Psychological health and safety in the workplace Prevention, CAN/CSA-Z /BNQ /2013

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1 Psychologicl helth nd sfety in the workplce Prevention, CAN/CSA-Z /BNQ /2013 promotion, nd guidnce to stged implementtion This smple udit tool is n nnex of the Ntionl Stndrd of Cnd on Psychologicl Helth nd Sfety in the Workplce. It is reprinted here with permission of CSA Group, Bureu de normlistion du Quéec nd the Mentl Helth Commission of Cnd. The Gret-West Life Centre for Mentl Helth in the Workplce hs mde this version ville t no cost on their wesite for ll orgniztions who wish to do review of psychologicl helth nd sfety in their workplce. The Stndrd Audit Tool is not s extensive s forml helth nd sfety udit. It is siclly intended s gp nlysis tool tht will provide the orgniztion with seline mesurement of current sttus. In tht respect, it is more of survey/screening instrument. In ny cse, it is preferle to hve t lest one tem memer who is fmilir with the uditing process.annex E (informtive) Smple udit tool Note: This Annex is not mndtory prt of this Stndrd. E.1 Tle E.1 is smple udit tool tht my e used y orgniztions to conduct internl udits. This udit tool my e modified to suit the size, nture, nd complexity of the orgniztion. The udit tool my lso function s gp nlysis tool to highlight those res tht require further work to meet the requirements of this Stndrd. Most orgniztions tht implement this Stndrd will do so over period of time. This Stndrd ddresses different spects of the suject t three levels of commitment, from more demnding to less demnding, tht will ultimtely reflect the mturity of n orgniztion with respect to its ility to implement this Stndrd: ) requirements (expressed with shll throughout the ody of this Stndrd), which re mndtory spects tht re required in order to implement this Stndrd; ) recommendtions (expressed with should throughout the ody of this Stndrd), which suggest spects tht re deemed vlule for full implementtion of this Stndrd ut not t the sme level s requirements; nd c) options, which reflect est prctices nd re considered s nice to hve prts of the PHSMS. The column lelled Level in Tle E.1 indictes those udit questions tht relte to the Item ctegories,, nd c. Jnury 2013 Pge 1 of 16

2 Psychologicl helth nd sfety in the workplce Prevention, CAN/CSA-Z /BNQ /2013 promotion, nd guidnce to stged implementtion Tle E.1 - Smple udit tool (See Cluse E.1.) 1. Psychologicl helth nd sfety mngement system (PHSMS) policy; ledership; prticiption 1.1 Responsiilities nd uthorities relted to the PHSMS must e defined nd communicted throughout the orgniztion. 1.2 A policy sttement (lone or incorported s prt of nother relevnt policy) endorsed y senior mngement should refer to psychologicl helth nd sfety s it pplies to the orgniztion. 1.3 The policy sttement must reflect the orgniztion commitment to: estlish, promote, nd mintin PHSMS. lign with stted orgniztionl vlues nd ethics. estlish nd implement process to evlute the effectiveness of the system nd implement chnges. delegte the necessry uthority to implement the system. ensure involvement of workers/worker representtives in the development, implementtion, nd continul improvement of the system. provide ongoing resources. ensure regulr evlution nd review. respect the principles of mutul respect nd coopertion. 1.4 Orgniztionl ledership must demonstrte the following qulities: reinforce the development nd sustinility of psychologiclly helthy nd sfe workplce environment; support line mngement; estlish key ojectives for continul improvement; Wlk the tlk ; ensure psychologicl helth nd sfety is prt of decisionmking processes; engge workers/worker representtives. Jnury 2013 Pge 2 of 16

3 Psychologicl helth nd sfety in the workplce Prevention, CAN/CSA-Z /BNQ /2013 promotion, nd guidnce to stged implementtion Tle E.1 - Smple Audit Tool 1. Psychologicl helth nd sfety mngement system (PHSMS) policy; ledership; prticiption (continued) 1.5 The orgniztion must ensure prticiption through: engging stkeholders in regulr dilogue; engging workers/worker representtives in policy development, dt genertion, nd plnning; encourging worker/worker representtive prticiption in progrms; encourging worker/worker representtive in the evlution process; nd ensuring results of the evlution process re communicted nd follow-up ction plns re ville. 1.6 The orgniztion must engge the OHS committee/worker representtives in defining their involvement in the PHSMS. 1.7 Confidentility of persons must e respected, including removl of identifying mteril on relevnt documents. 1.8 The orgniztion hs considered development of specific PHSMS Committee. 1.9 The orgniztion must encourge worker/worker representtive prticiption y: providing time nd resources to prticipte in the PHSMS progrm; identifying nd removing rriers to prticiption; nd involving nd trining in relevnt spects of the PHSMS. c Jnury 2013 Pge 3 of 16

4 Psychologicl helth nd sfety in the workplce Prevention, CAN/CSA-Z /BNQ /2013 promotion, nd guidnce to stged implementtion 2. Plnning Tle E.1 Smple Audit Tool 2.1 The orgniztion s plnning process must include: plns to mnge workplce psychologicl helth nd sfety, including ssessment of worker helth impct, finncil impct nd orgniztionl policy/processes promoting good psychologicl helth; collective vision of psychologiclly helthy workplce with specific gols for reching the vision nd pln for ongoing process monitoring for continul improvement; ssessment of the strengths of the existing psychologicl helth nd sfety strtegy; nd recognition nd identifiction of current prctices tht re lredy protecting nd promoting psychologicl helth nd sfety. 2.2 The orgniztion must review its pproch to mnging nd promoting psychologicl helth nd sfety in the workplce nd to ssess conformnce with the requirements nd recommendtions in this Stndrd. 2.3 The orgniztion must hve defined dt collection process tht respects privcy requirements. 2.4 The orgniztion must mintin record of ll dt collected nd informtion on its sources nd shre results s required with the OHS committee. 2.5 The orgniztion mkes use of multiple sources of dt in their plnning process. 2.6 The dt collection process must ensure tht privcy is protected y removl of personl identifiers nd ggregtion of dt. c Jnury 2013 Pge 4 of 16

5 Psychologicl helth nd sfety in the workplce Prevention, CAN/CSA-Z /BNQ /2013 promotion, nd guidnce to stged implementtion 2. Plnning (continued) Tle E.1 Smple Audit Tool 2.7 The orgniztion must develop, implement, nd mintin risk mngement process tht includes: hzrd identifiction nd processes to eliminte hzrds where possile; risk ssessment for ech identified hzrd; preventive nd protective mesures to control risks; nd priority process reflecting the size, nture, nd complexity of the hzrd nd risk nd lso, where possile, respecting the trditionl hierrchy of risk control. 2.8 The orgniztion must ssess their occuptionl helth mngement system for comptiility with the requirements of this Stndrd. 2.9 The following fctors hve een ssessed: psychologicl support; orgniztionl culture; cler ledership nd expecttions; civility nd respect; psychologicl jo demnds; growth nd development; recognition nd rewrd; involvement nd influence; worklod mngement; enggement; work/life lnce; psychologicl protection from violence, ullying nd hrssment; protection of physicl sfety; nd other chronic stressors s identified y workers The orgniztion should identify nd ssess opportunities for promoting psychologicl helth. c Jnury 2013 Pge 5 of 16

6 Psychologicl helth nd sfety in the workplce Prevention, CAN/CSA-Z /BNQ /2013 promotion, nd guidnce to stged implementtion 2. Plnning (continued) Tle E.1 Smple Audit Tool 2.11 The orgniztion must consider the unique needs of diverse popultion nd solicit input when these needs re relevnt to chieving the gols of this Stndrd The orgniztion must consider workplce fctors tht cn impct the ility of diverse popultions to sty t work or return to work The orgniztion should encourge individul workers to seek ssistnce internlly or externlly when needed The orgniztion must tke steps to link workers in need to internl resources nd should lso tke steps to link workers to community or other resources The orgniztion must document the PHSMS ojectives nd trgets for relevnt functions nd levels within the orgniztion Ojectives nd trgets should e: mesurle; consistent with the PHSMS policy nd commitment to PHSMS, complince with legl requirements nd other requirements, nd commitment to continul improvement; sed on pst reviews, including pst performnce mesures nd ny work-relted psychologicl helth nd sfety hzrds, risks, the result of the dt collection, nd identifiction nd ssessment of psychologicl workplce fctors, mngement system deficiencies, nd opportunities for improvement tht hve een identified; determined fter consulttion with workers, considertion of technologicl options, the orgniztion s opertionl nd usiness requirements; nd reviewed nd modified ccording to chnging informtion nd conditions, s pproprite The orgniztion s ojectives nd trgets should reinforce existing strengths nd promote new opportunities for improving psychologicl helth nd sfety., Jnury 2013 Pge 6 of 16

7 Psychologicl helth nd sfety in the workplce Prevention, CAN/CSA-Z /BNQ /2013 promotion, nd guidnce to stged implementtion 2. Plnning (continued) Tle E.1 Smple Audit Tool 2.18 The orgniztion must estlish nd mintin pln for chieving its ojectives nd trgets, including: designtion of responsiility for chieving ojectives nd trgets; nd identifiction of the mens nd time frme within which the ojectives nd trgets re to e chieved The orgniztion must estlish, implement, nd mintin system to mnge chnges tht cn ffect psychologicl helth nd sfety The system in Item 2.19 should include spects on: communiction etween stkeholders out the chnges; informtion sessions nd trining for workers nd worker representtives; nd support s necessry to ssist workers in dpting to chnges. Jnury 2013 Pge 7 of 16

8 Psychologicl helth nd sfety in the workplce Prevention, CAN/CSA-Z /BNQ /2013 promotion, nd guidnce to stged implementtion 3. Implementtion nd opertion Tle E.1 Smple Audit Tool 3.1 The orgniztion must provide nd sustin the infrstructure nd resources needed to chieve conformity with this Stndrd. 3.2 The orgniztion should recognize tht: workplce prties possess sufficient uthority nd resources to fulfill their duties relted to this Stndrd; workplce prties possess the knowledge, uthority, nd ilities to integrte psychologicl helth nd sfety into mngement systems, opertions, processes, procedures, nd prctices; nd persons with roles s specified in this Stndrd possess knowledge, skills, nd ilities to crry out their roles (e.g., uditing, trining, ssessment, nlysis, etc.). 3.3 The orgniztion estlishes nd sustins processes to implement preventive nd protective mesures to ddress the identified hzrds nd risks. 3.4 The orgniztion hs implemented preventive nd protective mesures tht reflect the following priorities: eliminting the hzrd; implementing controls to reduce the risks relted to hzrds tht cnnot e eliminted; implementing use of personl protective equipment in pplicle circumstnces; nd implementing processes to respond to nd provide support for issues tht cn impct psychologicl helth nd sfety, whether they relte to orgniztionl fctors, or to other fctors, such s personl fctors. Jnury 2013 Pge 8 of 16

9 Psychologicl helth nd sfety in the workplce Prevention, CAN/CSA-Z /BNQ /2013 promotion, nd guidnce to stged implementtion 3. Implementtion nd opertion (continued) Tle E.1 Smple Audit Tool 3.5 The orgniztion must estlish nd sustin processes to: provide informtion out fctors in the workplce tht contriute to psychologicl helth nd sfety, nd how to reduce hzrds nd risks tht potentilly cuse psychologicl hrm, nd how to enhnce fctors tht promote psychologicl helth. ensure stkeholder eduction, wreness, nd understnding of the nture nd dynmics of stigm, psychologicl illness, sfety, nd helth. communicte to stkeholders existing policies nd ville supports. communicte to stkeholders processes ville when issues cn impct psychologicl helth nd sfety. communicte to stkeholders informtion out the psychologicl helth nd sfety system nd relted plns nd processes. include stkeholder ides, concerns, nd input for considertion. Ensure communiction throughout the monitoring nd review process (see Cluse 4.5) to ll workplce prties. 3.6 The orgniztion hs estlished processes to support effective nd sustined implementtion, including: sponsorship y senior ledership nd ledership t ll levels of the orgniztion; enggement on the prt of stkeholders; nd ssessment nd ppliction of chnge mngement principles throughout plnning nd implementtion. 3.7 The orgniztion must estlish: cler responsiilities nd ccountilities for effective implementtion; governnce processes tht support effective implementtion nd communiction plns; nd documenttion requirements. Jnury 2013 Pge 9 of 16

10 Psychologicl helth nd sfety in the workplce Prevention, CAN/CSA-Z /BNQ /2013 promotion, nd guidnce to stged implementtion 3. Implementtion nd opertion (continued) Tle E.1 Smple Audit Tool 3.8 The orgniztion must estlish nd sustin processes tht ensure confidentility nd privcy rights re respected nd protected. 3.9 The orgniztion must estlish nd sustin ongoing resources to: determine expecttions nd minimum requirements of workers nd in prticulr those in ledership roles (e.g., supervisors, mngers, workers representtives, union ledership) to prevent psychologicl hrm, promote psychologicl helth of workers, nd ddress prolems relted to psychologicl helth nd sfety; nd provide orienttion nd trining to meet requirements for Cluse The orgniztion should estlish nd sustin processes to: provide ccessile coching nd supports s required, recognizing the potentil complexities of psychologicl helth nd sfety situtions, the unique needs of the individuls ffected, nd the skills needed; nd ssess nd ddress competence of those in ledership roles specific to Item The orgniztion must estlish nd sustin processes to: identify potentil criticl events where psychologicl suffering, illness, or injury is involved, or likely to occur, while respecting confidentility nd privcy of ll prties; provide response nd support, including considertion of specilized externl supports; provide relted trining for key personnel involved in criticl event response; nd ensure there re opportunities for deriefing nd for revising guidelines for criticl events s pplicle. Jnury 2013 Pge 10 of 16

11 Psychologicl helth nd sfety in the workplce Prevention, CAN/CSA-Z /BNQ /2013 promotion, nd guidnce to stged implementtion 3. Implementtion nd opertion (continued) Tle E.1 Smple Audit Tool 3.12 The orgniztion must estlish nd sustin processes to: ensure the psychologicl helth nd sfety risks nd impcts of criticl events re ssessed; mnge criticl events in mnner tht reduces psychologicl risks to the extent possile nd tht supports ongoing psychologicl sfety; incorporte lernings from criticl events into estlished plns relted to the psychologicl helth nd sfety system; nd ensure there re opportunities for reviewing nd for revising guidelines for criticl events s pplicle The orgniztion must estlish nd mintin procedures for reporting nd investigting work-relted psychologicl helth nd sfety incidents. These procedures must include: estlishing roles nd responsiilities of ll prties prticipting in the investigtion process; prctices tht foster psychologiclly sfe environment tht llows workers to report errors, hzrds, dverse events, nd close clls; commitment to pproprite ccountility, looking first t system fctors tht contriuted to the error or dverse event; ctions to mitigte ny consequences of work-relted psychologicl injuries, illnesses, cute trumtic events, chronic stressors, ftlities (including suicides), ttempted suicides, nd psychologicl helth nd sfety incidents; the identifiction of the immedite nd underlying cuse(s) of such incidents nd the implementtion of recommended corrective nd preventive ctions; nd n ssessment of effectiveness of ny preventive nd corrective ctions tken. Jnury 2013 Pge 11 of 16

12 Psychologicl helth nd sfety in the workplce Prevention, CAN/CSA-Z /BNQ /2013 promotion, nd guidnce to stged implementtion 3. Implementtion nd opertion (continued) Tle E.1 Smple Audit Tool 3.14 Work-relted psychologicl helth nd sfety incident investigtions should: e crried out y persons who re experienced in psychologicl injury nd incident investigtion; e crried out y persons imprtil nd who re perceived to e imprtil y ll prties; e crried out with the prticiption of the pproprite workplce prties; nd respect the privcy nd confidentility of involved prties, nd other relevnt legisltion Investigtions of cuse(s) of work-relted psychologicl helth nd sfety incidents must identify ny filures in the PHSMS nd must e documented Recommendtions must e developed nd, long with the investigtion s results, must e communicted to the workplce prties Recommendtions must form the sis of corrective ction nd must e included in the mngement review process nd contriute to the continul improvement of the PHSMS The orgniztion must estlish nd sustin processes to: mke externl prties nd their personnel wre of the orgniztion s policies nd expecttions relted to protecting the psychologicl helth nd sfety of the orgniztion s workers; nd ddress ny issues or concerns identified. Jnury 2013 Pge 12 of 16

13 Psychologicl helth nd sfety in the workplce Prevention, CAN/CSA-Z /BNQ /2013 promotion, nd guidnce to stged implementtion 4. Evlution nd corrective ction Tle E.1 Smple Audit Tool 4.1 The orgniztion must estlish nd mintin procedures to monitor, mesure, nd record psychologicl helth nd sfety nd the effectiveness of the PHSMS, respecting the confidentility nd privcy of ll individuls. 4.2 The orgniztion must ssess orgniztionl conformnce to this Stndrd, including n evlution of the processes ssocited with the implementtion of this Stndrd. 4.3 The orgniztion s performnce monitoring nd mesurement pproch: determines the extent to which the PHSMS policy, ojectives, nd trgets re eing met; provides dt on PHSMS performnce nd results; determines whether the dy-to-dy rrngements for hzrd nd risk identifiction, ssessment, minimiztion, nd elimintion or control re in plce nd operting effectively; nd provides the sis for decisions out improvements to psychologicl helth nd sfety of the workplce nd the PHSMS. 4.4 Qulittive nd quntittive mesures (pproprite to the needs, size, nd nture of the orgniztion) must e developed in consulttion with workers (nd where pplicle, their representtives) nd must e crried out y competent persons. Jnury 2013 Pge 13 of 16

14 Psychologicl helth nd sfety in the workplce Prevention, CAN/CSA-Z /BNQ /2013 promotion, nd guidnce to stged implementtion 4. Evlution nd corrective ction (continued) Tle E.1 Smple Audit Tool 4.5 Monitoring nd mesuring results must e recorded nd include the following, s pplicle: ledership enggement with the PHSMS; seline ssessment of psychosocil risk fctors; seline ssessment of other workplce determinnts of psychologicl helth (e.g., environmentl, physicl, jo requirement, stffing levels); psychologicl injury nd illness sttistics; return-to-work progrms; ggregted dt from helth risk ssessments; nd ggregted nlysis of the results of investigtions or events. 4.6 The orgniztion must estlish nd mintin n internl udit progrm to conduct udits t plnned intervls to determine whether the PHSMS: conforms to the requirements of this Stndrd nd to the psychologicl helth nd sfety system requirements estlished y the orgniztion; nd is effectively implemented nd mintined. 4.7 The internl udit progrm must include criteri for: uditor competency; the udit scope; the frequency of udits; the udit methodology; nd reporting requirements. 4.8 The udit results, udit conclusions, nd ny corrective ction pln must e documented nd communicted to ffected workplce prties, including workers nd worker representtives, nd those responsile for corrective ction. Jnury 2013 Pge 14 of 16

15 Psychologicl helth nd sfety in the workplce Prevention, CAN/CSA-Z /BNQ /2013 promotion, nd guidnce to stged implementtion 4. Evlution nd corrective ction (continued) Tle E.1 Smple Audit Tool 4.9 The orgniztion must consult with workers nd, where pplicle, their representtives on uditor selection, the udit process, nd the nlysis of results Mngement responsile for the ctivity eing udited must ensure tht corrective ctions re tken to ddress ny nonconformnce with the orgniztion s PHSMS or this Stndrd identified during the udit The orgniztion must estlish nd mintin preventive nd corrective ction procedures to: ddress PHSMS non-conformnces nd indequtely controlled hzrds nd their relted risks; identify ny newly creted hzrds resulting from preventive nd corrective ctions; expedite ction on new or indequtely controlled hzrds nd risks; trck ctions tken to ensure their effective implementtion; nd implement inititives to prevent recurrence of hzrds. Jnury 2013 Pge 15 of 16

16 Psychologicl helth nd sfety in the workplce Prevention, CAN/CSA-Z /BNQ /2013 promotion, nd guidnce to stged implementtion 5. Mngement review Tle E.1 Smple Audit Tool 5.1 The orgniztion must estlish nd mintin process to conduct scheduled mngement reviews of the PHSMS, including: review nd nlysis of key outcome dt (e.g., udit results, evlution/outcomes dt); ssessment of the level of conformnce of the PHSMS to this Stndrd; detiled review of findings tht re considered significnt; nd orgniztionl nd other reporting requirements. 5.2 The review process should ddress the degree to which the gols of psychologiclly helthy nd sfe workplce re eing chieved. 5.3 The outcome of the review process must include: opportunities for improvement nd, where deficiencies/vrinces re identified, corrective ctions to e implemented; review nd updte of the orgniztionl policies nd procedures specific to or relted to the PHSMS; review nd updte of ojectives, trgets, nd ction plns; nd communiction opportunities to enhnce understnding nd ppliction of results. Jnury 2013 Pge 16 of 16

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