1/7/14 Developing Occupational Health and Safety Policies and Programs | Service NL

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Developing Occupational Health and Safety
Policies and Programs
In May 2001, a number of amendments to the Occupational Health and Safety Act were proclaimed. One important
amendment, effective January 1, 2002, requires employers with ten or more employees to establish and maintain a
written health and safety program, and for employers with less than ten employees to establish and maintain a
written health and safety policy. Specific regulations outlining the required elements of an occupational health and
safety policy and program were approved by government in December 2001, and are reproduced below.
Safety Policy Definition
Safety Program Definition
Reasons for Health and Safety Programs or Policies in the Workplace
Rules for the Application of Health and Safety Policies and Programs
How to Develop a Health and Safety Policy or Program
Deadline for Compliance with the New Regulations
Requirements for Policy or Program Review and/or Revisions
Copying Someone Else's Health and Safety program
Health and Safety Policy and Program Training
More Information
New Regulations and Existing Health Programs and Policies
Examples of Health and Safety Policies
Sample Health and Safety Policy Statement
New Occupational Health and Safety Regulations
Occupational Health and Safety Policy
Safety Policy Definition
A health and safety policy is a written statement by an employer stating the company's commitment for the
protection of the health and safety of employees and to the public. It is an endorsed commitment by management to
its employees regarding their health and safety.
Details on the elements of an occupational health and safety policy are outlined in the attached Regulations.
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Safety Program Definition
A health and safety program contains the health and safety elements of an organization, objectives which make it
possible for the company to achieve its goal in the protection of its workers at the workplace.
Section 4.(1) of the Occupational Health and Safety Regulations specify the minimum requirements to be contained
in a health and safety program. Some of the requirements specified in the regulation may not be applicable to every
workplace. However, each employer should carry out their own health and safety risk assessment, in consultation
with the occupational health and safety committee, to determine what hazards are present at the workplace. Once
the hazards have been identified, controls for exposure to these hazards should be detailed in the health and safety
program.
Details of the required elements of an occupational health and safety program are outlined in the attached
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regulations.
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Reasons for Health and Safety Programs or Policies in the Workplace
There are several reasons why workplaces need a health and safety policy or program, including:
to clearly demonstrate management's full commitment to their employee's health and safety;
to show employees that safety performance and business performance are compatible;
to clearly state the company's safety beliefs, principles, objectives, strategies and processes to build buy-in
through all levels of the company;
to clearly outline employer and employee accountability and responsibility for workplace health and safety;
to comply with the Occupational Health and Safety Act; and
to set out safe work practices and procedures to be followed to prevent workplace injuries and illnesses.
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Rules for the Application of Health and Safety policies and Programs
The Occupational Health and Safety Act and Regulations applies to all employers, workers, and self-employed
persons. Employers with less than ten employees will be required to have an occupational health and safety policy in
place while employers with ten or more employees will be required to have an occupational health and safety program
in place.
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How to Develop a Health and Safety Policy or Program
The development of a health and safety policy or program is the responsibility of the employer. However, for such a
policy or program to be accepted and successful it will need the commitment and endorsement of the workers.
Therefore, it is critical to involve the workers in the early stages when developing a policy or program. This would
include, but not be limited to, the workers' health and safety representative or the occupational health and safety
committee.
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Deadline for Compliance with the New Regulations
The requirements for the establishment of an occupational health and safety policy or programs come into effect on
January 1, 2002. Occupational Health and Safety Officers will be conducting inspections to ensure such
policies/programs are in place. Where the employer has not yet established a policy/program, officers will be issuing
orders (directives) to ensure compliance. These orders will require the establishment of a policy within 30 days or a
program within 90 days of the issuance of the order.
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Requirements for Policy or Program Review and/or Revisions
The legislation stipulates that the health and safety policy is to be reviewed annually, and where required, updated in
consultation with the workers' health and safety representative. The policy should also be reviewed and revised
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whenever there is an operational or organizational change.
The legislation stipulates that the health and safety program is to be reviewed and revised at least every three years.
In addition, a review is required to be undertaken whenever there is a change of circumstances that may affect the
health and safety of workers, or where an officer makes such a request. The review of the program should be done in
consultation with the occupational health and safety committee.
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Copying Someone Else's Health and Safety program
Section 36.1 of the Act stipulates that an employer is required to establish and maintain an occupational health and
safety program at the workplace. Should you copy someone else's health and safety program, you wouldn't be in
compliance with section 36.1 of the Act because you have not established a safety program that would be applicable
to your workplace. A health and safety program must address the hazards that are present in your workplace, as a
program developed or designed for another workplace may not accommodate the hazards present in another.
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Health and Safety Policy and Program Training
Access to health and safety policy and/or program training is available through the majority of health and safety
consultants within the province or through health and safety consultants of the other Atlantic provinces. A listing of
health and safety consultants in Newfoundland and the Atlantic provinces can be accessed through the provincial
Workplace Health, Safety and Compensation Commission . Additionally, the Prevention Services Department
of the Workplace Health, Safety and Compensation Commission of Newfoundland can also assist employers and
workers in the development of their health and safety programs. For assistance:
Prevention Services
(709) 778-1552
Toll free: 1-800-563-9000
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More Information
Employers can obtain further information on the new regulations by contacting:
Occupational Health and Safety Inspections Division
Department of Labour
Toll free 1-800-563-5471
www.hrle.gov.nl.ca/lra/
There are a number of links on the Wide World Web where you can obtain further information on occupational health
and safety policies or programs. Besides those already mentioned, further information may be obtained through the
following web sites: Government of Nova Scotia , New Brunswick Workplace Health and Safety
Compensation Commission , Ontario's Ministry of Labour or through the Canadian Center for
Occupational Health and Safety . Also, by conducting a search on the internet for health and safety policy or
programs' you should be able to find other links on the internet that will provide further information on health and
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safety policies and/or programs.
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New Regulations and Existing Health Programs and Policies
If your company already has an effective written occupational health and safety policy or program in place, the new
regulation may not require any further action. If your company is one that has a positive attitude toward its
employees' health and safety, but has not formally recorded this commitment, the new regulation can provide an
avenue for improving your occupational health and safety policy or program at your workplace. Should your company
not have a health and safety policy or program in place, the new regulation will require you to establish, implement
and maintain a health and safety policy or program.
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Examples of Health and Safety Policies
Many organizations such as Occupational Health and Safety Branches, Workers' Health, Safety and Compensation
Boards, and safety consultants provide good examples of a health and safety policy. For your convenience, the
provincial Workers' Health, Safety and Compensation Commission has provided a sample of a health and safety
policy below. This is for your viewing and assistance in developing your own health and safety policy. The workers'
health and safety representative or the occupational health and safety committees should be consulted when
establishing your health and safety policy or programs.
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Sample Health and Safety Policy Statement
February 7, 2002
Management of (organization name) is vitally interested in its employees' health and safety. Our objective is to
protect our workers from injury and illness.
(Organization name), as the employer, is ultimately responsible for worker health and safety.
I, (organization president/CEO etc.) of (organization name) am personally committed to taking every reasonable
precaution for the protection of all workers. To fulfill this commitment (organization name) will make every effort to
provide and maintain a safe and healthy workplace by adhering to acceptable industry standards and complying with
occupational health and safety legislation. In keeping with occupational health and safety legislation, a healthy and
safe workplace will be accomplished in consultation and cooperation with management and employees, in particular
the worker health and safety representative.
Supervisors will be held accountable for the health and safety of workers under their supervision. Responsibility
includes ensuring that machinery and equipment are safe and that work practices are in compliance with established
legislation, workplace practices and procedures. To protect their health and safety, workers must receive adequate
specific work task training.
Every employee must protect his/her health and safety and the health and safety of other workers by working in
compliance with legislation and established workplace practices and procedures.
Contractors will be required to operate according to legislative requirements using best practices and following
(organization name) policies and procedures regarding health and safety.
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Health and safety is an integral part of this organization's every day business. It is in the best interest of all to join
together and put into practice health and safety principles in all work activities.
This policy will be reviewed on an annual basis and revised as necessary.
Signed:______________________ (Company president, CEO, etc.)
Date: _______________________
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New Occupational Health and Safety Regulations
Occupational Health and Safety Program
4. (1) An occupational health and safety program required under section 36.1 of the Act shall be signed by the
employer and by the person or persons responsible for the management of the employer's operations in the province
and shall include:
a statement of the employer's commitment to cooperate with the occupational health and safety committees
and workers in the workplace in carrying out their collective responsibility for occupational health and safety;
a statement of the respective responsibilities of the employer, supervisors, the occupational health and safety
committees and workers in carrying out their collective responsibility for occupational health and safety;
procedures to identify the need for and for the preparation of, written work procedures to implement health and
safety practices, including practices required by the Act and the regulations, or by order of an officer;
a plan for orienting and training workers and supervisors in workplace and job-specific safe work practices,
plans, policies and procedures, including for emergency response, that are necessary to eliminate, reduce or
control hazards;
provision for establishing and operating an occupational health and safety committees, including
maintenance of membership records
procedural rules
access for the committee to management staff with the authority to resolve health and safety issues
and to access information about the employer's operations required under the Act and the regulations,
and
a plan for training committee members as required under the Act.
a plan for training committee members as required under the Act.
evaluation and monitoring of the workplace to identify potential hazards and the associated risks,
procedures and schedules for regular inspections by management and committee members
procedures for the identification, reporting and control or correction of hazards,
procedures for the prompt investigation of hazardous occurrences to determine the cause of the
occurrence and the actions necessary to prevent a recurrence,
identification of the circumstances where the employer is required to report hazards to the committee
and the procedures for doing so, and
measures for the accountability of persons responsible for the reporting and correction of hazards;
a plan for the control of biological and chemical substances handled, used, stored, produced or disposed of at
the workplace and where appropriate, the monitoring of the work environment to ensure the health and safety
of workers and other persons at or near the workplace;
a system to ensure that persons contracted by the employer or for the employer's benefit comply with the
program developed under this section and the Act and regulations;
an emergency response plan;
maintenance of records and statistics, including occupational health and safety committees minutes, reports
of occupational health and safety inspections and investigations, with procedures to allow access to them by
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persons entitled to receive them under the Act; and
provision for monitoring the implementation and effectiveness of the program.
(2) An employer that is required to establish and maintain an occupational health and safety program under section
36.1 of the Act shall
implement the occupational health and safety program; and
review and, where necessary, revise the occupational health and safety program
at least every 3 years,
where there is a change of circumstances that may affect the health and safety of workers, and
where an officer requests a review.
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Occupational Health and Safety Policy
4.1 (1) An occupational health and safety policy required under section 36.2 of the Act shall be signed by the
employer and by the person or persons responsible for the management of the employer's operations in the province,
and shall contain a statement of the employer's commitment to occupational health and safety that includes:
a statement of the employer's commitment to cooperate with the worker health and safety representative and
workers in the workplace in carrying out their collective responsibility for occupational health and safety; and
a statement of the respective responsibilities of the employer, supervisors, the worker health and safety
representative and other workers in carrying out their collective responsibility for occupational health and
safety.
(2) An employer that is required to establish and maintain an occupational health and safety policy under section
36.2 of the Act shall review and, where necessary, update the policy at least annually, in consultation with the worker
health and safety representative.
For a complete copy of the Occupational Health and Safety Act and its Regulations please contact:
Office of the Queen's Printer
(709) 729-3649
729-3210
www.hrle.gov.nl.ca/lra/
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Last Updated: June 10, 2013
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