Safety Groups New Participant Orientation

Orientation Agenda Benefits of becoming a Safety Group member Eligibility and Requirements WSIB Vision & Safety Groups Objectives SGP History & Enhancements The 5-Step Management System Model Overview of SG Program Year Rebate Formula & Past Performance Getting Started: Employer Guidelines Workplace Assessment Action Plan Element List & Requirements The 5-Steps Year-end Reporting Review/Q&A Safety Groups Program

To Join Safety Groups A firm must: Have Owner/Senior Management commit to participate in the Program Be a Schedule 1 firm paying WSIB premiums Be in good standing with the WSIB without charges or convictions under the WSIA Committed to participate for at least one full year Be in only one Safety Group at a time Not be a current participant of Small Business Health and Safety Program or Accreditation While you’re on the subject of element maintenance, discuss the requirements and why maintaining your elements is overall an important exercise. 3

Benefits The benefits of participation include: Networking opportunities Presentations, resource material, training and Consultant Trainer assistance To keep in tune with new legislation and industry best practices Guidance in health and safety management system development and advancements Bring Safety Groups program binder to each meeting for reference during workshop activities

Participant Requirements Complete Workplace Assessment & Action Plan Implement/Improve elements of your health & safety program Report Progress & Achievement to Sponsor Attend Safety Group general meetings Provide and accept health & safety mentoring, networking and sharing of best practices Participate in validation audit if selected Review your progress in the program. Review any sections that have already been completed and explain where what you are going to cover next. All the bullets are hyperlinks. To go to any section click on the bullet.

Safety Groups Program Objectives Prevention initiative to help eliminate workplace injuries, illnesses and fatalities Collective approach to health & safety Success achieved through pooling of resources, mentoring and sharing of best practices Utilize the 5-step Health & Safety Management System Incentive to develop sustainable health & safety programs Rewards are demonstrated through achievements in health & safety Potential WSIB premium rebate with no surcharge

Safety Groups Program History WSIB launched three year trial in 2000 (OFSWA an initial sponsor) BoD approved as an ongoing WSIB program in July 2002 Program grew from 9 groups in 2000 to 47 in 2011 Health and Safety system partners are heavily involved in this program Employer participation levels grew from 450 in 2000 to approximately 4,000 workplaces in 2011 Since 2012 our Northern Safety Group has had representation from all business sectors with a greater participation level from higher-risk rates groups

5-Steps to Managing Health and Safety Once the action plan elements are selected, they must be expanded to address each of the 5 steps to managing health and safety which include: *Record-keeping of all documentation

Safety Group 1 – 5 Year Program Timeline Guide Orientation/ Leadership MTG 1 MTG 2 MTG 3 MTG 4 (---------- Validation Audits ------------) Jan Feb Mar Apr May Jun July Aug Sep Oct Nov Dec Conduct Workplace Self Assessment and select Action plan elements Create written Standard for each element Communicate and Train (Remember to keep in mind confirming the status of maintenance elements) Evaluate Make improvements and acknowledge success ACTION PLAN DUE: FEB 27 PROGRESS REPORT 1 DUE: Spring APPLICATION DUE: DEC 15 PROGRESS REPORT 2 DUE: Fall YEAR END REPORTING DUE: DEC 15

Year-end Reports and Spot Checks Group Rebate -2019 Group Achievement Year-end Reports and Spot Checks 7% MAX* = Achievement 7% *Based on total premium of Safety Group Based on the average Year-end Achievement score or the Validation Audit average score, whichever is the lowest score to factor in the 7% A participant with a traumatic fatality during the program year will be excluded from the rebate

Safety Groups Program – Incentives Earned Program Year Incentive Paid Amount NUMBER OF FIRMS 2014 Oct 2015 $1,532,176.96 73 2015 Oct 2016 $1,640,415.78 75 2016 Oct 2017 $1,819,850.87 74 2017 Oct 2018 $1,238,347.23 From 2000 to 2017 the rebate for our group was $21.2 million

Getting Started: Workplace Assignment Identifies the strengths and weaknesses of a firm’s health & safety program Self-assessment at start of year and end of year Your industry or workplace specific assessment tool Identifies the selection of 5 elements for the Action Plan Reviewed during Validation Audit Presentation Title - View Header and Footer to edit

Getting Started: Action Plan Each firm must select and implement 5 Safety Group Program Elements from their Workplace Assessment: Each firm must select the Group element: “Supervisor Competency” Each firm must select a Return to Work element Each firm must select a Leadership element (category A) Each firm must select an Organization element (category B) OR Hazard Recognition & Assessment element (category C) Each firm will select the last element from any category Discuss “other” elements and changing elements. Presentation Title - View Header and Footer to edit

Getting Started: SG Program Elements The Element Requirement Chart (starting on page 20) provides minimum requirements and will be used during the Validation Audit process. Firms will be measured against the Requirement Chart. Most elements include resources to assist in the development of the standard. They are for reference only. Presentation Title - View Header and Footer to edit

Standards should answer Step 1 – Set Standards Written statements outlining H&S expectations and policies Employer Guidelines - page 11 policy statements - management’s expectations and policies about health & safety procedures - step by step instructions for particular tasks or processes safe work procedures - written directions that include health & safety in the work processes Include the points in the “Element Requirement Chart” Meet minimum legal requirements Current date and signed Management commitment to a systematic approach to health and safety is important but Step 1 -Setting company standards is a particularly critical management responsibility. Setting standards means that management identifies their expectations and policies regarding health and safety. Many minimum standards are prescribed by law. Some health and safety standards and guidelines are published by other groups such as: Canadian Standards Association Standards Council of Canada Canadian General Standards Board Ministry of Labour In addition, companies can establish their own policies and rules and improve on the minimums set in law. Examples of common workplace rules include: no eating in the work area replacement of hearing protection annually first aid training for all employees Having and following clear, measurable expectations and standards helps all employees know what is expected of them. They also help to: implement a solid health and safety program show leadership and commitment for health and safety provide a benchmark to use when evaluating risk to workers from that aspect of health and safety on the job. Standards should answer the 5 W’s and How This Photo by Unknown Author is licensed under CC BY-NC-ND Suggested Resources: Occupational Health and Safety Act and Regulations (green books) available from the Ontario Government Bookstore Presentation Title - View Header and Footer to edit

Step 2 – Communicate General awareness of H&S elements Ensure that everyone knows and understands what is expected of them and what they can expect of others Many different ways to communicate: staff meetings safety talks print or electronic notices – memos, newsletters, e-mails Posters/notices Payroll stuffer Company expectations and standards need to be communicated. Employers need to ensure that all appropriate people in the workplace have a clear understanding of the workplace standards/expectations. They need to know what is expected of them and what to expect of others. Communication should be a two-way process - from employer/manager to employees and vice versa. Typically workers know exactly what and where the problems are. Can happen through various means such as tail-gate meetings, notices on bulletin boards or in pay envelopes, email, meetings, and guest speakers and new employee orientation. All communications should be in a form and language understood by the recipients of the message. Maintain records of how you communicated each element Page 13 - Employers’ Guidelines Presentation Title - View Header and Footer to edit

Training records/certificates required for each element Step 3 – Train Managers, supervisors and workers attain the knowledge and skill to work safely Appropriate to their job duties and workplace Various training methods: During orientation training Planned training sessions for specific staff Demonstrations by supervisors Observing another co-worker (mentoring or buddy system) Health & Safety Training records/certificates required for each element Page 14 - Employers’ Guidelines Presentation Title - View Header and Footer to edit

Step 4 - Evaluate Are your Safety Group standards working? How do you know? Compare actual workplace activities to your written health & safety standards and expectations Is the standard working and achieving the desired result? Keep track and document your evaluation process & analysis There are many different ways to evaluate: Analysis of observations/inspections/plant or job-site audits Survey of employees – interviews or questionnaire Statistical review & analysis - i.e. WSIB information Review and analysis by JHSC Management review and analysis Third party assessment and analysis Evaluating for health and safety means checking to see if what is done in the workplace meets the company standards/expectations and whether they are still relevant and adequate. Checking to see if standards/expectations are being followed appropriately includes using tools such as inspection, air quality testing, observation, task analysis and others. For example you should check: Is the health and safety policy read, understood and being respected? Are the health and safety goals being met? Is communication to and from employees clear and understood? Is training being completed and are employees using what they learned? The different methods used for evaluating whether standards are being followed include (as mentioned above): Observing people at work, equipment, materials and other hazards or rules not being followed. Examining workplace records such as first aid reports, injury /illness statistics and WSIB claims to look for trends Asking employees for feedback Asking a third part to do a workplace assessment and give you feedback Credit given even if evaluation outcome is negative Page 16 - Employers’ Guidelines Suggested Resources: Safety Groups Workplace Assessment Presentation Title - View Header and Footer to edit

Step 5 – Acknowledge Success and/or Make Improvements Based on results of your Evaluation: recognize everyone who contributed to successful accident prevention activities by meeting and surpassing company standards performance evaluations, letter/memo from president, health & safety awards, public recognition - i.e. coffee & donuts for JHSC and/or employees, staff meeting, banquet, newsletter article, bulletin board display Develop an action plan to make changes and improvements where needed YOU Giving positive feedback is an excellent way of re-enforcing a good health and safety program. You can acknowledge people’s efforts and contributions to maintaining the company standards, which usually helps them want to do more in the future. Include recognition of individual worker activities and efforts. This is also an opportunity to re-confirm the importance of health and safety to the success of the company and your commitment to it. You can accomplish this in many ways including: performance appraisals employee rewards public recognition Constructive comments or corrections in equipment and processes should also be made at regular intervals such as at management meetings or natural review periods. A good approach may be to encourage the development of teams to help you solve problems and re-set company standards. Teams may be of any size and composition. They may include management, supervisors, lead hands, joint health and safety committee members, health and safety representatives, health and safety professionals, WSIB representatives, suppliers’ representatives and others appropriate to the issue or problem at hand. Page 18 - Employers’ Guidelines Presentation Title - View Header and Footer to edit

Year-End Requirements Complete Year-end Achievement Report and submit to sponsor Northern Ontario Safety Group Consultant by due date have verification documentation available Complete/update your Workplace Assessment 10% of Safety Group participants receive Validation Audits starting in March of the following year Firms - final opportunity for firms to double check each of the five steps for each of the five elements - firms need to have documentation available for possible spot-check - best practice - peer audits at final meeting, steering committee contact members personally, sponsor spot-check firms, role play spot-check - to assist firms with understanding what's required and ensuring documentation is available Presentation Title - View Header and Footer to edit

Questions! Presentation Title - View Header and Footer to edit This Photo by Unknown Author is licensed under CC BY-SA-NC Presentation Title - View Header and Footer to edit