ELEMENT 3: INSPECTIONS INTRODUCTION STANDARD REQUIREMENTS

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1 ELEMENT 3: INSPECTIONS INTRODUCTION An inspection is a planned, systematic evaluation or examination of an operation, activity or workplace that checks or tests against established standards to identify hazards and to recommend corrective measures. Occupational health and safety inspections are the principal means of identifying potential incident causes. Inspections help to achieve the following outcomes: They determine the safeguards necessary to protect against hazards before incidents and personal injury occur. They monitor the use and effectiveness of hazard controls and best practices. They monitor compliance with regulations and standards. They demonstrate management commitment to employee health and safety. They promote health and safety with employees. STANDARD REQUIREMENTS Inspections should be completed by a trained employee or inspection team consisting of a combination of the following employees: o Manager and/or supervisor responsible for the dept/area. o Representatives of the Local Health and Safety Committee if applicable. o Other employees appointed to the inspection team. Members of the inspection team examine the workplace to: o Identify existing and potential hazards and their sources. o Identify the presence and use of hazard controls. o Identify compliance with the Covenant Health OHS Program and related legislation, standards and best practices. o Recommend corrective measures. Inspection Frequency Informal inspections all employees are expected to maintain constant awareness for hazards in their work areas. Formal inspections are conducted on a minimum quarterly basis to provide a complete record of conditions in the work area. Units/departments shall use the standard inspection form Part 1 Covenant Health Workplace Inspection Checklist adapting the checklist according to specific concerns in the work area. Identified deficiencies from Part 1 are transferred to Part 2 and presented to the Manager/Supervisor of the area for corrective actions, assigned responsibilities and timelines. The workplace inspections is considered an open document until all corrective actions have been implemented. Special inspections take place after a workplace incident, after an Occupational Health and Safety staff member visit and/or when new equipment or processes are implemented. 1

2 Workplaces may require more frequent inspections during periods of high activity, if the number of hazards related to equipment used and activities at the workplace changes, or if the frequency or number of incidents increases. Manager Responsibilities Develop equipment and site-specific checklists for operations and workplaces within the department/area: o Inspection checklist templates are provided and must be modified for use as a checklist specific to the department/area. o The department-specific checklists used during the inspection: Become the record of the inspection Document inspection observations Document corrective measures implemented Develop inspection schedules for operations and workplaces based on the frequencies given in this Standard Requirement. The schedules should include: o Inspection timeframes o Which operations and workplaces will be inspected o Who will carry out each inspection Assemble an inspection team, or assign a trained employee to conduct the inspection. Verify that scheduled inspections were completed and documented. Prioritize and immediately implement corrective measures for identified substandard conditions and defective equipment. Assign employees to revise the Hazard Assessment where substandard conditions and/or defective equipment have been noted through inspections. Verify that all identified corrective measures have been implemented before signing completed inspection checklist. Sign the completed inspection checklist. Share the completed workplace inspections with employees for feedback. Maintain copies of all completed inspection checklists for three years. Supervisor Responsibilities Advise the inspection team of the known hazards of the operations present in the department/area. Provide personal protective equipment to the inspection team and monitor its use. Implement identified corrective measures. Inform employees of revised Hazard Assessment report, noting newly identified hazards and corrective measures implemented. Designated Employee or Inspection Team Responsibilities Prepare for the inspection by becoming familiar with the operations department/area, best practices and applicable legislation. Organize the inspection team and conduct the inspection. Review the results of the inspection with the manager. 2

3 Complete the inspection checklist and present it to the manager within 14 days of the inspection (allowing time to research related legislation, standards and/or best practices). Attend a Covenant Health Leaders/Workers Guide to Occupational Health and Safety course. GUIDELINES 1. Selecting the Inspection Team Inspection team members should be selected based on their: o Familiarity with the hazards of the department/area. o Ability and skills to assess situations requiring corrective action. o Knowledge of the organization s operations. o Knowledge of control measures required for operations being inspected. 2. Scheduling the Inspection Managers should develop inspection schedules for the year with their supervisors. The schedule can be based on the following table: Department / Area Number of Inspections Required per Year Supervisor Inspection Date Inspection Team Members The Manager may complete this schedule by: Identifying the number of the operations and/or areas to be inspected. Identifying the number of inspections required per year in the area. Informing the supervisor of the number of inspections that will occur. 3. Preparing for the Inspection The inspection team contacts the manager or supervisor for the area and arranges for an orientation, which may include information regarding: Known hazards and implemented control measures. Emergency response plans. Layout of the facility or area. Work occurring throughout all shifts. The type and location of equipment, hazardous materials and storage facilities. The number of employees and shifts. The manager or designate discusses inspection details with the inspection team. The inspection team arranges for the manager or designate to attend the inspection. The manager or designate explains 3

4 and answers questions on the operations and conditions of equipment that require immediate attention. The inspection team may need to become familiar with the following: Workplace performance history: o Previous inspections and corrective actions implemented o Summaries of incident investigation reports Performance requirements: o Applicable legislation o Covenant Health Policies o Department policies and procedures o Manufacturers specification and equipment operator manuals o Chemical hazards, controls and emergency procedures from materials safety data sheets o Safe work practices o Guidelines o Best practices 4. Conducting the Inspection The inspection team and accompanying workplace manager/supervisor discuss the planned inspection route before undertaking the inspection. They review what they are looking for and the personal protective equipment to be worn. Observe the workplace elements: the environment, equipment, facility, employees and work: The environment includes such hazards as noise, vibration, lighting, temperature and ventilation. Equipment includes materials, tools, machinery and vehicles. Identification of Hazards Identify hazards. Look up, down, around and inside. Be methodical and thorough. o Physical Slipping; tripping; struck by or against; falling; pinch points; caught in, under or between; repetitive motion; improper work positions; lifting; heat; cold; noise; vibration. o Chemical Toxins or agents that have immediate (acute) or long-term (chronic) health effects and can be inhaled, absorbed, ingested or injected (e.g. liquids, dusts, mists, fumes, vapours and fibers). o Biological Viruses, bacteria, fungi, moulds, parasites, contaminated body fluids, sewage, etc. Pay particular attention to items most likely to develop unsafe or unhealthy conditions. Discuss as a group whether you foresee any potential hazards, problems or incidents when looking at the equipment, process or the environment. Determine what corrections or controls are appropriate. Inspect the entire workplace each time. 4

5 Include areas where no work is done regularly, such as parking lots, rest areas, office storage areas and locker rooms. Ask questions, but be sensitive of disrupting work activities. Describe clearly each hazard and its exact location in your rough notes. 5. Completing the Covenant Health Inspection Checklist Part 1 Document findings and comments on the workplace-specific checklist: o Record the name of the department, unit or area being inspected, the date and the inspection team s names. o List all concerns and note remedial action taken on items during the inspection i.e. maintenance request. o Describe what has been observed and accurately identify its location. Completing the Covenant Health Inspection Form Part 2 o Specify the recommended corrective action and establish a timeframe for completion. o Part 2 of the inspection check list remains a open document until all outstanding items have been corrected.. 6. Follow-up and Monitoring Before leaving the workplace, the inspection team summarizes items that were corrected during the inspection, as well as any outstanding issues. On straightforward and less complex inspections, the investigation team will: Discuss questionable areas. Discuss the inspection results and recommendations made on the checklist with the manager. For more complex workplaces and departments, the inspection team advises the manager or supervisor accompanying the inspection team when the inspection checklist will be completed and submitted. 5