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River East Transcona School Division
creating student success
Statement of Responsibilities

 Safe Operating Procedure

PURPOSE

 

To establish general workplace safety and health program responsibilities for all stakeholder in the River East Transcona School Division.

 

SCOPE

 

This safe operating procedure and associated documents establish a responsibility framework for a Workplace safety and Health Management System (WSHMS) program for all workers at RETSD.

 

The best practices apply to all RETSD worksites.

 

RESPONSIBILITIES OF STAKEHOLDER GROUPS

 

All Workers and Stakeholder Groups

 

Generally, all stakeholder groups are expected to:

 

  • Comply with all safety and health program rules and regulations.

 

  • Work safely.

 

  • Use all required safety equipment, machine guards, safety device and personal protective equipment provided.

 

  • Report dangerous, unsafe or unhealthy situations to the responsible supervisor, person in charge or designate.

 

  • Properly use and maintain all safeguards, personal protective equipment or other devices designed to protect stakeholders from injury at all times.

 

  • Demonstrate awareness and comply with RETSD health, safety and security policies, procedures and programs.

 

  • Identify, eliminate or help control hazards that could lead to injury for themselves or fellow stakeholders.

 

  • Ensure all equipment and facilities are being maintained in an adequate manner and report to a supervisor, person in charge or designate if equipment or facilities are in need of repair.

 

  • Ensure that all equipment is being operated in a safe manner by individuals who are instructed, trained and competently skilled or who are under the direct supervision of a competent instructor or worker.

 

  • Demonstrate understanding of the right to refuse dangerous work, take appropriate steps to immediately stop the dangerous activities and immediately report to the supervisor or person in charge, the work activity of a stakeholder that may be dangerous.

 

  • Participate as required in incident response, investigations and corrective actions.

 

  • If responsible for retaining contractors, ensure contractors retained have appropriate and current workers compensation insurance coverage, liability coverage and are informed of and comply with safety and health requirements while performing work on site.

 

  • Participate in safety training and awareness initiatives in both general safety and job specific circumstances.

 

  • Assume other safety management or implementation responsibilities to the appropriate level of responsibility and authority, as determined through safety and health system reviews, audits and continuous improvement initiatives.

 

Board of Trustees

 

Generally, the board of trustees is expected to:

 

  • Provide the resources required to develop, implement, and maintain the policies, standards, procedures and programs associated with the division's WSHMS and to provide the leadership required ensuring continuous improvement of the system.

 

  • Write a workplace safety and health policy and maintain the policy in line with the needs of the organization.

 

  • Execute due diligence and commit to providing a safe and healthy workplace for all stakeholder groups ensuring legal safety and health requirements are met.

 

  • Provide competent management, supervision and persons in charge, supported with appropriate training, and hold same accountable for fulfilling workplace safety and health requirements through systems of performance management.

 

  • Support designated leaders in the execution of safety and health policies, procedures and programs, as applicable.

 

  • Assume other safety management or implementation responsibilities to the appropriate level of assumed responsibility and authority, as determined through safety and health system reviews, audits and continuous improvement initiatives.

 

Divisional Staff

 

Generally, divisional staff is expected to:

 

  • Provide the resources required to develop, implement, and maintain the standards, procedures and programs associated with the division's WSHMS and to provide the leadership required ensuring continuous improvement of the system.

 

  • Execute due diligence and commit to providing a safe and healthy workplace for all stakeholder groups, ensuring legal safety and health requirements are met.

 

  • Provide competent supervision and persons in charge, supported with appropriate training, and hold same accountable for fulfilling workplace safety and health requirements through systems of performance management.

 

  • Support designated leaders in the execution of safety and health policies, procedures and programs, as applicable.

 

  • Supply required safety equipment and control devices.

 

  • Supply required first aid facilities and services, and ensure medical aid response protocols meet the needs of all stakeholders.

 

  • Lead by example.

 

  • Actively participate in and effectively allow and obtain input from the divisional and site workplace safety and health committee(s).

 

  • Regularly discuss safety and health as an agenda item at senior management meetings.

 

  • Ensure effective safety-and health-related information distribution and communications with all stakeholders.

 

  • Ensure applicable stakeholders are adequately trained to safely undertake work assigned to them through documented competency review and observation. 

 

  • Ensure complete job inventories and job hazard analyses that will be used to issue safe work procedures.

 

  • Ensure internal audits are conducted on key components of the safety management system a minimum of every 36 months or at more frequent intervals.

 

  • Ensure all equipment and facilities are maintained in a satisfactory condition that will not compromise the safety of stakeholders at the work site.

 

  • Ensure no equipment is operated where a guard or other safety device has been removed, damaged or not properly positioned.

 

  • Ensure a schedule of facility inspections is created and executed, with deficiencies noted and a mechanism in place for corrective action.

 

  • Conduct incident investigations, cause analysis and corrective action-plan development and implementation with the participation of workplace safety and health committee(s), as appropriate.

 

  • Ensure the development and enforcement of all policies, procedures and programs through performance management systems and established discipline procedures.

 

  • If responsible for retaining contractors, ensure contractors retained have appropriate and current workers compensation insurance coverage and are informed of and comply with safety and health requirements while performing work on site.

 

  • Remain informed of workplace safety and health information by accessing new and archived information posted electronically and as hard copy on bulletin boards.

 

  • Assume other safety management or implementation responsibilities to the appropriate level of responsibility and authority, as determined through safety and health system reviews, audits and continuous improvement initiatives.

 

School Staff

 

Generally, school staff is expected to:

 

  • Execute due diligence and commit to providing a safe and healthy workplace for all stakeholder groups, ensuring legal safety and health requirements are met at the school facility.

 

  • Provide competent supervision and persons in charge, supported with appropriate training, and hold same accountable for fulfilling workplace safety and health requirements through systems of performance management.

 

  • Support designated leaders in the execution of safety and health policies, standards, procedures and programs, as applicable.

 

  • Regularly discuss safety and health as an agenda item at school staff meetings.

 

  • Lead by example.

 

  • Ensure effective safety-and health-related information distribution and communications with all stakeholders at the school facility.

 

  • Ensure that applicable stakeholders are adequately trained to safely undertake work assigned to them through documented competency review and observation.

 

  • Provide support and actively participate in audits and inspections.

 

  • Ensure all equipment and facilities are maintained in a satisfactory condition that will not compromise stakeholder safety at the work site.

 

  • Ensure no equipment is operated where a guard or other safety device has been removed, damaged or improperly positioned.

 

  • Ensure all provided equipment and personal protective equipment is worn and maintained in an appropriate manner for the tasks being performed on site.

 

  • Participate in incident investigations and assist in the implementation of corrective actions where applicable.

 

  • If responsible for retaining contractors, ensure contractors retained have appropriate and current workers compensation insurance coverage, and are informed of and comply with safety and health requirements while performing work on site.

 

  • Ensure the development and enforcement of all policies, procedures and programs through performance management systems and established discipline procedures.

 

  • Assume other safety management or implementation responsibilities to the appropriate level of responsibility and authority, as determined through safety and health system reviews, audits and continuous improvement initiatives.

 

General Responsibilities for Maintenance Staff

 

Generally, maintenance staff is expected to:

 

  • Execute due diligence and commit to providing a safe and healthy workplace for all stakeholder groups associated with the facilities they service.

 

  • Ensure competent supervision and ensure supervision supports designated leaders in the execution of safety and health policies, procedures and programs at the facility, as applicable.

 

  • Regularly discuss safety and health as an agenda item at staff meetings.

 

  • Lead by example.

 

  • Ensure effective safety-and health-related communications with all stakeholders at facilities.

 

  • Ensure applicable stakeholders are adequately trained to safely undertake work assigned to them through documented competency review and observation.

 

  • Provide support and actively participate in internal inspections and audits.

 

  • Ensure all equipment and facilities are maintained in a satisfactory condition that will not compromise the safety of a stakeholder present at the work site.

 

  • Ensure no equipment is operated where a guard or other safety device has been removed, damaged or improperly positioned.

 

  • Actively participate in incident investigations and assist in the implementation of corrective actions, where applicable.

 

  • When responsible for retaining contractors, ensure contractors retained have appropriate and current workers compensation insurance coverage, and are informed of and comply with safety and health requirements while performing work on site.

 

  • Ensure the development and enforcement of all policies, procedures and programs through performance management systems and established discipline procedures.

 

  • Assume other safety management or implementation responsibilities to the appropriate level of responsibility and authority, as determined through safety and health system reviews, audits and continuous improvement initiatives.

 

General Responsibilities for Contractors

 

Generally, contractors (self-employed or employers) are expected to:

 

  • Comply with and demonstrate an awareness of RETSD health, safety and security policies, standards, procedures and programs.

 

  • Present evidence of provincial Workers Compensation Board coverage for all employees when asked to do so prior to commencing work on site.

 

  • Present evidence of sufficient liability coverage for all employees when asked to do so prior to commencing work on site.

 

  • Follow check-in and checkout procedures as required by the stakeholder group retaining them.

 

  • Acknowledge and understand that by following the check-in and checkout procedures required by RETSD, and the contractor safe work permit procedures, they are affirming they have provincial Workers Compensation Board coverage for all employees working on site.

 

  • Direct and co-ordinate their employees, in co-operation with RETSD management and/or supervisors.

 

  • Provide their employees with required personal protective equipment and ensure competent use of the equipment.

 

  • Use tools and equipment owned by the contractor. Contractors may not use any equipment belonging to RETSD without prior written approval. Use of any equipment without written approval is done at the sole risk of the contractor and RETSD will assume no responsibility for its use.

 

  • Provide evidence to RETSD that all workers on site are competent, adequately trained, certified and adequately supervised to conduct safe work at RETSD facilities.

 

  • Ask to review RETSD safety policies, standards, procedures and programs should there be any issues regarding how to comply with them.

 

  • Assume other safety management or implementation responsibilities, including prime contractor responsibilities, to the appropriate level of responsibility and authority, as determined through safety and health system reviews, audits and continuous improvement initiatives.

 

See Contractor Safety and Safe Work Permit for details on contractor safety responsibilities.

 

General Responsibilities for General Public

 

Generally, the public attending RETSD facilities are expected to:

 

  • Follow check-in and checkout procedures and safety rules as required by the stakeholder group responsible for the facility they are visiting.

 

  • Comply with on-site safety rules, including use of personal protective equipment where required.

 

  • Assume other safety management or implementation responsibilities to the appropriate level of responsibility and authority, as determined through safety and health system reviews, audits and continuous improvement initiatives.

 

Divisional Workplace Safety and Health Committee

 

Generally, the divisional workplace safety and health committee at RETSD is expected to:

 

  • Represent all workers from a workplace safety and health perspective.

 

  • Participate in the development and implementation of safety programs at RETSD.

 

  • Act as a review and recommendation body for the development, implementation, and ongoing review of the workplace safety and health written program safety manual and related documents (i.e. safety handbooks) at RETSD through the committee operations process and a standing agenda item for committee meetings to ensure that the review process happens consistently and is appropriately documented.

 

  • Work collaboratively with the employer to ensure:

 

o   Proper review of relevant safety and health concerns or incidents

o   Concerns and incidents are properly reported and reviewed

o   Appropriate responses to concerns or incidents

o   Concerns or incidents are properly investigated

o   Cause analysis is conducted

o   Corrective action plans are developed and implemented

 

  • Assume other safety management or implementation responsibilities to the appropriate level of responsibility and authority, as determined through safety and health system reviews, audits and continuous improvement initiatives.

 

Site Workplace Safety and Health Committee

 

Generally, site workplace safety and health committees at RETSD facilities are expected to:

 

  • Represent workers from a workplace safety and health perspective at the site level.

 

  • Participate in the development and implementation of safety programs at the site level and share best practices with the divisional committee and safety and health officer.

 

  • Work collaboratively with the employer to ensure:

 

o   Proper review of relevant safety and health concerns or incidents

o   Concerns and incidents are properly reported

o   Appropriate responses to concerns or incidents

o   Concerns or incidents are properly investigated

o   Cause analysis is conducted

o   Corrective action plans are developed and implemented

 

  • Assume other safety management or implementation responsibilities to the appropriate level of responsibility and authority, as determined through safety and health system reviews, audits and continuous improvement initiatives.

 

Refer to Workplace Safety and Health Committee Operations for details on committee operation, membership, and general terms of reference.

 

Divisional Safety Incident Response Team (a.k.a. Divisional Safety Team)

 

Generally, the divisional safety incident response team at RETSD is expected to:

 

  • Respond to serious incidents.

 

  • Assist stakeholders in the concern or incident reporting process.

 

  • Investigate safety concerns and incidents and co-ordinate contact with the Workplace Safety and Health Division in serious incident situations.

 

  • Assist in and ensure cause analysis is completed for concerns or incidents reported.

 

  • Assist in the development and implementation of corrective action plans.

 

  • Assume other safety management or implementation responsibilities to the appropriate level of responsibility and authority, as determined through safety and health system reviews, audits and continuous improvement initiatives.

Site Safety Incident Response Team (a.k.a. Site Safety Team)

 

Generally, the site safety incident response team at RETSD is expected to:

 

  • Respond to serious incidents.

 

  • Respond to medical emergencies and assist first aiders in incident scene management.

 

  • Assist stakeholders in the concern or incident reporting process.

 

  • Investigate safety concerns and incidents reported.

 

  • Conduct cause analysis.

 

  • Ensure the development and implementation of corrective action plans.

 

  • Assume other safety management or implementation responsibilities to the appropriate level of responsibility and authority, as determined through safety and health system reviews, audits and continuous improvement initiatives.

 

Director of Human Resources

 

Generally, the director of human resources at RETSD has the responsibility and authority to develop a safety management program in the division. 

 

Safety and Health Officer

 

Generally, the safety and health officer at RETSD has the responsibility and authority to develop a safety management program at the division, under the final authority of the director of human resources. Other responsibilities include, but are not necessarily limited to:

 

  • System development to established standards and best practice collection and implementation.

 

  • Acting as the main liaison officer with the Manitoba Workplace Safety and Health Division on matters of serious incident and compliance reporting.

 

  • Providing support, resources and advice to all stakeholders regarding workplace safety and health matters.

 

  • Inspection support.

 

  • Safety management system control, auditing and performance metrics.

 

  • Other safety management or implementation responsibilities to the appropriate level of responsibility and authority, as determined through safety and health system reviews, audits and continuous improvement initiatives.

 

Suppliers

 

Generally, suppliers to RETSD are expected to:

 

  • Supply products that are safe when used according to instructions.

 

  • Provide instructions for the assembly, use, and disassembles of products they supply (sell, rent, or lease).

 

  • Ensure the products they supply comply with legislation.

 

Supervisors and People in Charge (Management)

 

Every supervisor shall so far as is reasonably practicable:

 

·         take all precautions necessary to protect the safety and health of a worker under his or her supervision

 

·         ensure a worker under his or her supervision works in the manner and in accordance with the procedures and measures required by the workplace safety and health act and the RETSD safety program

 

·         ensure a worker under his or her supervision uses all devices and wears all clothing and personal protective equipment designated or provided by the employer or required to be used or worn by the workplace safety and health act and the RETSD safety program

 

·         advise a worker under his or her supervision of all known or reasonably foreseeable risks to safety and health in the area where the worker is performing work

 

·         co-operate with any other person exercising a duty imposed under the workplace safety and health act and the RETSD safety program

 

·         comply with the workplace safety and health act and the RETSD safety program 

 

Workers (Including Student Workers)

 

Generally, students are considered workers, and therefore are covered under the RETSD safety and health program rules and regulations including, but not necessarily limited to, the following circumstances:

 

·         actively participating in a work experience practicum, regardless of worksite

 

·         actively participating in classroom laboratory training in schools as part of industrial arts training, vocational training, chemistry studies and training or any other situation where students are performing work as per the worker definition

 

Contractors

 

Every contractor shall ensure, so far as is reasonably practicable:

 

·         when involved in work on a construction project that has a prime contractor, advise the prime contractor of the name of every employer or self-employed person with whom the contractor has contracted to perform work on the project

·         co-operate with any other person exercising a duty imposed by the workplace safety and health act and the RETSD safety program

 

  • Comply with the workplace safety and health act and the RETSD safety program

 

COMMUNICATION

 

A combination of hard-copy postings, distributions and electronic posting will be used to communicate safety and health program information within RETSD.

 

TRAINING

 

All stakeholders shall be trained to their required level of involvement in the WSHMS to become familiar with its structure, organization, and how to look up and access information both electronically and in hard copy form through:

 

  • New employee orientation, employee manuals or employment information packages

 

  • Return to work or remedial programs, as required on an individual basis

 

  • Planned ongoing training through team meetings, individual coaching or other methods as developed or adopted

 

ENFORCEMENT

 

Ultimately, the superintendent shall be responsible for the sustainability of the WSHMS, and shall enforce compliance to standards at a divisional level.

 

Workplace safety and health management system compliance shall be managed through the application of performance management and progressive discipline policies and procedures.

 

Worker failure to comply with provisions of the RETSD safety program may lead to discipline, up to and including discharge from employment and / or other remedies available at law.

 

 

 Document Number

WSHMS-04-SOP-016-01
 

 Document Control

 

Prepared:

Divisional Safety and Health Officer

Controlled:

Divisional Safety and Health Officer

Reviewed:

Divisional Workplace Safety and Health Committee

Issued: 

Director of Human Resources

Approved:

Director of Human Resources

Origin Date:

December 22, 2011

Last Revised:

August 7, 2018

Last Reviewed:

August 7 2018

Next Review On or Before:

August 7, 2021

 

 References

Manitoba Workplace Safety and Health Act or equivalent legislation as applicable

 

Manitoba Workplace Safety and Health Regulation or equivalent legislation as applicable

 

Manitoba Workplace Safety and Health Regulation Part 02 – General Duties

 

Manitoba Workplace Safety and Health Program Element 02 – Identifying and Controlling Hazards

 

All other associated and applicable workplace safety and health management system documents