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River East Transcona School Division
creating student success
Safety Inspections 2019-2020
 

 Program

Conducting workplace inspections is a critical activity for maintaining a safe and healthy workplace.

At RETSD, we have an extensive program of both formal and informal facility inspections.

Our staff, in conjunction with our excellent custodial staff, informally inspect our facilities on a daily basis. Items identified that require immediate attention are dealt with immediately whenever possible.

Formal worksite inspections are conducted by school site safety teams and committees two times per school year.

The first is the fall inspection due by October 31 of the school year and the second inspection is due by April 30 of the school year.

These formal inspections, and the associated documentation generated, are monitored by the Manitoba Workplace Safety and Health Division as part of our committee variance structure agreement, so it is critical to perform these inspections diligently and in a timely manner.

As of February 1, 2018, and as part of our committee and inspection variance exemptions, the division has added a formal monthly inspection to workspaces within worksites deemed to be high risk in nature. These workspaces include, but are not necessarily limited to:

  • Vocational training labs

  • Commercial kitchens

  • Industrial arts labs

  • Transportation Department - Bus Maintenance Garage

  • Maintenance Department - Carpentry and other shops

  • Chemical science labs in high schools

Inspections of high risk workspaces will be conducted by at least one member of the site safety committee or team and the applicable area supervisor.


All inspection record forms will be customized to each worksite and workspace as far as reasonable and practicable.


All completed  inspection records will be centralized by the Safety and Health Office including action plans noted on the inspection record and shared back to the applicable site safety teams members.

 Inspection Program Instructions and Forms

Fall and Spring Worksite Inspections (2)

This is the page to access instructions and forms for the twice per school year, fall and spring inspections, to be completed by members of the site safety committee or site safety team at each facility.

 

Monthly High Risk Workspace Inspections (10)

This is the page to access instructions and forms for the monthly high risk workspace inspections, to be completed by a member of the site safety team and the area supervisor / instructor. 

 


 

 

 Workplace Safety Inspection Instructional Video

Workplace Inspections

Courtesy of SafeWork Manitoba, this short video presentation goes over the key elements of how to conduct a proper and thourough workplace safety inspection.

 Safe Operating Procedure

PURPOSE

 

To define the River East Transcona School Division (RETSD) process for conducting safety inspections of facilities.

 

The division must establish a system to inspect worksites at RETSD. This requirement is defined in Element 5 – Inspection Schedule.

 

The division must establish a system to evaluate, revise and continually improve the safety and health program at RETSD. This requirement is defined in Element 11 – Evaluate, revise, and continually improve program.

 

SCOPE

 

This safe operating procedure and associated documents establishes a standard, procedure and program framework for all facilities and stakeholder groups for safety inspections of facilities and audits of safety program implementation in RETSD.

 

The best practices apply to all RETSD worksites.

 

RESPONSIBILITY

 

By Facility or Department

 

This safe operating procedure shall be implemented and applies to all RETSD facilities. The Site safety Team or Committee are responsible to ensure that regular periodic inspections of the facility are being performed and recorded in the facility Safety Audit and Action plan for the facility. (See Safety Program Review and Audits for more details).

 

The Site Safety Teams have the responsibility to engage workers at their respective facilities to participate in facility inspections based on expertise or other factors that fit the inspection criteria.

Divisional Workplace Safety and Health Committee

 

The committee will oversee the audit processes, and therefore the inspection program contained therein, for the division and individual workplaces, as required.

 

DEFINITIONS

 

Divisional Safety Program Audits

 

Divisional safety program audits are a systematic evaluation and measurement of the development, implementation and continual improvement of the divisional workplace safety and health management system across the entire division.

 

Worksite Safety Program Audits

 

Worksite safety program audits are a systematic evaluation and measurement of the development, implementation and continual improvement of the divisional workplace safety and health management system in specified workplaces and worksites.

 

Regulator Safety Inspections

 

These are formal inspections conducted by workplace safety and health division and other regulatory bodies at RETSD workplaces or work sites. Examples include all municipal inspectors, fire, health, etc.

 

Work Site Safety Inspections

 

These are internal formal or informal inspections conducted by RETSD workers at RETSD workplaces or work sites. These inspections are accounted for and recorded as part of the audit process for each facility or department.

 

WORKPLACE SAFETY AND HEALTH DIVISION REGULATOR SAFETY INSPECTION PROCEDURE

 

Workplace Safety and Health Division and Other Regulators

 

Inspector Mandate 

 

An inspector, in the performance of their duty, may, at any hour of the day or night, enter a place where work activities are carried on as defined in the Act and the Regulations.

 

  • Chapter W210 10/02 The Workplace Safety and Health Act

  • Manitoba Regulation 217/2006 Workplace Safety and Health Regulation

 

Inspector visits can be a routine inspection or for "cause." Visits for "cause" can include, but are not limited to, an accident investigation, anonymous phone call, work refusal, presentation of new programs, etc.

 

Planned Inspection Preparation

 

  • Identify a management representative who will be the contact and the liaison during the visit. This, in most cases, should be the administrator of the facility. If the administrator is not able to attend, have the next highest ranking official at the site perform these duties.

 

  • Identify a worker representative who will be the contact and the liaison during the visit. This person, in most cases, will be the site safety representative. If reasonable and practicable to do so, have the head custodian or other custodial staff available to accompany the management and worker representative during the inspection.

 

  • Call the safety and health officer to inform of the inspection. Generally, the safety and health officer will make every effort to attend the inspection to help with the process to gain firsthand knowledge of issues identified in the inspection. This will help in the corrective action implementation and report on compliance processes that generally result from an inspection.

 

  • Ensure all applicable safety management system documentation (i.e., SOP, forms, records, etc.) are available for review or examination by the inspector.

 

  • Ensure appropriate emergency situation management documentation and contact lists are available and current, generally posted on workplace safety and health bulletin boards.

 

During the Inspection

 

  • Meet the inspector in a professional manner and ask for the purpose of the visit. The inspector should indicate that it is either a routine inspection or an inspection for cause.

 

  • The site safety team should accompany the inspector during the investigation and record the inspector's observations, comments, tests, measurements, sketches, and photographs. Note all activities of the inspector.

 

  • The safety and health officer will assist with the note-taking for the inspection, if available to do so.

 

  • Co-operate with the inspector, but when in doubt call or defer to the safety and health officer.

 

  • Any person being questioned by an inspector has the right to have counsel present and the right to remain silent.

 

  • Do not make statements of any kind unless you know it to be fact. If you are not sure about the answer to an inspector's question, state that you do not know for sure.

 

  • Refrain from bringing up grievances not subject to the inspection. Use internal safety concern reporting mechanisms to address these issues outside of an inspector's visit.

 

  • Always be truthful. Never attempt to obstruct or mislead an inspector.

 

  • Ensure inspectors wear the appropriate personal protective equipment when in areas that require personal protective equipment to be worn.

 

  • Accept all reports, tickets, orders, without comment. Do not argue.

 

Following the Inspection:

 

  • Ensure all notes, tickets, orders, police reports are forwarded to the administrator, and then to the safety and health officer.

 

  • Administrators, along with the site safety team, should promptly develop an action and corrective action plan to address issues documented in the inspection. The safety and health officer must be involved in this process.

 

  • The safety and health officer will document and handle all reports on compliance with the workplace safety and health division.

 

  • Complete and implement all corrective action plans in a timely manner, through to compliance issued by the workplace safety and health division.

  • Always be truthful. Never attempt to obstruct or mislead an inspector.

 

  • Ensure inspectors wear the appropriate personal protective equipment when in areas that require personal protective equipment to be worn.

 

  • Accept all reports, tickets, orders, without comment. Do not argue.

 

WORK SITE SAFETY INSPECTIONS PROCEDURES (SEMI ANNUAL)

 

See this page / document and associated links for worksite safety inspection instructions and forms.

 

Responsibilities

 

All stakeholders have the responsibility to report unsafe conditions while attending RETSD facilities.

 

HAZARD RECOGNITION AND CONTROL

 

All stakeholders have the responsibility to recognize, identify and health control hazards in the workplace.

 

S - Guidelines for spotting a hazard (hazard awareness and recognition)

 

  • Become familiar with your work environment and safe work procedures associated with your job tasks

 

  • If you notice something out of place in your workplace or if you observe a condition or activity that is outside of known safe procedures, question it to fellow workers and report it to your supervisor or person in charge

 

  • If you experience an unexpected outcome or negative side effect while performing a job task, don't just automatically attribute it to a rare, maybe one off, uncontrollable, freak accident or occurrence.  Think critically about the situation, discuss it with co-workers doing the same work, and report the incident or concern to your supervisor or person in charge.

 

  • Supervisors and people in charge must acknowledge and respond to incidents reported and conduct investigations to determine root causes

 

A - Guidelines for assessing risk (i.e. hazard assessment)

 

  • Ask yourself, as far as reasonable and practicable, "If nothing were changed in the condition of activity, is there anything bad that could happen like a person getting hurt in any way or significant damage to property?" This is determining if a risk exists.

 

  • If a risk exists, ask yourself, as far as reasonable and practicable, "If something bad were to happen, how serious would the injuries and loss be? This is determining the potential severity of an identified risk.

 

  • If a risk exists, ask yourself, as far as reasonable and practicable, "If no action were to be taken given the way things are now, how likely would it be for a bad thing to happen? Is it pretty much guaranteed to happen, or is it a stretch to think it could ever really happen? What are the chances of it happening today, this week, next month, or within the next 20 years? This is determining the probability of an incident occurring or re-occurring.

 

F - Guidelines for finding a safer way (i.e. hazard control)

 

  • Ask yourself, as far as reasonable and practicable, "Does this task absolutely need to be done using the current procedure, equipment, and materials or can the work results be accomplished in another way using other safer tools, equipment or methods?" This is called task or hazard elimination through avoidance or substitution. Material substitution is substituting a less hazardous material in place of a more hazardous material, thereby reducing or eliminating risk.

 

  • Ask yourself, as far as reasonable and practicable, "If the task is valid and needs to be done in this way as there is no other way to do it, is there a way that we can make changes to equipment or facility to reduce or eliminate the hazard? This is called implementing engineering controls. Engineering controls are generally the best strategy for hazard elimination and control (prevention at the source and along the path to the worker), but are sometimes impractical solutions due to overall cost, poor cost benefit returns if there are other options available, and unfavorable time to implement or responsiveness factors.

 

  • If engineering controls are not reasonable or practicable at the present time or ever under the circumstances, ask yourself, "If engineering controls are not an option at the present time, is there a way that we can adjust the way we do the work or safe work procedure to eliminate or reduce the hazard? This is called implementing procedural controls. Procedural controls are only effective to the degree that a worker is trained to perform them, and the human factor limitations around following and consistently executing safe work procedures. Always discuss procedural control changes with your supervisor or person in charge and ensure that job hazard analysis and safe work instructions are revised to reflect the changes made.

 

  • If engineering controls are not reasonable or practicable at the present time, and procedural controls do not effectively control or sufficiently address the hazard, ask yourself, "Is it reasonable, practicable, and necessary to provide the worker personal protective equipment to reduce and eliminate the hazard?" This is called implementing personal protective equipment (PPE) controls (at the worker). PPE programs should be set as required by occupational task and as a last resort after first considering task elimination, engineering controls and procedural controls.

 

E - Guidelines for continuously improving workplace safety (i.e. every day)

 

www.safemanitoba.com

 

Corrective Action and Closure

 

Supervisors or persons in charge at RETSD facilities should receive reports and ensure, as far as reasonably practicable, the reports are processed, investigated and corrective actions implemented.

 

HIGH RISK WORKSPACE SAFETY INSPECTIONS PROCEDURES (MONTHLY DURING SCHOOL YEAR)

 

See this page / document and associated links for instructions and forms.

 

SAFETY INSPECTIONS SCHEDULE

 

See Divisional Committee Exemption - Inspections document for details and current schedule.

 

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-05-SOP-017-01
 

 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:

February 23, 2010

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