PROCEDURE PR.680.HR HEALTH AND SAFETY VIOLENCE IN THE WORKPLACE

Transcription

1 TITLE: PROCEDURE PR.680.HR HEALTH AND SAFETY VIOLENCE IN THE WORKPLACE Date issued: 08 June 2011 Last revised: 30 September 2014 Authorization: Senior Staff: 30 September OBJECTIVE To establish measures to identify, assess, and control potential and actual hazards related to workplace violence, and to report and respond to incidents of workplace violence in support of the Ottawa-Carleton District School Board s (OCDSB) commitment to promoting a violencefree working and learning environment and preventing workplace violence for all workers. 2.0 DEFINITIONS In this procedure, 2.1 Board means the Board of Trustees. 2.2 District refers to the Ottawa-Carleton District School Board. 2.3 Domestic Violence means a pattern of behavior used by one person to gain power and control over another with whom he/she has or has had a familial or intimate relationship. This pattern of behavior may include physical violence, sexual, emotional and psychological intimidation, verbal abuse, stalking and using electronic devices to harass and control. 2.4 Supervisor means the person designated by title and practice as the person having organizational authority to direct the work of workers in a particular area. In the case of school sites, the supervisor will be the principal or, in the principal s absence, the viceprincipal or other designate. 2.5 Worker means any person who performs work or supplies services for monetary compensation. 2.6 Workplace means the office, school, or other worksite where the individual is customarily employed, and includes all other places which result from employment responsibilities or employment relationships, including Board or committee meetings, work-related social functions, work assignments outside the office/school, field trips, work-related conferences or training sessions, and work-related travel PR.680.HR

2 2.7 Workplace Violence means: a) the exercise of physical force by a person against a worker, in a workplace, that causes or could cause physical injury to the worker; b) an attempt to exercise physical force against a worker, in a workplace, that could cause physical injury to a worker; c) a statement or behaviour that it is reasonable for a worker to interpret as a threat to exercise physical force against a worker, in a workplace, that could cause physical injury to a worker. 3.0 RESPONSIBILITY 3.1 The Occupational Health and Safety Division (OH&S) will be responsible for: a) providing advice and assistance to departments and schools in identifying and addressing risk factors related to workplace violence; b) assisting in conducting individual and workplace risk assessments related to workplace violence, including providing templates and tools for completing such assessments; c) coordinating training related to workplace violence; and d) providing information to the Joint Occupational Health and Safety Committee (JOHSC), as required to allow them to fulfill their responsibilities under the OH&S Act. 3.2 The Joint Occupational Health and Safety Committee (JOHSC) will be responsible for: a) receiving reports of workplace violence incidents; b) receiving the results of the workplace assessments and reassessments conducted under this procedure; and c) making recommendations to the employer with respect to workplace violence. 3.3 Supervisors will be responsible for: a) conducting regular assessments of their worksites; b) responding to potential or actual hazards or risks of workplace violence, as required, through the implementation of controls; c) taking every reasonable precaution to protect workers from incidents of workplace violence; d) developing safety plans to protect workers in consultation with appropriate staff; and e) ensuring workers are aware of any potential or actual workplace hazards related to workplace violence including hazards associated with the physical worksite as well as hazards associated with the nature of the work being performed at the workplace PR.680.HR

3 3.4 Workers shall be responsible for: a) following safe work procedures established by the employer to prevent workplace violence; 4.0 PROCEDURES b) reporting all incidents of workplace violence in accordance with the procedures established by the employer; and c) cooperating in the prevention of workplace violence, including following safe work processes developed by the employer for their protection and using or wearing any protective equipment, devices or clothing that has been identified by the employer for the worker s protection. General 4.1 The District is committed to providing a safe environment for all workers. This procedure applies to all workers of the District and their interactions with the District community, including, but not limited to, trustees, students, workers, visitors such as parents and community members, volunteers, Community Use permit holders, contractors, and employees of other organizations who work on or are invited onto District property. Risk Assessment 4.2 An initial risk assessment will be conducted for each workplace under the direction of the appropriate supervisor, using the template and process established by OH&S in consultation with the JOHSC. The purpose of the risk assessment is: a) to identify potential or actual hazards in the workplace associated with a risk of workplace violence; b) to identify controls in place at the worksite to address or mitigate the hazard; and c) to identify areas where additional controls are required to address or mitigate the hazard. The risk assessment is not intended to serve as a measure of the effectiveness of the controls identified through the assessment. A separate audit process will be established by OH&S for purposes of monitoring and measuring the effectiveness of such controls. 4.3 A re-assessment will be conducted under the direction of the supervisor in the following circumstances: a) at least once every three (3) years; or, b) whenever circumstances change at a site or in a department (e.g., major renovation, addition of a new system program, etc.) which are likely to have an impact on the potential or actual hazards associated with workplace violence at that workplace. 4.4 The risk assessment should consider the following: a) circumstances that would be common to similar workplaces; b) circumstances specific to the workplace; PR.680.HR

4 c) any other prescribed elements under the Occupational Health and Safety Act; d) location of the workplace (e.g., urban, rural, unique neighbourhood features); e) physical layout and design features of the building and the workspace; f) requirement for travelling in the community,(e.g., to and from the workplace, visiting families, teaching in sites other than schools); g) parking lot design; h) access to the workplace (entry points); i) working with potentially unstable or volatile clients/students, (e.g. students with severe emotional/behavioural needs); j) requirement for handling cash, (e.g., fundraising activities, registration fees for adult programs); and k) working alone or in small numbers, (e.g., working late, meeting parents after school hours, driving from site to site). 4.5 The risk assessment should also take into consideration the presence of specific programs in a school community (in addition to regular programs (e.g., night school programs, programs for students with severe needs, suspension/expulsion programs, Community Use programs). 4.6 The results of all workplace assessments and re-assessment will be shared with the JOHSC, as required by the OH&S Act. 4.7 The JOHSC will have an opportunity to be consulted on the workplace violence assessment survey tool on a regular basis. Employee Risk Assessments 4.8 In addition to the above, employee groups will be surveyed periodically to determine if workers feel safe and to identify any issues they feel need to be addressed, including follow-up surveys when deemed necessary due to changing workplace circumstances, to determine the extent to which they feel their workplace is safe. The aggregate results of these surveys may be used to identify issues related to workplace violence. 4.9 Supervisors will take reasonable steps to mitigate items that were identified and where reasonable controls are not already in place (e.g. develop safe work procedures, instruct workers in safe work procedures, initiate work orders to ensure work environment is safer). Reporting Workplace Violence 4.10 A worker who experiences workplace violence will immediately report the incident to his/her supervisor or designate. The supervisor will be responsible for determining the appropriate response and course of action. If the alleged aggressor is the immediate supervisor, the worker will report the incident to the supervisor s supervisor PR.680.HR

5 Note: In the case of a serious incident, normal emergency procedures should be followed to seek the assistance of emergency first responders, as required Following a report of a violent incident, at the first available and safe opportunity the supervisor will: a) ensure that the worker has sought medical attention, where required and is aware of the availability of the Employee and Family Assistance Program (EFAP), and other available supports, as applicable; Note: In cases where the worker has been injured, the supervisor should also ensure that the incident has been reported using the on-line accident/incident report (Form 140). b) ensure the worker has completed the OCDSB Workplace Violence Reporting Form 733) (attached as Appendix A), and provided the original to the supervisor; c) subject to the nature and seriousness of the incident, contact the police. Incidents involving physical assaults causing bodily injury requiring medical attention must be reported to police. In other cases, the principal will exercise his/her discretion whether to contact police based on the nature of the incident and extenuating circumstances. In some cases, the incident may be reported through the school resource officer; d) subject to the nature and seriousness of the incident, and the identity of the aggressor (e.g., student, co-worker, visitor, etc.) consult and/or seek assistance from other appropriate District staff, which may include the Superintendent of Instruction, Human Resources, Learning Support Services as required; e) conduct an investigation into the incident; and f) assess/reassess the risks of a recurrence, and determine the appropriate course of action (controls) to prevent a recurrence Where the supervisor has reason to believe there is a risk of recurrence, the following should be considered for purposes of protecting workers from injury: a) develop a safety plan as soon as reasonably possible where one does not already exist (see Appendix B and Appendix C); Note: Where the violence is related to a threat of domestic violence, please refer to procedure PR.645.HR Health and Safety Domestic Violence in the Workplace, for information on how to proceed; b) review and revise existing safety plan as appropriate; c) make arrangements for the aggressor to be removed temporarily (e.g., student suspension) or indefinitely (e.g., trespass notice for visitors), as required, until adequate measures are put in place to protect workers from a recurrence; d) notify the police of the incident and seek assistance; PR.680.HR

6 e) make arrangements to provide staff with additional training (e.g., BMS); f) ensure that all staff who may come into contact with the alleged aggressor in the course of their work are made aware of the risks and measures that can be taken to prevent a recurrence; g) ensure that staff can summon immediate assistance at all times in the event of a recurrence; and h) consult with centrally based staff (e.g. Safe Schools, Learning Support Services, Human Resources), as appropriate Based on the outcome of the supervisor s investigation and assessment of the risks, the supervisor will: a) complete the appropriate parts of OCDSB Form 733 indicating the steps that have been or will be taken to prevent a recurrence and return a copy to the worker within 2 work days. The worker, after reviewing the supervisor s response, will complete the form by signing it and indicating whether or not he/she wishes the matter to be referred to the JOHSC for further review. A worker may elect to refer the matter to the JOHSC where he/she is not satisfied that all reasonable steps have been taken to protect him/her from risk of injury and is seeking a further review by the JOHSC; b) forward a copy of the completed form (i.e. signed by the supervisor and the worker) to the Occupational Health and Safety Division within 24 hours; and c) if an opportunity has not arisen through the investigation of the incident, arrange for an opportunity to debrief the incident with the affected worker and other relevant staff. Information obtained through the debriefing will help to inform the development or review of the safety plan including recommended steps to prevent a reoccurrence The JOHSC will be provided with a copy of all workplace violence incident reports as part of their right under the OH&S Act to be advised of the results of any assessment/reassessment conducted under this procedure Where a worker has referred a matter to the JOHSC for further review, the JOHSC may seek additional information from the Employer with respect to whether all steps reasonable have been taken to protect workers at the site from injury. Where it deems appropriate, the JOHSC has the authority make a recommendation(s) to the employer with respect to additional reasonable precautions that in the JOHSC s opinion should be taken to protect workers at the site from risk of injury related to on-going risks of workplace violence. Worker Concern About Risk of Exposure to Workplace Violence 4.16 A worker who is concerned that he/she or other another worker(s) may be exposed to a risk of workplace violence should bring the concern to the attention of his/her supervisor. Such concerns can be raised with the supervisor directly and/or using a Health and Safety Concern Form (see Appendix D). Where a worker is not satisfied that all reasonable measures have been taken in response to his/her concern, to PR.680.HR

7 prevent an injury, the concern form can be forwarded to the JOHSC to review and, where applicable, make recommendations to resolve the concern PR.680.HR

8 Disclosure of Information Related to a Person with a History of Violent Behaviour 4.17 Where a supervisor is aware or has reason to believe that workers may be exposed to a risk of workplace violence from a person with a history of violent behaviour, the supervisor has an obligation to provide information to workers at the site using a Notification of Potential Risk of Injury Form (see Appendix E), if: a) the worker can be expected to encounter the person with a violent history in the course of his/her work; and b) the risk of workplace violence is likely to expose the worker to physical injury. The information provided to workers who may be at risk can include personal information, but should not include any more than is reasonably necessary to protect the worker from physical injury and in keeping with the Municipal Freedom of Information and Protection of Privacy Act and the protections afforded confidential student information under the Education Act In determining whether there is an obligation to provide information, the supervisor must consider which workers are likely to encounter the person in the course of their work and whether the person presents a risk to those workers. Factors to consider include: a) whether the history of violence was associated with school or the workplace; b) whether the history of violence was directed at a particular person, including a worker or workers in general, or at others; c) length of time since the most recent incident(s); d) measures and procedures already in place to protect workers; and e) any other extenuating or mitigating factors that impact on the risk of violent incidents recurring The information provided to a worker under this part should include: a) sufficient information to ensure that workers can recognize or identify the person with the violent history (e.g., name, description (including a photo where one is available); and b) where appropriate, the triggers or observable behaviours that have preceded aggressive behaviour in the past The employer will establish a process to identify whether students transferring into a school either from within or outside the District may have a history of violent or aggressive behaviour, and, where applicable, ensure that appropriate notice is provided to workers who may come into contact with the student. To the extent reasonably possible, the process will endeavour to ensure that such information is made available prior to the student s admission to the school. Summoning Immediate Assistance 4.21 The supervisor will ensure that appropriate measures and procedures are in place for summoning immediate assistance when workplace violence occurs or is likely to occur PR.680.HR

9 Examples of types of communication devices include class phones, cell phones, and walkie talkies Depending on the nature, location and level of risk, this may include summoning assistance from the supervisor on site, the site emergency response team (as appropriate), as well as community assistance through 911. Measures will take into consideration the employee s location, specific assignments and time of day (i.e., working during or outside regular hours). Safety Plans 4.23 Where an actual or potential risk of workplace violence is identified, the supervisor will, in consultation with affected staff, and where appropriate, staff from OH&S, Human Resources, Learning Support Services, develop a safety plan for the protection of the workers who may, in the course of performing their duties, be exposed to a risk of violence or aggression. A safety plan: a) identifies actions to increase worker safety; b) is prepared in advance, where there are reasonable grounds to believe there is a potential or actual risk of workplace violence; c) needs to be created in consultation with the affected worker(s); d) identifies actions that the worker and the employer can take for the protection of the worker; and e) is fluid and should be reviewed regularly and revised as needed to respond to changes A safety plan (see Appendix B) shall be developed in accordance with the established guidelines (see Appendix C). Every reasonable effort will be made to develop and implement a safety plan prior to exposing workers to a person who is known or what ought reasonably to be known is presenting a risk of aggressive or violent behavior. Safety plans must be shared with all staff that may, in the course of their work, come into regular and direct contact with the person for whom the plan was developed. Work Refusal 4.25 The OHSA allows workers the right to refuse work where the worker has reason to believe that workplace violence is likely to endanger himself or herself. Should a situation of work refusal arise, Board Procedure PR.624.HR Health and Safety - Refusal to Work will apply. Note: Pursuant to regulation, a teacher cannot refuse to work where the circumstances are such that the life, health or safety of a pupil is in imminent jeopardy. Information and Instruction for Workers 4.26 The supervisor, with support from OH&S, will ensure that all workers are made aware of the existence and contents of this procedure and any applicable programs with respect to workplace violence PR.680.HR

10 4.27 The supervisor, with support from OH&S, will ensure that workers are knowledgeable, including information and instruction required to minimize the risk of workplace violence to which they may be exposed in the course of their regular duties In fulfilling its obligations to provide appropriate information and instruction, the supervisor will ensure that: a) all workers have received information and instruction in the nature and recognition of the risks specific to their assignment; b) all workers have received information and instruction in procedures/safety measures that minimize the risks specific to their assignment; c) where personal protective equipment (PPE) has been deemed reasonable and necessary in the circumstances, as a measure of last resort, ensure that affected workers receive appropriate training and instruction on its use; d) ensuring procedures are in place when workers are absent to make casual replacement workers aware of any risks and either have the necessary information and instruction or are supported by additional workers who have the necessary information and instruction; e) individual physical demands analysis has been conducted where deemed necessary to ensure that all workers have the physical ability, with appropriate support where necessary, to carry out procedures/safety measures that minimize their risk of injury and these are reviewed on an ongoing basis; f) the affected and necessary workers are involved in the development of safety plans; g) safe work procedures and safety measures are available to the affected workers as required; and h) information and instruction is updated and/or refreshed as deemed necessary The District, through OH&S, will ensure that supervisors are provided with sufficient information and instruction regarding the process for reporting and responding to incidents of workplace violence, including the following: a) information on their obligations under the OH&S Act for the protection of workers: b) information on any other obligations under the OH&S Act with respect to workplace violence; and c) information and guidance on precautions that should be considered to prevent workplace violence The District, through OH&S and supervisors, will ensure that workers are provided with sufficient information and instruction regarding the process for reporting and responding to incidents of workplace violence, including the following: a) information on their obligation to report known hazards to their supervisor, including risks of workplace violence; PR.680.HR

11 5.0 APPENDICES b) information on their obligation to report incidents of workplace violence and the process for doing so; and c) their rights under the OH&S Act with respect to protection from risks associated with workplace violence. Appendix A - OCDSB 733- Workplace Violence Reporting Form 733 Appendix B - OCDSB 734 Safety Plan (for Staff and Student Safety) Appendix C - Guidelines for Developing and Implementing a Safety Plan and Guidelines for the Admission of New Registrants with a Current History of Aggressive or Violent Behaviour Appendix D OCDSB 735 Occupational Health and Safety Concern Form Appendix E - OCDSB Notification of Potential Risk of Injury Form 6.0 REFERENCE DOCUMENTS Board Policy P.132 HR Health and Safety - Violence in the Workplace Board Policy P.058 HR Occupational Health and Safety Board Policy P.032.SCO Safe Schools Board Policy P.009.HR. Respectful Workplace (Harassment Prevention) Board Policy P.125.SCO School Board Code of Conduct Board Policy P.123.SCO Bullying Prevention or Intervention Board Procedure PR.624 HR Health and Safety - Refusal to Work Board Procedure PR.645.HR Health and Safety Domestic Violence in the Workplace Education Act s.264 Duties of Teacher Education Act s.265 Duties of a Principal Ontario Occupational Health and Safety Act R.S.O (as amended June 15, 2010) Criminal Code of Canada PR.680.HR

12 WORKPLACE VIOLENCE REPORTING FORM (Form 733) To be completed in ALL cases of violence or threats of violence against an OCDSB worker Appendix A to PR.680.HR SECTION ONE: WORKER INFORMATION Name:(Printed) Worker ID (EIN): Position: SECTION TWO: DETAILS OF INCIDENT Date Reported to Supervisor: Date and Time of Incident: Site of Incident (school name, facility, etc): AM PM Union Affiliation: Work Location: Supervisor s Name:(Printed) Category of Violence (check any that apply) a. Exercise of physical force that causes or could cause physical injury to worker. b. Attempt to exercise physical force that could cause physical injury to the worker. Location of Incident at site (e.g.: office, field, etc): Alleged Aggressor (check any that apply) Student Student Initials: Grade: Parent Co-worker Supervisor Visitor/Public Other: c. Statement or behaviour that is reasonable for the worker to interpret as a threat to use physical force that could cause physical injury to the worker. Nature of Incident (check any that apply) Intimidation Threat Punch Push/Pull Kick Scratch Hair pull Slap/Hit Grab Bite Pinch Spit Other (please specify): Repeat Incident: Yes No Weapons: No Yes Type: Injuries Sustained: Medical attention or lost time from work due to the incident? yes no Has a Workers Accident/Incident/Occupational Illness Report - Form 140 been completed? yes Brief Description of Incident (optional): SECTION THREE: STEPS TAKEN TO PREVENT A RECURRENCE (SUPERVISOR) Check all that apply Safety plan developed / reviewed/revised/shared Training arranged for worker no Additional supports in place (e.g. IEA, EEA) Student intervention/discipline/parents /guardian contacted Incident debriefed with affected worker(s) Support/advice sought from Safe Schools or HR School Resource Officer /police involved Other (Please describe) Information provided to other workers at risk Contingency plan for Casuals, OTs and Itinerant workers Support for worker (e.g. referral to EAP for permanent workers; personal physician) Aggressor Removed (temporarily or permanent) (information shared as reqd) Means to Summon Immediate Assistance in Place (e.g. walkie talkie) Student referral for assessment as appropriate Worker relocated (in consultation with Human Resources) Personal Protective Equipment Considered or in place Trespass notice issued. Note: Where the worker will continue to have regular contact with the alleged aggressor, consideration must be given to developing a workplace safety plan. Signature of Supervisor: Date: SECTION FOUR: WORKER SIGNATURE Print name if completing form for worker: Signature of Worker/Other (above): Bring to the attention of the Joint Health and Safety Committee for review?* yes (*all reasonable steps have not been taken) no Date: SUPERVISOR PLEASE DISTRIBUTE COMPLETED FORM WITHIN 24 HOURS TO: PR.680.HR

13 1) Occupational Health & Safety (Fax: or 2) Site Records 3) Worker The personal information on this form is collected under the authority of the Occupational Health & Safety Act and the Workplace Safety and Insurance Act to meet the District s obligations to provide a safe and health workplace. Specific questions can be directed to Freedom of Information Coordinator at OCDSB-Administration Building, 133 Greenbank Road, Ottawa, ON, (613) OCDSB Form PR.680.HR

14 WORKPLACE VIOLENCE REPORTING FORM 733 Revd. Sept Violent Incident* Occurs *use of physical force, attempted physical force or threat of physical force Worker Completes Form 733 Sections One and Two Only Submits to Supervisor Principal/Supervisor: (a) Reviews Incident (b) Assesses on-going risk* and (c) Determines reasonable steps required to prevent recurrence (d) Completes Section Three and returns to Worker within 48 hours *Any incident which creates a reasonable apprehension of serious risk must be brought to the principal s attention immediately and all steps reasonable to protect the worker(s) must be taken without delay. Worker completes and signs Section Four Returns to Principal/Supervisor * A worker may request that a workplace violent incident report be brought to the attention of the Joint Health & Safety Committee when he/she does not feel that all reasonable steps have been taken by the Employer to prevent a recurrence. Principal/Supervisor distributes Copies (OH&S, Worker) Original retained at site PR.680.HR

15 Safety Plan (for Staff and Student Safety) APPENDIX B TO PR.680.HR Name of Student: D.O.B: Date of Plan: This plan should be used to develop strategies to ensure a safe environment for staff and students and should be used to respond to risks of student aggression/violence. Staff involved with the development of this plan. Name Position Part I Safety Concern(s) (Specific Description of Behaviours): e.g. student has attempted to bite What Interventions have been tried and their results? Intervention What was the result Does the student have a current Behaviour Management Plan? No Yes Date of Plan Known or suspected triggers for acting out behaviour Times of day behaviours typically do not occur? PR.680.HR

16 Name of Student: Part II D.O.B: Date of Plan: Safety Plan Times of day behaviours typically do occur? Prevention Strategies: Level 1 indicators(e.g. noncompliance, pacing) Staff Response: (clear and specific) Level 2 indicators:(escalated)imminent risk of serious harm to self or others (e.g., hitting, spitting kicking) Staff Response: (clear and specific) Personal Safety Equipment (PPE) required: Yes No (Consult with LSS) (If yes, staff using PPE must be trained in proper use and maintenance) Means to Summon Emergency Assistance: (describe) (e.g. classroom phone, walkie talkie) Student Strengths (social/behavioural) PR.680.HR

17 Name of Student: D.O.B: Date of Plan: Staff available to support when student presents with acting out behaviour: Name Times Available BMS Position Contingency Plan for staff absences: (To ensure casual staff are protected) Plan communicated with staff (On a separate sheet, note staff advised and the dates): Date : Parent/Guardian informed: Date : Plan shared with Learning Support Consultant, if applicable. Date : Principal s Signature Date : Date Last Reviewed : Additional staff involved in plan review Name Position PR.680.HR

18 Guidelines for Developing and Implementing a Safety Plan APPENDIX C TO PR.680.HR The safety plan is an important component in the ongoing management and mitigation of potential risk of injury to staff and students. This emergency response plan is developed for those students whose behaviour presents a significant risk of injury to staff and/or other students. A safety plan should be developed for any student who, at any time, poses a threat to the physical safety of staff and students. A safety plan must be developed for any student for whom a Behaviour Management Plan (PR. 626.SES) has been put in place. Procedures: The principal (or designated vice-principal) will: 1. Complete the Safety Plan in consultation with relevant staff (e.g. classroom teacher, EA, ECE, LST/LRT). The plan should: provide an objective description of safety concerns identify triggers identify when behaviours do not occur outline student strengths outline interventions attempted to date outline the recommended specific staff response (i.e. intervention strategies) describe emergency communication procedures, including community resources (e.g., police). Note: Safety plans should be as specific as possible in terms of strategies/behaviours to use and/or avoid when working with the student. 2. Share the Safety Plan with all staff who may come into regular and direct contact with the student in the course of their day. Inform the student s parents or legal guardians. 3. Provide staff who may come into contact with the student in the course of their day and, as a result, may be exposed to physical injury, with sufficient information to identify the student and prevent injury (Reference Notification of Potential Risk of Injury form). 4. Review and assess plan effectiveness at 2 and 4 week intervals (or sooner in the event of a recurring violent incident) with the in-school team and revise the plan as appropriate. 5. If modifications to the plan are needed, as soon a practicable, review the plan in consultation with the classroom teacher, Educational Assistant(s), Learning Support Teacher, and Learning Support Services representatives, including, but not limited to Safe Schools, Learning Support Consultant, Itinerant Educational Assistant, Psychology and Social Work staff. Community agency professionals working with the student may also be consulted for input, where appropriate. Relevant assessments may need be conducted (e.g., educational, behavioural, psychological, etc.) with parent/guardian consent, and an IEP may be developed to address PR.680.HR

19 specific needs identified. Refer to the Promoting Positive Student Behaviour document and other resources for specific strategies. 6. Complete a Behaviour Management Plan according to OCDSB Procedure PR.626.SES, if physical interventions (e.g., prompts, escort to time out room, restraints) are required and if the student meets the criteria. 7. If safety concerns continue, consult with Superintendent of Instruction, and other central supports as appropriate, including Learning Support Services, the Safe Schools and OH&S. 8. Retain a copy of the plan in the student s OSR for at least the full academic year. Safety plans should not be removed until the principal, in consultation with appropriate staff, is satisfied the student s behaviour no longer presents a risk PR.680.HR

20 APPENDIX C TO PR.680.HR Safety Plan Guidelines for the Admission of New Registrants with a Current History of Aggressive or Violent Behaviour Where an administrator has reason to believe that a student registering from another school district, or returning from a Section 23 program has a history of aggressive or violent behaviour, the following should occur prior to the student attending school: The Principal, or designate, will, without delay: 1. Meet with parents/guardian for purpose of registration. Gather relevant information such as: behavioural information (current violent behaviour, behavioural history from the past 2 years, site and target of violence) academic information (report card, exceptional needs (i.e., IPRC), reports for professional staff, IEP) student s strengths and interests where appropriate, consult with administrator from previous school or program and request OSR defer entry until an entry plan can be developed to ensure student success and consult with Safe Schools communicate a time-line for entry to parent/guardian 2. Refer to Promoting Positive Student Behaviour document and other resources and consult with in-school and multi-disciplinary team to discuss development of plan, including Social Worker, Psychology staff, Speech and Language Pathologist, Itinerant Educational Assistant (IEA), Autism Spectrum Disorder (ASD) team member. 3. Complete the Safety Plan: review student strengths outline interventions attempted and results identify triggers identify when behaviours do not occur objective description of safety concerns specific staff response emergency communication procedures, including community resources (e.g., police). 4. Complete a Behaviour Management Plan according to OCDSB Procedure PR.626.SES, if physical interventions (e.g., prompts, escort to time out room, restraints) are required and if the student meets the criteria. Once the safety plan is in place, the Principal or designate will: 1. Indicate acceptance of registration and entry to school and review Day One procedures with the student and his or her parents PR.680.HR

21 2. Share and review the Safety Plan and Day One procedures with staff who will be working with the student and responsible for implementing the plan. All staff who may come into contact with the student in the course of their day (including supervision) must be provided with requisite information to respond in the event of an aggressive or violent incident. 3. Review and assess the Safety Plan effectiveness at 2 weeks and 4 weeks, and modify as needed. An IEP, including behavioural goals, may need to be developed. 4. If safety concerns continue, consult with the Superintendent of Instruction and Safe Schools to consider options (e.g., Exclusion under 265(m)). 5. Retain a copy of the plan in the student s OSR for at least the full academic year. Safety plans should not be removed until the principal, in consultation with appropriate staff, is satisfied the student s behaviour no longer presents a risk PR.680.HR

22 Occupational Health and Safety Concern Form OCDSB 735 Appendix D to PR.680.HR This concern form is to report a potential or existing hazard which you believe presents a risk to the health or safety of individuals in your workplace. Please submit to your principal or supervisor and keep a copy for your records. Any hazard which is identified as immediately dangerous to life or health must be brought to the Principal/Supervisor s attention without delay and all steps reasonable to control the hazard must taken immediately. Section 1 (To be completed by worker) Name of worker: School/location: Bargaining unit: Room/area of concern: Date submitted to principal/supervisor: Health and Safety Concern Describe the concern, its background and possible suggestions for resolution: Section 2 (To be completed by principal/supervisor) Response from principal/supervisor within 7 working days (holidays excepted) of receipt from worker Identify the corrective action proposed or taken (see reverse for further step Actions taken: None required [] OHS [] Facilities [] Other [] (specify) Signature of principal/supervisor Date Concern Form returned to Worker: Section 3 (To be completed by worker) Issue Resolved Unresolved After Section 3 is completed, worker forward copy to bargaining unit office and principal/supervisor forwards to OHS Division PR.680.HR

23 APPENDIX D TO PR.680.HR Internal Responsibility System (IRS) Flowchart * The OHS Division can be contacted at any of these points for assistance Worker reports their concern to their principal/supervisor and may complete the form at this stage. If unresolved, worker completes Section 1 of form on reverse side and presents it to the principal/supervisor. Principal/supervisor responds within 7 working days (holidays excepted) to concern identified Concern unresolved Concern resolved Worker completes section 3 and the principal/supervisor forwards the form to the OHS Division. The worker sends a copy of the form to their local bargaining unit. Worker indicates resolved. Form is filed with the local bargaining unit. Unresolved concerns presented for discussion at next JOHSC meeting. Recommendations will be forwarded to Director of Education for response PR.680.HR

24 NOTIFICATION OF POTENTIAL RISK OF INJURY OCDSB 737 (Abridged Safety Plan) (CONFIDENTIAL NOT TO BE POSTED) APPENDIX E TO PR.680.HR Date: IDENTIFYING INFORMATION (Insert Photo) Name: Classroom #/Location: School/Location: BRIEF DESCRIPTION OF BEHAVIOUR THAT PRESENTS AT RISK TRIGGERS SAFETY STRATEGIES DO DO NOT HOW TO GET IMMEDIATE ASSISTANCE OCDSB PR.680.HR