Whs Pub bp005
Whs Pub bp005
Whs Pub bp005
occupational
health and safety
09/2008 BP005
About this Document
Staffing firms experience particular health and safety challenges because of the nature
of the employment relationship between the staffing firm, the client and the worker.
Both the staffing firm and the client have responsibilities for the health and safety
of the worker under the Alberta Occupational Health and Safety Act, Regulation and
Code. These responsibilities co-exist and overlap, therefore each organization must meet
their obligations as employers to the worker. However, the overlapping nature of these
obligations can create uncertainty as to which employer is responsible for fulfilling
the duties.
This Occupational Health and Safety Toolkit for Staffing Firms has been developed to
support and assist staffing firms in understanding and fulfilling their occupational health
and safety responsibilities. It has been developed for use by all staffing firms in Alberta.
It is meant to be read in its entirety to provide information on the legislated roles and
responsibilities for workplace health and safety in Alberta. The laws for health and safety
are minimum requirements. Some best practices1, tools, forms and a list of resources are
provided to assist employers in meeting or exceeding the minimum requirements.
For clarity, legislated requirements (laws) are specifically identified by putting them in
yellow text boxes.
Part 1: Introduction - provides an overview of the content and format of the document
and its application to the staffing industry.
Part 2: What are the Laws for Occupational Health and Safety in Alberta? - provides an
overview of some of the general roles and responsibilities for workplace health and safety
under Alberta’s Occupational Health and Safety legislation.
Part 5: Glossary – provides a definition of terms as they are used in this document.
Part 6: Resources – provides a list of resources where employers may obtain more
detailed information as specifically required for their industry.
Part 7: Forms – provides sample forms that may be used by the staffing firm.
1
Best Practice—For the purpose of this document, a best practice in health and safety is defined as a program, process,
strategy or activity that: has been shown to be effective in the prevention of workplace injury or illness; has been
implemented, maintained and evaluated; is based on current information; and is of value to, or transferable to, other
organizations. Best practices are living documents and must be reviewed and modified on a regular basis to assess their
validity, accuracy and applicability. They may and often do exceed the requirements of OHS legislation.
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 1
Not all requirements under the OHS Act, Regulations and Code are discussed in this
resource. This resource is not intended to be legal advice nor is it a definitive guide
to the legislation. You are advised to review the legislation thoroughly and to consult
a lawyer if you have any specific legal issues. In case of inconsistency between this
resource and the occupational health and safety legislation or any other legislation,
the legislation will always prevail.
For more detailed information, refer to the OHS Act, Regulation or Code, and to the
employers’ safe work procedures. Employer’s safe work practices and site-specific
requirements may exceed the minimum requirements of the OHS Legislation.
Disclaimer
Information in this document is provided solely for the user’s information and
is provided strictly on an “as is” basis and without any warranty of any kind. The
Crown, its agents, workers or contractors will not be liable for any damages, direct
or indirect, or lost profits arising out of use of information provided in this document
or for information provided at any of the resource sites listed in this document.
2 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
Purpose of This Document
Staffing Firm/Client Responsibilities
In staffing arrangements, the Alberta Occupational Health and Safety Act recognizes both the
staffing firm and client as having employer responsibilities. There exists a dual responsibility
to ensure the health and safety of workers: both parties have duties under the Act.
Staffing firms should provide general orientation and training for workers and determine
the type of work and potential hazards at a workplace prior to supplying labour. In some
cases (on-site managed locations especially) the staffing firm may also be responsible for
site specific orientation when contracted to do so by the client. It is strongly recommended
that a client facility tour be conducted prior to placing any workers to ensure that:
Clients have a legal obligation to take every reasonable precaution to ensure workers
are protected. Employers are responsible for the health and safety of all workers on
their work sites, and must meet the legislated requirements outlined in the Alberta
Occupational Health and Safety Act, Regulation and Code. This includes staffing
firm employees.
Both parties are jointly responsible for the health and safety of workers.
Some general practices for staffing firms to consider include, but are not limited to:
• advising staffing firm employees of their general health and safety obligations under the
Alberta Occupational Health and Safety Act, Regulation and Code and other applicable
legislation, and what steps to take if they have any health and safety concerns
• ensuring staffing firm employees have the qualifications, capabilities and competencies
required for the assignment
• providing staffing firm employees with general health and safety orientation (e.g., WHMIS)
2
Competent Worker—An adequately qualified, suitably trained person with sufficient experience to safely perform work
without supervision.
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 3
• ensuring, as a condition of assignment, that the client has policies and procedures
that will result in staffing firm employees being made aware of, and protected from,
existing/emerging hazards specific to the client’s workplace
• conducting, whenever possible, on-site surveys before assigning their employees
• discussing and clarifying with the client the respective responsibilities for the health
and safety of staffing firm employees (i.e. site specific orientation)
• ensuring that staffing firm employees know who to contact with health and safety
concerns in each workplace to which they are assigned (e.g., workplace hazards,
complaints, work refusals), and within the staffing firm
• bringing to the attention of the client any health and safety concerns at the workplace
that are raised by staffing firm employees
• removing staffing firm employees from the client’s workplace if there are any concerns
about unsafe or unhealthy working conditions
Acknowledgments
This Occupational Health and Safety Toolkit for Staffing Firms has been developed
in consultation with staffing firm employers, the Association of Canadian Search,
Employment and Staffing Services (ACSESS), the Alberta Workers’ Compensation
Board (WCB) and the Alberta Government - Employment and Immigration (AE&I),
Workplace Health and Safety. The purpose of this project was to provide a toolkit of
basic information on workplace health and safety to assist the staffing firm industry in
Alberta in achieving compliance with current Occupational Health and Safety regulatory
requirements and ensuring the health and safety of all their workers.
• ACSESS
• Adecco
• Alberta Association for Safety Partners
• BOWEN
• CADRE
• Floater Staffing Inc.
• Kelly Services
• Manpower
• Matrix
• Prime Staffing
• Spherion
• Temporary Industrial Personnel Specialists
• Workforce Temporary Services
4 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
Table of Contents
Part 1: Introduction..............................................................................................................................7
Part 2: What are the Laws for Occupational Health and Safety in Alberta?....................... 13
Part 3: Health and Safety Management Systems.......................................................................27
Part 4: Phases of Assignment........................................................................................................ 29
Phase 1: Pre-assignment........................................................................................................................... 31
1. Job Description...........................................................................................................................................31
2. Agreements...................................................................................................................................................31
3. Site Visit/Contact......................................................................................................................................32
4. Requesting Job Hazard Analysis (JHA’s) & Hazard Assessment Information.............32
5. Worker Competency and Training................................................................................................... 39
6. Worker Pre-Assignment/Staffing Firm Orientation................................................................. 42
Phase 2: Assignment................................................................................................................................43
On-site/ Client Orientation........................................................................................................................ 43
Phase 3: Assignment Management.....................................................................................................45
1. Reporting Unsafe/Unhealthy Conditions..................................................................................... 45
2. Reporting and Investigating Incidents and/or Injuries........................................................... 45
3. First Aid......................................................................................................................................................... 49
4. Emergency Response..............................................................................................................................52
Part 5: Glossary of Terms................................................................................................................ 55
Part 6: Resources.............................................................................................................................. 59
Part 7: Sample Forms, Policies and Procedures......................................................................... 61
Appendix A: Hazard Assessment and Control Sample Documents...................................... 63
Sample 1: Health and Safety Policy........................................................................................................ 63
Sample 2: Hazard Assessment Form.................................................................................................... 65
Sample 3: Workplace Inspection Checklist.........................................................................................67
Sample 4: Preventative Maintenance Policy.......................................................................................71
Sample 5: Housekeeping.............................................................................................................................72
Sample 6: Personal Protective Equipment (PPE) Policy.............................................................74
Appendix B: Worker Training Sample Documents....................................................................... 75
Sample 7: Health and Safety Training Policy.....................................................................................75
Sample 8: Worker Orientation Record..................................................................................................76
Sample 9: Record of Training....................................................................................................................77
Sample 10: Health and Safety Meeting Sign in Sheet....................................................................78
Sample 11: Worker Health and Safety Checklist................................................................................79
Sample 12: Worker Health and Safety Orientation Checklist.................................................... 80
Appendix C: Incident Reporting and Investigation Sample Documents............................... 81
Sample 13: Incident Investigation Policy...............................................................................................81
Sample 14: Near Miss Report Form........................................................................................................82
Sample 15: Incident Investigation Report........................................................................................... 84
Appendix D: Emergency Response Sample Documents............................................................ 85
Sample 16: Emergency Response Plan................................................................................................ 85
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 5
6 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
1
PART 1:
introduction
Part 1: Introduction
Managed Services
A staffing firm assumes full responsibility for operating a specific client function
(e.g., call centre) on a continuing basis.
Outplacement
A staffing firm provides career transition services, including career counselling, testing,
training, interview coaching, and referrals, to assist a client’s separating workers.
Payrolling
A staffing firm places on its payroll workers recruited or hired by the client. Payrolling is
distinguished from PEO arrangements in that the workers generally are on temporary
assignments and make up a small proportion of the client’s work force.
Temporary/Contingent Staffing
A staffing firm hires its own workers and assigns them to support or supplement a client’s
workforce to keep fully staffed during busy times, gain special expertise or staff special
projects, or fill temporary vacancies. Workers are recruited, screened, and assigned by
the staffing firm.
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 7
Training
Staffing firms demonstrate their market leadership by offering a vast selection of
training services, which can attract, prepare, and retain candidates. Staffing firms offer
training services to their employees to increase their skills and knowledge, creating
opportunity for current and future workforce contributions. Training increases retention
in existing assignments and prepare the associate for future assignments. This may be
a supplemental or stand alone service offering. In industrial settings, added training
services also reduce loss and increase productivity.
Occupational Categories
Health Care
Physicians, dentists, nurses, hygienists, medical technicians, therapists, home health aides,
custodial care workers, etc.
Industrial
Manual labourers, food handlers, cleaners, assemblers, drivers, tradesmen,
machine operators, maintenance workers, etc.
Information Technology
Consultants, analysts, programmers, designers, installers, and other occupations
involving computer sciences (hardware or software) or communications technology
(Internet, telephony, etc.).
Office–Clerical
Secretaries, general office clerks, receptionists, administrative assistants, word-processing
and data entry operators, cashiers, etc.
Professional–Managerial
Accountants, bookkeepers, attorneys, paralegals, middle and senior managers,
advertising and marketing executives, and other non-technical occupations that
require higher skill or education levels.
Technical
Engineers, scientists, laboratory technicians, architects, draftsmen, technical writers and
illustrators, and other individuals with special skills or training in technical fields involving
math or science (not including information technology).
8 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
What is workplace health and safety?
Workplace health and safety is about preventing workers from injuries or illnesses caused
by what they do at work. Health and safety is critical on every work site to make sure that
every worker goes home safe and healthy at the end of their work day.
• many companies check to ensure that suppliers have a good health and safety
record before they contract them for work or to provide services
• financial institutions are interested in a firm’s health and safety record when
considering a loan application
An unsafe business exposes you to liabilities that others don’t want to assume.
Better Quality
Many businesses, large and small, have found that the quality of their product improved
and that it also forms the foundation of a safe and healthy workplace, after they
corrected health and safety problems.
• training
• effective communication
• worker involvement
• a system for ensuring standards are met
Like quality, health and safety has to start at the top with management commitment.
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 9
More Motivated Workers
An active commitment to health and safety lets workers know that they matter
most. You have already invested in your workers through training and on-the-job
experience. It makes sense to keep them in their jobs by preventing injury and illness.
This document is meant to provide information and strategies to help small businesses
meet the requirements of the legislation and provide for the health and safety of
their workers.
1. Struck by object
2. Overexertion
3. Bodily reaction
4. Fall on same level
5. Caught in object
Each company/employer should monitor and be aware of their injury and illness data.
This can be accessed through the Workers’ Compensation Board Loss Control Reports
available at: www.wcb.ab.ca/onlineservices/lcr.asp
3
Alberta WCB Disabling injury data, 2007
4
Alberta WCB Disabling injury data, 2007
10 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
Measuring Your Commitment and Involvement
in Occupational Health and Safety
The following checklist may assist you in determining your health and safety status.
Question Yes No
Note: This is not a comprehensive list. It should be considered only an indicator of your commitment to good
health and safety practices.
If you answered:
Yes - to all of these questions - you are probably very committed and involved in your program.
Yes - to only some of them, you may need to reassess your commitment in the specific areas where you did not
answer yes, you need to be fully committed and demonstrate your commitment by being involved in all aspects
of your health and safety program. This document will help to answer yes.
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 11
12 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
2
PART 2:
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 13
Where Do I Find the Legislation?
The Occupational Health and Safety legislation is available on the Government of Alberta
– Alberta Employment and Immigration (AE&I) website at:
www.employment.alberta.ca/cps/rde/xchg/hre/hs.xsl/307.html
Official printed copies may be purchased from the Queen’s Printer at:
www.qp.gov.ab.ca/documents/acts/O02.cfm
or:
Edmonton Bookstore
Main Floor, Park Plaza
10611- 98 Avenue
Edmonton, Alberta T5K 2P7
Phone: 780-427-4952
Fax: 780-452-0668
14 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
General Obligations of Employers
Who is an employer?
Under the Alberta Occupational Health and Safety Act:
An employer means:
Employer Responsibilities
Under the OHS Act, employers are responsible for ensuring the health and safety of all
workers at the work site. There are also specific requirements of employers depending
on the hazards and the work that is to be done. Some of these include, but are not limited
to the following:
Employers must:
Reference: OHS Act, Section 2(1), OHS Regulation Sections 12, 13, 15
Some specific requirements are addressed throughout this document, but employers
must refer to the Alberta Occupational Health and Safety Act, Regulation and Code
to determine the requirements specific to their work and work sites.
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 15
Due Diligence & Obligations to
Ensure a Safe and Healthy Workplace
Due diligence is the level of judgment, care, prudence, determination, and activity
that a person would reasonably be expected to do under particular circumstances.
Employers are required by the Alberta OHS Legislation to ensure, as far as reasonably
practicable, the health and safety of both the workers engaged in the work of that
employer and those workers not engaged in the work of that employer, but present
at the employer’s work site at which that work is being carried out.
By including the words “reasonably practicable”, legislators make the OHS Act what is
known as strict liability legislation, and introduce the possibility of due diligence as a defense.
Three main factors are used by the court in determining a valid defense of due diligence:
• Foreseeability – could a reasonable person have foreseen that something could go wrong?
• Preventability – was there an opportunity to prevent the injury or incident?
• Control – who was the responsible person present who could have prevented the
injury or incident?
The demonstration of due diligence and employer responsibilities would apply to both
the staffing firm and the client of the staffing firm. The staffing firm is required to do
everything reasonable to protect the health and safety of their workers. The client’s role
is to provide appropriate support, resources and authority to enable workers to carry
out their duties and responsibilities and ensure that workers are trained and supervised.
The staffing firm should identify who will be fulfilling each responsibility prior to
assigning employees to a site as the staffing firm is jointly responsible. Clear and open
communication between the staffing firm, client and worker is critical.
For more information please refer to the Workplace Health and Safety Due Diligence
bulletin available at www.employment.alberta.ca/documents/WHS/WHS-PUB_li015.pdf
16 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
Worker Responsibilities
Workers have responsibilities under the OHS legislation as well. These are outlined throughout
the OHS Act, Regulation and Code and include, but are not limited to the following:
Workers must:
• take reasonable care to protect the health and safety of themselves and other
workers while performing their duties
• not perform work they are not competent to do unless they are under the
supervision of a competent worker
• immediately report to their employer any equipment that is unsafe or not
functioning properly
• follow health and safety work procedures developed by their employer
• participate in and apply training provided by the employer regarding safe
operations of equipment or harmful substances they may be exposed to
• wear personal protective equipment required by their employer
• refuse to do work that may put them or another worker in “imminent danger”
Reference: OHS Act, Sections 2(2), 35. OHS Regulation Sections 14, 15
Prime Contractors
In some cases there may be multiple employers working on a work site. When this situation
occurs, there must be one employer who takes on the responsibility of “prime contractor”
for workplace health and safety. The prime contractor must take steps to ensure the
health and safety of all employers at the work site.
The prime contractor must ensure the OHS Act, Regulation and Code are complied with.
The OHS Act does not require the prime contractor to be present at the work site. It does
require the prime contractor to ensure, as far as it is reasonably practicable, compliance
with the OHS Act, Regulation and Code.
• The contractor, employer or other person who enters into an agreement with
the owner of the work site to be the prime contractor, or
• If no agreement has been made or is in force, the owner of the work site
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 17
Other Specific Requirements
Specific requirements for health and safety are included throughout the OHS Act,
Regulation and Code. Some key areas applicable to all industries include:
Section 18 of the OHS Act also has requirement for employers to conduct an investigation
if an injury or accident occurs at a work site, or of an accident that has the potential to
cause a serious injury.
18 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
Upon notification of an incident Workplace Health and Safety (WHS) would request
the staffing firm, either through an Order or written comment, have an investigation
completed and a report produced. It would be the responsibility of the staffing firm
to determine who would complete the investigation and report.
The incident investigation report can be completed by the staffing firm and/or the client.
The staffing firm and the client may choose to complete the investigation jointly or to
complete their own reports. Despite which method is chosen WHS would expect the
report or reports to contain the circumstances and causes of the incident along with
specific preventative measures. WHS may follow-up with both the staffing firm and the
client to ensure that the preventative measures have been implemented.
Depending upon the seriousness of the incident or in the case of a worker fatality WHS
may conduct their own independent investigation.
For more information please refer to the Workplace Health and Safety Reporting Injuries
and Incidents bulletin available at:
www.employment.alberta.ca/documents/WHS/WHS-PUB_li016.pdf
Note: There are also additional requirements for reporting injuries to the Worker’s
Compensation Board (WCB). These are covered under the Worker’s Compensation
Act, which is different from the Occupational Health and Safety legislation. For more
information and access to WCB publications and forms, go to: www.wcb.ab.ca
Imminent Danger
Section 35 of the OHS Act outlines both the employers and workers responsibilities in
regard to the workers responsibility to refuse work where there exists an imminent danger.
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 19
Worker Responsibilities:
No worker shall:
• carry out any work, if on reasonable and probable grounds, the worker believes
that there exists an imminent danger to the health or safety of that worker
• carry out any work if, on reasonable and probable grounds, the worker believes
that it will cause to exist an imminent danger to the health or safety of that
worker or another worker present at the work site, or
• operate any tool, equipment if, on reasonable and probable grounds, the worker
believes that it will cause to exist an imminent danger to the health or safety of
that worker or another worker present at the work site
A worker who refuses to carry out work or operate a tool, appliance or equipment
shall, as soon as practicable, notify the worker’s employer at the work site of the
worker’s refusal and the reason for refusal.
Employer Responsibilities:
For example:
A staffing firm employee (worker) is assigned to work at a client’s warehouse as a general labourer.
Duties are identified as cleaning of the warehouse floor. Upon arrival at the site, the worker is
directed by the site supervisor to operate a forklift. The worker has never operated a forklift or
received training in the safe operation of a forklift.
The worker believes that he/she may cause to exist a situation of imminent danger if he/she follows
the site supervisor’s instructions to operate the forklift. The worker refuses to operate the forklift
and reports his/her concerns to the client and the staffing firm.
20 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
The client/staffing firm must now remove the worker from the perceived situation of imminent
danger, document the worker’s notification of his/her work stoppage, investigate the incident and
prepare a written report. The client can either provide training to the worker who refused the work
to ensure that the worker is competent to operate the forklift, or alternately have a competent
worker operate the forklift.
The worker is acting in accordance with Section 35, as operating the forklift with no training or
experience would cause to exist a danger under which the worker would not normally carry out
their work.
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 21
Topic Part of OHS Code
For further information on how to find information in the OHS Act, Regulation
and Code access the WHS eLearning program on the Legislation at:
www.employment.alberta.ca/whs/learning/Legislation/Legislation.htm
Publications and bulletins are available on a variety of health and safety topics at:
www.worksafely.org
22 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
General Information
Role of the Government of Alberta Occupational Health and Safety
(OHS) Officer
The role of the Occupational Health and Safety Officer is to ensure that employers meet
minimum legislated standards to provide healthy and safe workplaces as outlined in
the OHS Act Regulation and Code. Officers typically do this through a combination of
education and conducting inspections of worksites. Officers also investigate serious
incidents and worker fatalities.
Along with this enforcement role, Occupational Health and Safety Officers provide
information to employers and workers on their minimum requirements to meet the
standards expressed in the legislation, and the resources available to develop their
health and safety program.
Occupational Health and Safety Officers may visit work sites for a variety of reasons,
such as but not limited to:
If an inspection occurs at your site expect that the Occupational Health and Safety Officer
may conduct a meeting with the employer representative and/or inspect the site to
determine compliance with the legislation. The Officer may write an order to the employer
to correct any deficiencies related to the legislation. A follow-up inspection is then
completed at a later defined date to ensure compliance with the orders written. A written
Client Contact Report (CCR) is provided to the employer after the meeting or inspection.
To file a complaint or report a serious incident call the WHS Contact Centre toll-free
at 1-866-415-8690, 24 hours a day, seven days a week.
To file a complaint or request information you may also go to the WHS website at:
www.employment.alberta.ca/whs-contact
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 23
Under Section 8 of the OHS Act, OHS Officers can access your work site at any time.
Inspection
An officer may
• at any reasonable hour enter into or on any work site and inspect that work site
• require the production of any records, books, plans or other documents that relate
to the health and safety of workers; examine them, make copies of them or remove
them temporarily for the purpose of making copies
• inspect, seize or take samples of any material, product, tool, appliance or equipment
being produced, used or found in or on the work site that is being inspected
• make tests and take photographs or recordings in respect of any work site
• interview and obtain statements from persons at the work site
When an officer believes that the work is unsafe or unhealthy at a work site,
the officer may write an order for the person responsible for the work
• to stop the work that is specific in the order, and
• to take measures as to ensure that the work will be carried out in a healthy
and safe manner,
Lastly, Officers cannot assist staffing firms in conducting investigations, nor do they have
any direct involvement or influence with the Workers Compensation Board on any
particular claim.
24 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
Resources for OHS Laws in Alberta:
• eLearning program on the Legislation at:
www.employment.alberta.ca/whs/learning/Legislation/
Legislation.htm
• OHS Act: www.qp.gov.ab.ca/documents/acts/O02.cfm
• OHS Regulation: www.qp.gov.ab.ca/documents/Regs/2003_062
cfm?frm_isbn=077971752X
• OHS Code: www.employment.alberta.ca/documents/WHS/
WHS-LEG_ohsc_2006.pdf
• OHS Code Explanation Guide: www.employment.alberta.ca/cps/
rde/xchg/hre/hs.xsl/3969.html
• Employer’s Guide: Occupational Health and Safety Act:
www.employment.alberta.ca/documents/WHS/WHS-PUB_li009.pdf
• Worker’s Guide: Occupational Health and Safety Act:
www.employment.alberta.ca/documents/WHS/WHS-PUB_li008.pdf
• Due Diligence: www.employment.alberta.ca/documents/WHS/
WHS-PUB_li015.pdf
• Prime Contractor: www.employment.alberta.ca/documents/WHS
WHS-PUB_li018.pdf
• Reporting Injuries and Incidents: www.employment.alberta.ca
documents/WHS/WHS-PUB_li016.pdf
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 25
26 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
3
PART 3:
To ensure the health and safety of their workers, staffing firms may develop a comprehensive
health and safety management system for their own company. This will increase awareness
of workplace health and safety in general, and will allow them to better assess the presence
and effectiveness of the health and safety systems of the clients where they direct their
workers to work.
The Alberta Government (GOA) Partnerships in Health and Safety Program is based on
the premise that when employers and workers voluntarily build and implement effective
health and safety systems in their own workplaces, the human and financial costs of
workplace injuries and illnesses will be reduced. The department believes that supporting
health and safety systems leads to larger reductions in injuries than regulatory
compliance alone.
The purpose of a Health and Safety Management System is to identify, assess and control
workplace hazards. To be effective, the following components are considered essential in
the Partnerships in Health and Safety Program and form the foundation of the health and
safety management system:
• clearly stated company health and safety policy and management commitment
• identification and analysis of health and safety hazards at the work site
• control measures to eliminate or reduce risks from hazards
• an inspection program
• worker competency and training
• emergency response planning
• incident reporting and investigation
• program administration
Employers may have their health and safety management system formally recognized
by achieving a Certificate of Recognition (COR). A Certificate of Recognition is issued
jointly by Alberta Employment and Immigration and a Certifying Partner (CP) and
recognizes that the employer’s health and safety management system has been audited
by a certified auditor and found to meet the Partnerships standard. A Certifying Partner
is an organization that has committed to working with AE&I toward improving health and
safety. Certifying partners have agreements with AE&I to provide training, review audits
and issue COR’s to employers whose audits meet quality assurance standards.
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 27
The steps to achieve a COR are:
Detailed information for the Partnerships in Health and Safety Program including contacts,
the COR program, benefits from obtaining a COR, and contact information for Certifying
Partners is available on the WHS website under Partnerships at:
www.worksafely.org
In addition to minimizing injury and illnesses to workers, a valid COR allows employers
to participate in the Workers Compensation Board (WCB) Partners in Injury Reduction
(PIR) financial incentive. Details on these financial incentives are available at:
www.wcb.ab.ca/employers/reduce.asp#
ACSESS is committed to promoting the Partnerships in Health and Safety Program and is
a Partner with the GOA in the promotion of health and safety. More details can be found
on the ACSESS website a:
www.acsess.org/GOVERNMENT/ABpartnerships.asp
28 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
4
PART 4:
phases of assignment
Part 4: Phases of Assignment
Phase Topics
Phase 1: Pre-Assignment 1. Job Description
2. Agreements
3. Site Visit/Contact
4. Requesting Job Hazard
Analysis (JHA’s) & Hazard
Assessment Information
5. Worker Competency and Training
6. Worker Pre-Assignment/
Staffing Firm Orientation
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 29
30 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
phase 1
phase 1 pre-assignment
1 Job Description
2 Agreements
3 Site Visit/Contact
4 Requesting Job Hazard Analysis (JHA's)
& Hazard Assessment Information
5 Worker Competency and Training
6 Worker Pre-Assignment/
Staffing Firm Orientation
Phase 1: Pre-assignment
1. Job Description
Staffing firms should ensure that the job description adequately reflects the activities
and tasks to be performed.
• Do the tasks match your understanding of the work that will be carried out by the job
title/description?
• What equipment will the worker be required to operate and what are the dangers
associated with using this equipment?
• What materials and substances will the worker be required to use or to which they
may otherwise be exposed?
• What are the hours of work?
• Will the worker be required to work overtime?
• What is the frequency of supervision and who will be supervising the worker?
• What is the training required to do the job prior to placement?
• What site specific training is required?
• Is personal protective equipment required? (PPE)
It is important to identify the qualifications and experience that the worker must possess
for the specific job including, but not limited to:
• Level of skills
• Knowledge
• Competency
• Experience
• Certification
The staffing firm should ensure, as a condition of assignment, that the client has policies
and procedures that will result in staffing firm employees (temporary workers) being made
aware of, and protected from existing/emerging hazards specific to the client’s workplace.
2. Agreements
The agreement between staffing firm and client should clearly state that both parties
are legally responsible for the health and safety of staffing firm employees (workers).
In addition to having this clause in contractual agreements, the staffing firm should
undertake to advise the client about their respective responsibilities for the health
and safety of workers.
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 31
3. Site Visit/Contact
The staffing firm does not control the physical workplace in which their employees will
be working. However, it is important to ensure that the client has adequate health and
safety systems in place, and to place their employees in safe and healthy workplaces.
During the pre-assignment site visit, the staffing firm should look for evidence that
compliance with the Alberta OHS legislation is maintained and that an effective health
and safety system is in place including, but not limited to:
• Assess a work site and identify existing and potential hazards before the work begins
• Prepare a written and dated hazard assessment, including the methods used to
control or eliminate the hazards identified
• Where possible, involve workers in the hazard assessment
• Make sure workers are informed of the hazards and the methods used to control
the hazards
5
A job hazard analysis (JHA) is a procedure which helps integrate accepted safety and health principles and practices into a
particular task or job operation. In a JHA, each basic step of the job is to identify potential hazards and to recommend the
safest way to do the job. Source: Canadian Centre for Occupational Health and Safety (CCOHS), OHS Answers: Job Safety
Analysis at: www.ccohs.ca/oshanswers/hsprograms/job-haz.html
32 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
Hazard assessment is not a one time thing. The laws require that:
Staffing firms are responsible for conducting hazard assessments for their own work sites
as outlined in the OHS legislation.
It is the joint responsibility of the staffing firm and client, as the employer, to conduct the
written hazard assessment and implement controls as required under the OHS legislation
for their work sites. The client may actually perform the hazard assessment; however,
the staffing firm must ensure that an adequate hazard assessment is completed and
appropriate controls are in place.
• validating that the client has a written hazard assessment and controls have
been implemented
• determining that the client has a health and safety system in place
• matching the hazard assessment to worker job duties
One way to do this is to conduct a client facility tour prior to placing any workers at that
site. A proactive approach between the staffing firm and the client will help to ensure the
health and safety of workers directed to work at that site.
This assessment will also ensure that there is clear understanding of the client
expectations regarding general competency requirements for the workers prior to
coming to the site. If the staffing firm does not believe that the work site will be a safe
and healthy place for their workers to work they should not send them to that site.
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 33
Sample forms on Assessment and Control of Hazards are provided in Appendix A:
Worker Responsibilities
As part of their orientation workers should be made aware of their responsibilities to
report hazards. The staffing firm should ensure that prior to placement workers know:
• how to report hazards at the client work site, including who they report to
• when and how to report hazards to the staffing firm
• when and how to report hazards to the Government of Alberta, Workplace
Health and Safety
Assessing hazards means taking a careful look at what could harm workers at the work site.
The purpose of hazard assessment is to prevent work-related injury or illness to workers.
In its simplest form, a hazard assessment answers the question “What if…”
34 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
Identifying and Assessing Hazards
What is a Hazard?
Physical and Ergonomic Hazards Examples include, but are not limited to:
• Lifting and handling loads e.g. manual
materials handling
• Repetitive motions
• Slipping and tripping hazards e.g. poorly
maintained floors
• Moving parts of machinery
• Working at heights e.g. elevated platforms, roofs
• Pressurized systems e.g. piping, vessels, boilers
• Vehicles e.g. forklift trucks, trucks, pavers
• Fire
• Electricity e.g. poor wiring, frayed cords
• Excess noise e.g. portable hand held tools, engines
• Inadequate lighting
• Extreme temperatures
• Vibration
• Ionizing radiation
• Workplace violence
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 35
How to Conduct a Hazard Assessment
There are a number of ways to find hazards in the workplace including:
• Walk around and look at your workplace and at how work is done. Ask your workers
what they consider unsafe.
• Think about what could possibly go wrong and don’t overlook the things that people
may have ‘worked around’ for years. Ask yourself “what if….?”
• Review any information you may have on a particular piece of equipment
(manufacturer’s specifications) or chemical (Material Safety Data Sheets (MSDS’s))
to see what it says about safety precautions.
• Talk to others in similar industries to find out what sort of incidents they have had.
Questions to Ask When Looking for Hazards may Include but are not Limited to
For further information on Hazard Assessment and Control access our eLearning
program at: www.employment.alberta.ca/whs/learning/hazard/Hazard.htm
36 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
Whenever possible, hazards should be eliminated. If this is not possible they must be
controlled. Control means reducing the hazard to levels that do not present a risk to
worker health. The preferred hierarchy is outlined in the OHS Code, Part 2, Section 9.
Controls, in order of preference are:
working conditions
- Workers are trained in the need for PPE, its
use and maintenance
- PPE is stored in a clean and fully operational
condition
• For more on PPE see Appendix A: Sample 6 -
Personal Protective Equipment (PPE) Policy
Combination • Engineering
of the above • Administrative
• PPE
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 37
Standard forms and checklists for assessing hazards or assistance in developing
a checklist that meets your needs may be available through:
• Industry health and safety associations or private health and safety consultants.
Access a list of resources on the Information Sharing Network web site at:
www.employment.alberta.ca/whs/network/
• Work Safe Alberta eLearning programs at www.worksafely.org
• The Alberta Government Library, Labour Building Site
3rd Floor, Labour Building
10808-99 Avenue
Edmonton, Alberta T5K 0G5
Phone: 780-427-8533
Toll free via 310-0000
38 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
5. Worker Competency and Training
Staffing Firm and Client Responsibilities
Staffing firms should ensure that workers have the basic training and education required
to perform the tasks for jobs they will be required to do. Qualifications should be matched
with job requirements when determining placement of workers prior to sending them
to a work site. The staffing firm should clarify with both the client and the worker what
site specific training will take place. As a best practice include in the agreement with the
client that the client must notify the staffing firm before any workers are asked to make
a job change or do work other than that in the original agreement.
Client employers are responsible for providing site specific training and for ensuring that
workers are competent to do the jobs/tasks safely they are requested to do at the work site.
Legislated responsibilities
Requirements for worker training are included throughout the OHS Legislation.
These include, but are not limited to the following:
Employer responsibilities
• establish procedures that minimize the worker’s exposure to the harmful substance
• ensure that a worker who may be exposed to the harmful substance is trained in
the procedures
• applies the training, and is informed of the health hazards associated with
exposure to the harmful substance
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 39
Competent Worker
“...adequately qualified, suitably trained, and with sufficient experience to safely perform
work without supervision or with only a minimal degree of supervision.”
Workers should contact the staffing firm if they are asked to make any changes to their
job assignment.
Sample policies and forms for worker competency and training are provided in Appendix B:
Specific requirements for worker training are identified throughout the OHS legislation.
Refer to these for job specific requirements.
40 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
Worker Responsibilities
Section 14 and 15 of the OHS Regulation outline duties of workers:
• A worker who is not competent to perform work that may endanger the worker or
others must not perform the work except under the direct supervision of a worker
who is competent to perform the work
• A worker must immediately report to the employer equipment that
- Is in a condition that will compromise the health or safety of workers using
or transporting it
- Will not perform the function for which it is intended or was designed
- Is not strong enough for its purpose, or
- Has an obvious defect
• If a regulation or an adopted code imposes a duty on a worker
- The duty must be treated as applying to circumstances and things that are
within the worker’s area of occupational responsibility
- The worker must perform that duty
Workers must:
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 41
6. Worker Pre-Assignment/Staffing Firm Orientation
Staffing firms should provide general orientation and training for workers and determine the
type of work and potential hazards at a workplace prior to supplying labour. It is strongly
recommended that a client facility tour be conducted prior to placing any workers to
ensure there is clear understanding about the respective responsibilities and expectations
of the staffing firm, the client and the worker.
Staffing firms should have a general orientation to their company for all workers.
The purpose of an orientation is to acquaint all workers with the organization, its
policies, standards and procedures. Orientation should include, but is not limited to:
42 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
phase 2
phase 2 assignment
On-site/Client Orientation
Phase 2: Assignment
On-site/Client Orientation
Beyond the general orientation that a worker receives by the staffing firm, it is imperative
that all workers are fully oriented to the work sites where they will perform their work
duties, regardless of the amount of time that they will conduct activity at that site. This
is the obligation of the client; however, as the staffing firms are jointly responsible for all
employer responsibilities and obligations, the staffing firms must exercise due diligence
to ensure this is being done.
The client is also responsible for all work site specific training and for ensuring that the
worker is competent to perform any work they are asked to do at their work site. The
client may have specific expectations or requirements for qualifications or training of
workers before they are sent to the work site. This should be clearly identified between
the staffing firm and the client before workers are sent to the site, and should be included
in the contract. Again, as the staffing firms are jointly responsible, the staffing firm must
exercise due diligence to ensure that all the responsibilities and obligations of the client
company are being performed.
The client company will also be responsible for communicating to the worker on an
ongoing basis and ensuring that the worker has a both a general orientation and a health
and safety orientation to the specific work site. It is understood that the client will have
knowledge regarding the work site and therefore should be responsible for providing
orientation, including hazards, controls, emergency response, safe work practices and
expectations. This includes supervision of the work activity by a competent person.
The staffing firms must again ensure that this is being done.
As a best practice, the staffing firm should review the client company’s orientation
procedures when setting up the contractual agreement. The orientation should be
thorough and at a minimum cover:
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 43
44 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
phase 3
phase 3 assignment management
1 Reporting Unsafe/Unhealthy Conditions
2 Reporting and Investigating Incidents
and/or Injuries
3 First Aid
4 Emergency Response
Phase 3: Assignment Management
For more information please refer to the Workplace Health and Safety Reporting Injuries
and Incidents bulletin available at:
www.employment.alberta.ca/documents/WHS/WHS-PUB_li016.pdf
A sample policy for Reporting and Investigating injuries and/or incidents is provided
in Appendix C:
Note: There are also separate requirements for reporting injuries to the Worker’s
Compensation Board (WCB). These are covered under the Worker’s Compensation
Act, which is different from the Occupational Health and Safety legislation. For more
information and access to WCB publications and forms, go to: www.wcb.ab.ca
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 45
Investigating
Staffing Firm and Client Responsibilities
The staffing firms and the client share the responsibility for ensuring that investigation
of incidents involving the staffing firm’s workers is completed. The investigation of
incidents at the work site is the responsibility of the client company. The staffing firm
should establish a procedure with the client and workers to ensure that they are notified
of any incidents and the results of the incident investigation. The procedure for reporting
incidents at the work site should be clearly outlined to all workers by the client company
as part of the orientation.
Procedure Development
Investigation procedures should consist of a step-by-step approach to ensure all aspects
of an investigation are covered. Procedures should:
• specify who is responsible at a client site to notify the staffing firm of an incident
• specify record-keeping procedures - copies of investigation reports shared with
staffing firm
• ensure follow-up and evaluation of effectiveness of investigations, recommendations
and expected outcomes
Legislated Requirements
For more information please refer to the Workplace Health and Safety Reporting Injuries
and Incidents bulletin available at:
www.employment.alberta.ca/documents/WHS/WHS-PUB_li016.pdf
46 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
Promptly Investigate All Incidents and Near-Misses
It’s an unacceptable circumstance when a worker gets hurt on the job. It is even worse
if no attempt is made to learn from the incident and to correct the causes that led to the
incident and worker injury. If the causes aren’t corrected, more workers may be injured
in a similar way.
Near-misses are incidents that cause no visible injury or damage but that
could have caused serious injuries or property damage under slightly different
circumstances. They should be investigated because they point to conditions
or work practices that must be changed to prevent future incidents.
Everyone in the business has a role to play in an incident investigation. Workers must
report incidents to their supervisors. The owner, employer, or supervisor should promptly
start investigations of incidents. If possible, one employer representative and one worker
representative should participate in the investigation. After the investigation is complete,
an investigation report must be prepared.
Interview witnesses and the people involved in the incident – even if the person wasn’t
present at the incident. For example, it may be appropriate to interview a supervisor
who gave instructions at the start of the shift, or a trainer who instructed the workers
involved, months earlier.
• WHAT happened?
• WHO was involved or injured?
• WHERE did the incident happen?
• WHEN did the incident occur?
• WHY was the unsafe act or condition allowed?
• HOW can a similar incident be prevented?
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 47
Usually there are several factors that cause or contribute to an incident. Identify as many
causes as possible. Factors to consider when investigating an incident include but are
not limited to:
For more information on incident investigation visit the AE&I eLearning program
on Incident Investigation at:
www.employment.alberta.ca/whs/learning/Incident/Incident.htm
48 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
3. First Aid
Legislated Requirements
First aid means “the immediate and temporary care given to an injured or ill person at a
work site using available equipment, supplies, facilities, or services, including treatment
to sustain life, to prevent a condition from becoming worse or to promote recovery.”
In Alberta, workplace First Aid requirements are outlined in Part 11 of the Occupational
Health and Safety (OHS) Code. Specific requirements are listed in Schedule 2 of the
OHS Code and are determined based on:
First Aider – means an emergency first aider, standard first aider or advanced first aider
designated by an employer to provide first aid to workers at a work site.
First aiders must be trained by an approved training agent that meets the standards
of the Government of Alberta (GOA) Director of Medical Services.
Employer Responsibilities
For more detailed requirements refer to Part 11 and Schedule 2 of the OHS Code.
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 49
Determining first aid requirements
All staffing firms are required to provide first aid services at their own work sites. To assist
in determining your work site specific requirements refer to Schedule 2 of the OHS Code.
• Workers must report any acute illness or injury at the work site to the employer as
soon as possible
• Employers must record, on a first aid record, every acute illness or injury that occurs
at the work site as soon as possible after it is reported to them.
• Employers must retain records for 3 years from the date of the incident
• The custodian of the records must ensure that no person other than the worker has
access to the worker’s record except as outlined in Section 184 of the OHS Code.
NOTE: Serious injuries must be reported to Alberta Workplace Health and Safety
as outlined in Part 2 of this document.
Staffing firms are required to meet the legislated requirements for their place of business
for first aid services and supplies.
As part of the staffing firm’s shared responsibility, the assessment of the client work
site by the staffing firm should include a review of the first aid services, supplies and
procedures at the site. Reporting of incidents requiring first aid to the staffing firm
should be outlined in the agreement between the staffing firm and the client company.
As a best practice, the staffing firm may consider providing first aid training to their
workers. Benefits of first aid training may include:
50 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
Other benefits are demonstrated by research which shows that people trained in first aid
have fewer and less severe incidents, both on and off the job, than untrained people.
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 51
4. Emergency Response
Legislated Requirements
What is an Emergency?
An emergency may be defined as “any situation or occurrence of a serious nature,
developing suddenly and unexpectedly, and demanding immediate attention”.6
There are many types of emergencies including, but not limited to:
• Fires
• Spills
• Critical injuries
• Explosions
• Medical emergencies
• Transportation collisions
• Power or fuel loss
• Workplace violence
• Bomb threats
• Natural disasters such as: ice storms, tornados or severe storms, floods
6
Canadian Centre for Occupational Health and Safety. (2004). Emergency Response Planning Guide
First Edition. p. 2
52 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
Planning and preparing in advance for emergencies is important. An emergency response
plan will protect the health, safety and lives of people at the work site. It will also minimize
business losses related to damage to the environment and property. In Alberta, the OHS
Code, Part 7 requires employers to establish an emergency response plan for response
to an emergency that may require rescue or evacuation.
Staffing firms are required to have an emergency response plan for their own work sites,
as with any other employer.
All workers must be aware of the emergency response plan and any requirements it may
present. This should be included in the worker’s orientation to the work site.
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 53
54 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
PART 5: 5
glossary of terms
Part 5: Glossary of Terms
Acute Illness or Injury—A physical injury or sudden occurrence of an illness that results
in the need for immediate care.
Best Practice—For the purpose of this document, a best practice in health and safety is
defined as a program, process, strategy or activity that: has been shown to be effective
in the prevention of workplace injury or illness; has been implemented, maintained and
evaluated; is based on current information; and is of value to, or transferable to, other
organizations. Best practices are living documents and must be reviewed and modified
on a regular basis to assess their validity, accuracy and applicability. They may and often
do exceed the requirements of OHS legislation.
Due Diligence—The level of judgment, care, prudence, determination and activity that
a person would reasonably be expected to do under particular circumstances.
Employer—You are an employer if: you employ one or more workers; you are designated
to represent an employer; your responsibility is to oversee workers’ health and safety;
or you are self-employed. Reference: OHS Act, section 1(k).
First Aid—The immediate and temporary care given to an injured or ill person at a
worksite using available equipment, supplies, facilities or services. First aid has three
objectives: preserve life; prevent the injury or illness from becoming worse; promote recovery.
Reference: OHS Code, Part 1.
Hazard—Any situation, condition or thing that may be dangerous to the safety or health
of workers. Reference: OHS Code, Part 1. There are four standard hazard categories:
physical hazards; chemical hazards; biological hazards; and psychosocial hazards.
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 55
Imminent Danger—Any danger that isn’t normal for a job, or any dangerous conditions
under which a worker wouldn’t normally carry out their work. If workers think their
work may put them or another worker in imminent danger, they must refuse to do it.
Reference: OHS Act, section 35(2).
Job Hazard Analysis (JHA)—A procedure which helps integrate accepted safety and
health principles and practices into a particular task or job operation. In a JHA, each
basic step of the job is to identify potential hazards and to recommend the safest way
to do the job.
Near Miss—An incident that did not cause visible injury or property damage but that
could have resulted in serious injury, personal harm, death or property damage.
OHS Act—The Occupational Health and Safety Act sets out the legislative framework
to ensure workplace conditions are safe and do not pose a danger of injury or illness.
A general duty clause serves as a blanket statement that employers are accountable
for the health and safety of workers.
OHS Code—The Occupational Health and Safety Code sets out specific health and
safety requirements for work-related operations and practices within Alberta’s various
industries to ensure that workplace conditions are safe and do not pose a danger of
injury or illness.
OHS Regulation—The Occupational Health and Safety Regulation sets out rules for
specific workplace conditions and work practices that must be met in order for a
workplace to be considered in compliance with OHS legislation.
Prime Contractor—If there are two or more employers involved in work at a worksite at
the same time, there must be a prime contractor. The prime contractor for a worksite is:
the contractor, employer or other person who enters into an agreement with the owner
of the worksite to be the prime contractor; or if no agreement has been made or is in
force, the owner of the worksite. Reference: OHS Act, section 3(2).
Reasonably Practicable—A legally defined term that is assessed using the reasonable
person test.
56 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
Safe Work Practice—A written set of guidelines that establishes a standard of
performance for an activity.
Work site—A location where a worker is, or likely to be, engaged in any occupation
and includes any vehicle or mobile equipment used by a worker in an occupation.
Reference: OHS Act, Part 1(cc).
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 57
58 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
PART 6:
resources
6
Part 6: Resources
Additional resources are available at the Alberta Government, Workplace Health and
Safety website at: www.worksafely.org or by calling the Contact Centre at:
1-866-415-8690.
Legislation
• OHS Act: www.qp.gov.ab.ca/documents/acts/O02.cfm
• OHS Regulation:
www.qp.gov.ab.ca/documents/Regs/2003_062.cfm?frm_isbn=077971752X
• OHS Code:
www.employment.alberta.ca/documents/WHS/WHS-LEG_ohsc_2006.pdf
• OHS Code Explanation Guide:
www.employment.alberta.ca/cps/rde/xchg/hre/hs.xsl/3969.html
Publications Online
General Legislation
• Employer’s Guide: Occupational Health and Safety Act:
www.employment.alberta.ca/documents/WHS/WHS-PUB_li009.pdf
• Worker’s Guide: Occupational Health and Safety Act:
www.employment.alberta.ca/documents/WHS/WHS-PUB_li008.pdf
• Due Diligence:
www.employment.alberta.ca/documents/WHS/WHS-PUB_li015.pdf
First Aid
• List of approved first aid training agencies is available at:
www.employment.alberta.ca/documents/WHS/WHS-EP_firstaid_courses.pdf
• Publication on First Aid Records at:
www.employment.alberta.ca/documents/WHS/WHS-PUB_fa009.pdf
• Developing a First Aid Plan:
www.employment.alberta.ca/documents/WHS/WHS-PUB_fa012.pdf
• Workplace First Aiders and Legal Requirements:
www.employment.alberta.ca/documents/WHS/WHS-PUB_fa011.pdf
Incident/Injury Reporting
• Reporting Injuries and Incidents:
www.employment.alberta.ca/documents/WHS/WHS-PUB_li016.pdf
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 59
eLearning Programs available at:
www.employment.alberta.ca/whs-elearning
Other Resources
• Canadian Centre for Occupational Health and Safety: www.ccohs.ca
• Canadian Society of Safety Engineering: www.csse.org
• Industrial Accident Prevention Association: www.iapa.ca
• Institute For Work and Health: www.iwh.on.ca
• National Safety Council: www.nsc.org
• NIOSH Pocket Guide to Chemical Hazards: www.cdc.gov/niosh/npg/npg.html
• Technical Standards and Safety Authority: www.tssa.org
• Workers’ Compensation Board- Alberta www.wcb.ab.ca
• The Association of Canadian Search, Employment and Staffing Services (ACSESS) is
the single voice for promoting best practices and ethical standards for the recruitment,
employment and staffing services industry in Canada. ACSESS (www.acsess.org)
supports advancement of the staffing industry through professional training and
certification programs, leading to a Certified Personnel Consultant (CPC) designation.
Its more than 1,000 member offices, from professional search to contract Staffing
firms, help businesses respond to changing needs and offer a broad range of
employment opportunities and services to their clients.
60 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
PART 7:
7
Part 7: Forms & Sample Procedures
NOTE:
The following documents are meant to be used as a foundation in
developing your company’s own forms and procedures. As no two
workplaces are the same, it will be necessary to customize these forms
and procedures to your own specific situation. Alberta Employment
and Immigration (AE&I) makes no warranty as the applicability,
completeness, or effectiveness of any of these documents in developing
your specific health and safety programs. It is strongly advised to use
your own qualified safety professional(s) and/or legal advisor to develop
processes that meet or exceed the minimum legislative requirements.
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 61
62 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
appendix A
hazard assessment and
control sample documents
Sample 1 Health and Safety Policy
Sample 2 Hazard Assessment Form
Sample 3 Workplace Inspection Checklist
Sample 4 Preventative Maintenance Policy
appendix A
Sample 5 Housekeeping
Sample 6 Personal Protective Equipment
(PPE) Policy
Appendix A: Hazard Assessment and
Control Sample Documents
Sample 1: Health and Safety Policy
Sample A: __________________ (company) Health and Safety Policy
This company is committed to a health and safety management system that protects
our workers, other workers who enter onto our property, and the general public.
Employees at every level are responsible and accountable for the company’s health and
safety performance. Active participation by everyone, every day, in every job is necessary
for the health and safety excellence that this company expects.
Management will:
• Set an example and provide leadership in the health and safety system.
• Set a health and safety policy and procedures
• Provide proper equipment and training for workers
Workers will:
Workers at every level should be familiar with the requirements of the Alberta
Occupational Health and Safety legislation as it relates to their work.
Our goal is a healthy, injury free workplace for all workers. By working together we can
achieve this goal.
Title: _______________________________
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 63
Sample B: __________________ (company) Health and Safety Policy
Workers at entry level should be familiar with the requirements of the Alberta
Occupational Health and Safety Legislation as it relates to their work.
__________________________________ _________________________________
Signature of Management Date
64 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
Sample 2: Hazard Assessment Form
Step 1: On the Hazard Identification checklist, check off all the hazards or potential
hazards that are present at your work site. Add any identified hazards specific to your
work site to the list:
HAZARD IDENTIFICATION
Physical Hazards Chemical Hazards
NOTE: If you work in a high hazard industry, an industry specific checklist may be required.
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 65
66
Step 2: Hazard Assessment and Control Sheet (Sample – Page 2)
• Take the hazards identified on the checklist above and list them on the Hazard Assessment and Control Sheet
• Identify the controls that are in place: engineering, administrative, PPE or combination for each hazard
Other?
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 67
Stairs (continued) Yes No Notes (location; ways to correct)
Other?
Other?
68 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
Lighting Yes No Notes (location; ways to correct)
Other?
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 69
Shelves, Racks, Filing Cabinets
& Desks (Storage rooms, closets) Yes No Notes (location; ways to correct)
Other?
Is fire-fighting equipment
clearly marked?
Other?
Signed:
Worker ____________________________ Manager ____________________________
70 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
Sample 4: Preventative Maintenance Policy
___________________________ (company) is built on the belief that our people are our single
most important resource. ___________________________ (company) is committed to protecting
the health and safety of all ___________________________ (company) employees as well as
clients, contractors, subcontractors, visitors and the public by, among other things,
implementing a Preventative Maintenance Policy. ___________________________ (company) has
made a commitment to ensure that all tools and equipment will be properly maintained
so as to reduce the risk of injury and/or property damage.
The policy is written to provide instruction and guidance to all workers, supervisors and
managers ensuring that our established maintenance programs are followed. Scheduled
maintenance requirements for equipment are to be adhered to and any additional
concerns brought to the attention of the appropriate supervisor/manager immediately.
All employees are responsible for checking their tools and equipment regularly. Any tool
or piece of equipment found to be defective will be taken out of service. This means the
equipment/tool will either be discarded or tagged as defective and sent for repair.
It is the policy of the organization to purchase tools and equipment in accordance with
CSA, provincial and industrial standards.
____________________________________ ______________________________
President and CEO Date
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Sample 5: Housekeeping
Purpose
The day-to-day health and safety of all employees is imperative. The purpose of our
housekeeping program is to keep a safe and orderly workplace, in order to remove or
reduce the chances of injury. An untidy, poorly organized workplace can present hazards
to yourself and others. The housekeeping program will assist in identifying hazards in the
workplace and aid in eliminating them.
Procedure
Each branch will maintain a standard of health and safety by complying with the
following health and safety recommendations:
The Health and Safety Inspection Sheet is completed monthly and kept on file.
Any hazards or recommendations will be documented on the Inspection Sheet
and discussed during the monthly health and safety meetings.
72 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
Definitions
Incident Investigation Report: This Form is to be completed for all injuries involving
temporary or full-time employees within ___________________________ (hrs) of the injury.
A copy of all Incident reports must be faxed to _______________ (Head Office) within
___________________________ (hrs) of injury.
Health and Safety Inspection Sheet: work site representatives will complete the
inspection monthly and report findings to staff during the health and safety meeting.
Corrective Action Plan: The corrective action plan is part of the Incident Investigation
Report that takes action at correcting the problem so that it does not happen again.
Responsibility
The ______________________ (job title) is the designated owner of this procedure, and
is responsible for content as well as ensuring the document is updated as required and
maintained in a current status.
The ____________________ (job title) is responsible for the content of this document as
well as for managing the associated activities.
The ____________________ (job title) is responsible for approving this document for
publication.
The ____________________ (job title) is responsible for reviewing the available documentation
and implementing any corrective action plans to help reduce the number and type of injuries.
It is the responsibility of the ____________ (dept.) manager as well as all workers to ensure
that the work site is in compliance with these requirements. As well, ______________
(Head Office) is responsible for managing the program as an overseer to ensure compliance.
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 73
Sample 6: Personal Protective Equipment (PPE) Policy
___________________________ (company) is built on the belief that our people are our single
most important resource. ___________________________ (company)
is committed to protecting
the health and safety of all ___________________________ (company) workers, as well as
clients, contractors, subcontractor’s visitors and the public by, among other things,
implementing a Personal Protective Equipment Policy.
Workers who require PPE (based on the hazard assessment), should contact their
work site supervisor to determine how to obtain the required approved PPE.
Any worker requiring specialized PPE will be trained in its use, care and storage.
___________________________________ ___________________________
President and CEO Date
74 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
appendix B
worker training
sample documents
Sample 7 Health and Safety Training Policy
Sample 8 Worker Orientation Record
Sample 9 Record of Training
Sample 10 Health and Safety Meeting Sign in Sheet
appendix B
___________________________ (company)
holds health and safety meetings quarterly
and requires all workers to participate.
____________________________ __________________________
President and CEO Date
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 75
Sample 8: Worker Orientation Record
This is an example of a checklist you may wish to use when training new workers
on health and safety in your workplace.
Orientation Topics Covered? Yes No Written work procedures (list them here):
Obligation to refuse unsafe work Other topics covered (list them here):
WHMIS
Location of MSDSs
Completion of this form is not a requirement under the OHS legislation and does not
indicate competency of workers. It may be used as a record that training has occurred.
76 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
Sample 9: Record of Training
Location: ______________________________________________________________
Completion of this form is not a requirement under the OHS legislation and does not
indicate competency of workers. It may be used as a record that training has occurred.
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 77
Sample 10: Health and Safety Meeting Sign in Sheet
Date of Meeting:
Name of Meeting:
78 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
Sample 11: Worker Health and Safety Checklist
Position: _______________________________
Other
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Sample 12: Worker Health and Safety Orientation Checklist
1. Reviewed and discussed the Health and Safety Handbook YES NO N/A
2. Watched the Health and Safety Video (if applicable) YES NO N/A
3. Watched the WHMIS video and completed the WHMIS test YES NO N/A
4. Reviewed and discussed the Health & Safety Policy YES NO N/A
11. Reviewed and discussed any site specific health and safety
training (if applicable) YES NO N/A
12. Review and discussed job tasks at assignment I may be taking YES NO N/A
Signatures
Date: ________________________________
80 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
incident reporting and
appendix C
investigation sample documents
Sample 13 Incident Investigation Policy
Sample 14 Near Miss Report Form
Sample 15 Incident Investigation Report
appendix C
Appendix C: Incident Reporting and
Investigation Sample Documents
Supervisors are responsible to share the outcomes of the investigation with their workers
at an area team meeting to ensure everyone understands what really occurred and what
corrective action has been or will be implemented.
A general review of incident reports and investigations will be included on the agenda
at the monthly health and safety meetings.
We ask that all incidents, property damage, first aid injuries, and medical aid incidents
be reported to the worksite supervisor/manager as soon as it is practical to do so.
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Sample 14: Near Miss Report Form
(For Incidents, Failures, Near Misses And Hazardous Situations)
q Light q Other
q Hazardous
situation
82 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
DETAILED DESCRIPTION OF FACTS. DESCRIBE WHAT HAPPENED. ATTACH PHOTOGRAPHS.
USE ADDITIONAL SHEETS IF REQUIRED.
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Sample 15: Incident Investigation Report
(To be completed by the employee and/or supervisor whenever a health & safety
incident occurs.)
Incident Description:
Describe clearly how the incident occurred. Attach a sketch or diagram if it will help with the description.
Incident Causes:
Identify causes – direct, indirect and root causes – that contributed to this incident
(e.g. employee factors, organizational factors, unsafe conditions, unsafe equipment or materials)
Was a hazard assessment completed for this job? q Yes (review to identify gaps) q No (conduct one ASAP)
Prevention:
What action has or will be taken to prevent a recurrence?
84 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
emergency response
appendix D
sample documents
Sample 16 Emergency Response Plan
appendix D
Appendix D: Emergency Response
Sample Documents
Location: _________________________________________________________________________
____________________________________________________
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 85
Location and use The nearest emergency services are located:
of Emergency Facilities • Fire station: _________________________________________
• Ambulance:_ ________________________________________
• Police: _ ____________________________________________
• Hospital: _ __________________________________________
• Other: ______________________________________________
Designated Rescue and The following workers are trained in rescue and evacuation:
Evacuation Workers • Name: _ ____________________________________________
• Location: ___________________________________________
• Name: _ ____________________________________________
• Location: ___________________________________________
Signed: ____________________________________________________________________________
86 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
Feedback Form for Occupational Health and Safety Toolkit for Staffing Firms
Alberta Employment and Immigration (AE&I) would like your feedback on the Occupational Health and Safety Toolkit for Staffing Firms.
Please send the completed form to:
1. How did you find out about the Occupational Health and Safety Toolkit for Staffing Firms?
q Occupational Health and Safety Magazine q Industry Association –Specify_________________________________
q Website – Specify site: ____________________________ q Other – Specify ____________________________________________
The following questions will help us determine the usefulness of the content available in the toolkit. Please choose one answer.
f) What information, if any, would you like to see added to the toolkit?
i) Did you use the information in the toolkit? j) Did you use the sample forms provided in the document?
q Yes. q Yes.
q No — Why not? q No — Why not?
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 87
2. The following questions help us understand how the needs and views of groups of users are different, which will help improve
our information products. All answers will be kept confidential.
b) What is the highest level of education you have completed? (select one):
q Less than Grade 12 q University certificate or diploma
q High school diploma q University – Bachelor degree
q Trades certificate or diploma q Master’s degree
q College certificate or diploma q PhD
d) Which type of industry sector(s) are your workers employed in? (select all that apply):
q Agriculture and Forestry
q Business, Personal and Professional Services
q Construction and Construction Trade Services
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q Retail and Wholesale Trade Services
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q Other:
g) If you would like a response to your comments please provide the following information:
Name: _________________________________________________________________________
If you have any questions or comments about the feedback form, please contact Sharon L. Chadwick at 780-422-8185 or by e-mail
at sharon.l.chadwick@gov.ab.ca.
Thank you for taking the time to provide us with your feedback. Alberta Employment and Immigration values everyone’s opinion.
88 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005
Contact us:
Province-Wide Contact Centre Web Site
Edmonton & surrounding area: www.worksafely.org
780-415-8690
Throughout Alberta:
1-866-415-8690
Edmonton
780-427-4952
This material may be used, reproduced, stored or transmitted for non-commercial purposes. The source of this
material must be acknowledged when publishing or issuing it to others. This material is not to be used, reproduced,
stored or transmitted for commercial purposes without written permission from the Government of Alberta
Employment and Immigration. This material is to be used for information purposes only no warranty express or
implied is given as to the accuracy or the timeliness of the material presented.
09/2008 BP005 Occupational Health and Safety - Toolkit for Staffing Firms 89
90 Occupational Health and Safety - Toolkit for Staffing Firms 09/2008 BP005