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River East Transcona School Division
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How To Report Workplace Safety Concerns or Incidents

 

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 FOLLOW THIS PROCEDURE PLEASE

1. Tell your manager, supervisor, administrator, person in charge (a management worker representative) about your workplace safety incident, concern, or injury without undue delay.

 

2. If you are injured at work and will be seeking medical assessment or treatment due to the injury, regardless of how much time has past between the incident and the medical visit, telephone the divisional safety and health officer at 204.471.5693 without undue delay to report the situation. At a minimum, leave a phone message if not able to speak directly with the safety and health officer.

 

3. Take an Occupational Health Assessment Form (OHAF) with you to your medical appointment. If there is a reasonable possibility of you missing time from work or if you are not able perform your regular duties at work due to the injury, have your medical practitioner complete the OHAF form, pay any associated fees, and submit to your management supervisor. Submit the receipt to your management supervisor for payroll reimbursement of the form completion fee.

 

4. When able, and without undue delay, file a written incident report using the Incident tab in your Employee Connect account. If you do not have access to Employee Connect, work with your management supervisor to file the report online using Employee Connect Incident tab. A link is provided on this page under Safety Report Form.

 


 ‭(Hidden)‬ Instructions

​Step 1: Workers with a workplace safety concern or incident to report MUST speak to an Administrator or person in charge (i.e. Management representative) of the school or worksite, immediately if the incident is serious and without undue delay if not serious.

 

Specific Worker Responsibilities:

  • Serious workplace safety concerns or incidents for RETSD purposes (i.e. those that require workers to verbally report directly and immediately to an Administrator or person in charge) are defined as any act, condition, occurrence or near miss that is an imminent threat to life or limb, or a work related injury that causes a worker to seek medical assessment or treatment from a medical professional.

  • Workplace safety concerns or incidents considered not serious for RETSD purposes (i.e. those that require workers to verbally report directly and without undue delay to an Administrator or person in charge) are defined as any act, condition, occurrence or near miss that is not an imminent threat to life or limb or a work related injury that does not cause a worker to seek medical assessment or treatment from a medical professional.

  • If a worker seeks medical assessment or treatment for a work related injury or illness, the worker must speak directly to their Administrator or person in charge and the Safety and Health Officer at 204.471.5693 prior to receiving assessment or treatment from the medical professional.

  • RETSD offers a return to work modified duties program to all workers injured or ill due to a workplace related injury. All workers (i.e. educational and support staff) seeking medical attention for a work related injury where time loss has occurred or is expected (i.e. missing additional work time past the original date of injury), must provide the medical professional an Occupational Health Assessment Form (OHAF).

Occupational Health Assessment Form (OHAF) forms are available:

    • via a print off link on this page

    • in the printed blue brochures located in the area of the local workplace safety and health bulletin board area or in the general office from reception.

  • The worker must submit the completed OHAF from their medical professional immediately and directly (i.e. in person or if unable to submit in person, by scan and email or fax) to the Administrator or person in charge. The Administrator or person in charge will send a copy of the record immediately to the Safety and Health Officer for follow up.

  • If a fee is charged by the medical professional for completing the OHAF, workers please pay the medical professional directly, and in turn submit the receipt for reimbursement to the Safety and Health Officer.

  • It is important to follow these procedures in a proper and timely manner to avoid undue delay in the investigation and correcting of safety concerns or incidents reported.

 

Specific Administrator or Person in Charge (Management) Responsibilities:

  • Management receiving a safety concern or incident report that is serious, severe, imminently dangerous to life and limb, or an injury to a worker where medical assessment or treatment will be sought, must phone the Safety and Health Officer at 204.471.5693 immediately without delay.

  • Failure to follow this protocol may result in the school division being put at risk of not complying with workplace safety and health act and regulations and could result in the Division receiving stop work orders, improvement orders, administrative penalties, fines or other penalties.

 

Step 2: All verbal workplace safety and health reports MUST be followed up with a written report using an accepted workplace safety and health report format (See Written Report Methods)

 

Specific Worker Responsibilities:

  • All verbal workplace safety and health reports made by workers to management must be followed up with a written safety report. It is the responsibility of the worker to ensure a written report is filed with management.

  • The reporting worker must use one of the formats listed on this page under Written Report Methods, immediately and or without undue delay corresponding to the seriousness of the report. Please select and follow any one of the written report methods to file a report. Please file one report using one method. Do not send multiples of the same report using different methods. Do not send paper copies to the Safety and Health Officer duplicating what was sent electronically. Always keep a copy for your own records.

  • No other formats or reports made through any other reporting systems (school based or otherwise) will be accepted as workplace safety and health reports.

  • Regardless of the written report method chosen, upon completion, the written report must be submitted to the Administrator and the Safety and Health Officer, preferably in electronic form:

    • If using the Employee Connect method, the report is automatically received by the Administrator and the Safety and Health Officer when saved.

    • If using the fillable electric form, save, fill and attach electronic file and email.

    • If using paper method, scan and email hand completed form

    • If electronic submission is not a viable option, then handing the report directly to the Administrator or person in charge is acceptable.

 Specific Administrator or Person in Charge (Management) Responsibilities:

  • Administrators and people in charge as Management representatives of RETSD, have a legal obligation to investigate, document, take corrective action, and communicate corrective actions back to the reporting worker for all written reports received, regardless of severity. Please see the Investigate webpage of this website for detailed instructions for properly completing these responsibilities. 

 

 ‭(Hidden)‬ How To Report Safety Concerns or Incidents Video

 

Video Title: New Worker Safety Orientation and Review - Chapter 05 Reporting and Resolving Workplace Safety Concerns or Incidents

This video explains the basic steps and processes for reporting and resolving workplace safety concerns or incidents.

If you encounter any playback issues viewing this video, you can also review this video by clicking  Chapter 05: Reporting and Resolving Workplace Safety Concerns or Incidents Video Link on Vimeo.

For a presentation and video transcript, see Worker Safety Orientation and Refresher Training Transcript Link. ​

 

 Safe Operating Procedure Document Number

WSHMS-09-SOP-021-02
 

 Safe Operating Procedure

PURPOSE

 

To define the River East Transcona School Division (RETSD) process for all safety incident reporting, investigation and corrective action activities.

 

SCOPE

 

This safe operating procedure and associated documents establish a standard, procedure and program framework for all facilities and stakeholder groups for reporting, response, investigating and corrective measure implementation for safety concerns and incidents at RETSD.

 

 

 

RESPONSIBILITY

 

 

All workers have a responsibility to participate in incident reporting, response, investigation and corrective action as applicable and within their training and expertise.

 

Management workers must work in consultation with non-management workers in incident reporting, response, investigation and corrective action activities.

 

DEFINITIONS

 

Safety Concern

 

A safety concern is a potential or emergent safety issue that has not yet caused injury, illness, facility, or equipment damage, but if left unaddressed, could cause injury, illness, facility, or equipment damage.

 

Dangerous Occurrence Incident

 

A dangerous occurrence incident is a safety-related incident that occurred without resulting in injury, illness, facility, or equipment damage but under different circumstances may have caused injury, illness, facility or equipment damage. A dangerous occurrence incident is also known as a near miss incident.

 

Medical Emergency Incident

 

A medical emergency incident is a health incident that may or may not be work related but occurs in the workplace or facility that may require the engagement of emergency medical services (e.g., heart attack, stroke)

 

Workplace Injury Incident

 

A workplace injury incident is a safety incident occurring at a workplace that causes injury or illness to a worker.

 

The subcategories for workplace injury types include:

 

Serious Injury

 

A serious injury is one in which a worker is killed or suffers:

 

·         An injury resulting from electrical contact.

 

·         Unconsciousness as the result of a concussion.

 

·         A fracture of his or her skull, spine, pelvis, arm, leg, hand or foot.

 

·         Amputation of an arm, leg, hand, foot, finger or toe.

 

·         Third degree burns.

 

·         Permanent or temporary loss of sight.

 

·         A cut or laceration that requires medical treatment at a hospital as defined in The Health Services Insurance Act.

 

·         Asphyxiation or poisoning.

 

Medical Aid Injury

 

A medical aid incident is one in which a worker suffers an injury severe enough to require medical aid, but does not qualify as a serious injury incident.

 

First Aid Injury

 

A first aid injury is one in which a worker requires the services of a first aider and/or self- aids with first aid supplies to treat an injury.

 

Minor Injury

 

A minor injury is one in which a worker does not require or does not seek medical aid or first aid for an injury.

 

Facility Serious Incident

 

A facility serious incident involves a failure or an uncontrolled situation that does not necessarily involve injury to persons but is serious enough to require reporting to the Workplace Safety and Health Division.

 

A facility serious incident includes or involves:

 

  • The collapse or structural failure of a building, structure, crane, hoist, lift, temporary support system or excavation.

 

  • An explosion, fire or flood.

 

  • An uncontrolled spill or escape of a hazardous substance.

 

  • The failure of an atmosphere-supplying respirator.

 

Employee Abuse Incident

 

Employee abuse incidents are generally classified as physical or emotional violence perpetrated by students against staff.

 

Workplace Violence or Harassment Incident

 

Workplace violence or harassment incidents are generally classified as physical or emotional violence perpetrated by a stakeholder against another stakeholder. Perpetrators can come from all stakeholder groups.

 

The only exception is when students harass staff or perpetrate violence against staff.  This is covered under employee abuse. See Workplace Violence Prevention Program and the Divisional Respectful Workplace Policy for further information.     

 

Site Safety Incident Response Team

 

A worksite level safety incident response and investigative team, which at a minimum must have the following stakeholders participating:

 

·         The school administrator as chief supervisor and person in charge acting on behalf of management

 

·         The head custodian or other custodial staff present in the facility, acting as a worker representative

 

·         The elected site safety representative acting as a worker representative

 

Divisional Safety Incident Response Team

 

A divisional level safety incident response and investigative team, which at a minimum must have the following stakeholders participating:

 

  1. The co-chairpersons of the divisional workplace safety and health committee at the workplace or their designates

 

  1. The site safety team of a facility or department, as applicable.

 

  1. The administrator or director of a facility, in the presence of a worker employed at the workplace that is not associated with the management of the workplace in the absence or unavailability of worker site team members.

 

SERIOUS INJURY RESPONSE PROCEDURE

 

1.      Summon first aid responders.

 

2.      Ensure that the scene is safe to administer first aid.

 

3.      Follow the direction of the first aider.

 

4.      Summon the applicable supervisor or person in charge, if they are not already on scene, and summon members of site safety incident response team.

 

5.      Call 911 to summon Emergency Services (EMS). The decision to call EMS is to be made ideally by the first aider or by any person responding in the absence or if time is a factor in making the call. Give the street address of the facility and location of the front entrance doors.

 

6.      Ensure a responsible person is dispatched to meet the EMS and lead them to the scene, if called. Generally, EMS will enter a facility at the main front doors corresponding to the location of a fire or alarm panel.

 

7.      Control people traffic at the scene, and dispatch resources to obtain the Safety Incident Response and Investigation Kit that may be required to secure and preserve the scene (tape, barriers, cameras, etc.). First aiders and site safety team members should know the storage location of the kit on site.

 

8.      Follow the directions of EMS once they arrive on scene. EMS controls the scene when they arrive, taking over from the first aider.

 

9.      Call the divisional safety incident response team and follow directions. The divisional safety incident response team will likely need to investigate. If in doubt as to how to proceed in a medical emergency situation, seek guidance from the RETSD Safety and Health Officer. (Cell: 204.471.5693, email: mailto:safetyofficer@retsd.mb.ca)

 

10.  Help secure, control and preserve the scene if applicable. Do not disturb the scene unless required to prevent further harm to the injured worker or to prevent injury to other workers.

 

11.  Ensure the injured party is transported to a medical facility by EMS.

 

12.  The divisional safety incident response team or the administrator is to ensure that the affected person's emergency contact is notified of the situation and which medical facility the person has been sent to.

 

13.  On the direction of the divisional safety incident response team, set the scene back to normal as applicable, using approved methods.

 

 

REPORTING PROCEDURE

 

To report a safety concern or incident, follow these steps:

 

  1. Workers are to report a concern or incident to their Supervisor or person in charge verbally, in writing, or both, in a timely manner.

 

  1. Incidents that are not serious in nature are to be responded to, investigated, and corrective action plans set by the site safety team. Written reports of this activity are to be submitted to the Safety and Health Office.

 

  1. Any serious facility incident, dangerous occurrence or an injury that requires RETSD management to send any worker to a medical facility, the calling in of outside emergency services personnel, including health emergencies, that occur at RETSD facilities must be reported immediately, or as soon as reasonably practicable after initial response, by a member of the site safety team (Administrator, Site Safety Representative, or Head Custodian) to the Safety and Health Officer via email or phone.

 

Safety and Health Officer

Cellular Phone: 204.471.5693

RETSD Email: safetyofficer@retsd.mb.ca

 

  1. The Safety and Health Officer will notify the Divisional Committee Co-Chairperson or designate by phone as soon as reasonably practicable after being notified of a serious incident as defined in 2, to set a course of action and if it is necessary to deploy the Divisional Incident Response Team.

 

  1. If the incident is deemed to be reportable to the Workplace Safety and Health Division, the Safety Officer will make the call, and coordinate all incident investigation teams based on the response from the Workplace Safety and Health Division.

 

  1. All Workplace Safety and Health Division reportable serious incidents are to be investigated by the Divisional Safety Incident response Team in a timely manner.

 

  1. All serious incidents are to be investigated, corrective action plans developed, and reported in writing to the Safety and Health Office.

 

All acceptable forms for written documentation of workplace safety concerns or incidents are displayed on the the Divisional website, Safety and Health under Quick Links, Report tab. Detailed and specific instructions for managemnent and non-management workers are also displayed.

 

RIGHT TO REFUSE DANGEROUS WORK

 

All workers have the right to refuse work that they truly believe to be dangerous to their personal safety and health or the safety and health of any other person.

 

See Right to Refuse Dangerous Work for detailed instructions on how to deal with a work refusal situation.

 

INCIDENT INVESTIGATION GUIDELINES

 

An effective safety incident investigation generally will contain the following elements:

 

·         A visit to the specific incident scene by the investigators and the stakeholder concerned

 

·         Interviews of the stakeholders concerned and any witnesses to the incident

 

·         A simulation and chronology of the events leading up to, including and immediately after the incident

 

·         A close inspection of the current physical environment where the incident occurred and notations of any different physical environment factors

 

·         Listening actively, asking probing questions to verify the meaning of responses

 

·         Accurate notes that have been reviewed with interviewed stakeholders for verification to ensure completeness

After an investigation is completed, RETSD in consultation with the co-chairpersons or designates the representative or the worker, as applicable, must prepare a written report that includes the following:

 

  • The name of any person injured or killed.

 

  • The date, time and place of the incident, accident or dangerous occurrence.

 

  • A description of the incident, accident or dangerous occurrence.

 

  • Any graphics, photographs or other evidence that may assist in determining the cause or causes of the incident, accident or dangerous occurrence.

 

  • An explanation of the cause of the incident, accident or dangerous occurrence, including any factors or events that indirectly contributed to it occurring.

 

  • Any immediate corrective action taken.

 

  • Any long-term action that will be taken to prevent the occurrence of a similar incident, accident or dangerous occurrence, or the reasons for no action being taken.

 

Note: This requirement is covered if the appropriate reporting, investigation, and corrective action forms are used. Always use the RETSD safety forms to record, investigate and implement corrective actions for incidents.

 

All acceptable forms for written documentation of workplace safety investigation and corrective action are displayed on the Divisional website, Safety and Health under Quick Links, investigate tab. Detailed and specific instructions for management and non-management workers are also displayed.

 

CORRECTIVE ACTION GUIDELINES

 

  • Assess root cause and indirect causes of the incident.

 

  • Ensure proposed corrective action solutions are identified against all identified causes (root and indirect).

 

  • Ensure proposed corrective action solutions are reasonable and practicable, using combinations of administrative controls, personal protective equipment and engineering controls as reasonable and practicable.

 

  • Engage expertise available internally or externally to define and or implement corrective actions.

 

  • Fully implement corrective actions to close the incident file.

 

  • Monitor effectiveness of solutions following corrective action implementation.

 

If you have any questions about corrective action implementation, contact the safety and health officer or your human resources department.

 

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 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:

February 23, 2010

Last Reviewed:

August 10, 2018

Last Revised:

August 10, 2018

Next Review On or Before:

August 10, 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 09 - Safety Incident Reporting, Investigation and Corrective Action

 

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