Section 1.2: System Policies and Procedures

Approved: June 7, 2005

Revised: March 22, 2022

OCCUPATIONAL HEALTH AND SAFETY 

Procedures 

1.0   Joint Occupational Health and Safety Committee Terms of Reference 2019-2020, between District School Board Ontario North East (EMPLOYER) and Canadian Office and Professional Employees (COPE), Canadian Union of Public Employees (CUPE), Elementary Teachers’ Federation of Ontario (ETFO), ETFO Occasional Teacher, Non-Union, Ontario Secondary School Teachers’ Federation (OSSTF), OSSTF Educational Assistants, OSSTF Occasional Teachers, OSSTF Professional Support Services Personnel (PSSP (WORKERS)

1.1             Definitions for the Purpose of these Terms of Reference

Act: the Occupational Health and Safety Act, R.S.O. 1990, C.O.1. An example of a reference is [9. (3.1)] which refers to Section 9, Subsection 3.1. 

Board: District School Board Ontario North East.

Certified worker: a worker who is certified by the Workplace Safety and Insurance Board under the Workplace Safety and Insurance Act, 1997, 1996 Training Standard, pre-March 1st, 2016, and Joint Health and Safety Committee Certification Standards which come into effect on March 1, 2016, as set out by the Chief Prevention Officer of the Ministry of Labour.

Certified member: a committee member who is certified under section 7.6 of the Act.

Committee: a Joint Occupational Health and Safety Committee.

Competent person: a person who,

1.      is qualified because of knowledge, training, and experience to organize the work and its performance,
2.      is familiar with this Act and the regulations that apply to the work, and
3.      has knowledge of any potential or actual danger to health or safety in the workplace

Critical Injury: an injury of a serious nature that, 

1. places life in jeopardy,
2. produces unconsciousness, (regardless of length of time)
3. results in substantial loss of blood, (based on victim physical size)
4. involves the fracture of a leg or arm but not a finger or toe, (the fracture of a wrist, hand, ankle or foot does constitute a critical injury, and the fracture of more than one finger or toe does constitute a critical injury)
5. involves the amputation of a leg, arm, hand or foot but not a finger or toe, (the amputation of more than one finger or more than one toe constitutes a critical injury)
6. consists of burns to a major portion of the body, or
7. causes the loss of sight in an eye. R.R.O. 1990, Reg. 834, s. 1. (partial or temporary included, from any cause)

Dangerous circumstances: In Section 1.13, this is a situation in which,

1. a provision of the Act or regulations is being contravened,
2. the contravention poses a danger or a hazard to a worker, and
3. the danger or hazard is such that any delay in controlling it may seriously endanger a worker.

DCC: the District Coordinating Committee.

Employer: District School Board Ontario North East.

Hazardous material: a biological or chemical agent names or described in the regulations as a hazardous material 

Hazardous physical agent: a physical agent named or described in the regulations as a hazardous physical agent

Health and Safety Representative: a health and safety representative selected under the Occupational Health and Safety Act, R.S.O. 1990, c.O.1. This position includes the following details: 

1. Training requirements:
   1. Unless otherwise prescribed, a constructor or employer shall ensure that a health and safety representative selected under subsection (5) of the Act receives training to enable them to effectively exercise the powers and perform the duties of a health and safety representative.  2011, c. 11, s. 6.
   2. The training described in (a) above shall meet such requirements as may be prescribed.  2011, c. 11, s. 6.
2. Entitlement to be paid: A health and safety representative is deemed to be at work while they are receiving the training described in (a) above, and the representative’s employer shall pay the representative for the time spent, at the representative’s regular or premium rate as may be proper.  2011, c. 11, s. 6.

Inspection Binder: a three-ring binder that houses all Inspection Reports and JOH&S Minutes.

JOH&SC: the Joint Occupational Health and Safety Committee

MOL: the Ministry of Labour

SDS: Safety Data Sheets for the GHS (Global Harmonized System)

Supervisor: a person who has charge of a workplace or authority over a worker.

Worker: an employee of the Board who does not exercise managerial functions. This means any of the following:

1. A person who performs work or supplies services for monetary compensation.
2. A secondary school student who performs work or supplies services for no monetary compensation under a work experience program authorized by the school board that operates the school in which the student is enrolled.
3. A person who performs work or supplies services for no monetary compensation under a program approved by a college of applied arts and technology, university, or other post-secondary institution.
4. A person who receives training from an employer, but who, under the Employment Standards Act, 2000, is not an employee for the purposes of that Act because the conditions set out in subsection 1 (2) of that Act have been met.
5. Such other persons as may be prescribed who perform work or supply services to an employer for no monetary compensation; (“travailleur”)

Workplace: any land, premises, location, or thing at, upon, in or near which a worker works

1.2             Preamble

1.2.1            District School Board Ontario North East recognizes and accepts its legal and moral responsibilities to provide for the health and safety of all its employees by maintaining a safe and healthy environment in which to work.

1.2.2            The matter of health and safety is of fundamental importance and every measure will be taken to protect all employees from injury or occupational illness due to accident or health hazard while on the Board's premises.

1.2.3            The objectives for health and safety are consistent with the overall objectives of the Board and are to minimize the risk of personal injury and occupational illness by: 

• Providing safe facilities, equipment and materials;
• Establishing safe working policies, practices and procedures which are strictly observed;
• Designing safety programs for the circumstances unique to each department or each workplace in consultation with the Joint Occupational Health and Safety Committees.

1.2.4            The Board agrees that these objectives can best be achieved when:

• All existing federal, provincial, and municipal health and safety legislations are complied with, and recognized health and safety standards are accepted as minimal standards;
• All administrators and supervisors recognize and accept their responsibility for health and safety and encourage their staff to promote and observe safety practices at work;
• All Board employees accept their responsibility for following safe work practices;
• Immediate and positive corrective action is taken when incidents, accidents or illnesses occur or when conditions are identified which are able or likely to cause harm or injury;
• Appropriate and ongoing training is provided for workers. 

1.2.5            The Board, as the Employer, is ultimately responsible for health and safety in its schools, Board offices and other workplaces under its control and is responsible for ensuring that these guidelines are implemented.  

1.3             Terms of Reference

1.3.1            The purpose of the Terms of Reference is to establish and maintain an effective Occupational Health and Safety system to reduce injuries, occupational illnesses, and other accidental losses.

1.3.2            District School Board Ontario North East is continuing to implement a structured safety management system so that a consistently high standard of safety performance can be achieved.  The Terms of Reference will serve to ensure that the Employer meets the obligations of its internal Occupational Health and Safety Policy and complies with the Occupational Health and Safety Act, R.S.O. 1990, c.O.1.

1.3.3            This document was mutually developed and agreed to by the worker and employer representatives.

1.3.4            District School Board Ontario North East and its employees shall establish Joint Occupational Health and Safety Committees at each workplace, notwithstanding the number of workers requirement as set out in the Occupational Health and Safety Act [9. (2) (a) and 9. (6) (a) and (b)].  These Committees will operate under the Terms of Reference for the composition, practices, and procedures thereof.

1.3.5            District School Board Ontario North East and its employees shall establish a District Coordinating Committee that will review the Terms of Reference annually or as required in response to organizational and legislative changes.

1.3.6            The Terms of Reference shall be released as a controlled document.  Any amendments to this document shall be made through the District Coordinating Committee.

1.3.7            All involved workplace parties acknowledge that a health and safety program can only be successful where everyone in the workplace is committed to these responsibilities.  Therefore, all workplace parties undertake to co-operate in ensuring that these Terms of Reference and the full intent of the Occupational Health and Safety Act will be carried out by their respective organizations.

1.4             Purpose of the District Coordinating Committee (DCC)

1.4.1            The District Coordinating Committee shall be formed to oversee the effective and appropriate operations of the Terms of Reference and its application to the Occupational Health and Safety Act.

1.4.2            The DCC shall review the Terms of Reference annually.

1.5             Membership in the District Coordinating Committee

1.5.1            There shall be a maximum of fifteen (15) members on the District Coordinating Committee.  Each worker group shall select one member to sit on the Committee. Management shall select a maximum of six (6) members to the Committee.

1.5.2            At least half of the members of the DCC shall be workers employed at the workplace who do not exercise managerial functions [9. (7)].

1.5.3            The members on the DCC shall be selected by October 31. Names shall be forwarded to the Superintendent of Human Resources. The DCC member list shall be posted on Docushare. Principals or site Supervisors will be responsible for downloading and posting the list on the Health & Safety Bulletin Board

1.5.4            The DCC shall be scheduled to meet no later than the third Thursday in April, unless circumstances dictate that another mutually agreed to date is selected as close as possible to it.  There must be a quorum in order to conduct the meeting. A quorum shall be at least four (4) worker members and two (2) management members. Any numbers fewer than this minimum will result in the meeting being postponed. All meetings must have the number of workers equal to or greater than management. The second meeting date will be determined at the April meeting.

1.6             Purpose of the Joint Occupational Health and Safety Committee (JOH&SC)

1.6.1            The Joint Occupational Health and Safety Committees shall assist in ensuring a safe and healthy working environment by actively contributing to the improvement and maintenance of health and safety within the workplace.

1.6.2            The aim of each JOH&SC shall be to reduce the number of accidents, injuries and occupational illnesses in the workplace by ensuring that items raised as occupational health and safety issues are acted upon.

1.7             Structure of the JOH&SC

1.7.1            A committee shall consist of: 

• at least two persons, for a workplace where fewer than fifty workers are regularly employed; or   Refer to Appendix A.
• at least four persons or such greater number of people as may be prescribed, for a workplace where fifty or more workers are regularly employed.  R.S.O. 1990, c. O.1, s. 9 (6). Refer to Appendix A.

1.7.2            At least half of the members of the Committee shall be workers employed at the workplace who do not exercise managerial functions [9. (7)].

1.7.3            Where the number of workers at a workplace regularly exceeds five (5), but is less than twenty (20), the employer shall cause the workers to select one health and safety representative from among the workers at the workplace who do not exercise managerial functions [8. (1)].

1.7.4            Notwithstanding 1.7.3, a Committee is required for a workplace with fewer than twenty (20) workers if a regulation concerning a designated substance applies [9. (2) (c)].

1.7.5            The worker members of the Committee shall be selected by the workers they represent [9. (8)].  If more workers apply to the Committee than are required, a selection process will need to be determined [9. (15)]. The term of office is a minimum of 2 years from certification.  Resignation from the Committee must be tendered in writing.

1.7.6            The employer shall select the managerial members of the Committee [9. (9)].

1.7.7            Two of the Committee members shall be Co-Chairs.  One member must be a worker member and one must be a manager [9. (11)].  The Employer shall ensure that both members are certified [9. (12)].

1.7.8            The Health and Safety Coordinator shall assist the Committees in an advisory capacity.

1.7.9            The list of members on the JOH&SC shall be forwarded, by the principal, to the appropriate Superintendent of Schools by the end of September using Appendix B.  This list shall identify the Co-Chairs and will be posted on Docushare and on Health & Safety Bulletin Boards on the site.

1.8             Workplace Inspections

1.8.1            Members of the Committee who represent workers shall designate a worker member to inspect the physical condition of the workplace [9. (23)]. The health and safety representative shall conduct the inspections. The member shall be certified if possible [9. (24)]. As a minimum, inspectors shall receive inspection and hazard identification training. The Principal or Health & Safety representative may request specific training as required until they receive certification (see 1.7.8). 

1.8.2            Workplace inspections will be done monthly [9. (26)].  It is expected that the whole workplace will be covered during each inspection.  Monthly inspections will include high risk, high energy areas such as boiler or service rooms, storage rooms, Science Labs, kitchens and Tech and gym areas.

1.8.3            Dates for regular monthly inspections during the next school year will be determined by the JOH&SC [9. (28)]. This information will be forwarded to the appropriate Superintendent of Education by the end of September for placement on Docushare, using Appendix B. 

1.8.4            It is recommended that during the inspection of any workplace, the worker member conducting the inspection be accompanied by the workplace supervisor or designate and the head custodian or designate. However, if these people are not available, the worker inspector will continue with the planned inspection.

1.8.5            All concerns identified during an inspection shall be recorded on the electronic Inspection Report.  The workplace inspector is responsible for e-mailing or faxing this report to the Health and Safety Coordinator within two working days after the completion of the inspection. A copy is given to the workplace supervisor and placed in the Inspection Binder stored in the supervisor’s office or another location easily accessible when needed.  Another copy is posted on the Health and Safety Bulletin Board.

1.8.6            The supervisor is responsible for ensuring issues identified are addressed on the Inspection Report and are forwarded to those who can rectify the problems:

• Workplace custodians or staff members shall be required to address Health and Safety concerns in their respective areas within the scope of their abilities.
• Work orders to the Maintenance Department shall be completed using on-line work orders.

1.8.7            As health and safety issues are addressed, the Inspection Report located in the Inspection Binder is to be signed and dated by the person who fixed the problem. This will serve as an accurate record of issues that have been resolved. Outstanding issues can quickly be addressed during the JOH&SC meeting.

1.9             Meeting of the JOH&SC

1.9.1            The JOH&SC shall meet every two months beginning in September [9. (33)]. Planned meeting dates for the next school year will be forwarded to the appropriate Superintendent of Education by the end of September. 

1.9.2            Each Committee shall have two Co-Chairs. The worker Co-Chair shall be selected by the worker members and the management Co-Chair shall be selected by the Employer [9. 11)].

1.9.3            The Co-Chairs shall set the agenda and distribute them to the JOH&SC at least two working days prior to the meeting.

1.9.4            Minutes shall be taken at the meeting [9. (22)].  Formal meeting procedures shall be followed for every meeting.  The minutes shall be typed and signed by the Co-Chairs within two weeks of the meeting. They shall be placed in the Inspection Binder as well as posted on the JOH&S Bulletin Board by the school Principal or designate. Copies shall be given to each member of the JOH&SC and the Health and Safety Coordinator. 

1.9.5            The JOH&SC must have a quorum in order to conduct a meeting.  A quorum shall be at least one worker member and one management member. Any numbers fewer than this minimum will result in the meeting being postponed. All meetings must have the number of workers equal to or greater than management.

1.9.6            Any member of the Committee may call an emergency meeting of the Committee after prior consultation with and approval from the Co-Chairs.

1.9.7            Any member of the Committee may raise occupational health and safety concerns at the meeting under “General Business” if it has not already been placed on the agenda.

1.9.8            Outstanding issues from Inspection Reports shall be addressed.  Reasons should be provided by the Management Co-Chair as to why some work has not been completed.

1.9.9            All items raised from the agenda will be dealt with on the basis of consensus rather than by voting.  When consensus is not possible, the matter will be referred to the Health and Safety Coordinator for review.

1.9.10       The worker member is entitled to:

• One (1) hour or such longer period of time as the Committee determines is necessary to prepare for each Committee meeting [9. (34) (a)];
• Time as is necessary to attend meetings [9. (34) (b)];
• Be deemed at work while fulfilling duties required by the JOH&SC [9. (35)].
• Time as is necessary, to be deemed at work, while fulfilling duties required by the Occupational Health and Safety Act, R.S.O. 1990, c.O.1. with respect to performing monthly inspections, and replacement workers shall be provided during this time.

1.10        Responsibilities of the JOH&SC and The Worker Rep

1.10.1       A Health and Safety Bulletin Board must be available in an area that is clearly visible and made known to all workers in the workplace.  It shall include these postings of information:

• Members of the JOH&SC
• Members of the DCC
• A current copy of the Occupational Health and Safety Act [25. (2) (i)]
• A current copy of the signed Employer’s Health and Safety Policy [25. (2) (k)] statement, less than a year old
• A copy of the Terms of Reference
• Inspection Reports (current year, past two years, and location of archived files)
• Minutes of the JOH&SC Meetings (current year, past three years, and location of archived files)
• First Aid and CPR and AED training qualifications held by workers in the workplace
• The WSIB poster

1.10.2       The Employer shall keep a floor plan showing the names of all hazardous materials and their locations in the Inspection Binder [36. (7)].

1.10.3       The Employer shall ensure that an unexpired SDS is available for all hazardous materials present in the workplace [37 (1) (b)]. 

1.10.4       The Worker Rep shall ensure that first aid kits are properly maintained and available in designated areas. Anyone using something from the kit shall sign and date a log book.

1.10.5       The JOH&SC shall ensure that workers receive necessary training from the Employer such as Certification training, GHS, or First Aid CPR and AED.  The instruction and training to be given shall be developed and implemented by the employer in consultation with the committee or health and safety representative, if any, for the workplace, and that the worker participates in, such instruction and training as may be prescribed.

1.10.6       Powers of Committee: It is the function of a committee, and it has power to,

• identify situations that may be a source of danger or hazard to workers;
• make recommendations to the employer and the workers for the improvement of the health and safety of workers;
• recommend to the employer and the workers the establishment, maintenance and monitoring of programs, measures and procedures respecting the health or safety of workers;
• obtain information from the employer respecting,
  • the identification of potential or existing hazards of materials, processes, or equipment, and
  • health and safety experience and work practices and standards in similar or other industries of which the constructor or employer has knowledge;
• obtain information from the employer concerning the conducting or taking of tests of any equipment, machine, device, article, thing, material or biological, chemical, or physical agent in or about a workplace for the purpose of occupational health and safety; and
  • Investigating work refusals;
  • Ensuring that education and training programs are sufficient to protect all employees;
  • Reviewing all accidents, incidents and near misses and ensuring investigations have been conducted and acted upon thoroughly and as deemed necessary by the findings;
  • Ensuring that safe work practices exist in the workplace and that all employees have been made aware of them;
  • Participating in and reviewing hazard identification, assessment and control reports;
  • Participating in visits to the workplace by members of any statutory authority for occupational health and safety;
  • Fulfilling any other activity or role as deemed necessary by relevant legislation.
• be consulted about, and have a designated member representing workers be present at the beginning of, testing referred to in clause (e) conducted in or about the workplace if the designated member believes their presence is required to ensure that valid testing procedures are used or to ensure that the test results are valid.  R.S.O. 1990, c. O.1, s. 9 (18). 
• The members of the committee who represent workers shall designate one of them who is entitled to be present at the beginning of testing described in clause (f).  R.S.O. 1990, c. O.1, s. 9 (19).

1.11        Worker Health and Safety Rep Making Recommendations to the Employer

1.11.1       Inspections

1.11.1.1       The employer and workers shall provide a health and safety representative with such information and assistance as the member may require for the purpose of carrying out an inspection of the workplace.  R.S.O. 1990, c. O.1, s. 8 (9).

1.11.1.2       A health and safety representative has power to identify situations that may be a source of danger or hazard to workers and to make recommendations or report their findings thereon to the employer, the workers and the trade union or trade unions representing the workers.  R.S.O. 1990, c. O.1, s. 8 (10).

1.11.2       Powers of representative

1.11.2.1       A health and safety representative has the power to,

• obtain information from the employer concerning the conducting or taking of tests of any equipment, machine, device, article, thing, material or biological, chemical, or physical agent in or about a workplace for the purpose of occupational health and safety;
• be consulted about, and be present at the beginning of, testing referred to in clause (a) conducted in or about the workplace if the representative believes their presence is required to ensure that valid testing procedures are used or to ensure that the test results are valid; and
• obtain information from the employer respecting,
  • the identification of potential or existing hazards of materials, processes, or equipment, and
  • health and safety experience and work practices and standards in similar or other industries of which the employer has knowledge.  R.S.O. 1990, c. O.1, s. 8 (11).

1.11.3       Response to recommendations

1.11.3.1       The employer who receives written recommendations from a health and safety representative shall respond in writing within twenty-one days.  R.S.O. 1990, c. O.1, s. 8 (12).

1.11.3.2       A response of the employer under subsection (12) shall contain a timetable for implementing the recommendations the constructor or employer agrees with and give reasons why the constructor or employer disagrees with any recommendations that the constructor or employer does not accept.  R.S.O. 1990, c. O.1, s. 8 (13).

1.11.4       Notice of death or injury

1.11.4.1       Where a person is killed or critically injured from any cause at a workplace, the constructor, if any, and the employer shall notify an inspector, and the committee, health and safety representative and trade union, if any, immediately of the occurrence by telephone or other direct means and the employer shall, within forty-eight hours after the occurrence, send to a Director a written report of the circumstances of the occurrence containing such information and particulars as the regulations prescribe.  R.S.O. 1990, c. O.1, s. 51 (1); 2011, c. 1, Sched. 7, s. 2 (7).

1.11.5       Preservation of wreckage

1.11.5.1       Where a person is killed or is critically injured at a workplace, no person shall, except for the purpose of,

• saving life or relieving human suffering;
• maintaining an essential public utility service or a public transportation system; or
• preventing unnecessary damage to equipment or other property,

interfere with, disturb, destroy, alter, or carry away any wreckage, article or thing at the scene of or connected with the occurrence until permission so to do has been given by an inspector.  R.S.O. 1990, c. O.1, s. 51 (2).

1.11.6       Notice of accident, explosion, fire or violence causing injury

1.11.6.1       If a person is disabled from performing their usual work or requires medical attention because of an accident, explosion, fire, or incident of workplace violence at a workplace, but no person dies or is critically injured because of that occurrence, the employer shall, within four days of the occurrence, give written notice of the occurrence containing the prescribed information and particulars to the following:

• The committee, the health and safety representative and the trade union, if any.
• The Director, if an inspector requires notification of the Director.  2001, c. 9, Sched. I, s. 3 (12); 2009, c. 23, s. 5.

1.11.7       Notice of occupational illness

1.11.7.1       If an employer is advised by or on behalf of a worker that the worker has an occupational illness or that a claim in respect of an occupational illness has been filed with the Workplace Safety and Insurance Board by or on behalf of the worker, the employer shall give notice in writing, within four days of being so advised, to a Director, to the committee or a health and safety representative and to the trade union, if any, containing such information and particulars as are prescribed.  R.S.O. 1990, c. O.1, s. 52 (2); 1997, c. 16, s. 2 (12).

1.11.7.2       Section 1.11.7.2 applies with all necessary modifications if an employer is advised by or on behalf of a former worker that the worker has or had an occupational illness or that a claim in respect of an occupational illness has been filed with the Workplace Safety and Insurance Board by or on behalf of the worker.  R.S.O. 1990, c. O.1, s. 52 (3); 1997, c. 16, s. 2 (13).

1.12        Work Refusals (R.S.O. 1990, c. O.1, Part V of the Act) - Right to Refuse or to Stop Work Where Health or Safety in Danger

1.12.1       Refusal to work (see procedural flow chart – Appendix C)

1.12.1.1       A worker may may refuse to work or do particular work where they have reason to believe that,

• any equipment, machine, device or thing the worker is to use or operate is likely to endanger them or another worker;
• the physical condition of the workplace or the part thereof in which they work or are to work is likely to endanger them;
• workplace violence is likely to endanger them; or
• any equipment, machine, device or thing they are to use or operate or the physical condition of the workplace or the part thereof in which they work or are to work is in contravention of this Act or the regulations and such contravention is likely to endanger them or another worker.  R.S.O. 1990, c. O.1, s. 43 (3); 2009, c. 23, s. 4 (2).

1.12.2       Report of refusal to work

1.12.2.1       Upon refusing to work or do particular work, the worker shall promptly report the circumstances of the refusal to the worker’s employer or supervisor who shall forthwith investigate the report in the presence of the worker and, if there is such, in the presence of one of,

• a committee member who represents workers, if any;
• a health and safety representative, if any; or
• a worker who because of knowledge, experience and training is selected by a trade union that represents the worker, or if there is no trade union, is selected by the workers to represent them,

who shall be made available and who shall attend without delay.  R.S.O. 1990, c. O.1, s. 43 (4)

1.12.2.2       In any circumstance of a work refusal, the Health and Safety Coordinator shall be notified immediately.

1.12.3       Worker to remain in safe place and available for investigation

1.12.3.1       Until the investigation is completed, the worker shall remain,

• in a safe place that is as near as reasonably possible to their work station; and
• available to the employer or supervisor for the purposes of the investigation.  2009, c. 23, s. 4 (3).

1.12.4       Refusal to work following investigation

1.12.4.1       Where, following the investigation or any steps taken to deal with the circumstances that caused the worker to refuse to work or do particular work, the worker has reasonable grounds to believe that,

• the equipment, machine, device or thing that was the cause of the refusal to work or do particular work continues to be likely to endanger them or another worker;
• the physical condition of the workplace or the part thereof in which they work continues to be likely to endanger them;
• workplace violence continues to be likely to endanger them; or
• any equipment, machine, device or thing they are to use or operate or the physical condition of the workplace or the part thereof in which they work or are to work is in contravention of the Act or the regulations and such contravention continues to be likely to endanger them or another worker,

the worker may refuse to work or do the particular work and the employer or the worker or a person on behalf of the employer or worker shall cause an inspector to be notified thereof.  R.S.O. 1990, c. O.1, s. 43 (6); 2009, c. 23, s. 4 (4).

1.12.5       Investigation by inspector

1.12.5.1       An inspector shall investigate the refusal to work in consultation with the employer or a person representing the employer, the worker, and if there is such, the person mentioned in clause (1.12.2.1).  2001, c. 9, Sched. I, s. 3 (11).

1.12.6       Decision of inspector

1.12.6.1       The inspector shall, following the investigation referred to in subsection (1.12.5), decide whether a circumstance described in clause (1.12.4) is likely to endanger the worker or another person.  2009, c. 23, s. 4 (5).

1.12.6.2       The inspector shall give their decision, in writing, as soon as is practicable, to the employer, the worker, and, if there is such, the person mentioned in clause (1.12.2.1).  R.S.O. 1990, c. O.1, s. 43 (9).

1.12.7       Worker to remain in safe place and available for investigation

1.12.7.1       Pending the investigation and decision of the inspector, the worker shall remain, during the worker’s normal working hours, in a safe place that is as near as reasonably possible to their work station and available to the inspector for the purposes of the investigation.  2009, c. 23, s. 4 (6).

1.12.7.2       Subsection 1.12.7.1 does not apply if the employer, subject to the provisions of a collective agreement, if any,

• assigns the worker reasonable alternative work during the worker’s normal working hours; or
• subject to section 50 of the Act, where an assignment of reasonable alternative work is not practicable, gives other directions to the worker.  2009, c. 23, s. 4 (6).

1.12.8       Duty to advise other workers

1.12.8.1       Pending the investigation and decision of the inspector, no worker shall be assigned to use or operate the equipment, machine, device or thing or to work in the workplace or in the part of the workplace being investigated unless, in the presence of a person described in subsection (1.12.8.2), the worker has been advised of the other worker’s refusal and of their reasons for the refusal.  R.S.O. 1990, c. O.1, s. 43 (11).

1.12.8.2       The person referred to in subsection (1.12.8.1) must be,

• a committee member who represents workers and, if possible, who is a certified member;
• a health and safety representative; or
• a worker who because of their knowledge, experience and training is selected by the trade union that represents the worker or, if there is no trade union, by the workers to represent them.  R.S.O. 1990, c. O.1, s. 43 (12).

1.12.9       Entitlement to be paid

1.12.9.1       A person shall be deemed to be at work and the person’s employer shall pay them at the regular or premium rate, as may be proper,

• for the time spent by the person carrying out the duties under subsections (1.12.2.1) and (1.12.5) of a person mentioned in clause (1.12.2.1); and
• for time spent by the person carrying out the duties under subsection (1.12.8.1) of a person described in subsection (1.12.8.2).  R.S.O. 1990, c. O.1, s. 43 (13).

1.13        Bilateral Work Stoppage

1.13.1       A certified member who has reason to believe that dangerous circumstances exist at a workplace may request that a supervisor investigate the matter and the supervisor shall promptly do so in the presence of the certified member.

1.13.2       Investigation by second certified member

1.13.2.1       The certified member may request that a second certified member representing the other workplace party investigate the matter if the first certified member has reason to believe that dangerous circumstances continue after the supervisor’s investigation and remedial actions, if any.

1.13.2.2       The second certified member shall promptly investigate the matter in the presence of the first certified member.

1.13.3       Direction following investigation 

1.13.3.1       If both certified members find that the dangerous circumstances exist, the certified members may direct the employer to stop the work or to stop the use of any part of a workplace or of any equipment, machine, device, article, or thing.

1.13.4       Employer’s duties

1.13.4.1       The employer shall immediately comply with the direction and shall ensure that compliance is effected in a way that does not endanger a person.

1.13.5       Investigation by inspector

1.13.5.1       If the certified members do not agree whether dangerous circumstances exist, either certified member may request that an inspector investigate the matter and the inspector shall do so and provide the certified members with a written decision.

1.13.6       Cancellation of direction

1.13.6.1       After taking steps to remedy the dangerous circumstances, the employer may request the certified members or an inspector to cancel the direction.

1.13.6.2       The certified members who issued a direction may jointly cancel it or an inspector may cancel it.

1.13.7       Delegation by certified member

1.13.7.1       In such circumstances as may be prescribed, a certified member who represents the employer shall designate a person to act under this section in their stead when the certified member is not available at the workplace.  R.S.O. 1990, c. O.1, s. 45.

1.13.7.2       In any circumstance of a work refusal, the Health and Safety Coordinator shall be notified immediately.

1.14        Critical Injuries, Fatalities and Occupational Illnesses

1.14.1       A critical injury must be reported under section 51 of the Occupational Health and Safety Act, if there is a connection between the hazard that gave rise to the injury and the worker health and safety.

1.14.2       On DSB1 property, the Act applies to “any person”, or as a result of an event on DSB1 property, damage or injury caused collaterally to “any person”, e.g., to a person across the street from or adjacent to DSB1 property impacted by such events.

1.14.3       All injuries must be reported using the Workplace Injury Form (Appendix D). 

1.14.4       The Workplace Injury Form (Appendix D) shall include,

• the name and address of the constructor and the employer;
• the nature and the circumstances of the occurrence and of the bodily injury sustained;
• a description of the machinery or equipment involved;
• the time and place of the occurrence;
• the name and address of the person who was killed or critically injured;
• the names and addresses of all witnesses to the occurrence; and
• the name and address of the physician or surgeon, if any, by whom the person was or is being attended for the injury.  R.R.O. 1990, Reg. 851, s. 5 (1); O. Reg. 420/10, s. 2 (1).

1.14.5       The Health and Safety Representative shall assist to carry out investigations of critical injuries, fatalities, and occupational illnesses.

1.14.6       Accident, etc., at project site

1.14.6.1       If an accident, premature or unexpected explosion, fire, flood or inrush of water, failure of any equipment, machine, device, article or thing, cave-in, subsidence, or other prescribed incident occurs at a project site, the owner of the plant shall, within two days after the occurrence, give notice in writing with the prescribed information and particulars,

• to the committee, health and safety representative and trade union, if any; and
• to a Director, unless a report under section 1.14.3 or a notice under section 1.11.6 or 1.11.7 has already been given to a Director. 2011, c. 1, Sched. 7, s. 2 (8).

1.15        Workplace Testing

1.15.1       A health and safety representative or a designated committee member representing workers at a workplace is entitled to be present at the beginning of testing conducted with respect to industrial hygiene at the workplace if the representative or member believes their presence is required to ensure that valid testing procedures are used or to ensure that the test results are valid.

1.16        Ministry of Labour Inspections

1.16.1       The Health & Safety Representative, whenever possible, or another worker designated in their absence, shall accompany any Ministry of Labour inspector during a workplace visit.  [9. (35)].

1.17        Payment

1.17.1       A member of the JOH&SC is deemed to be at work while fulfilling health and safety responsibilities and will be compensated according to the appropriate Collective Agreement.

1.17.2       All additional legitimate expenses associated with fulfilling Committee duties shall be borne by the Employer.

2.0             Technology Shop Safety Procedures

2.1             District School Board Ontario North East (DSB1) recognizes the important role technology and technical equipment play in creating practical learning opportunities for students.  Maintaining a safe working and learning environment in technology classrooms in schools of DSB1 is critical to student and staff well-being.  Adhering to safety standards and industry regulations requires compliance by Building Services, Health and Safety, School Administration and Technology Department Heads/Teachers. Technology classrooms referred to in these Technology Shop Safety Procedures include classrooms with equipment used for instruction in woodworking, manufacturing, automotive and other technology applications involving industrial equipment.

2.2             The following procedures were developed to assist schools in maintaining a safe environment in woodworking, manufacturing, automotive and other technology shops.

2.3              Each September and February, the Technology Department Heads will ensure that these Technology Shop Safety Procedures have been reviewed by the Secondary Technology Teachers.

2.4             Access to Technology Areas

2.4.1            Technology Teachers have specialized training in their area of practice. Qualified Technology Teachers, in the area being worked in, must be present whenever a shop is being used for technology purposes.  Students must never be allowed to use shop equipment unless a Technology Staff Member is present.

2.4.2            The School Principal must ensure that the technology shops are keyed separately from the remainder of the building.  Only the School Principal, Technology Staff, School Custodial Staff and the appropriate Board personnel should have access.  The School Principal will be responsible for ensuring that keys are not copied and given to other staff members.  

2.4.3            Non-Technology Staff Members wanting to use the shops to complete Board/School projects (e.g., Drama Sets, etc.) need written authorization from the School Principal. Arrangements must also be made to have a qualified Technology Teacher supervise the project.

2.4.4            Technology shops are to be locked during non-class time or when Technology Teachers are not available or not present.  The only school staff members allowed after-hours access are Technology teachers, Custodial and Maintenance staff for preparation, cleaning and/or repair purposes.  Contractors working in the shops must have approval from the Maintenance and/or Building Services and be supervised accordingly.

2.4.5            Any projects that are to be completed during non-class time or after normal school hours must have approval of the School Principal and the Technology Department Head. This approval must be communicated to the Custodial Staff that it is authorized use, and a qualified Technology Teacher must be present during the completion of the work.

2.4.6            Technology Teachers are responsible to ensure that the main power supply for machines are off and/or locked out so electricity is not available to machines, etc. when Technology Teachers are not present.

2.4.7            Technology Teachers are responsible for ensuring that shops are properly secured prior to leaving for extended periods of non-use (i.e., Summer Vacation, March Break, Christmas Holidays). Only qualified custodial and maintenance workers may use the shop for assigned work during summer months and are responsible for ensuring shops are properly secured.

2.5             Storage of Flammable and Combustible Materials and Hot Work

2.5.1            The rules for storage of flammables and combustibles need to be reviewed by all staff members who utilize these materials at the beginning of each semester.

2.5.2            School Principals should ensure that there is a minimum of one flammable cabinet to service each shop at their school, unless there are absolutely no flammables in these shops.

2.5.3            An inventory of all flammable materials shall be developed and maintained by Technology Teachers at the site.  This inventory shall be updated each January and a copy sent to the Health & Safety Coordinator.  Technology Teachers must make sure that the Safety Data Sheets (SDS) are placed in the shop copy and Main Office master SDS file prior to bringing any flammable products onto Board property.

2.5.4            Technology Teachers are responsible to ensure that used or waste oils/filters or solvents are properly identified and adequately stored for disposal. All materials in the storage must be in approved containers.

2.5.5            Oily rags/shop clothes should be stored in approved containers (e.g., metal) until such time as they can be exchanged, cleaned, or disposed of in an approved manner.

2.5.6            Technology Teachers are responsible to ensure compressed gases such as acetylene are properly secured daily and over the summer months in the following manner:

• Technology Teachers will identify all empty cylinders, and place them in a designated area for pick up by the Compressed Gas supplier. The Technology Department Head is responsible for making arrangements for pick-up prior to the summer break.
• Technology Teachers will ensure that cylinders attached to the oxy setups are disconnected and capped nightly.  Capped cylinders are to be secured in an upright position in the gas cylinder storage area when not in service.    
• Technology Teachers will be responsible for ensuring the manifolds for both oxygen and acetylene are taken out of service prior to leaving at the end of the semester, as applicable (i.e., drained).  Plugs or other covers should be used to prevent inhabitation of these lines by insects.  
• Technology Teachers are responsible for ensuring that all regulators and gauges, except those on the welding manifold, are removed and stored in a clean dry area before leaving for the summer or at the end of the semester, as applicable or as recommended by the equipment manufacturer or supplier.  
• Qualified custodial and maintenance workers using the shop for assigned work are responsible for the safe handling of portable set ups which require disassembly daily.

2.5.7            Portable propane or handheld butane torch type cylinders are allowed to be used indoors but not stored indoors on Board property unless in an approved storage facility as required by the Propane Safety Code.

2.5.8            Incandescent or fluorescent trouble lights should not be used in Technology Shops. Use of LED lights is approved. 

2.5.9            Technology Teachers will be responsible to monitor all work/projects in their shops that involve hot work that is part of the Educational Program.  Hot work is any activity that creates heat, flame, sparks, or smoke.  Examples of hot work include but are not limited to:  welding (gas or arc), cutting, grinding, brazing, and or soldering.

2.6             Global Harmonized System (GHS)

2.6.1            Each school must have in place a process to ensure that the material safety data sheet is available for all GHS controlled products on the Board’s property.  Where the SDS is not available a copy must be secured from the supplier of the material before the material is brought on to Board property and a copy sent to the Health & Safety Coordinator and the School’s main Office Master Copy. No products are allowed to be brought onto DSB Ontario North East property by students or staff by any other means.

2.6.2            The School Principal and Technology Teachers are responsible to ensure that all controlled products are labeled in accordance with GHS legislation in original or decanted containers.

2.6.3            The School Principal is responsible for ensuring all Technology Teachers or other assisting staff have received GHS training prior to working with or in the vicinity of any controlled product.

2.7             Hazardous Waste Removal Program

2.7.1            The Board’s Health & Safety Coordinator is responsible for organizing hazardous waste pick-ups as required at each secondary school in order to prevent the long-term storage of hazardous waste. Tracking of the oil waste source is required for Back Charging removal fees as they are incurred by the Board for any client work.

2.7.2            The Board’s Health & Safety Coordinator can arrange for pick-up of used motor oil to prevent storage over the summer months. Schools requiring pick-ups should contact the Health & Safety Coordinator to have this arranged.  

2.7.3            The Technology Department Head is responsible to ensure that no used tires are collected and stored or Board Property.  All tire changes require removal of the old tires from Board Property on the same day they are removed from service.

2.7.4            The Technology Department Head is responsible to ensure that no discarded batteries are collected and stored on Board Property.  All changes require removal of the discarded batteries from Board Property on the same day that they are removed from service and post- terminals are properly capped to prevent discharge. Arrangements must be made for removal of derelict batteries by a hazardous waste disposal agency if not removed by the original owner.

2.8             Projects Outside Ontario Curriculum Policy Documents or Approved Board Program

2.8.1            A written outline of the project must be developed and submitted to the School Principal and Technology Teacher/Department Head for approval prior to starting any project outside the Ontario Curriculum Policy Documents.  Principals need to be informed of projects occurring in the shops, especially involving larger or out of ordinary projects which may require unusual materials.  Principals are responsible to take all reasonable precautions under the Occupational Health & Safety Act.

2.8.2            All offsite Technology projects require a written outline and Principal approval. Principals are responsible to take all reasonable precautions under whichever regulation applies under the Occupational Health & Safety Act.  Outlines will require address of relevant Provincial Regulations dependant on project type and location. 

2.8.3            No projects outside of Technology Curriculum, requiring trades certification in a specified trade,  shall be undertaken without the project being supervised by a person so licensed acting as the competent person as per the Provincial Regulation or licensing body or association. 

2.9             Shop Safety Inspections

2.9.1            The Building Services Manager will be responsible for arranging for an annual inspection of all hoist and lifting equipment in the technology shops in accordance with the Industrial Establishment Regulations made under the Occupational Health & Safety Act. Copies of inspection reports, work orders, repair orders and recommendations will be provided to the school and shops.

2.9.2            Any annual safety inspections of other technology shop equipment, manifolds, all wood working equipment and manufacturing equipment required by qualified inspectors must be arranged by the individual Technology Teacher/Department Head with the Principal. The Technology Teacher/ Department Head is responsible for regular inspection of smaller hand tools. Copies of all inspection reports and work orders must be kept on hand.

2.10        Shop Attire

2.10.1       School Principals are responsible for ensuring that staff and students wear attire appropriate to the shop activity. Long hair must be tied back, loose jewelry removed, and no open-toed footwear is to be worn.  Steel-toed footwear is required for teachers working in the shop area. It is recommended that all students enrolled in class be equipped with the same, and be made aware of these requirements and recommendations upon enrollment in the class.

2.10.2       School Principals are responsible for ensuring that staff wear all personal protective equipment (e.g., safety glasses, hearing protection, etc.) as required by the Board and/or the Occupational Health & Safety Act and its regulations.  

2.11        Student Safety 

2.11.1       Technology Staff Members will teach and develop a safe, positive working attitude and ensure that safety instruction is an integral part of the Technology Program.  

2.11.2       As per the Ontario School Board Insurance Exchange (O.S.B.I.E.) recommendations, Technology Staff will develop, in conjunction with the School Principal, a Shop Practice Agreement that requires students and parents to sign that they have learned and demonstrated shop safety practices.  These agreements should be kept on file at that school. Examples of these agreements are available on the OCTE website.

2.11.3       Students sometimes bring in their own materials to work on school projects. Some of these products may be GHS controlled and as such are subject to GHS legislation. Controlled products where there is no SDS available are not allowed on site.  

2.11.4       Prior Approval is required by the Principal for all GHS products.

2.12        Additional Safety Procedures

2.12.1       The School Principal is responsible to ensure that all required safety equipment and signs are clearly visible and identified within each shop, and maintained in good operating order (e.g., fire extinguishers, emergency stop buttons, first aid kits, eye wash stations, shut off valves, emergency exits, etc.). Eye wash stations require a continuous 15 minutes of flow with tepid water (60-90 °F) as required in CSA recommendations. Technology instructors are responsible to ensure access to all safety and emergency equipment is maintained clear at all times.

2.12.2       Technology Teachers are responsible to ensure that required guarding on equipment/machinery is in place and operational.  Machines missing the proper guarding must be locked-out of service until the proper repairs can be made. Lock Out and Tag Out shall be made according to DSB1 posted procedures.

2.12.3       Prior to installing any equipment, new or used, including donated equipment, the proper forms/requisitions (e.g., work orders, inspections) must be completed.  This to ensure that all proper Board Departments have had a chance to review it to ensure the room (e.g., electrical, ventilation, etc.) is capable of handling it and that it meets all safety requirements (e.g., CSA Standards, guarding, etc.) See the attached Technology Equipment Acquisition Checklist (Appendix E) for ordering new equipment.

2.12.4       Isocyanate paint is a designated substance under the Occupational Health & Safety Act and is not allowed on Board property.

2.12.5       Compressed air must not be used for cleaning shop or tools and equipment or “blowing dust off clothes”. Use of vacuums is to be employed.

2.12.6       Technology Teachers must not engage in any work that requires or results in alterations, repairs or modification to the facility, unless authorized by the Building Services Manager. This includes, but is not limited to, electrical, gas lines, water lines or the fabric of the building.

2.12.7       Equipment from home should not be brought in for use in Technology Shops without prior approval of Principal.   

2.12.8       Technology Shops and equipment shall not be used for non-school (i.e., personal) projects.     

3.0             Energy Hazards: Lock Out / Tag Out Procedure

3.1             Legislative Background

3.1.1            Reference areas:

• OHSA Reg 851 as Amended
• Regulations for Industrial Establishments April 2009 RRO 1990
• All relevant regulations including 
• Guarding Section 25
• Lock out Section 42, 42.1, 42.2, 43, 44, 44.1, 44.2
• Maintenance and Repairs sec 75, 76, 78

3.1.2            All sections respecting locking and guarding LOCK OUT /TAG OUT from Regulations OBC, OFC, ESA, TSSA, Propane and Gas CODES.

3.2             Purpose

3.2.1            To ensure worker health and safety by ensuring machinery, equipment and systems are isolated from potentially hazardous energy, whether it is steam, electrical, mechanical, hydraulic, or pressurized and combustible/flammable gas, stored or chemical or thermal sources.  Lock out /Tag out must occur before employees perform service, maintenance, or renovation.  This is important where unexpected start-up, movement or release could cause personal injury, fire, or equipment damage.

3.3             General Definitions

Electrical: Shock or burn could result from contact with the exposed conductors with line voltage or high voltage equipment.  Flying parts or fire could result if a circuit is shorted.  Electricity should be controlled at the circuit breaker, main switch, or fuse box.

Pneumatic: Energy in the form of air or other gases under pressure. High velocity gas flow impingement can inflict injury to the eyes, ears (hearing damage) and to openings or cuts to the skin. Airflow can cause small objects to become airborne missiles. Compressed air should be controlled at the shutoff valve, cylinder control valve, or air line valve.

Chemical: A gas or liquid can produce illness or injury through its toxicity, flammability, corrosiveness or reactivity. It may be controlled from accidental release by turning the cylinder valve or gas line control valves.

Mechanical: Equipment or machinery can inflict tissue or skeletal injury through crushing, laceration, or impalement.  This may be controlled through the main electrical switch, plug, circuit breaker or anti-motion pin or other mechanical restraint.

Thermal: Heat can cause burns or fires.  The heat source may be controlled by the main electrical switch, electrical plug control, electrical circuit breaker, electrical fuse box, steam valve, fluid line valve or shielding.  Exposure to ultraviolet rays (UV) can result in burn injuries to the skin and eyes.  It may be controlled by the main electrical switch or electrical circuit breaker or by using appropriate shielding or PPE.

Hydraulic: Energy in the form of fluids under pressure is known as hydraulic energy. A cylinder can develop hydraulic energy by movement caused by gravity or from energy supplied by an electric, pneumatic or mechanical device. 

3.4             Direction to Employees

3.4.1            Employees must not attempt to operate any switch, valve, or source of energy, which is locked out or tagged out.

3.4.2            All equipment shall be locked out where possible. In all instances, equipment shall be made inoperable to protect against possible operation where such operation may cause personal injury or damage.  

3.5             Procedures

3.5.1            When working on systems, which could accidentally be activated, the system shall be Locked out / Tagged out by use of a safety hasp lockout device and padlock.  In addition, a tag shall be used to identify the purpose of the shutdown, the employee involved and the date the unit was removed from service.   

3.5.2            The hasp lock device, padlock, and tag are located in the Lock out/Tag out kits. These kits can be found in the Machine Rooms/Boiler Rooms or Electrical Vaults. Shops are to have adequate lockout and tagout devices and records where requirement exists.

3.5.3            If more than one source of energy is present, all such sources must be locked out and tagged out.  Special procedures must be followed to ensure that the equipment is disconnected from an energy management system or emergency generator system that may start or energize the equipment.

3.5.4            A lock out is required on all systems where possible.  A tag out is not acceptable as a means of protection on systems.

3.5.5            If more than one person is involved in the repair, each person shall install a lock and tag to the equipment energy source.  An employee may not use the tag or lock of another employee.

3.5.6            When working with hydraulic, steam, or air systems, bleed down the cylinders or other actuators, block valves with a device, chain and lock and attach a “DANGER” tag or sign to the device.

3.5.7            After servicing, renovation, or maintenance is complete, the area must be checked for tools and parts. Removed guards must be reinstalled, and care must be taken to ensure that no personnel are in a danger zone. The Lock out / Tag out can be removed by the same employee who initially locked it out so energy may be restored to the equipment.

3.5.8            If the employee who locked out or tagged out the equipment is unavailable, the Building Services Supervisor and Manager must be contacted, and the supervisor may remove the lock or tag if all following conditions are met:

• If the continuation of the Lock out / Tag out may jeopardize life, or the health and safety of workers, or cause major property damage if a system or equipment is not quickly returned to service;
• If the supervisor informs the employee who locked out the equipment that the lock or tag is required to be removed to return the equipment or system back to operation; 
• If supervisor is unable to contact the worker and makes a reasonable effort to reach the worker and is not successful, then the supervisor must verify that the worker who applied the device is not at the job site. After the supervisor has completed a physical inspection and determined that the return to service of the system or equipment will not create a hazardous circumstance, then the supervisor can remove the lock. 

3.6             Contact Numbers

3.6.1            Building Services Supervisors

3.6.2            Building Services Manager, Carole Horton – All Regions 

705-360-1151, ext. 17684 

705-266-0346 (cell)

3.7             Lock out/Tag out Training

3.7.1            Employees  using Lock out/Tag out devices shall have training.  This program will be comprised of Video Based LOCK OUT / TAG OUT from IAPA and Liftow and a review of the DSB1 Procedure for LOCK OUT / TAG OUT.

3.7.2            Electrical trades will receive additional training in the CSA developed ARC FLASH-Measure for Prevention and Control, and related required Personnel Protective Equipment using NFPA 70E Protective Equipment Tables.

3.7.3            Additional training in the administration of the record keeping, logbooks and check list will be reviewed. The training shall be documented with the training records maintained by DSB1.

3.7.4            Outside contractors are required to follow this procedure or provide a similar procedure that is in compliance and exceeds DSB1 procedure, based on the system being worked on and all related Codes and applicable regulations. Under no circumstances are outside contractors authorized to remove a DSB1 Lock out/Tag out device nor are they allowed to energize a Locked out/Tagged out system.

3.7.5            The Lock out/Tag out program is designed to train employees to disable powered equipment to eliminate hazards by removing the energy source from powered equipment, thereby preventing hazardous equipment operations that may injure a worker. Before beginning any servicing or maintenance work Lock out/Tag out training is required for all employees who may possibly need to Lock out / Tag out equipment.

3.8             Lock out/Tag out Procedures Checklist         

3.8.1            The following steps must be followed in sequence to properly lock out/tag out and re-establish energy:

3.8.2            Shutdown Procedures:

3.8.2.1            Determine the type of energy the machine uses and identify its potential hazards.  Find the switches, valves, or other devices that control energy and need to be locked out. Assign Electrical Code, and Gas Codes and Hazard Identification Markings as required by the OHSA Reg 851, Sec 62. This may require system drawings, Original Manufacturers information sheets, or other engineer’s drawings to assign the Hazard Identification markings.

3.8.2.2            Advise the School Principal and all affected workers that you will be locking or tagging out (and the reasons why) the equipment. 

3.8.2.3            Turn off the machine or equipment.

3.8.3            Electrical:  

• Locate the main switch box or circuit breaker.
• Open the breaker, open the switch, or remove the plug.
• Attach a lockout-enabling device if the circuit cannot otherwise accommodate a padlock.
• Place plugs in a plug lock boxes.

3.8.4            Valve Shutoff

• Locate and close the shut-off valve.
• Apply the appropriate ball valve, gate valve, donut, handle, lever sleeve or chain energy isolation device.

3.8.5            Mechanical/Storage Potential Energy

• Lock out enabling device.
• Secure the energy-controlling lock out by attaching a personal lock and completed tag to the lock out-enabling device. If more than one person will be performing the work, each must apply his own lock to a multiple lock device;
• Release all stored energy. If rotating or moving components, allow adequate stop time, and refer to Original Manufacturers recommended procedures if required;
• If there is a heat exposure, allow adequate cool down time and verify temperatures using appropriate testing equipment;
• Release any pressure trapped between the shut-off valves and equipment.

3.8.6            Release from Lockout/Tagout

• Inspect the surrounding area following completion of work for tools, parts, correct valve settings, system integrity, and exposed conductors. Check that all machine guards are in place and reconnected if applicable. 
• Notify others in the area that the equipment is about to be made operational and returned to service.
• Remove personal lock, tag, and lockout enabling device.  The same person who applied the tag and lock must perform this step.

3.9             Requirements for information Recording

3.9.1            Lock out/Tag out Log Books

3.9.1.1            A logbook will be established at each building to provide a single location to record all Lock out /Tag out activities. Information is to be recorded using Appendix F. 

3.9.1.2            Workers are required to complete entries for all work requiring Lock out/Tag out and attach completed check lists to the log sheets and place them in the appropriate binders. Principals must ensure their Shop Instruction Staff complete Lock out and Tag out Training and have devices required for their work areas.

3.9.1.3            These binders will supplement the Continuous Safety System binders used to record electrical work and will be stored in the same established location of each building. 

3.9.2            CHECK LIST

• STEP #1: PRE LOCK OUT /TAG OUT CHECK LIST (See Appendix G)
• STEP #2: SHUTTING DOWN EQUIPMENT    
  • Use normal recommended stopping procedures.
• STEP #3: ISOLATING EQUIPMENT   
  • Isolate equipment from all energy sources supplying equipment or systems requiring the Lock out/ Tag out.
  • Shut all required valves, stops, open breakers, remove fuses, as required to de-energize.
  • Release, relieve, cycle or gravity operate to bring to ZERO-ENERGY STATE.
  • Allow adequate time for moving parts to stop.
  • Allow adequate time for thermal energy to dissipate.
• STEP #4: APPLYING LOCK OUT / TAG OUT DEVICES
  • The lead or tradesperson, supervising the job applies the devices required to prohibit energy sources from being restored.
  • Hasps are required on devices, followed by locks and tags for all persons involved in work on equipment or systems requiring the Lock out/Tag out.
• STEP #5: CONTROLLING STORED ENERGY
  • Verify all parts have stopped moving.
  • Relieve all stored pressure, blank pipe flanges where required.
  • Discharge accumulators, capacitors or other storage media.
  • Block, suspend or support with rated equipment any loads.
• STEP #6: VERIFYING ISOLATION of EQUIPMENT
  • Double check all steps in the procedure.
  • Verify the correct unit, equipment or system is inoperable, and is locked out and cannot operate.
  • Test the system, attempt operation by activating controls, then return them to the off position.
• STEP #7: RETURN TO SERVICE LOCK OUT /TAG OUT REMOVAL (See Appendix H)

3.10        Sample Devices

4.0             Machine Guarding

4.1             Hazard Description

Dangerous Moving Parts: Perhaps the most obvious hazards of unguarded machinery are those that are the result of moving parts. Moving parts that rotate, reciprocate, or move in a transverse motion (or create potential crush or pinch points) have the potential to require guarding.

Electrical: Proper machine guarding should include guarding of electrical hazard sources.

Noise Exposure: In implementing guarding initiatives some noise problems can be addressed by enclosing and isolating a noise source

High Pressure Sources: Pneumatic, hydraulic and steam lines should be considered for effective guard design

Chemical Exposure: Control of chemical spills or hazards can be incorporated into the design of the guards. (spill control, venting and ventilation)

4.2             Legislation

4.2.1            What follows are some of the important laws and regulations that apply to:

• Employers, Supervisors and Workers
• Machines (equipment or tools)

4.2.2            Orders issued by the Ministry of Labour (MOL) for machine guarding may be written under the Occupational Health and Safety Act (OHSA) or under The Regulations for Industrial Establishments (Regulation 851).

4.2.3            Under OHSA, Sections 25 and 26, the employer must, along with other duties and responsibilities:

• ensure that equipment, materials and protective devices as prescribed are provided
• are maintained in good condition 
• are used as prescribed
• measures and procedures prescribed are carried out in the workplace
• instruct and supervise the worker on health and safety 
• appoint a competent supervisor 

4.2.4            Take every precaution reasonable in the circumstances for the protection of the worker.  The Supervisor, in accordance with OHSA Section 27, must:

• advise and instruct the worker of actual or potential hazards
• take every precaution reasonable in the circumstances for the protection of the worker

4.2.5            The worker, in accordance with OHSA Section 28, must:

• work in compliance with the Act & the regulations
• use or wear the equipment, protective devices or clothing that is required
• report the absence of, or any defect in, any equipment or protective device of which the worker is aware and may endanger himself, herself or another worker
• not remove or make ineffective any protective device required by the regulation or the employer

4.3             Hazard Identification & Assessment

4.3.1            Prior to controlling a hazard, a thorough assessment must be done.  Machine guarding assessment or audits must be done for each piece of equipment that has any of these hazards:

4.3.2            Point of Operation Hazards:

4.3.2.1            Cutting, shaping, boring, forming operations hazards typically occur at the point where the work is being performed.

4.3.3            Power Transmission Apparatus:

4.3.3.1            Typical components used to transmit energy (motion) are flywheels, pulleys, belts, connecting rods, couplings, cams, spindles, chains, cranks and gears.

4.3.4            Other moving parts:

4.3.4.1            Any part that rotates, reciprocates, or has transverse motion is included. Rotating shafts with, or without, attachments can grab clothing and hair to entangle a person. Persons can be struck by or caught between moving and stationary parts that travel back and forth or up and down. Transverse movements in a straight or continuous line may cause a person to be struck or caught in a pinch or shear point by the moving part. This motion is similar to reciprocating but without the reversing or oscillating action.

4.3.5            To be effective a guard must:

• prevent contact with the hazard
• be securely fastened – a tool is required for removal
• protect from foreign objects from falling into machine
• create no new hazards
• create no new interference
• allow safe maintenance (e.g., oiling)

4.4             Hazard Control

4.4.1            The most effective form of controlling a hazard is at the source. This type of control may eliminate the hazard completely or substitute with safer process.

4.4.2            The next most effective form of control is along the path of the worker. Most machine guarding falls into this category. (e.g., a metal chip guard, a welding screen, or a paper cutter guard)

4.4.3            The last choice for controlling exposure to hazards is at the worker. For example, safety glasses could be worn to protect the eyes from flying metal chips.

4.4.4            The machine guarding checklist (Appendix I) should be used to determine if guarding is required.

4.4.5            The following are some common examples of situations where guarding is required.  It is not an “all inclusive” list.

• Grinding Wheel (covers and work rest positioning gaps)
• Spokes of a wheel (shrouds on drives)
• Fan (cages over blades)
• Table Saw (guards on blades)
• Centrifuge
• Mitre Saw (guards on blades)

5.0             Footwear – Slips, Trips and Falls

5.1             The safety of our students and staff is paramount. This procedure has been developed to protect the safety of employees and students, and applies to footwear only.  

5.2             The Industrial Regulations under the Occupational Health and Safety Act Reg. 82 requires that “a worker exposed to the hazard of a foot injury wear foot protection appropriate in the circumstances.”

5.3             Furthermore, the Act and Regulations require that employers, supervisors and workers take all reasonable precautions to prevent accidents and injuries. This requirement means that all workers exposed to the hazard of slipping on a work surface must wear footwear with slip-resistant soles and an adequate surface area to provide appropriate traction for the activities which would normally occur. 

5.4             General For all Areas

5.4.1            The minimum footwear acceptable in the normal workplace where any lifting, moving or carrying of materials occurs should be totally enclosed low-heeled shoes. All footwear worn in the workplace should provide protection against toe injury from minor stubs and abrasion. 

5.4.2            High-heel shoes with small sharp heels should never be worn while working. They are naturally unstable and may cause an ankle injury. The force on the heel when walking can be several hundred kilograms per square centimeter which can damage floor coverings creating a hazard.

5.4.3            Medium height shoes with larger heels are acceptable for office areas and light work areas.

5.4.4            Toe protection is required where there is a specific hazard. 

5.4.5            Sole protection (shanks) should be provided where there is a reasonable chance of a puncture injury due to stepping on sharp items (shop areas).

5.4.6            Soft soled shoes are recommended for individuals walking or standing on hard surfaces most of the day.Where extremes of temperatures exist, the footwear worn should be either ventilated or constructed of porous material (not plastic) for hot areas and insulated for cold areas.

5.4.7            Soft soles generally provide both better heat and cold protection than hard soles.

5.4.8            A non-skid over shoe should be worn (i.e., Yak Tracks) by maintenance staff when clearing snow and by educational workers while on yard duty during the winter months. These are supplied by the Board.

5.5             Shops, Science classes and prep areas

5.5.1            Where work with liquids is performed, employees must wear shoes which provide sufficient toe protection to deflect any spills. This means totally enclosed toes on regular shoes without breathing pores on the upper surface as are common on many sports shoes.

5.5.2            Individuals working routinely with books, films, packs of paper and similar lighter items should wear footwear adequate to prevent injury if these items are dropped.

5.5.3            Where heavier items are carried or moved, appropriate footwear should be worn or available to be used as appropriate for the area.

5.5.4            Individuals working with chemicals or chemicals which can cause chemical burns should wear non-vented shoes which are resistant to the chemicals being used. Care should be taken to ensure the soles will not deteriorate from the chemicals used. Many non-skid soles are not resistant to organic chemicals such as cleaning solvents and oils. Non-skid soles should be required where liquids are routinely used. They should be encouraged in other areas. Non-skid soles should be required where duties routinely require walking on wet surfaces or ice.  Appropriate approved (CSA or equivalent) safety SHOES are required to be worn in all shops.  Appropriate approved (CSA or equivalent) safety BOOTS are required for all staff involved in custodial or plant maintenance or other high-risk activities.

• For Example:
  • all building construction activities
  • grounds work involving the use of power equipment or lifting and moving of heavy items
  • physical plant equipment maintenance involving heavy equipment or parts which could drop or shift during the work.
  • All activities involving lifting or moving items where a toe could be injured or sideways bending or twisting of the ankle could occur (office desks, file cabinets, heavy office equipment, heavy supplies, etc.)

5.6             If you have any questions, please contact the Health and Safety Coordinator at extension 17702.

6.0             Driving Hazards: Use of Personal and/or Leased Automobiles for Board Business

6.1             All DSB1 employees who drive while on Board business and claim mileage reimbursement are required to carry at least $1,000,000 third party liability insurance.

6.1.1            A copy of the employee’s license and insurance will be attached to the first mileage claim submitted after September 1.

6.1.2            Mileage reimbursement will not be paid if the license and insurance information and verification is not on file.

6.1.3            All employees who drive while on Board business are required to inform their direct supervisor, in writing, of any changes in their license or insurance status (e.g., lapsed, suspended). Should a license be revoked, the employee shall notify the direct supervisor and a review of the situation shall be undertaken with the appropriate supervisory officer. If the license has been revoked as a result of a medical condition, reasonable accommodation will be investigated.

6.2             Accidents

6.2.1            In the event of an accident, all legal provisions, such as notifying the police, shall be observed.  An ‘Accident Report’ must also be completed and sent immediately to the employee’s direct supervisor and the Human Resource Department.

6.3             Traffic Violations

6.3.1            The cost of fines resulting from traffic violation, parking offences, etc. will be the responsibility of the employee/vehicle operator at the time of the offence.

6.4             Vehicle Operations Guidelines

6.4.1            Only authorized personnel may operate Board vehicles.

6.4.2            Before using a vehicle, the operator should check for proper operation of the following:

• Brakes
• Horn
• Steering
• Lights
• Fuel

6.4.2.1            Report Defective Vehicle/Equipment to Your Supervisor

6.4.3            The following is prohibited when driving:

• Driving a vehicle up to anyone standing in front of a wall or other stationary object.
• Allowing someone to stand on the outside or bumpers of a vehicle whether it is in operation or not.
• “Hitching” rides on vehicles.
• Head, arms and legs outside of the vehicle while it is in motion.
• Driving on pedestrian sidewalks or walkways.
• Stunt driving and horseplay.
• The use of a cell phone or other electronic devices, DVD players, tablets, or other video playing equipment which can be distractions, unless they can be operated “hands free”.

6.4.4            The following safe driving practices must be adhered to:

• When leaving a vehicle unattended, turn off the engine and set the brakes.
• Vehicles must be driven safely at all times.
• Maintain a safe distance from the edges of ramps and platforms.
• Before loading or unloading a truck, make sure the parking brakes are set and wheels chocked (if available). Check flooring for breaks and weaknesses.
• Be very careful near sprinkler heads, pipes, doors, walls, columns, gas meters and electrical equipment.
• Where vision is obstructed, use of a worker guide is required.
• Starts, stops, reverses, and turns must be done at a safe speed.
• Pedestrians have the right of way at all times.
• Maintain safe speed limits and safe distances from other vehicles.
• Slow down and sound the horn at blind spots/intersections, while on Board property.
• Always look in the direction of travel.
• Ascend and descend grades slowly.

6.5             Vehicle Checks

6.5.1            General Precautions

6.5.1.1            Lawn mowers, tractors, small trucks and other mobile equipment used in performing grounds-keeping work are tools and operators must be fully trained to use them. All operators must be familiar with the equipment they operate and must perform a daily and more extensive weekly check of the vehicle and any attachments to ensure they are safe to operate. Clean equipment of debris prior to completing the following, and at the end of each shift or use.

6.5.2            Weekly Checks

6.5.2.1            Weekly checks should cover the same points as the daily checks but in more detail.  Weekly checks should include checks for wear, corrosion damage, cracks or other signs of failure, loose bolts parts out of alignment, lubrication, vehicle fluid levels and similar ongoing maintenance.

6.5.3            Daily Checks for all vehicles

6.5.3.1            Check the manufacturers’ recommendations for the specific vehicle specifications. Checks should be carried out in a systematic manner to ensure items don’t get missed.

6.5.3.2            One of two methods should be utilized:

6.5.3.3            A circle check which is carried out by checking the vehicle in a circular pattern.  The circle check should be carried out for all large vehicles.

6.5.3.4            A system checks where each system is checked in sequence.

6.5.3.5            Items to be checked daily:

6.5.4            Riding Lawn Mowers and Small Tractors

6.5.4.1            Lawn Mowers and Small Tractors are intended to be used only as off-road vehicles.

6.5.5            Pick-up Trucks and Vans

6.5.6            Large Trucks (over 11,000kg)

6.5.6.1            Must adhere to license restrictions as per the Ontario Highway Traffic Act. According to the Ontario Highway Traffic Act, a Class G can drive “any car, van or small truck, or combination of vehicle and towed vehicle up to 11,000kg, provided the towed vehicle is not over 4,600kg”, with exceptions (e.g., can’t drive a motorcycle, or bus carrying passengers, etc.).

6.5.6.2            A Heavy Vehicle Driver’s handbook is available from the motor Vehicle Registry office. The Handbook and manufacturers recommendations should be followed. 

6.5.7            Towing Vehicles

6.5.7.1            Ensure expected load doesn’t exceed the Gross Vehicle Weight Rating set by the manufacturer.

6.5.8            Trailers

7.0             Environmental Hazards

7.1             Hazard Description

7.1.1            There are four routes of entry for a substance into the body:

• Inhalation
• Ingestion
• Absorption
• Injection

7.1.2            Of the four routes, the most common is inhalation. The primary reason for this is the sheer volume of air that we inhale every minute of every day. If we estimate that the average person inhales 1.2 litres at a rate of 12 times per minute, the volume equals 14.4 litres per minute.  In one hour, the volume of air inhaled is 864 litres per hour, or 20,736 litres per day. 

7.1.3            The air we inhale contains oxygen, nitrogen, carbon dioxide and other substances.

7.1.4            Outdoor environmental factors that may affect our health are light, radiation (UV), moisture (relative humidity), temperature and chemicals.

7.2             Hazard Identification and Assessment

7.2.1            Comfort 

7.2.1.1            When assessing comfort, we consider temperature and relative humidity.

7.2.1.2            There is no maximum temperature in legislation; however, there is a minimum temperature.  Section 129 of the Industrial Establishments Regulations 851 sets a minimum indoor temperature of 18 °C (in most circumstances).

7.2.2            Chemical

7.2.2.1            The human body inhales oxygen and exhales carbon dioxide as part of the normal breathing process.

7.2.2.2            A properly designed, maintained, and operational Air Handling System should keep CO2 and other contaminant levels low. In occupied work areas, carbon dioxide (CO2) testing is used as a guide to assess the overall air quality of the area.

7.2.2.3            Some typical chemical contaminants in the workplace are:

• perfume, deodorants and aftershave
• formaldehyde found in new furniture and new carpets (gassing off)
• other volatile organic compounds (VOCs) from photocopiers, printers, office and light manufacturing processes, glues and adhesives, etc.

7.2.3            Particulates

7.2.3.1            The technical term for dusts, chemicals, products in solid form in the air is “particulates”.

7.2.3.2            Ontario Regulation 833, “Control of Exposure to Biological and Chemical Agents” parts 6, 7 and 8 as well as certain Designated Substance Regulations provides specific exposure limits for certain types of particulates.

7.2.4            Microbial

7.2.4.1            Health issues involving microbes is not a recent phenomenon. The outbreak of Legionnaire’s disease (late 1970s in Philadelphia) is one of the first examples of indoor air pollution caused by microbes.

7.2.4.2            More recently, molds, specifically stachybotrys chartarum (atra), have become a major issue in the quality of the indoor environment. There is no regulated level for molds, bacteria, viruses, and other microbes in the workplace.

7.3             Recognizing the Problem

7.3.1            If any employee appears to be suffering from environmental sensitivities, the following steps should be taken:

7.3.1.1            Complete the questionnaire (see Appendix J)

7.3.1.2            Conduct a walk-through and survey the area. Use a floor plan of the building and look for and identify all air supply and return ducts and vents. Note the distance and distribution on the floor plan. Look for possible sources of contaminates in the room, or adjacent areas. Talk to occupants to try and determine what they are experiencing.

7.3.1.3            When the questionnaire is completed, evaluate the Cause vs. the Effect.

7.3.1.4            Confirm that the heating, ventilation and air conditioning system (HVAC) is working.

7.4             Assessment

7.4.1            Testing may be required to determine the concentration of CO2 in the air and the relative humidity.  Contact the Coordinator of Health and Safety if testing is required.

8.0             Ergonomic Hazards

8.1             The Board has provided training resources to assist with Custodian and Office Ergonomics. These training resources for Custodian Ergonomics and Ergonomics for the computer user can be found at:

• Docushare under Human Resources/Health and Safety/Ergonomics or
• Resources/Teachers and Employees/Employee Resources/Useful Links

8.2             Employees are encouraged to view these training resources and alter their day to day activities or their office environment accordingly.

8.3             Contact the Health & Safety Coordinator, through your Health & Safety Representative, and your Principal, outlining your concerns. Request an Ergonomic Assessment be conducted, and remediation recommendations be provided.

Appendices

Appendix A: Board Workplaces

Appendix B: Occupational Health & Safety – School Details

Appendix C: Procedure for Work Refusal

Appendix D: Workplace Injury Form

Appendix E: Technology Equipment Acquisition Checklist

Appendix F: Lockout/Tagout Log Book

Appendix G: Pre Lock out/Tag out Checklist

Appendix H: Return to Service Lockout/Tagout Removal

Appendix I: Machine Guarding Checklist

Appendix J: Occupant Interview

References

Occupational Health & Safety Act of Ontario