COR Audit Instructions

Transcription

1 Instructions

2 Table of Contents Page Instructions for Completing the... 2 Timetable... 2 Audit Guidelines Preparing for the Audit... 4 COR Pre-Audit Checklist... 5 General Audit Guidelines... 7 Audit Document Format... 7 Navigating the Audit Document... 8 Score Possible, Partial Scores and Verification Techniques... 9 Legislated Requirements Item Guidelines Auditor s Notes Calculations Performing the Audit Document Review Interviews Observations Item Scoring Guidelines Minimum Scores for Passing the Summarizing the Audit Audit Summary Report Corrective Action Plan Submitting the Audit Audit Submission Checklist Audit Information Form Pre and Post Audit Meeting Form Corrective Action Plan Audit Summary Report Agreement on Confidentiality and Non-disclosure Definitions Infrastructure Health & Safety Association (IHSA) 08/15 1

3 Instructions for Completing the This document has been provided to you by the Infrastructure Health & Safety Association (IHSA) because of your participation in the Ontario Certificate of Recognition (COR ) program. It is designed to measure the effectiveness of your company s Health and Safety Management System (HSMS). This document is for the use of the Ontario COR registered company employee(s) designated to act as the internal auditor(s) only, or by IHSA staff, who have been trained in its use. Please read the instruction pages carefully before proceeding with the. Forms and documents (pre and post meeting, action plans etc) included in this documented MUST be completed and returned with your audit. Before applying for COR, the company should have a functioning health and safety program in place for at least one (1) year. The program must contain the 19 elements required for the COR audit. The elements may be listed under other headings. The auditor will take this into consideration when reviewing the audit. Timetable Upon registration, the Employer is provided with an electronic copy of the COR audit package which includes the audit instrument and instructions. The designated Internal Auditor must submit the completed audit instrument and all supporting documents and forms within the timeframes set out in the timetable. The employer is responsible for ensuring the audit is completed and submitted according to the following timeframes. Failure to do so may result in the company not receiving COR certification Infrastructure Health & Safety Association (IHSA) 08/15 2

4 Year 1 The employer will submit the completed internal audit and all supporting material in hard or electronic format (health & safety program and any documents such as completed forms, schedules, lists etc. used as verification) to IHSA for review. Upon receipt of the audit documentation, IHSA will date stamp and log it into the COR tracking system. COR Manager assigns the internal audit to an IHSA auditor. The auditor will review the audit and provide feedback to the participating Employer within 60 days of receipt of the internal audit. Failure to complete the document as directed may result in the audit being returned for required corrections, additions or changes. If corrections are required (e.g. legislated requirements) the Employer will be allowed up to 120 days to re-submit the corrected document. The external audit will be initiated if the internal audit meets the following requirements which include but are not limited to: receipt of supporting documentation, legislated questions achieving 100%, meeting minimum score requirements for each element and the overall audit and the quality of evidence submitted. If the Employer does not pass the External Audit, IHSA will provide in writing the areas of improvement required. The Employer will have 120 days to provide confirmation that corrective actions have been implemented. A re-audit may be required. Years 2-3 An annual audit must be completed by the designated Internal Auditor and submitted by the Employer at the beginning of year 2 and 3. The audit must be in the standard format required by IHSA and include all supporting documentation and a written report. The audit must pass an audit review conducted by the IHSA for the Employer to maintain good standing. Successful completion of the yearly Internal Audit must occur on or before the anniversary date of the Employer s initial receipt of the Certificate of Recognition. Year 4 The end of the third year marks the completion of the COR cycle. Continued participation in COR requires the Employer to re-register for the program. Infrastructure Health & Safety Association (IHSA) 08/15 3

5 Audit Guidelines There are three phases in the audit process. 1. Preparing for the audit 2. Performing the audit 3. Summarizing the audit Checklists for the auditor(s) use which list the tasks to be completed in each phase are provided on the following pages. 1. Preparing for the Audit How long will it take to complete the COR Internal Audit? The COR audit can be time consuming, depending on the size and diversity of jobs and locations within your company. In addition to the time required to train your company auditor, realistic timeframes must be considered for performing your company internal audit. For example, the audit requires the conducting of interviews. Each interview will take approximately 45 minutes. If your audit requires 10 employees to be interviewed, the total interview time is 7 ½ hours. Depending on where your employees are located, additional time will need to be added. The auditor should contact the appropriate company representative (owner, manager) to verify and arrange the details before beginning the audit. Infrastructure Health & Safety Association (IHSA) 08/15 4

6 COR Pre-Audit Checklist 1. Inform company or participants of requirements Completed Determine: Name of company key contact person Date, time and location of the pre-audit meeting Date, time and location of document review (desk audit) Names and positions of attendees for the pre-audit meeting Locations of active worksites for the audit Peak activity times Company activities on the day of the audit Availability of H&S manual for advance review Auditor personal protective equipment (PPE) required Speciality PPE and training required Additional auditor training (e.g. WHMIS, workplace specific) Auditor identification required (photo id, driver s license) Facility for interviews (quiet, comfortable, and convenient) Availability of records/documentation for review Workplace/site orientation requirements Workplace/site escort requirements Sample size and specifics for interviews Number of management & workers available for interview Infrastructure Health & Safety Association (IHSA) 08/15 5

7 2. Gather background information Completed Locate: Written description of organization (website, annual report) Company organizational chart Company health and safety statistics Previous audit or action plan (if available) 3. Gather tools Obtain:, interview and observation documents Current copy of applicable health and safety legislation Appropriate PPE (for workplace observation) Clipboard, pens, highlighters, post-it notes, measuring tape, camera, flashlight, carrying bag/knapsack 4. Familiarization tour Arrange: A tour of the workplace/site(s) accompanied by a knowledgeable company employee to become familiar with the work processes and workplace/site layout before the actual audit. 5. Pre-audit meeting Address: Confidentiality and how it will be maintained Scope of the audit (# of sites, interviewees etc) Verification methods (documentation, observation, interview) Minimum performance standards Procedure for handling and communicating auditor concerns e.g. dangerous situations, illegal activities etc. Infrastructure Health & Safety Association (IHSA) 08/15 6

8 General Audit Guidelines Use ink to complete the document, pencil will not be accepted If an incorrect response is entered by the auditor, the auditor will cross out the incorrect answer and place their initials next to the mistake. Do not erasee the error or use white out. If you have any questions or concerns when completing the audit, contactt IHSA. Audit Document Format Before beginning the audit, the auditor should ensure that they are familiar with the audit layout and review directions for completion. The COR audit document is divided into 19 elements. Each element contains two types of pages: evaluation pages and interview question pages. In addition, the interview questions and observations aree provided in separate documents if the auditor chooses to use them. Interview Question Pages Evaluation Pages Infrastructure Health & Safety Association (IHSA) 08/15 7

9 Navigating the Audit Document Each of the elements has a number of questions set out in evaluation pages that the auditor must complete. For easy identification, the evaluation pages have the name of the element printed on the left side of the information bar at top of the page. In addition to the element name, the bar contains the headers for the columns directly below, specifically: Score Possible; Score Acheived; Legislated, and; Verification Techniques. The audit questions, identified by the item number, are situated below the information bar. Guidelines relating to the questions are included directly below the questions. A space for auditor comments is provided. Evaluation page format Infrastructure Health & Safety Association (IHSA) 08/15 8

10 Score Possible, Partial Scores and Verification Technique The following examples provide detail on the Score Possible, Verification Technique columns and, guidelines for partial scores. Score Possible Infrastructure Health & Safety Association (IHSA) 08/15 9

11 Partial Score In the example below, the auditor must use two verification techniques for evaluation as shown by the split cell in the score possible column. In addition, each technique may be assigned partial points if the full evaluation criteria is not met. This is shown by the cells having filled backgrounds. Guideline for Partial Scores The following is provided as a general guideline to the assist the auditor in assigning a partial score when required. Infrastructure Health & Safety Association (IHSA) 08/15 10

12 Verification Technique The uses three methods to verify information: document review; interview; and observation. An element item may require the use of more than one verification method. When and is used in the verification technique column, the auditor must confirm the element item using both techniques. e.g. document review and interview. When or is used in the verification technique column, the auditor selects either of the techniques to confirm the element item e.g. document review or observation. Infrastructure Health & Safety Association (IHSA) 08/15 11

13 Legislated Requirements Legislated requirements, those items marked with an asterisk, must achieve a score of 100% to pass the audit. If you have scored less than 100% on a legislated requirement, IHSA encourages you to take action and make any changes before you send in the audit for assessment. Please acknowledge that this performance gap existed and has been corrected in your auditor notes. If you need more time to make the correction please contact IHSA for an extension. NOTE: If an employer does not achieve 100% for a legislated question, the employer does not pass the audit and cannot proceed until the item has been corrected. If the legislated requirement is n/a, such as in Element 15 - First Aid Room requirements or Element 16 - JHSC/Health and Safety representative requirements, remember to justify your answer in the auditor notes. IHSA will adjust the audit score to reflect the n/a if it is applicable. Infrastructure Health & Safety Association (IHSA) 08/15 12

14 Item Guidelines Each item question in the audit document has a corresponding guideline. These guidelines provide the auditor with additional information to assist in answering the item questions accurately. Auditor s Notes Infrastructure Health & Safety Association (IHSA) 08/15 13

15 The auditor is required to write comments in the auditor s notes section. These include: Reference to where supporting evidence was found (document page number or document title) Reference to support material (forms, minutes) that were used for verification What was observed by the auditor (one word comments are not adequate) Reason for assigning a score of zero, partial score or N/A Any other comments or reminders which may assist the auditor Example - Auditor s Notes Infrastructure Health & Safety Association (IHSA) 08/15 14

16 Calculations At the bottom of each evaluation page, a sub-total or net total category for that particular element can be found. The auditor is not required to perform these calculations. Infrastructure Health & Safety Association (IHSA) 08/15 15

17 2. Performing the Audit Once the preparation has been done, the auditor is ready to proceed with gathering the information required by the. This involves reviewing the documentation for the organization s Health and Safety Management System, as well as, gathering supporting evidence by obtaining records, interviewing employees and observing work practices. Document Review The documentation review and verification must be done before the interview and observation portions of the audit. The document review involves assessing the content and completeness of the company s health and safety manual and any records and/or forms pertaining to health and safety. The auditor is looking for evidence of company/work specific practices and procedures. Records and forms are typically examined for completeness by checking for dates, frequency, agenda items, signatures and attendance, to name a few items. Ensure that you have highlighted the specific verifying information in your H&S Program manual and on the records and forms that are being submitted. (Examples 1 and 2) Infrastructure Health & Safety Association (IHSA) 08/15 16

18 Example 1 Example 2 Infrastructure Health & Safety Association (IHSA) 08/15 17

19 Documents required for verification may include but are not limited to: Safety policy statement and company rules Orientation records (staff/workers) Discipline records Corporate safety evaluation system Emergency telephone lists Ministry of Labour (MOL) orders and inspection reports for completed work Hazard assessment Company rules, safe work practices and safe job procedures Housekeeping policy Individual training records for all employees [as required] Equipment/tool maintenance log and inspection checklists Safety communication reports Incident reports First aid reports WSIB Form 7s. and health and safety statistical reports Occupational Health and Safety Act and construction regulations Company policy booklet First aid certificates First aid treatment records Health and safety committee minutes and health and safety representative reports MOL orders and inspection reports Safety communication records such as memos, notices, journal entries, reports, recommendations or training records (for instance, toolbox talks) Specific site requirements for orientation, including hazards, rules, emergency procedures, and WHMIS products (MSDS s) Names of health and safety representatives or JH&SC members posted Inspection lists for planned inspections Completed workplace inspection reports (including corrective action taken) Emergency procedures and phone numbers Safe work practices and safe job procedures Infrastructure Health & Safety Association (IHSA) 08/15 18

20 Interviews The purpose of the interview is to gauge employee understanding of the company health and safety program. Both management and workers must be interviewed to verify some element items. The auditor will determine whether the interviewee provides a positive or negative response and mark the item accordingly. Example of an interview page Infrastructure Health & Safety Association (IHSA) 08/15 19

21 If available, use the company organizational chart to select a cross section of employees (management and workers) to interview. Senior management should inform the various department supervisors to assist in the audit by ensuring that interviewees are available and understand the purpose of the audit. Interviews will be conducted one on one. Group interviews are not acceptable. The auditor is required to ask each interviewee all questions that apply to their position (management or worker). Ask the questions as they are written. If it is necessary to paraphrase or probe further, do not change the intent of the question. Do not provide the answers or lead the respondents to the answers. In order to achieve a maximum score possible for the interview question, 51% of all employees interviewed (combined total of management plus workers) must supply a positive response to the question. Use the Audit Interview Ratio Table to determine the number of employees to interview. The auditor may determine that additional interviews are required based on company size and diversity of work i.e. company is divided by region or type of work. A separate Interview Questions Document is provided for the auditor s use. Use one document for each worksite where interviews are being conducted. If using this separate document, the auditor must ensure the final results (total of all interviews) are transferred to the document. Infrastructure Health & Safety Association (IHSA) 08/15 20

22 Audit Interview Ratio Table # of employees # of managers/supervisors to interview # of workers to interview Total to be interviewed to to to to Over Observations The purpose of conducting observations is to verify the information gathered during the documentation review and the interviews. Specifically, the auditor is visually confirming whether the workers are following procedures and/or whether the workplace/site conforms to the legal and company health and safety program requirements. For example, are required documents posted or available in the workplace. The worksites included in the audit must be representative of the overall company operations. The main office/shop visit must be included in the scope of the audit. Do not include these as active sites to be visited. To determine the number of worksites to visit refer to the Worksite Guideline table. Infrastructure Health & Safety Association (IHSA) 08/15 21

23 Worksite Observations Guidelines Active Sites Minimum Number of Sites to be Visited* 1 Site must be visited 2 Both sites must be visited 3-4 At least 2 sites must be visited 5-8 At least 3 sites must be visited 9-30 At least one third (1/3) of the sites must be visited 30+ Employer/auditor must contact IHSA to determine representative sampling for worksite observation *The main office/shop must be included in addition to these worksites. A separate Observation Questions Document is provided for the auditor s use. If using this separate document, the auditor must ensure the final results are transferred to the document. Item Scoring Guidelines All element items in the audit are verified by appropriate documentation, observation and/or interview. Every element item, or question, in the audit must have a score assigned to it (numerical, zero or N/A) and the value recorded in the score achieved column. A score of zero (0) or a partial score is recorded where documentation, observation and/or interview is required but cannot be verified. Where the score assigned is zero, N/A or a partial score (where allowed), the auditor will provide comments in the Auditor s Notes to support the score awarded. Some items do not apply to company operations. When this occurs, enter the full score in the score achieved column and note the N/A, and reason for applying it, in the auditor s notes. IHSA will make any adjustments to the score possible column during the audit review process. Infrastructure Health & Safety Association (IHSA) 08/15 22

24 Minimum Scores for Passing the The minimum total score required for passing the is 80%. For an individual element, the passing score is 65%. If, while completing the internal audit you identify a performance gap in your health and safety system that places you below the minimum passing grade required, IHSA encourages you to take action and make any changes before you send in the audit for assessment. Please acknowledge that this gap existed and has been corrected in your auditor notes. If you need more time to make the correction please contact IHSA for extension. Additional Information Requirements During the course of the audit, the auditor may find it necessary to access additional information or documentation to assist with the evaluation process. As an example, the auditor must have a grasp of the various Acts and Regulations that apply to the organization being audited. For example, in a company involved in road building, it may be necessary to evaluate the content of a traffic control plan. 3. Summarizing the Audit Audit Summary Report The Audit Summary Report is an important part of the audit process. It must be detailed enough for the company to address the gaps in their Health and Safety Management System. The auditor may use the Audit Summary form provided or produce their own. The report should contain the following content and be presented in the exit meeting: Acknowledgement to the company and management for their efforts and assistance during the audit. Infrastructure Health & Safety Association (IHSA) 08/15 23

25 A short description of the company being audited including the scope of work, size and any other relevant information that may have affected the audit findings. Supply details of any variances from the original scope, such as number of sites visited or interviews conducted. Reference to some of the positive findings Summary of the audit by element, listing existing strengths and areas for improvement Suggestion to management to develop, implement and follow-up on the areas for improvement in the form of a corrective action plan Thanks to the company/management for allowing you to present the audit Corrective Action Plan The Corrective Action Plan is to be completed by the company being audited (auditee) after the auditor has presented the complete audit results. The Corrective Action Plan describes the steps that will be taken to address the deficiencies identified in the audit report. The Corrective Action Plan will: Prioritize identified deficiencies from the audit Identify corrective action(s)/improvements required Assign responsibility Establish implementation/completion dates Infrastructure Health & Safety Association (IHSA) 08/15 24

26 Sample Corrective Action Plan Health and Safety Action Plan for Company Inc. Item Action and Target Date By Whom Date Completed No H&S policy posted at head Post current copy of Bill Kay March 24, 20XX office [1.6] H&S policy on head Safety Director office safety board Reviewed by: Signature: Name and signature (owner/senior management) Date: Submitting the Audit Please review the following information to ensure that your internal audit is complete before submitting it to IHSA. 1. A hard copy of your company Policy and Program, properly labelled and inserted into a binder, must be submitted to IHSA with your internal audit. An electronic copy of your company policy and program will not be accepted. 2. Before submitting the audit, ensure that you have made reference in the Auditor s Notes, to the page number in your health and safety program on which the documentation can be verified. (see Example 1) Infrastructure Health & Safety Association (IHSA) 08/15 25

27 Example 1 3. Ensure that you have highlighted the verifying information in your H&S Program manual. (Example 2) Infrastructure Health & Safety Association (IHSA) 08/15 26

28 Example 2 4. When you are required to include copies of supplemental documents, such as completed inspection forms or incident report forms, ensure that you have provided the audit item number on the top right hand corner of the document(s) for reference. If you are verifying frequency, attach copies with 3 consecutive dates, e.g. three days, weeks or months in a row. (Example 3) Infrastructure Health & Safety Association (IHSA) 08/15 27

29 Example 3 Audit Submission Checklist The Audit Submission Checklist must be completed and submitted with the audit. Additional documentation submitted that is not listed on the checklist becomes the property of the IHSA and will not be returned. The documents listed in this checklist must be attached and completed properly. IHSA reserves the right to return the audit if these requirements are not met. Infrastructure Health & Safety Association (IHSA) 08/15 28

30 Audit Submission Checklist Tool submit a hard copy of the completed audit for review. Copies of supplemental documents used for verification such as completed inspection forms, incident investigation forms, records of training etc. Audit Information Form this must be completed, signed by the auditor and submitted with the audit. Pre and Post Audit Form ensure that both the senior management and auditor have signed this form. Submit the completed form with the audit. Interview Questions Document (if used by the auditor) ensure that the correct number of interviews have been conducted and this document is included with the audit submission. Observation Questions Document (if used by the auditor) ensure this document is included with the audit submission. Audit Summary Report complete and submit with the audit. Corrective Action Plan ensure that a plan has been developed by the employer and is submitted with the audit. Agreement on Confidentiality and Non-disclosure Form Do Not submit this form. This is required for the External Audit ONLY. Infrastructure Health & Safety Association (IHSA) 08/15 29

31 Audit Information Form Start date of Audit: End date: Type of Audit: Internal External COR : Certification Recertification Company Information Company legal name: WSIB account # Address: City/Town: Province: Postal code: Key contact: # of workers regularly employed Phone: Fax: Auditor Information Name: Auditor #: Company: Address: City: Prov: Postal code: Phone: Fax: Auditor signature: Infrastructure Health & Safety Association (IHSA) 08/15 30

32 Pre and Post Audit Meeting Form Purpose and scope of audit Code of conduct Minimum scores for audit Company: Pre-audit meeting date/time: Confidentiality Audit document to be used Questions/concerns Auditor: Location: Attendees: Name of key contact: Phone : Audit Schedule Start date: Finish date: Active workplace/sites: (highlight sites to be audited) Interviews: # of management: # of workers: Post-audit meeting date/time: Location: Attendees: Auditor signature: Date: Owner/senior management signature: Job title: Date: Infrastructure Health & Safety Association (IHSA) 08/15 31

33 Corrective Action Plan (photocopy this form if additional space required) Item Action and Target Date By Whom Date Completed Reviewed by: Signature: Name and signature (owner/senior management) Date: Infrastructure Health & Safety Association (IHSA) 08/15 32

34 Audit Summary Report (If additional space is required use separate sheets and attach to this document) Acknowledgement Description of Company and Scope of Audit Reference to Positive Findings Summary by Element (all 19 elements must be addressed) Infrastructure Health & Safety Association (IHSA) 08/15 33

35 Summary by Element (continued) Audit Summary Report (continued) Corrective Action Plan Closing Statement Auditor: Date: [Signature] Infrastructure Health & Safety Association (IHSA) 08/15 34

36 Agreement on Confidentiality and Non-disclosure (To be completed for external audit only) 1. The Infrastructure Health & Safety Association agrees to hold confidential any information obtained directly or indirectly through the performance of the (herein referred to as the Audit) conducted for: 2. The Infrastructure Health & Safety Association further agrees not to disclose any information obtained through the Audit without express written permission of an authorized representative of: 3. Notwithstanding clauses 1 and 2, the Infrastructure Health & Safety Association may use information obtained through the Audit for its own internal purposes, with the provision that no reference will be made to specific projects, employers, or workers without the expressed written permission of the parties concerned. Agreed to by: Name: [Company Representative] Title: Representing: Signature: Date: Name: [IHSA Auditor] Title: Representing: Infrastructure Health & Safety Association Signature: Date: Witnessed by: [Print Name] [Signature] Date: Infrastructure Health & Safety Association (IHSA) 08/15 35

37 Definitions Action Plan: A plan that identifies the tasks to be accomplished, assigns responsibilities for completing each task, identifies the time line in which it is to be completed, and records the actual action taken and completion dates Adequate: "adequate", in relation to a procedure, material, device, object or thing, means, a) sufficient for both its intended and its actual use, and b) sufficient to protect a worker from occupational illness or occupational injury, and "adequately" has a corresponding meaning; Auditor: An individual who has the qualifications and skill to measure health and safety performance against a given standard. Competency is based on training through a recognized agency, certification, and experience Code of Practice: A selection of appropriate regulations and procedures specific to hazardous work. Certified Management member: A person representing management who is a member of the Joint Health & Safety Committee at the workplace and has completed Basic Certification (Part 1) and Workplace-Specific Hazard Training (Part 2) as required by Occupational Health & Safety Act section 9(12) and has received a record from the Ministry of Labour recognizing that the training has been completed. Certified Worker member: A worker who is a member of the Joint Health & Safety Committee at the workplace and has completed Basic Certification (Part 1) and Workplace-Specific Hazard Training (Part 2) as required by Occupational Health & Safety Act section 9(12) and has received a record from the Ministry of Labour recognizing that the training has been completed.. Competent worker: "competent worker", in relation to specific work, means a worker who, a) is qualified because of knowledge, training and experience to perform the work, b) is familiar with the Occupational Health and Safety Act and with the provisions of the regulations that apply to the work, and c) has knowledge of all potential or actual danger to health or safety in the work; Competent person: competent person means a person who, a) is qualified because of knowledge, training and experience to organize the work and its performance, b) is familiar with this Act and the regulations that apply to the work, and c) has knowledge of any potential or actual danger to health or safety in the workplace; Infrastructure Health & Safety Association (IHSA) 08/15 36

38 Confined Spaces: "confined space" means a fully or partially enclosed space, (a) that is not both designed and constructed for continuous human occupancy, and (b) in which atmospheric hazards may occur because of its construction, location or contents or because of work that is done in it. Controls: Measures taken to eliminate or reduce the risks posed by a hazard. Critical Task: A task that, if not accomplished following the specified safe work practice or safe job procedure, results in a serious adverse effect. A job with high potential for serious loss or injury. Emergency Preparedness Plan: Detailed procedures for responding to potential emergencies that may occur in the work environment or at the workplace such as, but not limited to, fire, chemical spill, violent act, motor vehicle incident, trench collapse, structure collapse, fall arrested, caught in or crushed, electrical explosion, weather conditions, medical emergency (e.g., heart attack, seizure, allergic reaction, etc.). Employees: All of the individuals employed by the company. Includes Managers, Supervisors and workers. Hazard: A hazard is any source of potential damage, harm or adverse health effects on something or someone. (from CCOHS) Hazard assessment: The process of conducting a systematic review in order to: identify hazards associated with work activities, and analyze or evaluate the risks(s) associated with the hazards, and determine appropriate ways to eliminate or control the hazards Hazardous Materials: Every controlled product is considered a hazardous material. A controlled product means a product, material or substance determined a accordance with Part IV of the Controlled Products Regulations (Canada) to be included in a class listed in Schedule II of the Hazardous Products Act (Canada). Health & Safety Policy: Written statement of an employer s commitment to protect the health and safety of employees at work. Incident: An undesired, unplanned, unexpected event that results, or has the potential to result, in physical harm to a person or damage to property (loss or no loss). Job: A segment of work, a specific work assignment, or a set of actions required to complete a specific work objective. An accumulation of all tasks involved at the work site. Infrastructure Health & Safety Association (IHSA) 08/15 37

39 Management People who have some level of authority, responsibility, and accountability within the firm. see Senior Management Manager: Person who has charge of a workplace or authority over a worker. A person who administers and/or supervises the affairs of a business, office, or organization. Medical Monitoring (Surveillance): Mandated medical examinations for workers exposed to occupational health hazards such as organic lead, asbestos, silica, coal dust, noise exposure, etc. Refer to Occupational Health and Safety legislation for your jurisdiction. Modified duties: Modified duties refer to accommodated or alternate work to be performed while the worker is still recovering. Near miss: An event that under different circumstances could have resulted in harm to a person or damage to property or the environment. No-Loss Incident: Any unplanned and unwanted event which could have resulted in damage or injury (i.e. near miss). Ongoing hazard assessment: The process of conducting a daily hazard assessment to address the ever changing site activities and conditions. In circumstances where workers move from site to site this would be done prior to work at each site. Refer to the definition of hazard assessment. Physical Agents: Sources of energy that may cause injury or illness such as, but not limited to, noise, vibration, radiation, and temperature extremes. Risk: Risk is the chance or probability that a person will be harmed or experience an adverse health effect if exposed to a hazard. It may also apply to situations with property or equipment loss. (from CCOHS) RTW (Return to Work): Return to work, also known as work reintegration, is the process of returning to work following a period of disability. The process starts as soon as the worker has had a work-related injury or illness and continues throughout the worker s recovery and period of impairment. Rule: A company directive that governs and controls conduct or action. Safe Work Practice: Things one must do, or ways in which something is done at the workplace in order to ensure worker safety. A set of positive guidelines or Do s and Don ts on how to perform a specific task that may not always be done in a certain way. Infrastructure Health & Safety Association (IHSA) 08/15 38

40 Safe Job Procedure: The step by step instructions that must be followed in sequence in order to complete a task or process safely. A written, specific step-by-step description of how to complete a job safely and efficiently from start to finish. Senior management: Managers and executives at the highest level of an organization. Senior management has responsibility for corporate governance, corporate strategy and the interests of all the organization s stakeholders. Specialized PPE: PPE other than high visibility garments, safety glasses, hard hats & CSA approved (green patch) safety footwear (e.g., respiratory protection, fall protection equipment & fall arrest equipment, hearing protection, gloves, skin protection, etc.) Supervisor: Person who has charge of a workplace or authority over a worker. An individual who directs the day-to-day work. This includes foremen, supervisors, and in some firms superintendents. Subcontractor: Any worker or group of workers who perform work at the project or on your premises for which you compensate the worker or group of workers and are not compensated for that work through your organization s payroll. Task: A segment of work that requires a set of specific and distinct actions for its completion. Worker: An individual employed by a company (full-time, part-time, volunteer or on a contractual basis). This could include owners, management, sub-contractors, and workers. For the purposes of this audit, a worker will be defined as an individual who does not have management or supervisor responsibilities. WSIB: Workplace Safety & Insurance Board (Ontario s workplace compensation system). Infrastructure Health & Safety Association (IHSA) 08/15 39

41 Infrastructure Health & Safety Association (IHSA) 08/15 40