POLICY HEALTH AND SAFETY Operatins Categry: Apprval: Bard f Gvernrs Respnsibility: President and Vice-Chancellr Date Date initially apprved: February 4, 1993 Revisins apprved: June 16, 2005 Revisins apprved: December, 2011 Revisins apprved: April, 2013 Revisins apprved: June 23, 2015 Definitins: Cmpetent persn: A persn wh is qualified because f knwledge, training and experience t rganize the wrk and its perfrmance; is familiar with the Occupatinal Health and Safety Act and the regulatins that apply t the wrk; and has knwledge f any ptential r actual danger t health r safety in the wrkplace. Due Diligence: Taking every precautin reasnable in the circumstances fr the prtectin f a wrker. Internal Respnsibility System: A system within an rganizatin where everyne has direct respnsibility fr health and safety as an essential part f his r her jb. Placement Student (c-p student, intern): A student wh perfrms wrk withut cmpensatin as part f an apprved secndary r pst-secndary prgram. Prgram: A plan f actin aimed at accmplishing a clear business bjective, with details n what is t be dne, by whm, when, and what means r resurces will be used. (Businessdictinary.cm) Supervisr: A persn wh has charge f a wrkplace r authrity ver a wrker. Purpse/Reasn fr Plicy: The purpse f this Plicy is t: Prvide a framewrk fr identifying and cntrlling hazards in University peratins; Clarify the health and safety respnsibilities f each member f the University cmmunity; Satisfy the requirement t prepare and review at least annually a written ccupatinal Apprved: June 2015 1
health and safety plicy and develp and maintain a prgram t implement that plicy 1. Scpe f this Plicy: This plicy applies t all members f the Trent University cmmunity: emplyees, students, vlunteers, visitrs, and independent cntractrs. Plicy Statement: The University will take all apprpriate measures t prtect the health and safety f emplyees, students, visitrs, and cntractrs, t prmte health and safety awareness, and t meet r exceed the standards and legislative requirements f the Ontari Occupatinal Health and Safety Act, related statutes and regulatins. Respnsibilities: The Bard f Gvernrs is respnsible fr ensuring the University has a cmprehensive, effective health and safety prgram that is maintained and updated as necessary. The Bard will receive an annual health and safety reprt frm management and may cnduct r call fr mre detailed inhuse r external reviews. The Chair f the Bard f Gvernrs is respnsible fr c-signing this plicy. The President f Trent University is respnsible t the Bard f Gvernrs fr directing the health and safety activities f the University and fr ensuring that: This plicy is implemented and maintained; This plicy is reviewed annually. The renewed plicy shall be signed by the President each year; Health and safety is integral t planning; A jint health and safety cmmittee, advisry t the President, is established and maintained; Apprpriate resurces, including staff, are appinted t supprt health and safety; The annual perfrmance review f thse persns reprting t the President takes int accunt the manner in which they have carried ut their respnsibilities fr managing health and safety; When appinting a supervisr, appint a cmpetent persn. The President f Trent University is respnsible fr c-signing this plicy. The Vice-Presidents and University Secretary f Trent University are respnsible t the President fr: Ensuring that, within their areas f respnsibility, apprpriate prgrams are develped, resurced, implemented, evaluated and maintained; Ensuring that annual perfrmance review f thse persns reprting t them takes int 1 Occupatinal Health and Safety Act, RSO 1990 c0.1, s25(2)(j) Apprved: June 2015 2
accunt the manner in which they have carried ut their respnsibilities fr managing health and safety; When appinting a supervisr, appint a cmpetent persn. The Assciate Vice-Presidents, Deans, Directrs, Executive Directrs, University Registrar and University Librarian, in accrdance with the respnsibilities delegated by their respective Vice- Presidents are respnsible t their supervisr fr: Ensuring health and safety is integrated int all planning and decisin-making within their prtflis, including the design f teaching curricula; Ensuring prgrams that address health and safety are develped, resurced, implemented, evaluated, and maintained; Ensuring that annual perfrmance reviews f their direct reprts includes accuntability fr health and safety; When appinting a supervisr, appint a cmpetent persn Managers, Supervisrs, Academic Chairs, and Principal Investigatrs are respnsible t their supervisr fr ensuring that: Health and safety prgrams are implemented in the unit as applicable; Health and safety risk management is integrated int all aspects f planning and decisin-making within the unit; Hazards are recgnized, assessed and cntrlled as required; All accidents r incidents are investigated and steps taken as necessary t prevent a recurrence; The required supervisin and training are prvided t all members f the unit t ensure wrk is dne safely, and dcumentatin is retained t demnstrate due diligence; Annual reviews take place f accident prfiles, wrkplace inspectin findings, health and safety cncerns, training activities and ther, related factrs in rder t mnitr health and safety perfrmance and t determine planning pririties. Any faculty r staff having charge f an area r activity, r any degree f authrity ver any persn, is respnsible t his/her respective supervisr fr ensuring that: All hazards have been identified and assessed and risk cntrl measures are in place and dcumented; All individuals under his/her supervisin, including students and placement students, have been infrmed f the hazards and instructed n the necessary safe wrk prcedures; The wrkplace is rutinely mnitred and inspected fr hazards and cncerns are prmptly addressed; Accidents are reprted prmptly, investigated and steps taken t prevent recurrence. Any emplyee respnsible fr a cntract between the University and an independent cntractr is respnsible fr ensuring that: The cntract dcuments incrprate all applicable requirements f Trent University s health and safety prgrams; All relevant infrmatin relating t wrkplace hazards is cmmunicated t the cntractr; Apprved: June 2015 3
Health and Safety requirements in the cntract are mnitred and enfrced. Every University emplyee, every independent peratr and every placement student wrking n University prperty is respnsible fr: Refraining frm any activity which may endanger the health r safety f themselves r any ther persn; Prmptly reprting t his r her supervisr any wrkplace hazard f which he r she is aware; Cmplying with this plicy, the Occupatinal Health and Safety Act and regulatins. Students and visitrs are similarly expected t refrain frm any activity which may endanger the health r safety f themselves r any ther persn and t prmptly reprt any hazards which may arise. Other related plicies Access Cntrl Plicy, Weapns Plicy, Activity Risk Management Plicy, Smke Free Plicy, Vehicle Plicy, Snw Remval Plicy Return t Wrk (WSIB), Emplyee Identificatin Cards, Campus Vilence and Harassment Plicy and Prcedure, Related legislatin, Cllective agreements: (Nte: This is a representative list f key statutes. It is nt intended t be cmprehensive.) R.S.O. 1990, c. O.1, Occupatinal Health and Safety Act; O. Reg. 632/05, Cnfined Spaces; O. Reg. 213/91, Cnstructin Prjects; O. Reg. 833/268, Cntrl f Expsure t Bilgical r Chemical Agents; O. Reg. 834, Critical Injury Defined; O. Reg. 490/09 - Designated Substances; O. Reg. 67, Health Care and Residential Facilities; O. Reg. 474, Needle Safety; O. Reg. 851, Industrial Establishments; O. Reg. 856, Rll-Over Prtective Structures; O. Reg. 857, Teachers; O. Reg. 780, Training Prgrams; O. Reg. 572, Training Requirements fr Certain Skill Sets and Trades; O. Reg. 858, University Academics and Teaching Assistants; O. Reg. 859, Windw Cleaning; O. Reg. 860, Wrkplace Hazardus Materials Infrmatin system (WHMIS); Apprved: June 2015 4
O. Reg. 861, X-Ray Safety S.O. 1997, c. 4, Fire Prtectin and Preventin Act; O. Reg. 388/97, Fire Cde; Trent University Fire Safety Plans R.S.C., 1985. c. C-46; Criminal Cde Regulatry Guideline G-206 Financial Guarantees fr the Decmmissining f Licensed Activities S.C. 1997, c.9, Nuclear Safety and Cntrl Act; SOR/2000-202, General Nuclear Safety and Cntrl Regulatins; SOR/2000-203, Radiatin Prtectin Regulatins; SOR/2000-207, Nuclear Substances and Radiatin Devices Regulatin; SOR/2000-208,Packaging and Transprt f Nuclear Substances Regulatin; SOR/2000-209, Nuclear Security Regulatins. SOR/2013-139, Administrative Mnetary Penalties Regulatins (Canadian Nuclear Safety Cmmissin) Security f Nuclear Substances, REGDOC-2.12.3 S.C. 2009, c. 24, Human Pathgens and Txins Act; SOR/94-558, Human Pathgens Imprtatin Regulatins; Canadian Bisafety Standards and Guidelines fr Facilities Handling Human and Terrestrial Animal Pathgens, Prins and Bilgical Txins, 1 st ed. Public Health Agency Canada. 2013. S.C 1992, c. 34, Transprtatin f Dangerus Gds Act, 1992 SOR/2001-286, Transprtatin f Dangerus Gds Regulatins Cllective Agreement between Trent University and Ontari Public Service Emplyees Unin Lcal 365, Cllective Agreement between the Bard f Gvernrs n Behalf f Trent University and the Trent University Faculty Assciatin, Cllective Agreement between Trent University and Canadian Unin f Public Emplyees Lcal 3908 (Unit 1) Cllective Agreement between Trent University and Canadian Unin f Public Emplyees Lcal 3908 (Unit 2) Multi-Wrkplace Jint Health and Safety Cmmittee Terms f Reference, Apprved by an Order in Writing granted by the Minister f Labur n March 29, 2007 Cntact Officer Envirnmental Health and Safety Officer Date fr Next Review January, 2016 Related Plicies, Prcedures and Guidelines Plicies Superseded by This Plicy As listed n the Health and Safety website: www.trentu.ca/healthandsafety Trent University Health and Safety Plicy. April 2013 Apprved: June 2015 5
PROCEDURE Cntact Officer PROCEDURES TO SUPPORT THE IMPLEMENTATION OF THE HEALTH AND SAFETY POLICY Envirnmental Health and Safety Officer PROCEDURE Purpse Prcedure Risk Management Department President President Risk Management Department University Managers and Supervisrs Implementatin f the Health and Safety Plicy The University will implement this Plicy by taking the fllwing steps: Step 1: The jint health and safety cmmittee will review this plicy, prcedure and guideline dcument at least annually. The Cmmittee will frward their endrsement r recmmendatins t the President f the University, in writing. Step 2: The President will respnd t the Cmmittee, in writing, within 21 days. If the President des nt agree with the recmmendatins, the President will give the reasns why (s)he disagrees. Step 3: A new r amended Plicy will be frwarded t the Bard fr apprval. Step 4: A new r revised Plicy, nce apprved, will be frwarded t all University Managers and Supervisrs. A hardcpy (i.e. pster) f the plicy will be psted and maintained in every majr University building. An electrnic cpy will be psted n the Health and Safety website and distributed t members f the jint health and safety cmmittee. Step 5: Managers and supervisrs will ensure their emplyees, cntractrs, students, r guests are familiar with the requirements f this plicy, as required. Date Apprved Mnth Day Year Apprval Authrity President and Vice-Chancellr Date f Cmmencement December 2012 Amendment Dates 2005 2011/12/02 2013/04/18 2015/02/23 Date fr Next Review January 1, 2016 Related Plicies, Prcedures and Guidelines Related plicies can be fund n the Risk Management website (www.trentu.ca/riskmanagement): Apprved: June 2015 6
GUIDELINE Health and Safety Guidelines Cntact Officer Envirnmental Health and Safety Officer Purpse This guideline is intended t help University emplyees understand and meet the respnsibilities f the Internal Respnsibility System. Guideline Health and safety is an integral part f management. Any persn wh manages an activity must als manage the risks f that activity. Health and safety cannt be managed adequately by respnding reactively. It must be deliberately managed. In additin t thse duties prescribed in the Occupatinal Health and Safety Act and related statutes, Trent University is required t take every precautin reasnable in the circumstances fr the prtectin f the wrker 2. Implicit in the legislatin, and supprted by the Supreme Curt f Canada 3, is the rganizatin s psitive duty t establish a system t prevent the ccurrence f ffenses under the Act and t take reasnable care t ensure the system is effective. Further, in March, 2004 Bill C-45 amended the Canadian Criminal Cde by adding sectin 217.1: "217.1 Every ne wh undertakes, r has the authrity, t direct hw anther persn des wrk r perfrms a task is under a legal duty t take reasnable steps t prevent bdily harm t that persn, r any ther persn, arising frm that wrk r task." The Bill als added prvisins fr criminal liability f rganizatins and its representatives fr negligence (22.1) and ther ffences (22.2). Cnsistent with these bligatins and in keeping with health and safety best practices, every health and safety prgram anticipated by this Plicy must address each f the fllwing 7 elements: 1. Clearly defined rles and respnsibilities Universities are cmplex rganizatins and emplyees (and students) may be unclear as t whm they shuld apprach with their health and safety cncerns. Similarly, serius safety cncerns may arise where an emplyee des nt understand that he r she is a supervisr and respnsible fr directing the wrk f thers. It is therefre imprtant t have clearly defined reprting structures and well established chains-f-cmmand as well as clearly defined duties. 2 Occupatinal Health and Safety Act, RSO 1990 c0.1, s25(2)(h) and s27(2)(c) 3 Supreme Curt f Canada, R. v. Sault Ste. Marie (1978) Apprved: June 2015 7
2. Training Health and safety has nt histrically been part f the cre curriculum in Ontari schls, s many peple have limited frmal (dcumented) health and safety training. This can be a challenge since health and safety is heavily regulated and carries respnsibilities fr all wrkplaces, including such lw-risk envirnments as ffices and classrms, mderate risk areas such as teaching labratries and caretaking clsets and higher risk areas such as research labs and chemical dispensing rms. Health and safety training is an imprtant cmpnent f the health and safety system. As a minimum every emplyee f Trent University shuld: a. Read this Health and Safety Plicy, Prcedure and Guideline; b. Cmplete the Orientatin and Wrkplace Vilence and Harassment curses available nline: https://webct.trentu.ca/webct/lgn/5286304341001 c. Cmplete any additinal training requirements identified by the Health and Safety Training matrix: http://www.trentu.ca/healthandsafety/dcuments/healthandsafetytrainingma TRIX.xls d. Cmplete any training required by their Supervisr. 3. Dcumentatin Dcumentatin can help t prevent ambiguities and misunderstandings, and may be critical in the event f a legal actin. All training shuld be dcumented, as shuld any meetings where health and safety is discussed. Written prcedures are recmmended (and usually required) fr higher risk activities (eg. Wrk in cnfined spaces). 4. Cmmunicatin Clear lines and means f cmmunicatin are imprtant fr an effective health and safety prgram. Emplyees shuld be encuraged t bring their cncerns t their supervisr, with a reasnable expectatin f an pen and frank dialgue. 5. Hazard Identificatin, Assessment and Cntrl Hazard Identificatin: Hazards can be identified by cnsidering the things that can g wrng with any task. This prcess can be helped by cnsidering PEMEP: Peple: D the peple invlved have the necessary knwledge, skills, and experience? What level f supervisin is required? Have they dne this wrk befre? Equipment: Is the equipment in gd repair? Are all guards in place? When was it last inspected? Materials: Are the materials heavy? Sharp? Awkwardly shaped? Ptentially Apprved: June 2015 8
cntaminated? Are there inherent prperties that make them hazardus (eg. Pisnus r flammable materials) Envirnment: Where will these activities take place? Will temperature be an issue? Cmmunicatins? Will emergency services be available? Prcess: Are safe quantities r vlumes being used? Is ne persn ding all the heavy lifting r is the wrk apprpriately distributed? Des the wrk create harmful by-prducts? (eg. Welding fumes, sawdusts) Hazard Assessment: Risk can be defined as the prbability f an incident multiplied by the severity f an incident (R = P x S). Assess the risk f each activity by assigning a scre between ne (lw) and 5 (high) fr each f prbability and severity, then determining the prduct. When assigning scres cnsider past experience (eg. The frequency and severity f past incidents), the ptential fr injury and/r prperty damage), regulatry penalties, envirnmental damage, etc. Eg. Risk f a paper cut while filing: Prbability: 5/5; Severity: 1/5; Risk = 5 x 1 = 5 Eg. Risk f a back injury frm shveling snw Prbability: 3/5; Severity: 3/5; Risk = 3 x 3 = 9 Apprved: June 2015 9
Cntrls: Cntrls fall int five brad categries. Eliminatin f the hazard is the mst effective, but nt always pssible. Substitutin, r replacing the hazard a safer alternative, can als be very effective. Design r Engineering cntrls can be used t islate r cntain a hazard (eg. a fume hd). Less effective are Administrative f Wrk Prcedure cntrls, which includes practices such as training, rules, labeling, scheduling and warning r alarm systems. Least effective, and nrmally used where ther ptins aren t practical, is Persnal Prtective Equipment, essentially any barrier that must be wrn (eg. ear plugs, hard hats, safety ftwear,etc.) Apprved: June 2015 10
Frm: Centres fr Disease Cntrl and Preventin 6. Inspectins and Audits Inspectins can be described as a critical examinatin f the wrkplace used t identify physical hazards. They are an imprtant part f any safety prgram. Supervisrs and emplyees shuld cnduct cntinual, nging inspectins as part f their regular duties, but additinal, mre thrugh inspectins shuld be cnducted where new equipment r prcedures are intrduced and/r fr medium t high hazard peratins. Additinal inspectins will be cnducted at least annually by the Jint Health and Safety Cmmittee. Audits are a structured, methdical assessment f wrkplace activities used t evaluate hw well an rganizatin is managing an activity. A health and safety audit usually includes persnal bservatins, reviews f written recrds and written prcedures and interviews with bth management and peratinal emplyees. Prgrams are encuraged t cnduct peridic internal audits t assess the verall effectiveness f their health and safety prgrams. External audits (eg. WSIB s Wrkwell Audit) shuld be anticipated in the event f a sudden increase in the frequency r severity f wrk-related injuries r illness. 7. Incident Reprting and Investigatin All incidents (including thse that d nt result in injury r prperty damage) shuld be fully investigated and steps taken t prevent a reccurrence. Incidents that require reprting t external agencies (eg. Wrk-related injuries, chemical spills) must be reprted immediately t the Risk Management Department. Apprved: June 2015 11
The Risk Management Department supprts health and safety at the University by: Prviding administrative supprt and expert guidance t the Jint Occupatinal Health and Safety Cmmittee and ensuring that the Cmmittee: Meets mnthly thrugh the fall/winter term Maintains and psts minutes f all meetings Has at least tw certified members wh are available t investigate wrk refusals and issue stp wrk rders, as required Cnducts regular wrkplace inspectins s that all University buildings are inspected annually. Frward cncerns and recmmendatins t the apprpriate University manager fr reslutin Makes recmmendatins in writing and receives a written replies within 21 days Receives reprts r infrmatin abut actual r ptential hazards, as required. Psting paper cpies f the Occupatinal Health and Safety Act, this Plicy, related guidelines and supprting materials in the wrkplace, as required; Initiating an annual review f this Plicy; Prviding expert advice n health and safety matters thrugh the develpment f plicies, guidelines and standards and the disseminatin f that infrmatin thrugh cnsultatin, training, traditinal dcumentatin (eg. manuals, psters) and nline resurces (eg. websites, prtals, e-mail); Ensure wrk-related injuries are apprpriately investigated; Manage the University s accunt with the Wrkplace Safety and Insurance Bard, including the reprting f injuries and the management f an early-and-safe return-t-wrk prgram; Maintaining WSIB statistics and related health and safety metrics t mnitr the effectiveness f the health and safety prgram. Liaisn with Ministry f Labur Inspectrs, as required, including the filing f Critical Injury reprts, inspectins, investigatins and the management f any fllw up that may be required; In cnjunctin with the Physical Resurces Department, manage fire safety including the develpment and maintenance f the University Fire Safety Plicy, building Fire Safety Plans, and the Fire Warden prgram; Prviding first aid training, kits and supplies t University Departments; Managing the University s hazardus chemical waste prgram; Prviding the Bard f Gvernrs with an annual assessment f health and safety at the University thrugh the preparatin and submissin f an annual Health and Safety Reprt Links The fllwing infrmatin is psted n the Health and Safety prtal: Jint Health and Safety Cmmittee member cntact infrmatin Jint Health and Safety Cmmittee minutes Inspectin Reprts Fire Safety Plans Relevant links: Apprved: June 2015 12
Ministry f Labur: http://www.labur.gv.n.ca/english/ Wrkplace Safety and Insurance Bard: http://www.wsib.n.ca/en/cmmunity/wsib#main Public Service Health and Safety Assciatin: http://www.healthandsafetyntari.ca/bundles/pshsa/index.html Canadian Centre fr Occupatinal Health and Safety: http://www.cchs.ca/ Date Apprved June 23, 2015 Apprval Authrity President and Vice-Chancellr Apprved: June 2015 13