (if not involved in the decision) that the building has been evacuated. University Safety will post notices on the doors and keep the building locked. Occupants will be advised to phone the Communications Centre at extension 3612 for information - not 4444. The Director of Safety and the Building Authority will decide when the occupants may return to the building. In some situations the decision will be made on the advice of others such as, the fire department, police services, gas company, etc. The Director of Safety and the Building Authority will issue a report to the occupants following the incident. The report will provide information on what caused the evacuation and the steps taken to ensure the safety of the occupants and prevent a recurrence.

47Emergency Evacuation of Buildings and Assistance to Persons with Disabilities The following procedures must be followed:

♦ Evacuate immediately on hearing the alarm. Do not hesitate; ♦ Do not use elevators, use the closest stairwell; ♦ Do not stop and congregate in stairwells; ♦ Exit the building as quickly as possible; ♦ Do not congregate at the entrances to the building – move to a safe location away from the

building. ♦ Do not impede access for emergency personnel and follow all their instructions.

The following procedures are published for the information and action of all staff in the event of emergencies requiring the evacuation of disabled occupants from campus buildings:

• Evacuation will begin with the sounding of building fire alarms. Attention is directed to the “Fire Emergency Procedures” signs located above fire alarm pull-stations located in each building.

• Those who instruct are primarily responsible for the safety of the students they teach in laboratories or classrooms. It is the responsibility of the instructor to evacuate his/her classroom as quickly as possible and, in so far as possible, to speed the evacuation of the building using exit routes that will avoid fire or other danger areas.

• The instructor should delegate an appropriate number of students to assist disabled students to move to a safe area pending the arrival of fire fighters or police. University Safety should be advised immediately of the location of disabled persons.

• The emergency alarm in all campus buildings with the exception of the Dunton Tower, is the intermittent sounding of the horns or bells at a fixed rate. Occupants are to evacuate immediately and are not to return until the “All Clear”, a continuous sounding of the systems for 30 seconds, signals that it is safe to return to the building.

48Dunton Tower Fire Alarm and Evacuation Procedures The Dunton Tower alarm is a two-stage system. When either alarm is sounded, occupants should leave the building. In the event of a fire or an emergency situation, the following will occur:

• The floor on which a device is activated will immediately go into general alarm along with the floor immediately above and the floor immediately below. (E.g. device activated on the 9th floor, floors 8 and 10 will also go into general alarm). In general alarm, the horns will sound approximately 120 times per minute. Evacuate immediately.

• The remainder of the building will go into “pre-alarm”. The horns will sound approximately 20 times per minute. Prepare and start to evacuate.

• Individuals requiring assistance to evacuate the building upon hearing the alarm or pre-alarm should go to the red phones at the elevator and report their name and location to the University Safety dispatcher. The dispatcher will provide this information to the personnel responding to the alarm.

• Individuals should remain at the elevator if possible. If it is not possible to remain at the elevator, move to the nearest stairwell or another safe area and remain there. If possible, advise the dispatcher of any change in location.

• The emergency personnel on the scene will determine whether or not there is an emergency and will advise building occupants using the public address system.

• When the situation warrants it, the emergency personnel will undertake evacuation of persons

with disabilities.

49Requests for Assistance During an emergency evacuation of a building, those individuals with special needs may require assistance in leaving the building. The Ottawa Fire Department will provide this assistance. The instructor or others in the department or the fire wardens will need to provide first-line help such as assisting someone to enter a stairwell that is a temporary haven from fire or to reach an emergency telephone and, if necessary, provide help in using it. Those with special training and equipment will provide the actual evacuation assistance. The responsibility for identifying the special need lies with the individual who has that need. Individuals with a special need should complete the Request for Emergency Evacuation Assistance form, found on the Department of University Safety's web page at the following address http://www.carleton.ca/patrol/Forms/onlinereporting.htm or from the Department of University Safety. The completed form should be returned to University Safety, where it will be kept on file. Current records will be updated and the file will be accessed in the event a building evacuation is required. All records retained will be confidential and information regarding these requests will only be released to those persons providing the assistance. Any questions or concerns regarding this procedure should be directed to the Community Safety Coordinator.

50

EMERGENCY EVACUATION - REQUEST FOR ASSISTANCE FORM Any student, staff or faculty member with special needs for assistance during a building evacuation has the responsibility to make this known to the University. The University cannot make an independent evaluation of such need. Assistance is usually needed by anyone with hearing, visual or mobility impairment. Please fill in the form below and return it as soon as possible to the Community Safety Coordinator, University Safety. All information provided will be kept confidential and only the persons and agencies providing the required assistance will have access.

Name: Phone #:

Assistance Required:

Department:

Building: Room #:

Signature: Date:

Please advise University Safety when there is a change in any of this information. Any questions or concerns regarding this form or the procedures should be directed to the Community Safety Coordinator, University Safety at 520-2600 extension 3612.

51 Emergency Response Plan Policy Statement: Carleton University assumes the responsibility of managing an organized and coordinated response to address both immediate and long-term needs created by an emergency. The objectives are to minimize personal injury, human trauma and property damage; to maintain academic programs; and to keep the University community and the public informed. Clear direction and timely communication should permit an expedient resumption of regular operations. It is the policy of the University to inform and educate the campus community of procedures to be followed in the event of any declared emergency. In order for this plan to be effective, it is important that all concerned be made aware of its provisions and that departments be prepared to carry out their assigned functions in an emergency. Emergencies are defined as situations, or the threat of impending situations, abnormally affecting the health and safety of the community and causing property damage. The nature and magnitude of these situations requires a coordinated response by a number of departments under the direction of the Emergency Management Team (EMT). Emergencies may be caused by threats, homicides, suicides or similar incidents or by floods, tornadoes, blizzards, transportation accidents involving hazardous materials, air or rail crashes, toxic or flammable gas leaks, electrical power blackouts, building or structural collapse, uncontrollable fires, explosions, or any combination of the above. The aim of the plan is to make provision for the extraordinary arrangements and measures that may need to be taken to protect the health, safety and welfare of the members of the University community when faced with an emergency.

52Injury Reporting and Investigation Program Responsible Department: University Safety Contact: Manager, Environmental Health and Safety Revised: July 2003 Applicable Standards / Legislation:

• Occupational Health and Safety Act (OHSA), Revised Statutes of Ontario, 1990 • Regulation 851 Industrial Establishments • Workplace Safety and Insurance Act, 1997

1.0 Program

1.1

The intent of the Injury Reporting and Investigation Program is to ensure compliance with the requirements of the Occupational Health and Safety Act, the Workplace Safety and Insurance Act and the reporting requirements of the Workplace Safety and Insurance Board (WSIB).

1.2

Work-related injuries and/or illnesses are those caused by physical, chemical, or biological hazards in the workplace. They can also include acute psychological trauma resulting from the work.

1.3

All workplace injuries and/or illnesses must be reported immediately to the workplace supervisor. This includes reporting all injuries and/or illnesses affecting students, visitors and contractors at Carleton University.

1.4

All worker related injuries and/or illnesses resulting in health care, absences from work or modified duties for more than seven (7) days must be reported to the Workplace Safety and Insurance Board through Human Resources.

1.5

Incidents resulting in death or a critical injury as defined by the Ministry of Labour must be reported immediately to the Ministry of Labour, Joint Health and Safety Committee and the Department of University Safety.

2.0 Procedures

The responsibilities of both workers and supervisors for injury reporting and investigating are as described in the following procedures:

2.1

Worker Responsibilities

• Immediately report any incident involving injury, illness or the onset of a work-

related disease to their supervisor;

• Obtain first aid (a record of the first aid given must be made);

53

• Obtain medical treatment in the event of a serious injury or illness;

• Provide information regarding the circumstances that resulted in the injury or

illness;

• Participate in the investigation and completion of the Supervisors Incident

Investigation Report Form;

• Confirm that your supervisor completes the applicable forms as required by

Human Resources and University Safety.

2.2

Employer/Supervisor Responsibilities

• Provide first aid and make a record of the first aid given;

• If only first aid is provided completion of the WSIB forms is not required;

• If more that first aid is required, arrange for medical treatment of injured persons and provide transport to a medical facility, doctor or the workers home as necessary;

• If the worker requires medical treatment then complete and provide the worker with both the Treatment Memorandum Form 156C and the Functional Abilities Form. These forms are available from Human Resources;

• Complete the appropriate sections of the WSIB Form 7 - Employers Report of

Injury/Disease, and return all copies to Human Resources within 24 hours;

• Investigate all incidents involving injury and/or illness;

• Complete the Carleton University, Supervisors Incident Report Form and

submit it to Environmental Health and Safety within 4 days of the incident;

• Ensure that preventative action has been taken to prevent a recurrence.

2.3 Critical Injury Reporting

In the event of a critical injury as defined under the Occupational Health and Safety Act, Regulation 834 the Employer/Supervisor has the following and immediate responsibilities:

• Call University Safety at 520-3612 or by dialing 4444 to co-ordinate emergency services response (police, fire and ambulance). Environmental Health and Safety will be notified and they will contact the Joint Health and Safety Committee member.

• Contact the Ministry of Labour by telephone at 727-2865 or by fax at 727-

542900;

• University Safety (520-3612) maintains telephone numbers for after hour's

contact.

• Contact the injured workers union (if applicable);

• Attend the scene of the incident as soon as possible and secure the area;

• If safe to do so, ensure that any machinery involved is turned off and do not touch anything. The Occupational Health and Safety Act states that if a person is fatally or critically injured at a workplace, no person shall interfere with, disturb, destroy, alter, or carry away any wreckage, article, or thing from the scene of an accident until permission has been granted by an MOL inspector.

• The only exceptions to this are for the following purposes: Ø Saving life or relieving human suffering; Ø Maintaining an essential public utility service or public transportation

system; Ø Preventing unnecessary damage to equipment or other property.

• Co-operate fully with the police department and Ministry of Labour;

• Review the area and if possible obtain photographs of the scene;

• Conduct interviews with those directly involved and with those indirectly

involved;

• Attempt to identify the cause after thoroughly investigating and speaking to the

injured worker (if applicable or possible) and the witnesses;

• Complete an investigation report and keep a record of the steps taken to correct the problem.

2.4

Critical Injury Defined

Revised Regulation of Ontario, Regulation 834 under the Occupational Health and Safety Act

DEFINITION OF CRITICAL INJURY (O. Reg. 714/82;, s.1.)

For the purposes of the Act and the Regulations, "critically injured" means an injury of a serious nature that,

a) places life in jeopardy; b) produces unconsciousness; c) results in substantial loss of blood;

55 d) involves the fracture of a leg or arm but not a finger or toe; e) involves the amputation of a leg, arm, hand or foot but not a finger or toe; f) consists of burns to a major portion of the body; or g) causes the loss of sight in an eye.

2.5 Exposure to Infectious Diseases

Supervisors must also report the following to the WSIB regarding exposure to infectious disease:

• Report all cases where a worker suffers a needle stick injury or other possible

exposure to an infectious disease unless you have a surveillance protocol in place;

• If you have a surveillance protocol, you need to report the incident only if the worker tests positive or needs any treatment relating to the injury.

A surveillance protocol is a formal procedure a health care practitioner follows to test and monitor a person exposed to an infectious disease to see if the person develops that disease.

2.6

University Risk and Liability Insurance Requirements

All incidents involving the following shall be reported immediately to the Manager, Risk and Insurance at ext 1473 in the Finance Department for potential liability issues:

- personal injury to a student, visitor or contractor;

- damage to the property of a student, visitor or contractor;

- damage to University property.

Author: Environmental Health and Safety, University Safety July 2003

56Indoor Air Quality Program Responsible Department: Physical Plant Contact: Manager, Maintenance Services, Physical Plant Revised: July 2003 Applicable Standards / Legislation:

• Occupational Health and Safety Act (OHSA), Revised Statutes of Ontario, 1990 • Regulation 851 Industrial Establishments, Part III Industrial Hygiene • Workplace Hazardous Materials Information System (WHMIS), Reg. 860 • American Society of Heating Refrigeration and Air Conditioning Engineers (ASHRAE)

1.0 Program 1.1

The intent of the Indoor Air Quality (IAQ) Program is to ensure compliance with the requirements of the Occupational Health and Safety Act and Regulation 851 for Industrial Establishments.

1.2 To ensure compliance, University departments have the following responsibilities:

- Assess all work prior to commencement to ensure the work does not introduce air borne contaminants into the workplace.

- Verify that engineering controls have been put in place to ventilate the work area, including any temporary or permanent exhaust system.

- Coordinate with Physical Plant in advance, of any system to be installed within a building that will affect the operation of the building heating, ventilating and air conditioning systems (HVAC)

1.3

For the purpose of this program, the term contaminant shall mean any aerosol, dust, fume, smoke or vapour.

2.0 Building Ventilation System Operation and Reporting 2.1

Physical Plant is responsible for operating and maintaining all heating, ventilating and air conditioning systems (HVAC) on campus. As most IAQ complaints relate to maintenance issues, the Maintenance Control Centre (MCC) at extension 3668 will be the first contact.

2.2

If the problem cannot be resolved by Physical Plant, Environmental Health and Safety will be contacted to assist in the investigation.

3.0 Indoor Air Quality (IAQ) Reporting Procedure 3.1

The procedure for reporting indoor air quality concerns is as follows:

57

- First advise the area supervisor of the indoor air quality concern

- Report the concern to the Physical Plant, Maintenance Control Centre (MCC) at extension 3668

- The MCC will initiate an IAQ Complaint Report and arrange for Physical Plant personnel to investigate

- If the problem is found, the IAQ Complaint Report form will be completed and copies distributed to the individual reporting the problem, the Manager, Maintenance Services and the Manager, Environmental Health and Safety

3.2

If the problem is not found, the Manager, Maintenance Services will notify the Manager, Environmental Health and Safety and forward a copy of the IAQ Complaint Report.

Environmental Health and Safety will:

- Consult with Physical Plant, the area supervisor and the building authority

- Obtain further information from the building occupant(s) and arrange for testing, as required

- Prepare and distribute an Indoor Air Quality Report to the building occupant(s), the Manager, Maintenance Services and the Joint Health and Safety Committee (JHSC)

3.3 While every effort will be made to resolve indoor air quality concerns, there may be instances where no apparent cause is found.

4.0 Physical Plant Notification of Work 4.1

Physical Plant will notify the Building Authority in advance, of the need to close or evacuate a building where work planned within a building may result in the release of a contaminant.

4.2

In the event of unscheduled work (emergency repair) advanced notice may not be possible.

4.3

Physical Plant and it's contractors will have available material safety data sheets (MSDS's) for materials used in the work as required by the Workplace Hazardous Materials Information System (WHMIS)

4.4

Work that may result in a contaminant entering the building HVAC system will be done after regular hours. Advance notice of the work will be provided to building occupants.

5.0 Exterior Work and Events 5.1

Exterior work and events producing a contaminant shall not take place in the

58proximity of any building entrance, exit or air intake.

5.2

Where it has been determined that maintenance work is required in the proximity of a building entrance, exit or air intake Physical Plant will arrange for the required controls.

6.0 Vehicle Exhaust - Parking and Deliveries 6.1

Vehicles shall not be left running in the proximity of any building entrance, exit or air intake. It is the responsibility of all University departments to advise service contractors of this requirement.

Author: Environmental Health and Safety, University Safety July 2003

59Training Programs Environmental Health and Safety both offers and arranges for a variety of training courses, with some selected one listed here. For a more up to date list of the courses provided and course schedules, please consult the training section of our website http://www.carleton.ca/ehs. First Aid Emergency First Aid and CPR courses, taught by St. John Ambulance, are provided on a regular basis by the Department of University Safety to academic and administrative staff. The one-day Emergency First Aid course includes CPR training. Health and Safety for Supervisors All supervisors, as defined by the Occupational Health and Safety Act, must attend a Health and Safety for Supervisors session. These sessions are provided by Environmental Health and Safety on a regular basis. Department heads may also arrange for sessions to be held for faculty and staff in their departments by contacting EHS. Workplace Inspection and Hazard Identification Regular inspections are an essential element in a systematic approach to workplace safety and health. This training is intended for persons who are currently conducting or will be performing regular workplace inspections. Radiation Safety The Radiation Safety Officer provides a training session each term for all those working with radioisotopes. WHMIS (Workplace Hazardous Materials Information System) WHMIS training is provided through Environmental Health and Safety and by supervisors in departments where hazardous materials are found. Refer to the WHMIS Program in this manual for more information. Workplace Specific Training Across the University, there are procedures and processes taking place which require specialized safety training. While very familiar with these courses, Environmental Health and Safety, in all probability, cannot offer this training to the level required by most units. Should you require specialized training, please contact the Manager, Environmental Health and Safety at ext 3809 and for assistance in setting up a training service provider.

60Toxic Substances A toxic substance, as defined in legislation, is any biological, chemical, or physical agent whose presence or use in the workplace may endanger the health or safety of a worker. There are a number of different types of regulations and guidelines, both external to and internal to the University, which relate to the control of toxic substances. Designated Substance Regulations The Occupational Health and Safety Act provides for the "designation" of certain substances which are known to be particularly hazardous. Eleven substances have been designated under the Act with separate regulations for each substance. Each regulation requires that a written assessment be prepared to evaluate whether or not a worker's health is likely to be affected by exposure to that substance in the workplace. It may also provide for specific mandatory control measures. The following designated substance regulations may apply to workplaces in the University. If your workplace contains any of these substances or your staff may be exposed to them in the course of their work, Environmental Health and Safety should be notified of their presence and the manner in which they are used. This Office can assist you in preparing the written assessment.

• Acrylonitrile

• Arsenic

• Asbestos (General Regulation)

• Asbestos on Construction Projects and in Buildings and Repair Operations

• Benzene

• Coke Oven Emissions

• Ethylene Oxide

• Isocyanates

• Lead

• Mercury

• Silica

• Vinyl Chloride

Regulation to Control Exposure to Biological or Chemical Agents This regulation sets limits for the concentration in workplace air of some 600 toxic substances. Under most conditions of use within the University the values given here are very unlikely to be exceeded.

61Workplace Hazardous Materials Information System (WHMIS) Program What is WHMIS:

W Workplace H Hazardous M Materials I Information S System

WHMIS is a regulation under the Occupational Health and Safety Act of Ontario with three components: LABELS Labels on hazardous materials and their containers that alert staff and

supervisors to the dangers of products and basic safety precautions; MSDS Material Safety Data Sheets are technical bulletins which provide detailed

hazard and precautionary information on the product; and EDUCATION Education Programs that provide instruction on hazards and training in

work procedures. The WHMIS legislation requires that workers must be informed about the hazardous materials in the workplace and receive appropriate training to enable them to work safely. To accomplish this, WHMIS requires all suppliers of hazardous materials to label and prepare Material Safety Data Sheets (MSDS’s) for products they make, import, package, or process that meet the hazard criteria set out in the Controlled Products Regulations under the federal Hazardous Products Act. The buyers of these controlled products must make sure that these products are correctly labelled and that MSDS’s are available to those using the products. Employers must set up worker education programs to instruct workers about the WHMIS legislation, the contents and significance of labels and MSDS’s, and how to work safely with hazardous materials. The ultimate goal of the WHMIS program is to create a safer workplace by providing workers with the knowledge and tools to enable them to work safely.

62Assignment of Responsibilities: Supplier: The supplier of the controlled product must classify the product according to the type of hazard, label it according to the regulation and provide a Material Safety Data Sheet (MSDS). Employer: The Employer is defined under the Occupational Health and Safety Act as a person who employs one or more workers. This definition includes individual faculty as employers when they employ students under a grant. It is the responsibility of the employer to ensure the WHMIS program is implemented. Supervisor: At the University, the employer delegates the implementation of the WHMIS program to supervisors. A supervisor is defined by the Act as a person who has charge of a workplace or authority over a worker. It is the supervisor’s responsibility to ensure the WHMIS program is implemented in the department. This includes the following: ♦ Identify products used in the department/lab that are controlled under WHMIS; ♦ Ensure that these products are correctly labelled; ♦ Ensure that MSDS’s are available in the workplace for these products; ♦ Provide training to those working with these products as to the use, storage and handling of them; ♦ Ensure that this information is understood by the worker; ♦ Keep a record of this training of the worker. Worker: The Worker is defined by the Act as a person who is paid for work or services. It is the worker’s responsibility to participate in the WHMIS education program, to follow the procedures and use the equipment provided, to review MSDS’s and labels, and to bring items of concern to the attention of the supervisor. JHSC: The Act requires the Employer to develop and implement the WHMIS program in consultation with the JHSC and to review it annually. EH&S: Environmental Health and Safety provides information to those involved with the WHMIS program to assist them in meeting the requirements of the legislation. EH&S also arranges for appropriate training providers for the campus.

63Material Safety Data Sheets (MSDS’s) The material safety data sheet is an important source of information for the worker and supervisor. The MSDS must be available in the workplace and the supervisor and worker must review the hazards of the product before work begins to ensure that proper precautions are taken. An MSDS is required to accompany any hazardous material purchased and shipped to Carleton. Store the MSDS in a location where users can easily access this information at all hours of the day. The MSDS must include the following nine categories*:

1. Product Identifier and related information 2. Hazardous Ingredients 3. Physical Data 4. Fire and Explosion Data 5. Reactivity Data 6. Toxicological Data 7. Preventive Measures 8. First Aid Measures 9. Preparation Information

* US and European MSDSs are 16 section documents which incorporate the 9 sections above. The information provided is expected to be comprehensive and must include what is reasonably expected to be known about the material and the hazards it may present. MSDS's from different companies may not look the same but they must contain the same basic information. Each section of a MSDS must be filled in, even if it only states: "not determined" or "not applicable". Detailed information about the MSDS is available when you take the WHMIS training course. Should an MSDS go missing or a substance is found with which there is no MSDS, EH&S subscribes to the MSDS database MSDSonline for this purpose. MSDSs have expiry dates and cannot be more than 3 year old. To access this database, go to msdsonline.com and the sign-in section is on the right side of the screen. The username is Carleton and the password is carleton. This system is only available when accessed from Carleton University computers or via EduNet. It cannot be accessed when connected to the internet via other internet service providers. Acrobat Reader must be installed on your computer in order to access most MSDS’s on this system. Acrobat Reader can be downloaded from or from our website.

64WHMIS Training Program: The legislation states that the WHMIS training program must include the following: ♦ The contents required on a supplier label and workplace label, and the purpose and significance of

the information contained on the labels; ♦ The contents required on a material safety data sheet and the purpose and significance of the

information contained on the MSDS ♦ Procedures for the safe use, storage, handling and disposal of a controlled product; ♦ Procedures to be followed when fugitive emissions are present; and ♦ Procedures to be followed in case of an emergency involving a controlled product. In addition to the basic program, the supervisor must provide specific information to the worker about the materials being used. The training program must be provided to the worker before that worker begins to work with any hazardous materials. A refresher-training program should be provided at least every 3 years. Records of this training must be kept on the Record of Training form with copies kept on file in the department and sent to EH&S.

65Policies, Programs and Procedures Administered by

Environmental Health and Safety Environmental Health and Safety administers many policies, programs, safety procedures and guidelines for the University. Some of the critical ones are included in this manual and the others can be found on our website. The list below is current to the publication date of this manual. We are continually adding new items to this list and auditing our current ones. Please consult our website at http://www.carleton.ca/ehs for the most up-to-date information. If you would prefer to have a copy sent to you, please contact our office and we will send one to you.

Description Carleton University Health and Safety Policy Confined Spaces (Entry and Work) Designated Substance Compliance Program Early Closure Due to Temperature Extremes Emergency Procedures Emergency Response Plan Ergonomics Program Fire Safety Program First Aid Program Fume hoods / Ventilation Maintenance Golf Carts in Tunnels Hazardous Waste Management Program Indoor Air Quality Reporting Injury Reporting and Accident Investigation Program Laboratory Health and Safety Program Lock-out / Tag-out Procedures Occupational Health and Safety Management System Personal Protective Equipment Planned Inspection Program Policy on use of Herbicides and Pesticides Radiation Safety Program Scented Products Guidelines Smoking in the Workplace Training Program WHMIS Program Work Refusal Procedures