What is an occupational health and safety (OH&S)

program?
A health and safety program is a definite plan of action designed to prevent accidents and
occupational diseases. Some form of a program is required under occupational health and safety
legislation in most Canadian jurisdictions. A health and safety program must include the
elements required by the health and safety legislation as a minimum.
Because organizations differ, a program developed for one organization cannot necessarily be
expected to meet the needs of another. This document summarizes the general elements of a
health and safety program. This should help smaller organizations to develop programs to deal
with their specific needs. Because many small and medium-sized enterprises (SMEs) lack the
resources of larger organizations, it is even more vital that SMEs involve all employees in health
and safety activities. The more comprehensive the program is, the more employee involvement
can be expected.

What is a policy statement?
An organization's occupational health and safety policy is a statement of principles and general
rules that serve as guides for action. Senior management must be committed to ensuring that the
policy is carried out with no exceptions. The health and safety policy should have the same
importance as the other policies of the organization.
The policy statement can be brief, but it should mention:
management's commitment to protect the safety and health of employees
the objectives of the program
the organization's basic health and safety philosophy
who is accountable for occupational health and safety programs
the general responsibilities of all employees
that health and safety shall not be sacrificed for expediency
that unacceptable performance of health and safety duties will not be tolerated
The policy should be:
stated in clear, unambiguous, and unequivocal terms
signed by the incumbent Chief Executive Officer
kept up-to-date
communicated to each employee
adhered to in all work activities
The following is an example of an occupational health and safety policy statement:
ABC Transport
To all employees January 1, 1998
At ABC Transport the safety and health of our employees comes first. Management is committed
to doing everything possible to prevent injuries and to maintain a healthy environment.
To this end:
1) all supervisors are responsible for ensuring that their employees are trained in approved work
procedures to obtain optimal output without accidents and injuries and to ensure that employees
follow safe work methods and all related regulations;
2) all personnel are required to support the OSH program and make safety and health a part of
their daily routine and to ensure that they are following safe work methods and relevant
regulations;
3) all personnel will be held accountable for implementing this program; and
4) all relevant laws and regulations are incorporated in our program as minimum standards
Bud Hall, President
Source: An OSH Program in Your Work Place. Ottawa: Human Resources Development
Canada, 1994.

What are the program elements?
While organizations will have different needs and scope for specific elements required in their
health and safety program, the following basic items should be considered in each case:
Individual responsibility
Joint occupational health and safety committee
Health and safety rules
Correct work procedures
Employee orientation
Training
Workplace inspections
Reporting and investigating accidents
Emergency procedures
Medical and first aid
Health and safety promotion
Workplace specific items

What are individual OH&S responsibilities?
Health and safety is the joint responsibility of management and workers. Management is
accountable for non-compliance to health and safety legislation. All health and safety activities
are based on specific individual responsibilities, most of which can be found in the pertinent
legislation. However, often these duties are not well known. This situation can be improved by
including details of specific individual responsibilities in the safety program.
Responsibility may be defined as an individual's obligation to carry out assigned duties.
Authority implies the right to make decisions and the power to direct others. Responsibility and
authority can be delegated to subordinates, giving them the right to act for superiors. It is
important to note that, while some responsibilities can be delegated, the superior remains
accountable for seeing that they are carried out.
Individual responsibilities apply to every employee in the workplace, including the Chief
Executive Officer. When a safety coordinator has been appointed, it is best to spell out his/her
responsibilities as well. All employees will then know exactly what is expected of each
individual in health and safety terms.
To fulfil their individual responsibilities, the people must:
know what these responsibilities are (communication required)
have sufficient authority to carry them out (organizational issue)
have the required ability and competence (training or certification required)
Once all these criteria have been met, safety performance can be assessed by each individual's
supervisor on an equal basis with other key job elements. Health and safety is not just an extra
part of an employee's job: it is an integral, full-time component of each individual's
responsibilities.

What are examples of responsibilities of workers?
Examples of responsibilities of workers include:
using personal protection and safety equipment as required by the employer
following safe work procedures
knowing and complying with all regulations
reporting any injury or illness immediately
reporting unsafe acts and unsafe conditions
participating in joint health and safety committees

What are examples of responsibilities of first-line
supervisors?
Examples of responsibilities of first-line supervisors include:
instructing workers to follow safe work practices
enforcing health and safety regulations
correcting unsafe acts and unsafe conditions
ensuring that only authorized, adequately trained workers operate equipment
reporting and investigating all accidents/incidents
inspecting own area and taking remedial action to minimize or eliminate hazards
ensuring equipment is properly maintained
promoting safety awareness in workers

What are examples of responsibilities of management?
Examples of responsibilities of management include:
providing a safe and healthful workplace
establishing and maintaining a health and safety program
ensuring workers are trained or certified, as required
reporting accidents and cases of occupational disease to the appropriate authority
providing medical and first aid facilities
ensuring personal protective equipment is available
providing workers with health and safety information
supporting supervisors in their health and safety activities
evaluating health and safety performance of supervisors

What are examples of responsibilities of safety coordinators?
Examples of responsibilities of safety coordinators include:
advising all employees on health and safety matters
coordinating interdepartmental health and safety activities
collecting and analyzing health and safety statistics
providing health and safety training
conducting research on special problems
attending health and safety committee meetings as a resource person

What is the purpose of workplace health and safety
committee?
An effective safety program needs the cooperative involvement of all employees. An
occupational health and safety committee is a forum for cooperative involvement of employees
representing both labour and management. Such committees are statutory requirements for
organizations of a specified minimum size in most Canadian jurisdictions. The responsibilities of
members are generally spelled out in the health and safety legislation across Canada.
A joint health and safety committee brings together labour's in-depth, practical knowledge of
specific jobs and management's larger overview of job interrelationships, general company
policies and procedures. This team can be more effective in solving health and safety problems
than a single individual.
To function properly, the committee needs an appropriate structure, a clear statement of purpose
and duties, and standard procedures for meetings. An employer does this by establishing terms of
reference for the committee and by allocating adequate resources.
Essentially, any documentation that helps establish a joint health and safety committee and its
role in an organization can be considered a "terms of reference". The employer must establish a
committee is organized and operates in compliance with the law, is effective, involves the widest
range of employees, and provides resources (e.g., time, money, meeting rooms) so the committee
can do it's work. These requirements are known as "terms of reference". Common terms of
reference include:
stating senior management's commitment to act on the committee's recommendations
defining how long a person will serve on the committee (if not specified by legislation)
establishing how a committee member will be chosen, etc.
Each organization should set up their own terms of reference. More information is available in
the Health and Safety Committee documents listed below:
What is a Joint Health and Safety Committee?
Joint Health and Safety Committee - Creation
Joint Health and Safety Committee - Effective and Efficient
Joint Health and Safety Committee - Measuring Effectiveness
Joint Health and Safety Committee - Structure
Once the committee members have been chosen, the committee should participate in decisions
on the details of its structure, duties, and procedures. An early key decision that should be made
is the question of reporting structure responsibility.
In a general sense, each committee member is responsible to the chairperson(s), and the
committee as a whole to all employees for fulfilling their duties. However, if prompt follow-up
to recommendations is to be expected, one individual should be named as a person in authority.
The best choice is usually a member of senior management in the line organization. This
individual will have sufficient authority to be able to take or expedite direct action as required.
The joint occupational health and safety committee members should be active participants in the
development, implementation, and monitoring of all phases of the health and safety program.

Why are correct work procedures established?
Governmental health and safety regulations represent minimum requirements. In almost all
cases, organizations will have to augment these regulations with specific rules. These rules must
be followed to achieve a healthful and safe workplace.
We need rules--to protect the health and safety of workers--but there are dangers in having either
too few or too many rules. Too few rules may be interpreted as a sign that health and safety are
not important, or that common sense is all that is required to achieve them. Too many rules may
be seen as not treating employees as thinking adults and makes enforcement of all rules less
likely. Following are some guidelines for establishing rules:
rules should be specific to health safety concerns in the workplace
the joint occupational health and safety committee should participate in their formulation
rules should be stated in clearly understandable terms
rules are best stated in positive terms ("employees shall" not "employees shall not")
the reasons for the rule should be explained
rules must be enforceable, since disregard for one rule will lead to disregard for others
rules should be available to all employees in written form, in the languages of
communication of employees
rules should be periodically reviewed to evaluate effectiveness and to make changes for
improved effectiveness
Compliance with health and safety rules should be considered a condition of employment. Rules
must be explained to new employees when they start work or if they are transferred or retrained.
After a suitable interval, these employees should be briefed to ensure they understand the rules
applicable to their work.
The employer must establish procedures for dealing with repeat rule violators. Supervisors are
responsible for correcting unsafe acts, such as a breach of rules, and they must be supported in
this duty. Points that should be considered in establishing procedures on this issue are:
ensure that employees are aware of the rule
ensure that employees are not encouraged, coerced, or forced to disregard the rule by
fellow employees
all rules are to be observed
no violation will be disregarded
the role of discipline is that of education, not punishment
action is taken promptly
while having guidelines for penalties for the first offence or infractions may be desirable,
some flexibility is required when applying the guidelines since each case will vary in its
circumstances
action is taken in private, and recorded.

How do you establish correct work procedures?
Correct work procedures are the safest way of doing a job, job instruction, monitoring
performance, and accident investigation.
Job safety analysis (JSA), also known as "job hazard analysis", is the first step in developing the
correct procedure. In this analysis, each task of a specific job is examined to identify hazards and
to determine the safest way to do the job. Job safety analysis involves the following steps:
1. select the job
2. break down the job into a sequence of steps
3. identify the hazards
4. define preventive measures
The analysis should be conducted on all critical tasks or jobs as a first priority. Critical jobs
include:
those where frequent accidents and injuries occur
those where severe accidents and injuries occur
those with a potential for severe injuries
new or modified jobs
infrequently performed jobs, such as maintenance
Job safety analysis is generally carried out by observing a worker doing the job. Members of the
joint health and safety committee should participate in this process. The reason for the exercise
must be clearly explained to the worker, emphasizing that the job, not the individual, is being
studied. Another approach, useful in the analysis of infrequently-performed or new jobs, is group
discussion.
A work procedure may consist of more than one specific task. In such cases, each separate task
should be analyzed to complete a job safety analysis for that procedure. The final version of the
correct work procedure should be presented in a narrative style format that outlines the correct
way to do the job in a step-by-step outline. The steps are described in positive terms, pointing out
the reasons why they are to be done in this way. Reference may be made to applicable rules and
regulations and to the personal protective equipment required, if any. Employees who carry out
the tasks should be consulted in developing the procedure.
Example
Job Safety Analysis (JSA) Worksheet

Industry: Construction
Operation: Road repair
Job: Pavement repair
Task Who does it Hazards How to prevent injury/accident
Operating jack-hammer Joe Doe - noise
- vibration
- ear protectors
- vibration absorbing gloves







Applicable Legislation:
OH&S Act and Regulations ___________________________
(refer to the act and regulations in your jurisdiction)
Date: ____________________________________________
Developed by: _____________________________________

Why is employee orientation important?
Health and safety education should start with employee orientation when an employee joins the
organization or is transferred to a new job. It has been found that inexperienced workers, in
general, are involved in accidents at a higher rate than others. While experience can only be
gained through time, both health and safety education and job skills training can be used to
improve this record. Orientation sessions normally cover such items as explanation of the
function of the work unit, organizational relationships, administrative arrangements, and
miscellaneous policies and rules.
Items related to health and safety that should be included are:
emergency procedures
location of first aid stations
health and safety responsibilities, including those specified by legislation
reporting of injuries, unsafe conditions and acts
use of personal protective equipment
right to refuse hazardous work
hazards, including those outside own work area
reasons for each health and safety rule
A new employee can be expected to absorb only a certain amount of information in the first few
days. A brochure outlining the points covered in the orientation sessions is useful as a handout to
employees. It also serves as a checklist for the person conducting the orientation. A buddy
system is a useful follow-up to the initial orientation. This allows for on-the-job reinforcement of
the information presented to the new employee. This process promotes the safety awareness of
the experienced workers who are the "buddies".
New, inexperienced or transferred employees should be encouraged to ask questions at any time
when doubt exists as to correct procedures. The new employee orientation may include a set of
questions, such as the following:
What are the hazards of the job?
Is job safety training available?
What safety equipment do I need to do my job?
Do I need to wear personal protective equipment (PPE)? Will I receive training on how to
use the PPE?
What do I do in case of fire or another emergency?
Where do I find fire extinguishers, first aid kits, first aid rooms and emergency
assistance?
What are my responsibilities regarding health and safety?
If I notice something wrong, to whom should I report?
Who is responsible for answering safety-related questions?
What do I do if I get injured or have an accident?
Soon after the orientation sessions, employees should be assessed on their understanding of the
items discussed. In this way, both the quality of training and the level of understanding can be
evaluated.

How do you design a training program?
The objective of training is to ease the implementation of health and safety policies into specific
job practices and to raise awareness and skill levels to an acceptable standard. While all
employees can benefit from health and safety training, special attention should be given to the
training of supervisors, trainers, and workers. Circumstances in Canadian jurisdictions are
changing: in some places, employees and supervisors directly responsible for health and safety
matters need to have certification, as required by the law.
Occasions when employee training may be required are:
commencement of employment
reassignment or transfer to a new job
introduction of new equipment, processes, or procedures
inadequate performance
The National Safety Council in the United States suggests that the following topics be included
in supervisory safety training:
safety and the supervisor
know your accident problems
human relations
maintaining interest in safety
instructing for safety
industrial hygiene
personal protective equipment
industrial housekeeping
material handling and storage
guarding machines and mechanisms
hand and portable power tools
fire protection
The supervisor is generally responsible for much of the training of workers. This duty, however,
is often delegated to an experienced worker. To be an effective instructor, an instructor should:
Receive training in how to instruct.
Prepare an orderly plan for instruction.
Explain reasons why each step must be done in a certain way.
All instructors should be taught how to proceed when training a new or inexperienced employee:
Plan the session beforehand; break the job down into steps; have training aids available.
Explain what is to be done.
Describe all the hazards and protective measures.
Demonstrate each step, stress key points, and answer any questions.
Have the employee carry out each step, correct errors, and compliment good
performance.
Check frequently after the employee is working independently to ensure correct
performance.
Documented correct work procedures are an invaluable aid in job skills training. External
sources for training assistance are industry associations, unions, government agencies, and
professional consultants.

What are workplace inspections?
Workplace inspections help to identify existing hazards so that appropriate corrective action can
be taken. Health and safety legislation requires workplace inspections as a proactive action to
ensure workplace health and safety. Some jurisdictions provide guidelines for doing regular
workplace inspections.
Supervisors and workers are responsible for reporting and taking action on unsafe conditions and
acts as they are encountered. The frequency of planned formal inspections may be set out in
legislation. Records of previous accidents and the potential for serious accidents and injuries are
factors to be included when determining if more frequent inspections are needed.
Joint health and safety committee members are obvious choices of personnel to carry out formal
inspections, especially if they have received training or certification. Other criteria for selecting
the inspection team are:
knowledge of regulations and procedures
knowledge of the hazards in the workplace
experience with work processes involved
Pre-planning any inspection is always worthwhile. Documents, such as previous inspections,
accident investigations, maintenance reports, and safety committee minutes, should be consulted.
If a checklist is to be used, it should be reviewed and changed to meet specific needs of the
workplace.
Checklists are useful aids in that they help ensure that no items are overlooked in an inspection.
One type of checklist is the "critical parts inventory". This inventory itemizes parts and items
that may result in a serious accident if they fail. While many ready-made checklists are available
in safety literature, it is best to adapt these to local conditions. The joint health and safety
committee should participate in the preparation of these tailor-made checklists.
Sample Inspection List
Date: ________________________________________________
Location/Department: ___________________________________
Yes = Satisfactory
No = Unsatisfactory, needs attention
Yes No Safe Work Practices Yes No Fire Protection
Use of machine guards
Proper manual lifting
Smoking only in safe, designated
areas
Proper use of air hoses
No horseplay
Other ___________
Fire extinguishers
Proper type/location
Storage of flammable materials
Other ___________
Use of Personal Protective
Equipment
Tools and Machinery
Eye/face protection
Footwear
Gloves
Protective clothing
Head protection
Aprons
Respirators
Other ___________
Lawn mowers
Power tools
Hand tools
Snow blowers
Machine guarding
Belts, pulleys, gears, shafts
Oiling, cleaning, adjusting
Maintenance, oil leakage
Other ___________
Housekeeping First aid
Proper storage areas
Proper storage of flammable
material
(oily/greasy rags, etc.)
Proper disposal of waste
Floors (clean, dry, uncluttered)
Maintenance of yards, parking lots
Other ___________
First aid kits in rooms/vehicles
Trained first aid providers
Emergency numbers posted
All injuries reported
Other ___________
Electrical Safety Miscellaneous
Machines grounding/GFI
Electrical cords
Electrical outlets
Other ___________
MSDS/Labels
Dust/vapour/fume control
Safe use of ladders/scaffolds
New processes or procedures carried
out
Other ___________
Notes:
______________________________________________________
______________________________________________________
______________________________________________________
During the actual inspection, both work conditions and procedures should be observed. If a
hazard that poses an immediate threat is discovered, preventive action must be taken right away,
not after the inspection. Notes are made, specifying details of the hazard, including its exact
location. When completing the inspection report, it is a good idea to classify each hazard by
degree of possible consequences (for example: A = major, B = serious, C = minor). In this way,
priorities for remedial action are established.
Workplace Inspection Report
Location_______________________________________________
Department/Areas covered _________________________________
Date of Inspection ________________________________________
Time of Inspection ________________________________________
Item
(Location)
Hazards
Observed
Repeat
item
Yes/No
Priority
Recommended
Action
Responsible
Person
Action
Taken
Date







Analysis and comments:
Priority Codes: A - do immediately; B - do within 3 days; C - do within 2 weeks; D - other
Inspections serve a useful purpose only if remedial action is taken to correct shortcomings.
Causes, not symptoms alone, must be rectified. Corrective action should be taken immediately,
with the emphasis on engineering controls, management failures, or need for worker education,
whatever applies.

What should you report and investigate in case an accident
occurs?
Occupational health and safety legislation in all Canadian jurisdictions requires that injuries and
certain categories of accidents must be reported. There may be minimum legal requirements for
their investigation. Realizing the value in so doing, many organizations investigate lesser
accidents (where damage did not involve injuries) and "near misses." The health and safety
program should specify:
what is to be reported
to whom it will be reported
how it is reported
which incidents are investigated
who will investigate them
what forms are used
what training investigators will receive
what records are to be kept
what summaries and statistics are to be developed
how often reports are prepared
Accidents and incidents are investigated so that measures can be taken to prevent a recurrence of
similar events. Investigation represents an "after-the-fact" response for any particular mishap.
However, a thorough investigation may uncover hazards or problems that can be eliminated
"before-the-fact" for the future. After causes have been determined, prompt follow-up action is
required to achieve the purpose of the investigation.

What are emergency procedures and how are they
established?
Emergency procedures are plans for dealing with emergencies such as fires, explosions, major
releases of hazardous materials, violent occurrences, or natural hazards. When such events occur,
the urgent need for rapid decisions, shortage of time, lack of resources, and trained personnel can
lead to chaos.
The objective of the plan is to prevent or minimize fatalities, injuries, and damage. The
organization and procedures for handling these sudden and unexpected situations must be clearly
defined.
The development of the plan follows a logical sequence.
Compile a list of the hazards (for example: fires, explosions, floods).
Identify the possible major consequences of each (for example: casualties, damage).
Determine the required countermeasures (for example: evacuation, rescue, firefighting).
Inventory the resources needed to carry out the planned actions (for example: medical
supplies, rescue equipment, training personnel).
Based on these considerations, establish the necessary emergency organization and
procedures.
Communication, training, and periodic drills are required to ensure adequate performance when
the plan must be implemented.

How do you establish medical aid and first aid programs?
First aid facilities and the provision of medical aid is generally prescribed under health and
safety legislation or workers' compensation legislation. The OSH program must include the
following information:
location of first aid stations and medical facilities
identification of first aid attendants
identification of other staff trained in first aid
policy on pre-employment and follow-up medical examinations
procedures for transporting injured employees to outside medical facilities
provision of first aid training
procedure for recording injuries and illnesses
A policy on return to work after a lost-time accident might appropriately be included in this
section of the program. The fact that "light duties" or "modified work" is a controversial issue is
all the more reason for the organization to agree on a clear policy that is known by all
employees. In some jurisdictions, modified work rules are covered by legislation.
In general, if injured workers are offered alternative employment:
The work must be suitable and productive.
The worker's physician must agree that such employment will not harm the worker or
slow down the recovery.
The worker will pose no threat to other workers.
The policy is applied to off-the-job injuries as well.
Under no circumstances should the reduction of severity ratings be a reason for initiating a
"modified work" program.

How do you promote employee involvement in health and
safety programs?
Once the health and safety program has been set in place and the program appears to be running
smoothly, effort is still required to maintain enthusiasm and interest. Studies have shown that the
effectiveness of health and safety educational techniques depends largely on how much
importance management is seen to place on health and safety. Where management, by its
actions, has shown that they are sincerely concerned, interest in the program can be maintained
at a high level. Accountability for individual performance is a key motivator.
Safety awareness can be enhanced by:
the setting of realistic goals and monitoring progress
distribution of all pertinent information
individual recognition for superior performance
general meetings, tailgate talks, and one-on-one coaching
well-designed incentive programs
The safety incentive program is probably the most controversial. Most incentive programs are
based on the rationale that anything that raises safety awareness is worthwhile. However, there
are those who do not share this viewpoint. They maintain that these programs lead to under-
reporting of accidents and promoting of the "walking wounded" syndrome. Programs must not
encourage workers to remain at work when doing so is unsafe for them due to their physical
condition. Therefore, when an incentive program is launched, strict controls must be maintained
to prevent this from happening. The joint health and safety committee can play a leading role in
activities designed to promote the program and participation of all employees.

Should workplace specific items be included in occupational
health and safety programs?
The elements of OH&S programs discussed so far apply to all basic health and safety programs.
In addition, specific items may be needed to address workplace specific activities. Examples of
such items are:
Workplace Hazardous Materials Information System (WHMIS)
lock out procedures
hot-work permits
material handling rules
plant maintenance
fire safeguards
vehicle safety rules
off-the-job safety
working alone guidelines
personal protective equipment requirements
engineering standards
purchasing standards
preventive maintenance

How do you implement occupational health and safety
programs?
A good health and safety program provides a clear set of guidelines for activities that, if followed
rigorously, will reduce accidents and cases of occupational disease. The key to success is the
manner in which the program is implemented and maintained.
Senior management must demonstrate commitment and support the program by:
providing resources such as time, money, and personnel
ensuring that employees receive training or certification as required
making all applicable health and safety information available to all employees entitled to
receive it
including health and safety performance as part of employee performances appraisals at
all levels
attending health and safety meetings
The program must be communicated to all employees. Special emphasis should be given to new
workers, newly appointed supervisors, and new members of the joint health and safety
committee. Revisions to policies and procedures should be publicized. The program should be
available in a single written document. However, if separate manuals have been developed for
various elements, such as accident investigation procedures, their use should be referred to in the
main document.

How is the effectiveness of OH&S programs evaluated?
Accident frequency and severity rates are an inadequate measures for evaluating the
effectiveness of a health and safety program. Cases of occupational disease are under-reported in
these statistics. The emphasis is usually on injury-producing accidents alone, not all accidents.
Since accidents are rare events, in small organizations the basis for comparison may be limited,
especially in small organizations. Chance is a factor both in frequency and severity.
Rather than relying solely on injury rates, or after-the-event measures, it is desirable to use an
audit as a before-the-fact measure of the effectiveness of an OH&S program. An audit uses a
checklist in which each element is subdivided into a series of questions. Each question is given a
weighting factor depending on its importance. Records, observations, interviews, and
questionnaires are used to evaluate performance for each sub-element.
A number of audit systems are available. The number of elements considered range from ten
(Labour Program, HRDC) to thirty (British Safety Council). In many of these ready-made audit
systems, the standards are based on what leading organizations have determined to be the
acceptable levels of performance.
Annual audits appear to be the norm, but reviewing critical elements in the program more
frequently may be advisable. The audit team, which should include representation from the joint
health and safety committee, must receive appropriate training in audit procedures.
The audit identifies weaknesses in the health and safety program. Little is achieved unless a
procedure is established to ensure prompt follow-up on deficiencies. This procedure should
include provision for target dates for remedial action and checks to confirm completion.