Module 11: Workplace Health and Safety

Appendix 11-A Children in the Workplace, Policy Statement, Procedures, and Accountability/Responsibility Sample
Policy Statement The company has at heart the safety of children as well as the desire to keep disruptions at a minimum level for all its employees. The company is also concerned about protecting itself and its employees in the event of child injury while on the premises.

Procedures 1. Children are generally not permitted on the premises during working hours unless specifically authorized by the company 2. Responsibility for all aspects of the childrens behaviour rests solely with the parent, as does responsibility for the safety of the children 3. Children should at no time be unsupervised 4. Employees supervising their children will not formally be considered to be working 5. Children shall be kept away from all areas containing dangerous substances or products. These areas also include, but are not limited to workshops and laboratories, manufacturing floor and plant rooms 6. The company shall not be held responsible for injury to a child.

Accountability/Responsibility The employee is responsible for the following: Request pre-approval for a childs presence on premises Assume responsibility for the childs safety and behaviour at all times Supervise the child at all times

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Appendix 11-B Drug and Alcohol Policy Statement, Procedures and Accountability/Responsibility Sample
Policy Statement The company is committed to ensuring the health and safety of its employees and will take all reasonable precautions for their protection. Each employee is also expected to consider their own and others health and safety when at work, taking reasonable care and all reasonable precautions to protect health and safety. This policy is designed to outline the acceptable code of behaviour in relation to workplace drug and alcohol use and the consequences of policy violation.

Procedures Definition of Workplace Drug and Alcohol Use Workplace drug and alcohol use includes the use of alcohol, prescription, or illicit drugs that may adversely affect performance or safety at work, either directly through intoxication or hangover, or indirectly through social or health problems. Under this policy, the following actions are prohibited when on company business, premises and work sites, including operation of a motor vehicle. Use, possession, distribution, offering or sale of alcohol, illicit drugs or illicit drug paraphernalia Intentional misuse of medications (for example, using the medication in a manner that has not been prescribed, using someone elses prescription medication or combining medication and alcohol contrary to medical advice) Possession of prescribed medications without a legally obtained prescription, and distribution, offering or sale of prescription medications Reporting for work under the influence of illicit drugs or alcohol However, rehabilitation assistance in lieu of discipline will be offered in circumstances where such measures are justified or necessary in order to comply with human rights legislation, provided that the violation does not involve selling or transferring illegal drugs or serious misconduct. Employees are expected to investigate (through their doctor or pharmacist) whether a medication can affect the safe performance of their duties and take appropriate steps to minimize associated risk. They are to report any requirement for modified work to their supervisor and follow any recommended course of action to minimize risk to safety. BioTalent Canada 2011
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Module 11: Workplace Health and Safety Preventing Workplace Drug and Alcohol Use The company is committed to educating employees about the hazards of workplace drug and alcohol use and will make available information on awareness of drug and alcohol use to all employees. Employees with drug or alcohol problems are encouraged to seek help. It is the responsibility of any employee suffering from drug or alcohol addiction to seek treatment. The company will make available resources for those employees who voluntarily acknowledge substance abuse problems and have expressed a desire to get assistance. The company will provide resources in situations where it is believed that professional assistance will aid an employee in complying with this policy. The confidentiality of employees will be maintained at all times unless there is a requirement to disclose information for related health and safety concerns such as the protection of the individual, others or the organization. Reporting Workplace Drug and Alcohol Use In any case where an employee is deemed to be unfit for work, a supervisor should be notified and immediately carry out the following procedures: Escort employee to safe place and allow him or her to explain why he or she is in such a condition Contact for medical assistance if there are any immediate medical concerns If the supervisor considers the employee to still be in an unfit state for work, obtain a second opinion where possible to determine whether immediate medical assistance is required and/or whether a referral should be made for drug and alcohol testing if legally permissible The company shall provide employees requiring medical assistance and/or testing with transportation to the hospital/clinic and then to their place of residence. Drug and Alcohol Testing In some cases, where relevant federal or provincial human rights legislation and jurisprudence for guidelines on drug and alcohol testing permit, mandatory testing may be permitted. In such an instance, should an employee refuse to undergo mandatory testing, refuse disclosure of a test result to the company, attempt to tamper with a test sample, or fail to report an accident which may require testing, he or she will be considered in violation of this policy and disciplinary action will subsequently be taken. Disciplinary Action Prior to disciplinary action being given, an investigation will be carried out to determine whether a violation of this policy has indeed occurred. If the investigation confirms a violation, and where in accordance with relevant federal and provincial BioTalent Canada 2011
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Module 11: Workplace Health and Safety legislation, disciplinary action will be taken that may include immediate dismissal. Such dismissal will be considered as dismissal with cause and will not be subject to notice or remuneration in lieu. The appropriate disciplinary action taken will be determined on an individual case basis and will depend on the nature of the policy violation. If an employee is required to undergo drug and alcohol testing, he or she may be temporarily held out of service with pay or reassigned pending completion of an investigation. Should the company determine that an individual may return to work, a meeting will be held to determine the best course of action for all parties, including any changes in work required to accommodate employee treatment programs and closer supervision where necessary. The employee will be required to enter into an agreement governing his or her continued employment that may include any or all of the following: Temporary removal from his or her position Referral to the EAP to determine the need for a structured treatment program Adherence to any recommended treatment, monitoring and aftercare program No further violations of this policy Failure to meet these conditions including a second violation of the policy may result in termination of employment in accordance with the return to duty agreement. Accountability/Responsibility The company is responsible for the following: Providing information and advice on the hazards of workplace drug and alcohol use Maintaining a safe, healthy, and efficient workplace for all of its employees, and to protect the organizations property, information, equipment, operations and reputation Providing assistance to chronic drug and alcohol users through a confidential Employee Assistance Program (EAP) or similar external arrangements The supervisor is responsible for the following: Monitoring employee performance for evidence of impaired behaviour to ensure all task are performed safely and productively Providing referrals to the Employee Assistance Program for employees seeking assistance in confidence BioTalent Canada 2011
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Module 11: Workplace Health and Safety Investigating any potential violations of this policy to determine whether disciplinary action is required Providing referrals for drug and alcohol testing where a policy violation is confirmed The employee is responsible for the following: Reading and complying with this policy Reporting to work capable of performing his or her tasks productively and safely Seeking advice where necessary and following recommended treatment Co-operating with any investigation into a violation of this policy, including any request to participate in the testing program if required

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Appendix 11-C HIV/AIDS Workplace Policy Statement Sample

Rationale The importance of having an HIV/AIDS workplace policy is as follows: To be consistent with the Canadian Human Rights Act To ensure fair treatment of all employees To help employees and managers to know the behaviours expected by the company when dealing with employees or candidates affected by HIV/AIDS To manage the impact of HIV/AIDS on the workplace Policy Statement 1. The company will not discriminate against employees or candidates for employment affected by HIV (Human Immunodeficiency Virus) or AIDS (Acquired Immune Deficiency Syndrome) directly or indirectly. 2. The company acknowledges that HIV/AIDS can raise important and delicate issues in the workplace and will be addressing such concerns using the following guidelines: a) The company will maintain a safe and healthy work environment for all employees while recognizing that HIV/AIDS cannot be transmitted through casual contact b) The company will treat HIV/AIDS in the same manner as other illnesses with regards to the following: Employee policies and benefits Disability policies Health and life insurance coverage c) As per relevant legislation, the company will provide reasonable accommodations for employees and candidates with disabilities who are qualified to perform the essential functions of their positions. This applies to employees and applicants living with HIV infection and AIDS d) While it is the responsibility of the employee to request special accommodations, the company will respond to an employees reasonable health accommodation requests and will encourage him or her to perform his or her duties as long as he or she can do so in a safe manner and in accordance with quality and performance standards e) Colleagues concerned with issues surrounding HIV/AIDS are encouraged to speak with a member of the management team who will direct them to the appropriate information resources BioTalent Canada 2011
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Module 11: Workplace Health and Safety f) While ensuring the safeguarding of employee privacy, the company will make information and resources available on HIV/AIDS g) Colleagues will maintain a professional working relationship with any employee affected by HIV/AIDS. Refusal to work with, withholding information from, and discrimination and harassment of an employee affected by HIV/AIDS will not be tolerated. Such occurrences will be handled in accordance with company disciplinary procedures h) Medical information shall be kept private and confidential and treated as such. Only employees directly involved in managing specific cases shall be made aware of the employees condition i) If information on a persons medical condition is obtained through any measure, even directly from the individual, it shall be kept private and confidential j) The company encourages all affected employees and others to contact a member of the management team to voice any questions or concerns regarding this policy

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Appendix 11-D Workplace Non-Smoking Policy Statement and Procedures Sample

Policy Statement The company is committed to providing a safe and healthy environment for all employees and visitors. The company recognizes that smoking carries inherent health risk for the smoker and non-smoker alike. This policy covers the use of any tobacco product (smoking and smokeless (chewing). It applies to all employees, customers and visitors. Effective [insert date], smoking is prohibited on all company indoor facilities, including but not limited to warehouses, cafeteria, break areas, offices, stairwells and elevators. This policy also applies to companyowned or rented vehicles. In addition, smoking is prohibited within nine meters of all building entrances, windows and ventilation systems. Smoking is only permitted in specifically designated areas where ashtrays are available. Garbage disposal containers do not constitute ashtrays and do not indicate designated smoking areas.

Procedures The company will inform employees of the content of this policy The company will provide information on smoking cessation programs and the consequences of smoking to those wishing to receive such information The company will handle those found to be in violation of this policy using the companys disciplinary process

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Appendix 11-E Workplace Violence Prevention and Policy Sample

Policy Statement All employees must be treated with courtesy and respect at all times. All threats of violence or violent behaviour, both direct and indirect, should be reported as soon as possible to the employee's immediate Supervisor or HR Manager. This includes threats of violence or violent behaviour by employees, as well as threats by clients, vendors, solicitors, or other members of the public. It also includes threats of violence perpetrated on company property, or wherever the work is being conducted. When reporting a threat of violence or violent behaviour, reports are to be as specific and detailed as possible. Firearms, weapons, toys of intent (e.g., toy pistols), and other dangerous or hazardous devices or substances are prohibited from the company premises or off-site premises.

Applicability Prevention programs and policy provide for the safety of all because workplace violence affects all employees from owners to newcomers. Policy coverage includes employees, contract workers, consultants, clients, and visitors on the regular workplace premises and off site where business functions occur. Policy covers topics such as the definition of workplace violence, threats of violence, response to violent acts, domestic violence, policy coverage, reporting procedures, investigations, documentation and record keeping, prevention of retaliation, and weapons in the workplace. Workplace Violence Defined Workplace violence refers to any act involving threatening behaviour, verbal or written threats, any type of harassment, verbal abuse and physical attacks. Workplace violence is not limited to incidents that occur within a traditional workplace. It can also take place at off-site business-related functions, at social events related to work, or away from work but resulting from work. Procedures 1. The company shall evaluate the workplace (past incidents, potential risk) regularly 2. The Workplace Violence Prevention Policy will include: BioTalent Canada 2011
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Module 11: Workplace Health and Safety the definition of violence, and list behaviours considered inappropriate and unacceptable in the workplace reporting processes and disciplinary measures 3. Programs will offer employee training to prevent workplace violence, including: procedures to follow when such incidents occur people to contact for reporting the incidents 4. Programs will include action plans to address violence issues 5. The Workplace Violence Prevention Policy will review procedures regularly 6. The Workplace Violence Prevention Policy will include procedures for documentation and record keeping 7. All employees are required to read and sign the policy For more information on preventing workplace violence, consult the Canadian Centre for Occupational Health and Safety. Inappropriate and Unacceptable Behaviours Workplace violence refers to any act involving threatening behaviour, verbal or written threats, any type of harassment, verbal abuse and physical attacks. Unacceptable behaviours include: horseplay, harassment, and threats. Weapons and toys of intent are strictly prohibited at the workplace. Employees reporting harassing or violent behaviour will be protected against retaliation. Retaliation will not be tolerated and disciplinary action will be taken swiftly. Complaint Procedures and Reporting Use Appendix F - Incident Reporting Template to document complaints and incidents when reporting and investigating incidents of violence, threats and harassment. The following procedure will be used when reporting incidents: Report the incident to your immediate supervisor or the HR representative as soon as possible List specific information about the incident or threat on paper or using the Incident Reporting Form (when, where, who was involved and how they were involved) Return the completed form to your immediate supervisor or the HR representative BioTalent Canada 2011
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Module 11: Workplace Health and Safety All incidents will be treated seriously, investigated thoroughly and kept on record Investigations for both internal and external complaints will be conducted by HR and the police, if laws have been contravened During an investigation of workplace violence fact gathering, questioning and verifying the information will be conducted If a complaint is substantiated: o Employers will act swiftly to discipline and / or terminate the employment of the violent/harassing person(s) o Employers will work to press charges if the circumstances warrant doing so o Retaliation against the person filing the complaint will not be tolerated

Sample Policy Statements on Threats and Violent Behaviour All suspicious individuals or activities will be reported as soon as possible to the Supervisor or HR Department. Employees should not place themselves in peril. If employees see or hear a commotion or disturbance near their workstation, employees should not try to intercede or see what is happening. The company will promptly and thoroughly investigate all reports of threats of (or actual) violence and of suspicious individuals or activities. The identity of the individual making a report will be protected as much as is practical. In order to maintain workplace safety and the integrity of its investigation, the company may suspend employees, either with or without pay, pending investigation. Anyone determined to be responsible for threats of violence or violent behaviour or other conduct that is in violation of these guidelines will be subject to disciplinary action, up to and including dismissal. The police will be notified, if deemed appropriate. The company encourages employees to bring their disputes or differences with other employees to the attention of their Supervisor or the HR Department before the situation escalates into potential violence. The HR Department will assist in the resolution of employee disputes, and will not discipline employees for raising such concerns. Accountability / Responsibility The company is responsible for:

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Module 11: Workplace Health and Safety Taking all reasonable precautions to protect the health and safety of employees, including protecting employees from a known risk of workplace violence Developing: o Violence and harassment policies and programs that include a complete risk assessment of violence hazards that may arise from the nature of the workplace, the type of work or the conditions of work before developing a program o o Employee reporting and incident investigation procedures Emergency response procedures (violence only)

o A process to deal with incidents, complaints and threats of violence o A record keeping procedure Ensuring all employees know and understand the requirements of the Workplace Violence and Harassment policies/procedures Supervisors are responsible for: Advising workers of the existence of any potential or actual danger to the safety of the workers of which the supervisor is aware Provide workers with written instructions as to the measures and procedures to be taken for protection of the workers Take every precaution reasonable in the circumstances for the protection of workers Employees are responsible for: Reporting incidents of violence, threats of violence, potential risks and physical work hazards that may allow for violence (such as workspaces with no escape, poor outdoor lighting, lack of controlled facilities, etc.) Performing work in a manner that is safe and conducting themselves in a mature manner (i.e. not engaging in any prank, contest, feat of strength, unnecessary running or rough and boisterous conduct)

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Appendix 11-F Workplace Violence Incident Reporting Template

Report Status (Insert Dates)
Initial Report Final Report Verification/Validat ion File Date

Section 1 - Identification
Employee Identification Last Name: First Name: Position Company Name: Subcontractor: Visitor: Supervisor:

Date of Hire:

Other:

General Information: Address of Incident:

Where did the Incident Occur? Specific Location:

Date and Time of Incident:

Date and Time Reported to Company:

Witnesses: No

Yes

Witness Name and Telephone Number:

Section 2 - Details of the Incident

Details of Incident: 1. What job task was being performed when the incident occurred?

2.

Provide a detailed description of what happened during the incident. Include details about what led up to the incident, what equipment was being used, location of the incident, whether the employee was alone or with other employees, lighting, position of objects, barriers, etc. Use as much space as needed, or include additional pages.

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Section 3 - Corrective Action

Corrective Action Investigation Completed by: Position and Title: Root Cause

Causative Factors and Root Cause (Ask why* until you understand the actual root cause): 1. Why did the Incident happen?

~example~ an employee became frustrated and knocked bottles off the table. 2. Why did number 1 happen?

~example~ the employee was frustrated because of anger towards another employee. Bottles were knocked off the table because the employee swung around quickly. 3. Why did number 2 happen? The two employees had been previously working together equally, and were now in a supervisor/employee role. There was resentment on the part of the one employee to the other. The workspace was of poor ergonomic design. Lack of space contributed to accidental knocking bottles off the table. No harm was intended. 4. 5. Why did number 3 happen? Why did number 5 happen? Corrective Action: (i.e. increase security with a self locking door, increased checking procedures, etc.)
* The 5-Why analysis method is used to move past symptoms and understand the true root cause of a problem. Problems are best solved by attempting to address, correct or eliminate root causes, as opposed to merely addressing the immediately obvious symptoms.

Root Cause: (i.e. unlocked door)

Section 4 - Accountability and Follow-up

Accountability Incident Report Date: Report Prepared by: Investigation Date:

Final Report Date:

Report Prepared by:

Position and Title:

Signatures:

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