NPF SENIOR LOCAL EMPLOYER REPRESENTATIVE (SLER) OHS ACCOUNTABILITIES

Agenda Responsibilities Things you should know Questions?

Your Responsibilities Appoint OHSC members or an OHSR Ensure compliance with OHS training Respond to OHS complaints/concerns Conduct workplace inspection Investigate accidents or illnesses Share copies of hazard reports Manage changes in workplace Maintain an OHS bulletin board Keep OHS records Liaise with Base General Safety Officer Bring unresolved issue to your chain of command You are responsible for the OHS of employees as well as any persons present in the designated workplaces under your responsibilities and as such, you must do these things. They are explained further on the next slides.

Appoint an OHSR If less than 20 employees within the division at the same workplace Union elect an employee If no union, the employees without managerial duties elect among themselves an employee After consultation, you appoint the OHSR Employee not assuming managerial duty. CAT 1 employee or CAT II employees without supervisory duties may be elected. Non union employees are also consulted for election of an OHSR. If union present, union proposes an employee, so you must be in touch with your local union representatives. If no union, employees without managerial duties will elect an employee. You appoint the OHSR and provide TOR OHSR and HS training. Term of Office: 2 yrs and renewable. Please remember that an OHSR must be replaced if they are absent for a period longer than 30 days. You need to be in contact with the union representative to identify who was elected.

Establish an OHSC If 20 or more employees within the division at the same base Appoint an employer representative as co- chairperson Union elects an employee as co-chairperson to represent the employees If no union, the employees without managerial duties elect among themselves an employee You appoint the members 1. Composition OHSC: an employer with an employee representative as co-chairpersons only. 2. Recommend the SLER appoints another manager as co-chair to represent the employer. 3. Non union employees are also consulted by the local union for election of the member to represent the employees. 4. If no union, employees without managerial duties will elect an employee. 5. CAT II employees without supervisory duties may be elected, if no union on site. 6. You appoint members by having them to sign their TORs and ensuring they take related training. 7. Term of Office: 2 yrs and renewable. 8. Co-chairpersons must be replaced, if absence is longer than 30 days. 9. You need to be in contact with the union representative to identify who was elected.

Ensure Compliance with OHS Training Employees hold WHMIS certification and receive OHS job introduction dealing with OHS Manager/supervisor who have subordinates complete their OHS training module OHSC members or OHSR complete OHS Inspection and Accident Investigation training modules Report completed training to local HRM and keep own records OHS training modules available from OHS Toolbox.

Respond to Complaints / Concerns Within 30 days to OHSC or OHSR Consult when required, e.g. BGSO, Medical Services, Fire Dept, Construction Engineers for assistance OHSC or OHSR can assist you 1. You have an obligation to respond to complaints or concerns from OHSC or OHSR within 30 days, as per CLC Part II. 2. Refer to the guide “Respond Complaints/Concerns” on next slide. 3. Remember, the OHSC or OHSR are advisors in your workplace to assist you to maintain acceptable OHS standards.

Respond to Complaints/Concerns Review Complaint/Concern You have the answer Yes No Inform OHSC or OHSR of Delay (In Writing) Identify reasons for delay. Identify when YOU will respond. E.g Case being referred to Division HQ. Respond to OHSC or OHSR in Writing This flow chart, available in OHS Toolbox, shows how you can prepare a response to OHSC or OHSR regarding a complaint or a concern. Accept Recommendation? Identify action YOU will take. Identify who will be responsible. Identify timeframe for implementation/completion. Reject Recommendation? Identify reasons for rejecting the recommendation.

OHS Inspections Complete Inspection training module Conduct joint workplace inspection monthly with designated OHSC member or OHSR Write inspection report, send copy to chain of command and post it on OHS Bulletin Board Request local assistance when necessary Keep records 1. OHS Inspection training module available from OHS Toolbox. 2. Various inspection checklists available from OHS Toolbox. 3. Ensure Base Sections inspect jointly the structural aspects of your workplaces regularly (Fire, Construction Engineers, BGSO). As SLER, you must conduct your own workplace inspections. Try to do them with OHSC or OHSR and take advantage and join other specialist inspectors when inspecting your work place, e.g. Fire Dept, Construction Engineers, etc. Remember once you receive a specialist inspection report, you have 30 days to respond. It doesn’t mean that all discrepancies have to be resolved but you must indicate what you will do to resolve them and when will you do so (approximately).

Investigate Accident and Illness As mandated by Canada Labour Code Part II Take Accident Investigation training module Conduct investigation jointly with the designated member of the OHSC or OHSR Seek local resources available Complete and distribute ESDC Hazardous Occurrence Report (Lab1070b) 1. You have to conduct an investigation whenever an accident, or an incident occurs in the workplace involving employees or any other person. 2. Should an accident be the result of a criminal act, refer immediately the investigation to local police and cease your investigation until authorized by local police. 3. OHSC or OHSR is mandated to participate in these investigations with you. 4. Refer to OHS Toolbox for access and procedures to complete and distribute “ESDC Hazardous Occurrence Incidence Report” (Lab1070b). 5. Whenever necessary, consult your local Base General Safety Office, Senior Medical Officer, Construction Engineers also for assistance during joint investigation when non NPF person is involved.

OHS Hazard Reports Upon reception of reports from other sources, ensure a copy is forwarded to OHSC or OHSR and is posted on OHS Bulletin Boards Reports you receive from Base Fire Dept, Medical Services, General Safety Office, Construction Engineers, etc. These reports must be shared with OHSC or OHSR and be posted on OHS Bulletin Board.

Change in the Workplace Keep informed of possible changes Discuss possible impact on employees with OHSC or OHSR Assess possible hazards and potential solutions that will control the issue Ensure employees are trained accordingly Monitor compliance 1. When assessing possible consequences of implementing a change in the workplace with OHSC or OHSR, consider if specific training will be necessary. If required, ensure employees are trained before the changes are implemented and keep records of hazard assessment process and training provided, if necessary. 2. Monitor compliance thereafter with assistance of OHSC or OHSR. Example: Whenever a new task is assigned to your office, e.g. snow removal within the door entrances. First, discuss the new task with OHSC or OHSR, assess the risks associated to each step of the task, identify the risks, the equipment required, the personal protective equipment, and the physical condition of employees who will be tasked. Ensure training and PPE are provided prior to requesting employees to assume the new task.

OHS Bulletin Board Canada Labour Code Part II Canadian Occupational Health & Safety Regulations Statement of Employer’s OHS policy ESDC Annual Employer’s HOIR report (two months) Minutes of OHSC meetings (for one month) Name members of the OHSC or OHSR, their workplace telephone numbers and their work locations Local WHMIS information Name of qualified first aid attendant(s) Any ESDC Labour Program Officer’s reports Must have this board. First three (3) references are available from OHS Website. Print a copy of both and post them on the OHS Board. Remember bilingual format is compulsory.

OHS Bulletin Board Typical example.

OHS Bulletin Board Canada Labour Code Part II Members OHSC or OHSR Telephone # Statement employer’s covering OHS policy Name Location First Aid Kit and First Aid Attendants NPF OHS Policy Minutes OHS Committee Meetings Building Fire And Emergency Plan ESDC Annual Reports Bilingual copies of CLC Part II and NPF OHS Policy are available from Web OHS Toolbox for printing and posting on this board. WHMIS Information Names, Numbers and Location Fire Wardens

Record Keeping Titles SLER OHSC OHSR HR Office Retention Period Minutes OHSC Meetings   Yes 2 yrs  ESDC OHSC Activities Schedule 10 10 yrs  ESDC Annual Employer HOIR Lab1009b 10 yrs ESDC Hazardous Occurrence Incidence Report Lab1070b Ergonomic Assessment  While employed Accident Investigation Inspection Report  2 yrs  Personal Protective Equipment 2 yrs after cease to be used First Aid Register 2 yrs beginning on date of an entry Record Completed H&S Trg While employed  Refusal to Work  Yes Violence in Workplace SLER keeps and ensure he OHS records are maintained, e.g. reports or other documents in such a manner that it is readily available for examination by a ESDC Health and Safety Officer and by the OHSC or OHSR for the workplace to which it applies. Notes: OHSC Secretary maintains files on behalf of the OHSC HR Office registers completed OHS Trg in HRIS Data Base

Liaison with BGSOs Minutes of committee meetings Structural issues Accident investigation and Inspection First Aid, CPR & Fire Warden training 1. Minutes of OHSC meetings are sent to BGSOs (understanding that there could be more than one and up to three from NPF) for information and monitoring. 2. Anything dealing with structural issues should be shared both ways, e.g. air quality, temperature, relative humidity, structural defects). 3. Accident investigation is conducted jointly when a member of the CF or the public service is injured in facilities, or during activities, under NPF management. 4. Base General Workplace inspections should be conducted in presence of SLER, or representative and a member of OHSC or OHSR. 5. First Aid, CPR & Fire Warden training could be sought from Base resources.

Things You Should Know Who to contact for assistance Your responsibilities Where to find compliance training in the OHS Toolbox Where to find support tools (OHS Toolbox) Potential answers: 1. OHS assistance available from your own OHSC or OHSR, local HR Office, BGSO Office, Medical Services, Division HQ SME. 2. OHS compliance training modules available from OHS Website. 3. Contact Base Engineers about structural defects, e.g. heating, ventilation, humidity, lighting or if renting from another source, contact the landlord representative. While waiting for an answer, take immediate action to control and mitigate hazards, e.g. quarantine equipment, area, post alert signs and inform employees.

OHS TOOLBOX Each tab will open the different elements and lead you to the tools within.

Senior Local Employer Representative Conclusion You’ve been introduced to YOUR OHS Responsibilities as the Senior Local Employer Representative for your workplace