Supplemental Information for SECOR Submissions

Supplemental Information for SECOR Submissions

Enform» Supplemental Information for SECOR Submissions 2 Introduction This document has been developed to provide supplemental information to SECOR holders to assist them with their Health and Safety Management System to ensure they meet the Enform SECOR standard. Throughout this document there are sample forms to view. These forms can be found on the Enform website and companies may use, edit and adapt for specific management system needs. http://www.enform.ca/cor/corresourcesandnews/cor-forms.cfm For additional information on the specific SECOR audit questions please reference the table in the Sampling Requirements section.

Enform» Supplemental Information for SECOR Submissions 3 Sampling Requirements Question # Question Topic Documents to Submit A1 Health & Safety Policy Policy A2 Employee Awareness of Health & Safety Policy One document verifying awareness for each applicable level of employee A3 Health and Safety Roles and Responsibilities Policy, procedure or process A4 Employee Awareness of Responsibilities One document verifying awareness for each applicable level of employee A5 Applicable Legislation List of legislation B1 Company Positions List of all positions/disciplines and all formal hazard assessments B2 Tasks Identified Formal hazard assessments B3 Health and Safety Hazards Formal hazard assessments B4 Evaluate Risk Policy, procedure or process B5 Hazards Assessed Formal hazard assessments B6 Hazards Prioritized Formal hazard assessments B7 Review of Formal Hazard Assessments Policy, procedure or process B8 Inspection System (Policy) Policy, procedure or process B9 Inspections Completed A sample of each type of inspection completed. B10 Inspection Training Records Inspection training records for ALL current employees that perform inspections. B11 Hazard Reporting System Policy, procedure or process B12 Hazard Report Records A sample of completed hazard reports. C1a Engineering Controls Formal hazard assessments C1b Administrative Controls Formal hazard assessments C1c PPE Controls Formal hazard assessments C2 PPE System (Policy) Policy, procedure or process C3 Training Records PPE PPE training records for ALL current employees that require the use of PPE. C4 Disciplinary System Policy, procedure or process C5 Work Safe Procedures, Rules and/or Code of Practices List safe work procedures, rules and/or Code of Practices and a completed procedure, a rule or a Code of Practice. C6 Preventative Maintenance Program Policy, procedure or process

Enform» Supplemental Information for SECOR Submissions 4 Question # Question Topic Documents to Submit C7 Preventative Maintenance Records A sample of completed maintenance records. D1 Orientation System (Policy) Policy, procedure or process D2 Orientation Records Orientation records for ALL NEW employees, visitors or contractors hired within the last 12 months. D3 Industry Hazard Training A sample of employee training records. D4 On-the-Job Training Policy, procedure or process and training records for employees hired within the last 12 months. D5 Right to Refuse Policy, procedure or process and communication records for employees hired within the last 12 months. E1 Emergency Response Plan (ERP) Emergency response plan. E2 Emergency Response Procedures Procedures. E3 Communication of Emergency Response Procedures Policy, procedure or process and communication records for employees hired within the last 12 months. E4 ERP Training ERP training records for ALL current employees that have specific responsibilities. E5a ERP Form Process or form. E5b ERP Records A sample of completed ERP drill(s)/table top drills. F1 Incident Reporting System (Policy) Policy, procedure or process. F2 Incident Reporting All completed injuries, illness, incidents and near miss reports. F3 Investigation System (Policy) Policy, procedure or process. F4a Investigation Forms Investigation form. F4b Completed Investigation Forms All investigations completed within the last 12 months (near miss investigations are accepted). F5 F6 Investigation Training Records Near Miss Reports Investigation training records for ALL current employees that conduct investigations. All near miss reports completed within the last 12 months. F7 Statistics Completed statistics for previous 12 months. G1 Safety Meeting System (Policy) Policy, procedure or process. G2 Safety Meeting Records A sample of completed safety communications.

Enform» Supplemental Information for SECOR Submissions 5 Question # Question Topic Documents to Submit G3a Site-specific Orientations A sample of completed site-specific orientations. G3b Plan or Site-specific Hazard Assessment A completed plan or site-specific hazard assessment. G3c Plan or Site-specific Hazard Assessment Communication A completed plan or site-specific hazard assessment. G4 Action Plan Developed Previous year s action plan. G5 Action Plan Implemented Previous year s action plan.

Enform» Supplemental Information for SECOR Submissions 6 Formal Hazard Assessments This information is to assist with Questions B1 through B7. A formal hazard assessment system uses a written process to identify, analyze, and control task based hazards. It may be known by a number of different terms, but is not to be confused with a field level or site specific hazard or risk assessment. The steps in the formal hazard assessment process are: 1. List all company positions/disciplines for assessment (The positions/disciplines should match the organizational chart). (Question B1) 2. Identify the specific tasks/activities associated with all the positions/disciplines (A task is a work activity that is discrete, observable and performed in a limited time period). (Question B2) 3. Identify the health and safety hazards (hazards presented by operations, equipment, vehicles, materials/products and working conditions/environment, as applicable) involved in performing each task. (Question B3) 4. Develop a risk rating/priority matrix to determine an order of importance to apply controls. The assessment should include a combinations of frequency of task, severity of incident if hazards were not adequately controlled, and the probability of an incident occurring with inadequate controls (or similar). (Question B4) 5. Apply the applicable risk ratings to each hazard identified. (Question B5) 6. Apply the applicable priority rating to each hazard to guide the implementation of controls. (Question B6) 7. Develop a policy for creating, reviewing and revising formal hazard assessments. The policy should indicate when new operations, materials or products are introduced; when operations are modified; and on an ongoing scheduled basis such as annually. (Question B7) For further information about the formal hazard assessment process it is recommended the company review the follow video. Info Session on Element B: Hazard Identification and Risk Assessment http://www.youtube.com/watch?v=hsjbnffv67a WorkSafe Alberta has also developed a Hazard Assessment and Control handbook that can be used as a resource: http://work.alberta.ca/documents/ohs-best-practices-bp018.pdf

Enform» Supplemental Information for SECOR Submissions 7 Step 1: List all positions/disciplines within your company. Ensure that the list includes all positions included in the organizational chart. Step 2: Identify the tasks completed for each position/discipline in your job inventory, this proves due-diligence in ensuring employees are aware of their daily duties.

Enform» Supplemental Information for SECOR Submissions 8 Step 3: Identify hazards associated with each task. Ensure that affected employees are involved with this process (i.e. those employees that perform the tasks). A hazard is a source of danger, or a situation, condition or behavior that has the potential to cause an occupational injury, illness or loss. For example a wet floor might be the hazard. Slips, trips and falls are the risk associated with the hazard, not a hazard themselves. Ensure the hazards that you have identified include hazards that are presented by: Operations Equipment Vehicles Materials or products Working conditions/environment Please ensure the company is identifying both health and safety hazards in formal hazard assessments. A health hazard is anything that could harm someone s health, either immediately or over time.

Enform» Supplemental Information for SECOR Submissions 9 Step 4: A risk ranking matrix is used to understand which hazards are likely to be more risky than others. However, caution should be used to not overlook the critical hazards found in the lower-ranking risk tasks. Critical hazards will likely have more potential of causing a very serious incident. The following table assesses risk based on severity and probability. The colors and threshold levels in the table below is an example. Each company will decide on if they will use colors and what will set the threshold. Assessing Probability for this example: 1: Extremely Remote: Unlikely to occur 2: Remote: Could occur at some point 3: Reasonably Probable: Likely to happen at some point 4: Probable: Likely to happen soon or immediately Assessing Severity for this example: 1: Negligible/OK: Causing minor injury the requires first aid or less 2: Minor: Causing non-serious injury, illness or damage that requires medical aid 3: Serious: Causing severe injury or serious illness that is disabling or lifelong, or serious property and/or equipment damage 4: Imminent Danger: Causing death, widespread occupational illness or loss of facilities.

Enform» Supplemental Information for SECOR Submissions 10 Step 5: Apply a risk rating to each hazard identified using the risk matrix developed for B4. Positions Considered: Management, Administration Assessment Team: Jane Doe, Clark Kent Date: September 23, 2016 FHA #: 01 Revision #: 00 Associated Office Work tasks and related hazards. Existing Hazard Controls Severity Probability Priority Outstanding Implementation Assigned To Expected Completion Date Prolonged sitting at a desk (poor posture resulting in back strain) 1 2 Operating a computer for data entry ( wrist strain from typing or using a mouse) 2 2 Step 6: Apply a priority rating to each hazard identified using the risk matrix developed for B4. Positions Considered: Management, Administration Assessment Team: Jane Doe, Clark Kent Date: September 23, 2016 FHA #: 01 Revision #: 00 Associated Office Work tasks and related hazards. Existing Hazard Controls Severity Probability Priority Outstanding Implementation Assigned To Expected Completion Date Prolonged sitting at a desk (poor posture resulting in back strain) Operating a computer for data entry ( wrist strain from typing or using a mouse) 1 2 3 (Low) 2 2 4 (Med)

Enform» Supplemental Information for SECOR Submissions 11 Step 7: The company requires a policy or directive document indicating that formal hazard assessments should be created, reviewed or revised when: When new operations, equipment, materials or products are introduced, When operations or equipment are modified, and On an ongoing scheduled basis. Changes to the operation may include: Equipment purchased (new truck, chainsaw, tools) New services offered (added water hauling) Facility (renovations or a new facility) A scheduled time frame should be identified such as annually, monthly, quarterly etc. needs to be identified. NOTE: not being specific about the review period does not hold the company accountable and points will be withheld if using "regular basis, or practical intervals".

Enform» Supplemental Information for SECOR Submissions 12 Hazard Reports This information is to assist with Questions B11 and B12. A hazard report is used to document any new hazards that was not previously identified in a formal hazard assessment or site-specific hazard assessment, but which requires a risk analysis and may require the implementation of control measures. Near miss reports are not the same as a hazard report. The same template or form can be used to report, but should clearly identify whether the completed form is a hazard report or a near miss. Ask yourself whether the hazard was noticed and reported before or after a near miss occurred. The hazard report is a process of identifying a hazard before it becomes a near miss/incident. Example: An oil spill in the shop that a worker avoids stepping in at the last minute would be considered a near miss. A hazard report would identify the oil spill that was noticed earlier, barricaded off and the form filled out to indicate that a hazard needs to be investigated (cleaned up and determined where the leak originated from, before an incident occurs). The hazard reporting should include a matrix that enables workers to determine the best steps to take in order to control the hazard in the proper sequence. Hazard reports give workers a consistent method to: 1. Analyze the risk of hazards. 2. Decide whether a new control measure is required. 3. Determine whether a control measure is available and practical. 4. Decide whether the work should continue if the measure cannot be implemented. The following are examples of hazard reporting: 1. Hazard report forms 2. Cry sheets 3. Event reports 4. ACTION cards

Enform» Supplemental Information for SECOR Submissions 13 Hazard Controls Info session on element C: Hazard Control http://youtu.be/sheplg4c_vc Engineering Controls: This information is to assist with Question C1a. An engineering control is designed to work without the employee requiring to reacting to the hazard as an Engineering control may include a device/barrier/guard that removes/separates the employee and the hazardous energy (hazard) from coming in contact with each other. Within the formal hazard assessments, please ensure the company is identifying health and safety hazards controlled through engineering controls. Examples of engineering controls: Guards Workplace Design i.e. adjustable table heights. Barricades Ventilation systems Administrative Controls: This information is to assist with Question C1b. An Administrative control is used to alert or bring attention, education, awareness and methods to controlling the hazard. Within the formal hazard assessments, please ensure the company is identifying health and safety hazards controlled through administration controls. Examples of administration controls: Signage (hearing protection must be worn, reduce speed) Training Work scheduling Policies/Procedures Backup Alarms Personal Protective Equipment (PPE) This information is to assist with Question C1c. PPE controls manage/reduce the amount of harm or impact when the hazard comes in contact with the employee. PPE identified should be appropriate and specific to the hazard associated with the task. For example: Fuelling a vehicle may require gloves to be worn as the weather is cold... but what type of gloves are required? Would warm wool gloves be appropriate? It would not be a good idea to have PPE that could have static build up when around a fuel source.

Enform» Supplemental Information for SECOR Submissions 14 Examples of PPE: Reflective vests when working near traffic congested areas Steel toed boots when hazards are dropping items Safety goggles for when dust or splashes etc. could get into eyes. This information is to assist with Question C3. Create training records to show that employees are trained in the PPE policy including the use, care, maintenance and limitations of any PPE required. Training should also include a review of any applicable Codes or Practices (i.e. respirator). The training records should include and area for sign off by the employee and the supervisor. Limitations of PPE may include: PPE only protects the individual wearing it, not anyone else in the workplace; PPE is only effective if correctly selected, fitted, used, and cared for, and the individual is trained; and PPE may compromise mobility, visibility, communication etc.

Enform» Supplemental Information for SECOR Submissions 15 Discipline Policy This information is to assist with Question C4. The discipline policy must state the steps for discipline. For example steps may include: letter on file, exclusion from incentive program, temporary suspension, job termination or other actions specified by the company. Please include blank copies of any forms developed for this policy and add them to the health and safety program manual.

Enform» Supplemental Information for SECOR Submissions 16 Preventative Maintenance This information is to assist with Question C6 and C7. A preventative maintenance program is different from inspections; inspections are typically conducted to identify if problems have started to become present in the equipment being inspected. A preventative maintenance program is a pro-active way of tracking maintenance on equipment (even if there is no deficient item). Preventive maintenance programs are not specific to heavy equipment. Office environments can include office equipment into the maintenance program. For example regular scheduled maintenance for printers, emergency equipment, etc. Please ensure to include a preventive maintenance program in future audit submissions. A vehicle or equipment maintenance log is a journal of all maintenance performed on a particular piece of equipment or vehicle. Each entry includes a date, usage, mileage as of that day, details about the type of work done, and who performed the service. The maintenance log might also include receipts and a schedule for further maintenance. A vehicle or equipment maintenance log will clearly show inspection date, testing and replacements for equipment or oil changes, tire rotations, brake inspections or replacements and so on for vehicles to prove the vehicle or equipment was maintained properly. The vehicle or equipment maintenance log will come in very handy. Annual commercial vehicle inspections are required by all commercial vehicles, as defined by the National Safety Code (NSC): Trucks, truck-tractors, semi-trailers, trailers and combinations thereof exceeding a registered gross vehicle weight (GVW) of 4,500 kg when operating extra-provincially. Trucks, truck-tractors, semi-trailers, trailers and combinations thereof exceeding a registered gross vehicle weight (GVW) of 11, 794 kg when operating intra-provincially. All commercially plated vehicles require an annual Commercial Vehicle Inspection. Section 19 of the Vehicle Inspection Regulation (AR 211/2006) requires all commercial vehicles to have a valid inspection certificate and decal. The driver of a commercial vehicle must be able to produce the inspection certificate on the request of an investigator or peace officer. Vehicles requiring a CVIP will also need pre/post trip inspection samples provided. Please provide a minimum of one sample per quarter.

Enform» Supplemental Information for SECOR Submissions 17 On-the-Job Training This information is to assist with Question D4. Create on-the-job training for the critical task(s) identified. The on-the-job training is used to ensure employees are competent in the work they are required to do. On-the-job training can be used for new employees, as well as when work procedures or requirements are changed. If you haven t hired anyone in the past 12 months, please upload the on-the job training process and forms to verify it would be ready for use.

Enform» Supplemental Information for SECOR Submissions 18 Incident Investigation This information is to assist with Question F4b. All incidents should be investigated, whether a near miss or an actual loss. Near miss reporting and investigation allow you identify and control hazards before they cause a more serious incident. Investigations are a tool for uncovering hazards that were missed earlier or have managed to slip out of the controls planned for them through the health and safety program. Where a company is not having serious incidents it is expected that they provide investigation reports for their near misses. This information is to assist with Question F6. Reporting near miss is as important as reporting full-blown incidents. Near miss incidents help the company prevent events that, under slightly different circumstances, might result in a loss. A near miss could be as simple as a trip without a fall or slipping while getting out of the truck. It could be as serious as a deer running in front of a vehicle while driving. All of these events have the potential for loss, injury or equipment damage. Every company has near misses and they should be addressed and investigated as the potential for loss increases.

Enform» Supplemental Information for SECOR Submissions 19 Statistics This information is to assist with Question F7. Please provide quarterly statistics for the 12 months prior to the Audit start date. If you are not having any serious incidents or accidents you could also add first aid reports and near misses. These can be used to identify trends and help you identify the hazards and come up with ways to control those hazards so that a first aid or near miss does not become a medical injury. Below are samples of other statistics that you may want to develop and use for your company. Change them and make them company-specific so that they will actually be useful to you and your company. SAMPLE Trends Review (Injuries) Statistics may show a comparison to past history and trends. A good practice would be to attach a report showing these statistics.

Enform» Supplemental Information for SECOR Submissions 20 Action Plans This information is to assist with Question G4 and G5. An action plan needs to be developed to address the deficiencies found in the previous year s audit. Ensure to include the previous year s action plan if there were any deficiencies. Proof needs to be provided to verify that action plan items have been implemented. All items must be listed from previous audit, but they do not have to have a completion date for the following year. The action plan must show a decision for each item from last year's audit. The company could choose to delay, put the new date, or disregard, but they must record something for the status of each item.