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River East Transcona School Division
creating student success
Investigate and Correct Safety Concerns or Incidents

 Video Instructions

 
 
Video courtesy of SafeWork Manitoba. For more information and alternate formats, please visit source:
 
 

 

 Safe Operating Procedure

​PURPOSE

 

To define the River East Transcona School Division (RETSD) process for investigating and correcting reported incidents.

 

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

 

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


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.

 

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 Number

WSHMS-09-SOP-021-04


 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 14, 2018


Last Revised:


August 14, 2018


Next Review On or Before:


August 14, 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

 

 Safety Investigation for Administrators

  • THE SCHOOL DIVISION EXPECTS THAT WORKERS PROPERLY REPORT SAFETY CONCERNS OR INCIDENTS

    • All workers in the division have been trained in safety reporting procedures when they participate in safety orientation training.

    • All workers are responsible to follow accepted reporting protocols as they have been trained to do:

          1. Speak directly to your administrator to verbally report the concern or incident, without undue delay
          2. Follow up with a written report form to document the safety concern or incident for further management investigation and follow up, without undue delay
    • Remember that closing the communication loop on incident reporting means that the results of the investigation and what is going to be done about the incident (i.e. corrective actions as applicable) must be communicated back to the affected workers(s) in writing.

  • THE SCHOOL DIVISION EXPECTS THAT ALL REPORTED SAFETY CONCERNS AND INCIDENTS ARE INVESTIGATED


    • Administrators must conduct investigations into all reported safety concern or incidents.

    • Regardless if the safety concern or incident is serious and complex, or minor and straight forward, an investigation must be completed and corrective actions conistently and appropriately documented.

    • The complexity of a concern or incident may impact the depth and scope of an investigation, but it does not excuse management from conducting one in the first place.

    • It is very important that the Division be able to show, through appropriate documentation otherwise known as objective evidence, that we do investigate all safety incidents and that the division does all that is reasonable and practical to prevent or minimize the chance of re-occurrence.


  • MINOR CONCERN OR INCIDENT INVESTIGATION GUIDELINES


  • A minor safety concern or incident is:

    • a workplace injury that did not or would likely not result in medical assessment or treatment bring sought.

    • a concern that will not likely result in a serious incident.

  • At an absolute minimum, a workplace safety investigation must involve a direct discussion of the safety concern or incident between a management representative (i.e. administrator) and the affected worker or workers.

  • If the conversation between the administrator and the worker(s) provides enough detail as to root and contributing causes of the concern or incident, there is probably no need to investigate further.

  • If the conversation between the administrator and the worker(s) does not provides enough detail as to root and contributing causes of the concern or incident, there is a need to conduct further investigation:

    • Visit and critically observe the scene.

    • Interview witnesses or other affected workers to obtain additional information.

    • Document the scene by taking video, pictures, create sketches etc.

    • Determine the root and contibuting causes of the incident. 


    SERIOUS CONCERN OR INCIDENT INVESTIGATION GUIDELINES


    A serious safety concern or incident is:

    • a workplace injury that results in medical assessment or treatment bring sought.

    • a concern that may likely result in a serious incident.


    A serious injury, reportable to the Manitoba Workplace Safety and Health Division, 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

    A facility serious incident, reportable to the Manitoba Workplace safety and Health Division, involves a failure or an uncontrolled situation that does not necessarily involve injury to persons.


    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.


    The Divisional Workplace Safety and Health Committee Investigation Team must be part of any workplace safety and health division reportable incident investigation as per the above criteria and will work with local administration to conduct the investigation, determine causes, and determine corrective actions..

     

    Administrators: Phone the Safety and Health Officer @ 204.471.5693 immediately without undue delay if a serious incident occurs at your workplace that involves any of the above criteria.



    CLOSING THE COMMUNICATIONS LOOP


    Safety concern and incident reports received by the Safety Officer will be communicated back to the administrator and worker(s) via email. Incident reports filed using Employee Connect will appear on your Administrator Dashboard and you will receive an email as well.


    Make sure you communicate back to the worker(s) by responding to the report email received from the Safety Officer with the investigation outcome (if applicable) and any corrective actions that will or have been taken (as applicable).

    It is not required, but if you want to copy the Safety Officer in on your response back to the worker(s), that would be ok.


    Keep the email for future reference if you should be asked for it as objective evidence of investigation follow through.


     

     Contacts

    If any worker, management or non-management, have any questions, concerns regarding workplace safety incident investigation protocols at any time before, during or after filing a workplace safety concern or incident report, contact a chairperson member of your divisional workplace safety and committee or the Safety and Health Officer:
    • Worker Co-Chairperson Richard Gasior at JDG School 204.669.1280

    • Management Co-Chairperson Mike Myles at AO 204.667.7130

    • Safety and Health Officer Leonard Zdrill at cellular 204.471.5693​