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River East Transcona School Division
creating student success
Workplace Safety and Health Management System Administration

 Abstract

Part 7 of the provincial workplace safety and health act directs an employer to establish a written workplace safety and health program for each workplace where 20 or more workers of that employer are regularly employed.

This safe operating procedure is an overview of the Workplace Safety and Health Management System Administrative System at RETSD. (i.e. our workplace safety and health manual and program) and how RETSD complies with the legislation.


 Summary

  • RETSD has a workplace safety and health policy endorsed and supported by the Board of Trustees.

  • The workplace safety and health policy is periodically reviewed and revised to reflect changing conditions in the school division.

  • RETSD has a set of safety rules that must be adhered to at all times.

  • RETSD has established a safety management system to document and manage the safety and health program in the division.

  • RETSD has established a continual improvement strategy to support our safety management system.

  • RETSD has established Job Hazard Analysis and Safe Work Procedures.

  • RETSD has established programs for worksite and workspace inspections and corrective action.

  • RETSD has established programs for purchasing and capital acquisitions.




 Safe Operating Procedure Controlled Document

OVERVIEW


This safe operating procedure documents RETSD senior management's commitment to providing a safe and healthy workplace for all stakeholders that attend or work at our worksites.

The content in this document includes:

  • Workplace safety and health program definitions of all stakeholder groups

  • Workplace safety and health program responsibilities by stakeholder group

  • Safety and health policies, rules, best practices and standards

  • Job hazard analysis and safe work procedure development

  • Overall structure of the Workplace Safety and Health Management System (WSHMS)

  • Program continual improvement and management 


KEY LINKS


RETSD Workplace Safety and Health Policy GBG-Workplace Safety and Health Document Link

RETSD Safety and Health Rules Consolidated Link

Safe Work Procedures Link

Safety Program Website Link

RETSD Safety Manual Link

RETSD Safety Drills & Inspections Link

RETSD Safety Management System Audit Link


SAFE OPERATING PROCEDURE

 

PURPOSE


To establish guiding principles, requirements and development framework for a Workplace Safety and Health Management System (WSHMS) at River East Transcona School Division (RETSD) that meets or exceeds all municipal, federal and provincial legislated workplace safety and health program requirements.

The division must state an overall commitment to workplace safety and health program development and implementation for compliance under Manitoba Workplace Safety and Health Program Element 01 – Safety Policy and Management Commitment.

Stakeholder responsibilities and authorities must be defined and documented for compliance as part of Manitoba Workplace Safety and Health Program Element 04 – Statement of Responsibilities.

The division must establish a system to evaluate, revise and continually improve the safety and health program at River East Transcona School Division. This requirement is defined in Element 11 – Safety Program Review and Audits

 

SCOPE


This safe operating procedure and associated documents establish a standard, procedure and program framework for a Workplace Safety and Health Management System for all workers at River East Transcona School Division.

Other stakeholder groups that do not clearly fall into the worker category may have responsibilities under the Workplace Safety and Health Management System, as specified and applicable.

 

SAFETY AND HEALTH PROGRAM DEFINITIONS

 

River East Transcona School Division accepts and shall use the safety and health definitions contained in the following legislative documents as currently stated and, in the future, amended:

  • Manitoba Workplace Safety and Health Act or equivalent legislation as applicable.

  • Manitoba Workplace Safety and Health Regulation or equivalent legislation as applicable.

 

DEFINITION OF A WORKER 

 

A worker is:

  • Any person who is employed by an employer to perform a service whether for gain or reward or hope of gain of reward or not.

  • Any person engaged by another person to perform services whether under a contract of employment or not.

  • Who performs work or services for another person for compensation or reward on such terms and conditions that he is, in relation to that person, in a position of economic dependence upon that person more closely resembling the relationship of any employee than that of an independent contractor.

  • Works or performs services in a workplace which is owned or operated by the person who engages him to perform services.

  • Any person undergoing training or serving an apprenticeship at an educational institution or at any other place.

 

DEFINITION OF A WORKPLACE


A workplace is:

Any building, site, workshop, structure, mine, mobile vehicle, or any other premises whether indoors or outdoors in which one or more workers, or self-employed persons, are engaged in work or have worked.

 

DEFINITION OF STAKEHOLDER GROUPS


River East Transcona School Division recognizes the importance of defining, as far as reasonably practicable, the stakeholder groups interacting and associated with the development, implementation and operation of a workplace safety and health program in the organization.

The following describes the various stakeholder groups that have either direct or indirect relationships with the workplace safety and health program at River East Transcona School Division:

 

Students

 

Early years (generally grades K-5)

Note: Early years students do not become workers (i.e. non workers) as per the worker definition under any circumstances.

 

Middle years (generally grades 6-8)

Note: Middle years students may become workers as per the worker definition depending on the tasks and environment they are in. (i.e. industrial arts, science/chemical labs, other).

 

Senior years (generally grades 9-12)

Note: Senior years students may become workers as per the worker definition depending on the tasks and environment they are in. (i.e. industrial arts, vocational labs, chemical labs, other).

 

Adult learners in regular school programs

Other, as applicable

 

Students as Workers

 

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

  • Middle year and senior year students only

  • 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.

 

Students as Non-Workers

 

Generally, at any level, students are not considered workers, and therefore are not covered under the RETSD safety and health program rules and regulations under the following circumstances:

  • Academic classroom settings, no laboratory activities

  • Gymnasium settings

  • Playground settings

  • Any other situation where students are not performing work as per the worker definition

 

General Public

  • Visitors

  • Parents and/or guardians

  • User groups / permit holders

  • Learners in continuing education or recreational program

  • Other, as applicable

 

Generally, the general public group is not considered to be workers in the division. However, the general public group may have responsibilities under the Workplace Safety and Health Management System, as specified and applicable.

If visitors, program volunteers, are performing work in River East Transcona School Division facilities, as per the worker definition, then they are to be considered workers and the safety and health program rules and regulations apply.

Examples include, but are not limited to:

  • Lunch program monitors activities

  • Band parent association activities

  • Field trip supervision volunteer activities

  • Other


Board of Trustees

 

Generally, the board of trustees group are considered workers in the division.

 

Divisional Staff

 

  • Superintendent/CEO (chief supervisor for purposes regarding workplace safety and health matters)

  • Senior management

  • Management

  • Support

  • Contractors (self-employed or employers) retained directly by the division, conducting work on River East Transcona School Division sites

  • Other, as applicable

  • Generally, the divisional staff group are considered workers in the division.

 

School Staff


  • Principals (chief supervisor for purposes regarding workplace safety and health matters)

  • Teachers

  • Educational Assistants

  • Specialist support

  • Support

  • School program volunteers

  • Contractors (self-employed or employers) retained directly by schools, conducting work on River East Transcona School Division sites

  • Other, as applicable

  • Generally, the school staff group are considered workers in the division.

 

Maintenance Staff

 

  • Director of Maintenance (chief supervisor for purposes regarding workplace safety and health matters)

  • Mechanical (includes electrical and heating, ventilation and air conditioning)

  • Structural (facilities and building components)

  • Custodial and custodial aides

  • Support

  • Contractors (self-employed or employers) retained directly by Maintenance, conducting work on River East Transcona School Division sites

  • Other, as applicable

  • Generally, the maintenance staff group are considered workers in the division.

 

Transportation Staff

 

  • Director of transportation (chief supervisor for purposes regarding workplace safety and health matters)

  • Mechanics

  • Drivers

  • Support

  • Contractors (self-employed or employers) retained directly by Transportation, conducting work on River East Transcona School Division sites

  • Other, as applicable

  • Generally, the transportation staff group are considered to be workers in the division.

 

Divisional Workplace Safety and Health Committee

 

The divisional workplace safety and health committee consists of River East Transcona School Division workers.

 

Site Workplace Safety and Health Committee

 

Site committees at Kildonan East and Murdoch MacKay Collegiate consist of River East Transcona School Division workers.

 

Divisional Workplace Safety Committee Incident Response Team

 

  • Worker co-chairperson, divisional workplace safety and health committee (worker representative).

  • Safety and health officer (employer management representative).

  • Divisional workplace safety and health committee members, as required (worker or management representatives).

  • Site safety team members, as required.

 

Site Safety Teams

 

All worksites and a minimum have site safety teams to handle safety concerns or incidents at the local level. These teams consist of:

  • Principals (administrators, employer management representative)

  • Site safety representative (worker representative).

  • Head custodian or designates from Maintenance (worker representative).

 

Suppliers

 

Vendors that supply products to the division.

Generally, suppliers are not considered as workers in the division. However, suppliers may have responsibilities under the Workplace Safety and Health Management System, as specified and applicable.

 

Contractors

 

Generally, contractors are considered as workers in the division when performing work on site at RETSD facilities.

 


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 as a condition of working within the division.

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

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

  • Maintain and use all safeguards, personal protective equipment or other devices always designed to protect stakeholders from injury, every time they are required.

  • Demonstrate awareness and comply with 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 being operated in a workspace is operated in a safe manner by individuals who are appropriately instructed, trained, skilled and authorized or directly supervised by a competent and authorized instructor or co–worker.

  • Demonstrate understanding of the right to refuse dangerous work, how to take appropriate steps to immediately stop dangerous activities and immediately report to the supervisor or person in charge.

  • Participate as required in incident response, investigations and corrective actions plans at a level within their expertise and authority.

  • 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 (i.e. Safe Work Procedures and Job Hazard Analysis).

  • 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, as the highest ranking management group in the organization:

  • Provide senior management the resources required to develop, implement, and maintain the policies, standards, procedures and programs associated with the division's Workplace Safety and Health Management System 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 that all legislated 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.

 

Senior Administration Team and Divisional Staff

 

Generally, the senior management group and divisional staff are expected to:

  • Ensure the development, implementation, standards attainment and maintenance, procedures and programs associated with the division's Workplace Safety and Health Management System 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 that at a minimum, all legislated safety and health requirements are met.

  • Provide competent local 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.

  • Supply required and appropriately selected 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 work collaboratively with the divisional and site workplace safety and health committee(s) on matters of safety and health in the workplace.

  • 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.

  • Manage worker safety and health performance through documented worker assessment/evaluations reviews.

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

  • Ensure internal audits are conducted on 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 effective, safe working condition.

  • Ensure no equipment is operated where a guard or other safety device has been removed, not present for any other reason, 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 serious incident investigations, cause analysis and corrective action–plan development and implementation with the participation of workplace safety and health committee(s), as appropriate.

  • Enforce 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 worker's compensation insurance coverage and are informed of and comply with safety and health requirements while performing work on site.

  • Ensure that each worksite has a dedicated workplace safety and health posting board and that the information is managed.

  • 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.

  • 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/department staff meetings.

  • Lead by example.

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

  • Ensure that stakeholders are adequately trained to safely perform their work through documented worker assessment/evaluations reviews.

  • 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, not present for any reason, 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 worker's 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.

 

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.

  • 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 that stakeholders are adequately trained to safely perform their work through documented worker assessment/evaluations reviews.

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

  • Ensure all equipment and facilities are maintained in an appropriate safe working condition.

  • Ensure no equipment is operated where a guard or other safety device has been removed, not present for any reason, damaged or improperly positioned.

  • Actively participate in serious 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 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.


Contractors

 

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

  • Comply with and demonstrate an awareness of River East Transcona School Division 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 appropriate 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.

 

General Public

 

Generally, the public attending River East Transcona School Division 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.

 

Divisional Workplace Safety and Health Committee

 

Generally, the divisional workplace safety and health committee at River East Transcona School Division 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 River East Transcona School Division 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:

  • Proper review of relevant safety and health concerns or incidents.

  • Concerns and incidents are properly reported and reviewed.

  • Appropriate responses to concerns or incidents.

  • Concerns or incidents are properly investigated.

  • Cause analysis is conducted.

  • 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 Committees

 

  • Generally, site workplace safety and health committees at River East Transcona School Division 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:

  • Proper review of relevant safety and health concerns or incidents.

  • Concerns and incidents are properly reported.

  • Appropriate responses to concerns or incidents.

  • Concerns or incidents are properly investigated.

  • Cause analysis is conducted.

  • 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.

 

Divisional Workplace Safety Committee Incident Response Team

 

Generally, the divisional safety incident response team at River East Transcona School Division 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 root 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 Teams

 

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 River East Transcona School Division has the responsibility and authority to develop a safety management program in the division. 

 

Safety and Health Officer or Equivalent Position

 

Generally, the safety and health officer at River East Transcona School Division 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 River East Transcona School Division 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.

 

NOTIFICATION OF INTERNAL STAKEHOLDERS AND REGULATORY BODIES

 

The River East Transcona School Division management representative (i.e. the divisional Safety and Health Officer) must notify, by phone, the Divisional Workplace Safety and Health Committee Worker Co–chairperson of a serious incident prior to notifying the provincial workplace safety and health division.

When a person representing River East Transcona School Division is required to give notice to the Department of Labour, Workplace Safety and Health Division director or a regulatory body, the notice must be given:

  • To the director or a safety and health officer of the workplace safety and health division, in the case of a notice that is to be given to the division.

  • To the director, in the case of notice that is to be given to the director.

Notice of serious incident may be given to the division:

  • Verbally, by giving it in person or by telephone.

  • In writing, by delivering it personally or by sending it by fax, email, courier or mail.

Notice is deemed to have been given only when the notice is received by the director or a safety and health officer.

Equal notification consideration will be provided to any other regulatory body with authority, including federal and municipal authorities.

All notifications of serious incidents to the Manitoba Workplace Safety and Health Division must be coordinated through the River East Transcona School Division Safety and Health Officer.

 

SAFETY AND HEALTH POLICY (GBG-Workplace Safety and Health)

 

River East Transcona School Division Board of Trustees shall establish and communicate a safety and health policy to all stakeholders that demonstrates the division is committed to health and safety in the workplace and achieving compliance with relevant municipal, provincial and federal acts, regulations, codes and best practices.

 

RETSD Workplace Safety and Health Policy GBG-Workplace Safety and Health Document Link

 

The policy shall meet the following objectives:

  • Be signed and dated or otherwise notarized and endorsed by the superintendent.

  • Identify the manager and supervisor of health and safety responsibilities. 

  • Identify employee health and safety responsibilities.

  • Identify contractor and visitor health and safety responsibilities.

  • Identify the government–required regulatory compliance items. 

 

The Board of Trustees shall:

  • Review Policy GBG–Workplace Safety and Health periodically, as per general responsibilities, to ensure it adequately and accurately reflects the organization's commitment to workplace safety and health.

  • Ensure the workplace safety and health policy is posted at a minimum of one accessible location within the facility and posted electronically if infrastructure exists to post information electronically within the organization.

  • Review and communicate Policy GBG–Workplace Safety and Health to new employees as part of any new employee orientation program or associated employee manual or materials package.

  • Ensure that Policy GBG–Workplace Safety and Health is reviewed, as applicable, in periodic group or team meetings.

  • Demonstrate commitment to health and safety by providing follow–up on all health and safety concerns brought forward.

  • River East Transcona School Division Board of Trustees, by establishing a safety and health policy for the organization, effectively delegates the responsibility for development, implementation and execution of the workplace safety and health management system to senior management of the organization to meet the expectations and intent of the policy.

  • All documents developed and implemented in the WSHMS shall be considered support standards; procedures and documentation subordinate to the policy, and do not require control from the office of the secretary–treasurer.

 

SAFETY AND HEALTH RULES

 

River East Transcona School Division shall establish a set of safety and health rules and identify basic programs that will assist in the protection of all stakeholders.

 

RETSD Safety and Health Rules Consolidated Link

 

The safety and health rules shall:

  • Provide rules which must be observed at all times.

  • Provide programs that facilitate protection when implemented and monitored.

  • Provide all stakeholders with a reference of expected behaviors.

  • Identify consequences for failure to comply with safety and health rules.

Divisional management shall:

  • Identify the necessary regulatory compliance and best practices.

  • Develop, implement and administer rules consistently.

  • Provide training and tools to the chief supervisor and subordinates to administer the rules consistently.

  • Train stakeholders and evaluate effectiveness of the rules and programs.

  • Lead by example by adhering to the rules and programs.

  • Support and work collaboratively with the workplace safety and health committee(s).

  • Continually assess needs and modify rules to match needs.

  • Develop and implement compliance programs first.

  • Review, as members of the workplace health and safety committee, all safety policies, procedures and programs a minimum of once every 36–month period.

  • Ensure posting of the safety and health rules at accessible locations throughout applicable facilities, including electronic postings as applicable.

  • Review and communicate the safety and health rules to new employees as part of any new employee orientation program or associated employee manual or materials package.

  • Ensure the safety and health rules are reviewed as applicable in periodic group or team meetings, or as part of annual safety review activities.

  • Demonstrate commitment to health and safety by providing follow–up on all health and safety concerns brought forward.

 

JOB HAZARD ANALYSIS AND SAFE WORK PROCEDURES

 

Safe Work Procedures Link

 

River East Transcona School Division shall:

  • Develop and implement appropriate safe work procedures for work done at a workplace.

  • Train applicable stakeholders in the safe work procedures.

  • Ensure stakeholders comply with the safe work procedures.

 

River East Transcona School Division shall consult with the following stakeholders as applicable when developing and implementing safe work procedures:

  • The workplace safety and health committee(s).

  • The workplace safety and health site safety teams at the workplace.

  • Subject matter experts through experience and training.

  • The safety and health officer or equivalent.

 

PROVISION OF SAFETY AND HEALTH INFORMATION

 

River East Transcona School Division shall provide workers with ready access to the following at the workplace:

  • The Workplace Safety and Health Act.

  • Manitoba Regulation 217/2006 Workplace Safety and Health Regulation.

  • Each code of practice approved and issued by the workplace safety and health division director that relates to a regulation under the Act that applies to the workplace or any work done at the workplace.

  • Other, as applicable.

 

Safety Program Website Link

 

Providing safety and health information shall be accomplished by the following methods:

  • Direct access to the safety and health websites of the Manitoba Government.

  • Reference materials in the River East Transcona School Division workplace safety and health management system.

  • Communications with the workplace safety and health committee(s) and site representatives.

  • Designated workplace safety and health bulletin posting boards.

  • Training and awareness programs offered through the division or other authorities.

  • Other methods, as applicable.

 

SAFETY INSPECTIONS OF THE WORKPLACE

 

River East Transcona School Division shall:

  • Ensure regular inspections of the workplace and of work processes and procedures at the workplace are conducted to identify any risk to the safety or health of any person at the workplace.

  • If a risk is identified at any time outside of formal inspections through, correct any unsafe condition as soon as is reasonably practicable and, in the interim, take immediate steps to protect the safety and health of any person who may be at risk.

A prime contractor, if retained for work on River East Transcona School Division projects, must:

  • Ensure regular inspections of the construction project site and the work processes and procedures at the site are conducted to identify any risk to the safety or health of any person at the site.

  • If a risk is identified, correct any unsafe condition as soon as is reasonably practical and, in the interim, take immediate steps to protect the safety and health of any person at the workplace.

 

Drills and Inspections Program Link

 

COMPLIANCE TO APPLICABLE MUNICIPAL, PROVINCIAL AND FEDERAL LEGISLATION

 

The division's Workplace Safety and Health Management System shall comply with the following standards:

  • The latest revision of the Manitoba Workplace Safety and Health Act and all associated Regulations and Codes of Practice.

  • Any applicable municipal bylaws.

  • Any applicable federal laws.

 

Divisional management shall:

  • Ensure there is clear understanding of legal requirements regarding due diligence in the workplace.

  • Focus on communicating rights, duties and responsibilities to all stakeholders in the organization.

  • Assist in the prioritizing of needs for program development and training.

  • Provide training and ensure training programs remain up to date and applicable.

  • Obtain and reference relevant legislation, keep it current and keep it accessible to stakeholders.

 

When certification by professional engineer is required on any equipment or facility, management must:

  • Ensure the certification is in writing and must be signed and sealed by the professional engineer.

  • Ensure a copy of it is readily available at the workplace.

 

PERFORMANCE MEASURES

 

Division management shall measure the effectiveness of the safety and health management system through the following measures and monitoring systems:

  • Management review processes.

  • Internal and external auditing.

  • Establishing safety measures and monitoring trends.

  • Accident prevention and investigation activities.

  • Recognizing and rewarding exemplary safety behavior in the workplace.

  • Other, as applicable.

 

SAFETY PROGRAM STRUCTURE REQUIREMENTS (11 Elements)


The division's Workplace Safety and Health Management System shall address the content requirements required under the Workplace Safety and Health Act and Regulations, and summarized in the provincial government Safe Work Bulletin No. 220 (December 2002) and the Elements of a Workplace Safety and Health Program (June 2003).

The Workplace Safety and Health Management System will define the following required 11 elements:

  1. Policy statements.

  2. Hazard identification and control systems.

  3. People and resources required in emergencies.

  4. Statement of responsibility.

  5. Inspection schedule.

  6. Plans to control chemical and biological hazards.

  7. Plans to safeguard contracted employer(s) or self-employed person(s) at our workplaces.

  8. Training for workers and supervisors.

  9. Procedures for investigating incidents, dangerous occurrences and work refusals.

  10. A strategy to involve workers.

  11. Evaluation, revision and continuous improvement to the program.

 

RETSD Safety Manual Link

 

ESTABLISHMENT OF WRITTEN SAFETY PROGRAM

 

From 2011-01-19 Divisional Workplace Safety and Health Committee Meeting Minutes:

Motion by Leonard Zdrill/Seconded by Neal Hastings that:

  • Since the divisional safety manual SOP documents have been written and reviewable since 2010-08-31 and;

  • The divisional committee has had the opportunity, at a minimum, to review all safety manual SOP's since 2010-08-31 and 2011-01-19 and;

  • The divisional committee has and will continue to have the opportunity to review, question and discuss the content of the safety manual SOP's in a consultative manner through the ongoing operation of the divisional safety and health committee as part of RETSD commitment to implementation, review and continuous improvement of the safety program and;

  • The RETSD compliance report submitted 2010-05-21 to the Workplace Safety and Health Division to acknowledge development of our safety program is now moot since the written program is in fact written; Be it resolved that the divisional workplace safety and health committee acknowledge that as of 2011-01-19, the legislated requirement for the division to develop a written safety program, and to work in consultation with the divisional workplace safety and health committee, has been satisfied.

Carried

 

WORKPLACE SAFETY AND HEALTH MANAGEMENT SYSTEM (WSHMS)

 

Accessibility

 

The division's Workplace Safety and Health Management System will be made available to all stakeholders with access to the internet through a Safety and Health webpage on the public River East Transcona School Division website.

Provisions are also available to obtain information:

  • Supervisors or designates are expected to provide all the necessary documents, forms, information, etc. to stakeholders upon request, either by allowing monitored or unmonitored control at an online terminal or providing the information in hard copy, as requested.

  • The Safety and Health Officer can be contacted by phone and/or email and will assist with any information requests.

  • The collective of procedures will be considered by River East Transcona School Division to constitute the RETSD Safety and Health Procedures Manual.

All other documents types are considered support documents to the procedures manual

 

Control

 

All safety and health management system documents are stored and controlled on the River East Transcona School Division divisional website.

Only documents stored online and the one printed for the Safety and Health Procedures Manual are considered controlled documents.

All other safety system documents that are printed and posted are uncontrolled, and are not guaranteed to be the latest version.

Stakeholders are encouraged to access documents whenever reasonable and practicable directly from the online source to ensure access to the latest version.

 

PROGRAM REVIEW AND REVISION PLAN

 

River East Transcona School Division shall ensure that the workplace safety and health program is reviewed and revise revised at intervals not more than 3 years (36 months) and sooner if circumstances at a workplace change in a way that poses a risk the safety and health of workers or as prescribed by regulation.

The Divisional Workplace Safety and Health Committee will participate in written program review as part of standard operations of the safety and health committee.

River East Transcona School Division employs a quality management approach for managing the workplace safety and health program.

The quality system cycle is:

  • Plan: Actively seek out non-conformance and make SMART (Specific, Measurable, Attainable, Realistic and Timely) plans to continuously improve safety culture and performance

  • Do: Implement the SMART plans.

  • Study: Evaluate the plan implementation for effectiveness and desired positive outcomes.

  • Act: Based on review and study results, start again making SMART plans for continual improvement.

 

RECORDS MANAGEMENT

 

Paper records and other materials are to be filed in either a health and safety central file, scanned for online storage and display, or in individual employee training files, whichever is deemed appropriate for the record in question. The health and safety central file shall be managed by the safety and health officer or designate.

River East Transcona School Division shall ensure a record required to be made or retained under this regulation is not destroyed or disposed of for the period prescribed in this procedure for the specific class of records; or, if there is no prescribed period, for five years after the record is made or comes into the possession of the organization.

 

COMMUNICATION

 

A combination of hard–copy postings, distributions and electronic posting will be used to communicate safety and health program information within River East Transcona School Division.

See divisional website for details.

 

TRAINING

 

All stakeholders shall be trained to their required level of involvement in the Workplace Safety and Health Management System 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.

 

CAPITAL ACQUISITIONS

 

River East Transcona School Division will ensure all applicable safety–related documentation is obtained from vendors as part of capital equipment acquisition processes.

 

IMPLEMENTATION, MONITORING, COMPLIANCE

 

Ultimately, the superintendent shall be responsible for the sustainability of the Workplace Safety and Health Management System 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.

Failure to comply with provisions of the River East Transcona School Division safety program may lead to discipline, up to and including discharge from employment and/or other remedies available at law.

 

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 01 – Definitions and General Matters

Manitoba Workplace Safety and Health Regulation Part 02 – General Duties

Manitoba Workplace Safety and Health Program Element 01 – Safety Policy and Management Commitment

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

 



 Document Control

A. System *
RETSD Quality Management System
​B. System ID *
​RETSD-QMS-000-0001 / Sequential / Unique Identifier
C. Domain *
​Public / Internal
D. Sector
If applicable / ​Workplace Safety and Health Management System / Divisional Policy Manual / Other
​E. Sector ID
WSHMS-01-SOP-001-01
​F. Department *
​SAT / HR / Finance / Trustees / Maintenance / Transportation / Student Services / Other
​G. Repository *
​Divisional SharePoint / Staff Portal / Other
H. Status *
​In Development / Current / Archived
​I. Title *
Workplace Safety and Health Management System Administration
​J. Format *
MS Word / ​HTML / Other
​K. Tags / Metadata (CSV) *
​workplace safety, safety policy, safety program, safety manual, 11 elements, safety administration
L. Origin *
2010-02-23
​M. Reviewed *
​2021-09-01
​N. Revised *
​2021-09-01
​O. Owner *
​Occupation Job Title - Manager, Workplace Safety and Health and Administrative Services
P. Owner Email *
​safetyofficer@retsd.mb.ca
​Q. Primary Approval *
​Divisional Workplace Safety and Health Committee
​R. Department Approval *
Assistant Superintendent, Human Resources
​S. Senior Administration Approval *
Secretary Treasurer / CFO
​T. Board Policy / Regulation Reference
​GBG Workplace Safety and Health
​U. Scheduled Review
​36 months from Reviewed Date
​V. Document Address and Link
​https://www.retsd.mb.ca/WSH/safety/safetymanual/divsafetyman/WSHMS-01-001%20-%20Safety%20Program%20Administration/01-Workplace%20Safety%20and%20Health%20Management%20System%20Administration/Pages/Workplace%20Safety%20and%20Health%20Management%20System%20Administration%20(WSHMS-01-SOP-001-01).aspx#/=
​W. Accessibility Check
Compliant / Not Compliant
​X. Copyright CheckCompliant / Not Compliant
​Y. Notes

​Z. User Defined Field