1. Workplace Inspections

2. Objectives After completing this awareness session, you will . . .
Understand the purpose of workplace inspections.
Identify responsibilities of management, the joint health and safety committee (JHSC), the site reps and workers (your colleagues).
Explain the process of workplace inspection.
Review hazard recognition opportunities commonly found during school inspections.
May 2015

3. Workplace Inspections Ultimate Goal
To Prevent an Accident
There are many other reasons that fall under this
- identify actual & potential hazards
- remedy hazardous situations
- ensure prior solutions are working
- legislatively required
- due diligence
- JHSC duties

4. Purpose of Workplace Inspections
The purpose of workplace inspections is to:
listen to concerns
recognize substandard conditions / processes and behaviors (hazards) to prevent accidents or loss
assess the underlying causes of hazards to determine the risk
make recommendations to implement controls to eliminate or reduce the risk to an acceptable level

5. Responsibilities Section 9 -- OccH&S Act
9(23) members of the JHSC who represent workers shall designate a member representing workers to inspect the physical condition of the workplace.
9(26) shall inspect the physical condition of the workplace at least once a month, or
9(27) if it is not practical, inspect the physical condition of the workplace at least once a year, inspecting at least a part in each month.
9(28) schedule of inspections established by the JHSC
9(29) employer shall provide information and assistance for the purpose of carrying out the inspection
9(30) member shall inform the JHSC of situations that may be a source of danger or hazard to workers.
Inspections are dependent on all workplace parties.
Those actually performing the task, are most familiar with the what, when, where and why of the situation.
Once a hazard is found, their input can assist in understanding why the hazard exist and also in finding a practical solution that works.

6. Workers’ right to participate
Worker Input
The input of those in the workplace can provide detail to unanswered questions .
Workers’ right to participate
Inspections are dependent on all workplace parties.
Those actually performing the task, are most familiar with the what, when, where and why of the situation.
Once a hazard is found, their input can assist in understanding why the hazard exist and also in finding a practical solution that works.

7. Failure of Control Accident Ratio Triangle
Prevention opportunities
30 major loss injuries
300 recordable incidents
Identification and control opportunities
3,000 near misses
30,000 hazards, unsafe activity and/or unsafe conditions
Concerns that should be identified during a workplace inspection.
1 Fatality
Concerns that should be identified during a workplace inspection or an investigation.
Red line is the impact of prevention
Note the movement of the red line (over three slides) shows the change in the triangle resulting from identifying and controlling hazards.
There are several “Accident Triangle” models based on different studies. They all give a slightly different results but they also all give a similar triangle to the on illustrated on this slide.
They show that hazard and unsafe practices reduction as prevention measures take a huge chunk out of other categories making more serious injuries less likely.
This triangle is based on Bird (1996)
The “hazard identification" and "near misses" at the base of the accident triangle are used for prevention planning the occurrence of more serious injuries will be greatly reduced.
Utilising “Identification of hazards, unsafe activities" information to take action to prevent a serious accident from occurring is a proactive strategy (Workplace inspections)
Utilising "near miss" information to take action to prevent a serious accident occurring is a reactive strategy (Investigations)
If the organizational safety culture is negative, staff become defensive and they will not report anything which may make them look bad.

8. Failure of Control Accident Ratio Triangle
Prevention opportunities
30 major loss injuries
300 recordable incidents
Identification and control opportunities
3,000 near misses
30,000 hazards, unsafe activity and/or unsafe conditions
Concerns that should be identified during a workplace inspection.
1 Fatality
Concerns that should be identified during a workplace inspection or an investigation.
Red line is the impact of prevention
Note the movement of the red line (over three slides) shows the change in the triangle resulting from identifying and controlling hazards.
There are several “Accident Triangle” models based on different studies. They all give a slightly different results but they also all give a similar triangle to the on illustrated on this slide.
They show that hazard and unsafe practices reduction as prevention measures take a huge chunk out of other categories making more serious injuries less likely.
This triangle is based on Bird (1996)
The “hazard identification" and "near misses" at the base of the accident triangle are used for prevention planning the occurrence of more serious injuries will be greatly reduced.
Utilising “Identification of hazards, unsafe activities" information to take action to prevent a serious accident from occurring is a proactive strategy (Workplace inspections)
Utilising "near miss" information to take action to prevent a serious accident occurring is a reactive strategy (Investigations)
If the organizational safety culture is negative, staff become defensive and they will not report anything which may make them look bad.

9. Failure of Control Accident Ratio Triangle
Prevention opportunities
30 major loss injuries
300 recordable incidents
Identification and control opportunities
3,000 near misses
30,000 hazards, unsafe activity and/or unsafe conditions
Concerns that should be identified during a workplace inspection.
1 Fatality
Concerns that should be identified during a workplace inspection or an investigation.
Red line is the impact of prevention
Note how triangle is shrinking. The movement of the red line (over three slides) shows the change in the triangle resulting from identifying and controlling hazards.
In theory no fatalities should occur and only one major injury (based on the same time period and the same number of work hours)
There are several “Accident Triangle” models based on different studies. They all give a slightly different results but they also all give a similar triangle to the on illustrated on this slide.
They show that hazard and unsafe practices reduction as prevention measures take a huge chunk out of other categories making more serious injuries less likely.
This triangle is based on Bird (1996)
The “hazard identification" and "near misses" at the base of the accident triangle are used for prevention planning the occurrence of more serious injuries will be greatly reduced.
Utilising “Identification of hazards, unsafe activities" information to take action to prevent a serious accident from occurring is a proactive strategy (Workplace inspections)
Utilising "near miss" information to take action to prevent a serious accident occurring is a reactive strategy (Investigations)
If the organizational safety culture is negative, staff become defensive and they will not report anything which may make them look bad.

10. Preparation Who? how / forms / circulation / follow-up
entry arrangements
scheduling
what procedures / legislation applies
who supervises / manages
special hazards or PPE requirements

11. Planning and Pre-audit
What work is done?
What hazards exist?
What emergency plans apply?
What equipment is used?
manuals
Inspections
maintenance
Previous incidents reported?

12. Tools to Help with the Inspection
floor plans / site plan
maintenance manuals
MSDS /inventories
Job Task Analysis
equipment list
record of materials purchased
copy of OHSA
checklist (s)
camera

13. Workplace Inspection Forms
A Workplace Inspection form must meet your needs. It should be:
simple
detailed
provide documented proof
easy to use
practical
Workplace Inspection forms must meet your expectations. There is no perfect form or any form that is right or wrong.
If it meets your needs - use it otherwise - get a form that does meet your needs!
We will look at 2 specific forms that are very good. The first is fromyour organization.
The second, is an acronym - SAFER - from Australia. It is very simple but also might meet your needs.
Both forms use a priority matrix and you need some way of setting priorities.

14. The Inspection Process
The inspection process involves:
using your senses (sight, hearing, smell and touch)
staying focused
discussing concerns with workers and supervisors
indicating unsafe acts and conditions in the inspection report

15. The Inspection Process Hazardous Areas
Hazard Isolation Areas such as roof access:
PPE and/or training required to protect the area.
The area will be secured with signage indicating the restrictions.
Entry by non specifically qualified individuals may be prohibited or special arrangements will have to be made to inspect these areas.
These areas are usually inspected by regulating authorities and usually have there own operational committees.
Examples of areas:
Electronic research and development areas.
Surgical areas
Many chemical/biochemical/mcrobial working and development areas
Examples of operational “safety” related committees
Medical / Research Committees
Biohazard committees
Animal Care Committees
Atomic Energy
Reports can generally be requested and may be posted. Often separate committee reports are not posted in public areas fro security reasons.

16. The Inspection Look up and scan the ceiling area
Look down and scan the floor area
Look around – 360 degrees
Look in
Look for things that don`t seem “right ”
Look for physical damage
Look for the presence of hazards
Look at systems – HVAC, plumbing
Electrical and lighting
Look at safety of work environment

17. The Inspection Entering a Room or Site
Before entering a room or site give it an overview from the entry.
When entering the room proceed to a central area and carry out a 360 degree overview of the room.
If part of the room is obstructed proceed to the obstructed area and redo the 360 degree overview.
Proceed with the full inspection.

18. The Inspection – Don’ts
interrupt workers performing critical tasks
touch potentially hazardous equipment, objects or work surfaces
just perform the quick once over and leave
leave serious hazards unaddressed
become distracted

19. Workplace Inspection Report
identify location of hazard
describe hazard in detail
indicate if repeat item
assess or prioritize hazard
suggest possible causes
recommend corrective actions
indicate person responsible
follow-up

20. Risk Assessment Classify Hazard Severity:
“Severe or Critical” - Major Hazard - Fatal / Critical
“Serious” - Moderate Hazard - Serious Injury
“Minimum” - Minor Hazard - Minor Injury

21. Risk Assessment Classify Hazard Probability: “high” - Very Likely
“medium” - Possible
“low” - Very Unlikely

22. Put them together to create a Risk Assessment

23. The Final Inspection Report
Workplace Inspection, MHSA 2002
17/11/2018
The Final Inspection Report
Send the final report to the individual delegated the responsibility by management.
Send the final report to the individual delegated the responsibility by the JHSC for committee action and follow up.
There must be a means of communicating the results of your inspections and a method of follow-up. Who receives, who organizes the work; who informs the JHSC that it is complete CLOSE THE LOOP of communication

24. What is a "hazard?" condition practice injury illness
An unsafe _________________ or _________________ that may or may not cause damage to property, equipment, materials or the environment OR an ___________ or _______________ to an employee.
injury
illness
How can a person be an “accident waiting to happen”?

25. Hazards Revisited Physical Agents
A physical agent is a source of energy that may cause injury or disease.
Examples:
noise and ultrasound
vibration
radiation – x rays lasers, UV
electrical/arc flash
heat or cold

26. Hazards Revisited Chemical Agents
A chemical agent is a chemical or chemical compound that has harmful effects on human health.
There are a many of many different types.
Anytime a worker is exposed to any chemical (solid, liquid or gas) in the workplace a chemical hazard is present.
Refer to WHMIS and regulations on
designated and controlled products.

27. Hazards Revisited Biological Agents
A biological agent is ...
an living organism,
product of an organism (exotoxin), or;
component of an organism (endotoxin)
... that has harmful effects on human health.
Refer to WHMIS and biohazards training

28. Hazards Revisited Safety or Physical Hazards
Examples:
electrical
frayed cords, missing ground pins
spills, liquid slipping hazards
tripping hazards and obstructed hallways, aisles or stairs
unguarded equipment
working at elevations
ladders, step stools
weather related outdoor assignments
mobile equipment
carts, trolleys, material moving devices

29. Hazards Revisited MSD’s and Ergonomics
Examples:
poor lighting
improperly adjusted workstations and chairs
frequent lifting
poor posture
awkward movements
repetitive movements
using too much force

30. Hazards Revisited MSD’s and Ergonomics
Ergonomic hazards are hazards that put a strain on a person’s body due to: 1 - the type of work, 2 - body position, or 3 - forces exerted while working
They are generally difficult to identify without speaking to and observing workers

31. Harassment (bullying) and violence are now regulated .
Hazards Revisited Psychosocial (stress)
Psychosocial stress results from perceived threats (real or imagined) when a person feels they have no control nor the ability to directly deal with the threat.
Examples:
work overload or under load
loss of control
role uncertainty and conflict
Isolation, working alone
workplace bullying or violence
Harassment (bullying) and violence are now regulated .

32. Hazards Revisited Potential for Workplace Violence
Check for adequate lighting/ visibility
Check for access controls (secure offices/workspace)
Check for security measures(means for summoning assistance -phones, emergency buttons, panic button etc.
Check that emergency assistance numbers are posted/ signage on emergency phones
Check parking lots, stairwells, exits, elevators, washrooms and/ or reception areas for above
Assess hidden areas, places to hide and work practices
Assess areas with a higher risk for potential workplace violence (working alone, working with cash etc.)

33. What can you see …

34. Looking for …

35. CHECKING . . . Safety Board Postings

36. CHECKING . . . Safety Board Postings
JHSC members names and contact numbers
JHSC meeting minutes – previous summaries
JHSC site inspection previous reports
Occupational Health & Safety Policy
Occupational Health & Safety Act / WSIB In case of Injury poster
First Aid Attendant name & location
Yes No

37. CHECKING . . . General Items
Visitor signing in and out
Signs and fixtures are securely fastened to the wall
Adequate signage directing visitors accordingly
Washrooms and common areas accessible
Appropriate policy manuals for staff available
Internal security measures implemented
Yes No

38. CHECKING . . . Grounds & Public Areas
Yes No
Outside stair and sidewalks are in good condition and free of tripping hazards
External lighting is adequate, parking spots are well marked and walkways lighted
Areas of concealment by scrubs and trees are removed
Speed limit signs are posted and traffic flow is controlled and monitored
Scrubs are cut back away from entrances to minimize rodents
Parking lots are adequately lit and patrolled

39. CHECKING . . . Storage Areas
Yes No
Heavy items, e.g. paper, stored on lower and middle shelves
There is a CSA approved step stool or ladder available to reach the top shelves
All chemicals labelled, e.g. photocopying toner,
MSDS available for the products stored
Shelving is stable and secure
Items stored on shelves are well organized to minimize falling of loose materials
TVs, VCRs, DVD players or other loose devices secured

40. Stairwell

41. CHECKING . . . Hallways and Walkways
Main hallways and foyers are clear of materials or equipment
Floors are kept dry, clean and free of oil or grease. Wet floor signs are available
Exit signs, emergency assistance signs, if needed
Carpet or tiles are in good condition ( no lifting carpets or loose tiles)
Doorways and exits are clear of materials or equipment
Lighting levels and emergency lighting in hallways are adequate
Yes No

42. Office

43. CHECKING . . . Libraries/Computer Labs
Yes No
Bookshelves situated with clear paths for exit in case of emergency
All wall mounted shelves securely fastened to the wall
Computer cabling and power bars secured to prevent tripping hazards
Workstations, chairs and tables are in good condition and are organized in a safe fashion
Computer, video or audio workstations utilize but do not piggyback power bars
Network cabling devices are arranged to prevent a tripping hazard

44. Classroom

45. CHECKING . . . Satellite buildings/houses
Yes No
Area around and under buildings is well drained, interior free from water leaks
Steps, porch, ramps and hand rails are in good working condition
Snow and ice is removed at both doorways and approaches to the doorways
There is adequate interior and exterior lighting, emergency lighting functioning
Heating and ventilation units are functioning and grills are clean and clear of books, paper, etc.
There is a communication system that links the building to the main office and directs you to assistance

46. CHECKING . . . Gymnasium YesNo
Suitable restraints for volleyball net posts, handball nets & storage to prevent tipping and falling
Fixtures such as bleachers and basketball backstops secured properly and safely
Retractable bleachers, basketball backstops and floor sockets operating properly and safely
Balls, other sporting equipment organized and stored safely, prevent release or obstruction
Fixed equipment, ropes, climbing racks, external field equipment in good operational shape
Secure guards are over any lighting/alarms/PA to ensure no damage by normal gym activities

47. CHECKING . . . Kitchen/Food Prep Areas
Yes No
Appliances in good condition, pot holders, mitts accessible, fire extinguisher nearby
Local exhaust ventilation (where installed) operating with filters and hood is clean
Area around and above stoves or hoods kept free from combustible materials
Food is stored in appropriate containers and not left out to attract rodents and insects
Fridges clean (no old food), dishes are cleaned regularly, garbage removed daily
Juice cans, tetras, are properly rinsed out for recycling

48. Custodial Closet

49. CHECKING . . . Custodial Work Area
Yes No
Heavier weighed items are stored below shoulder height, chemicals stored below eye level
Flammable safety cans are stored in outside storage areas, or as per Board policy
Floors are clear of tripping or electrical hazards and exits are not blocked
Ladder and or stepping stool is available and in good working condition
All chemicals labelled, including proportioners MSDS available for the products stored
Custodial room is secure and not made available to students or the public

50. CHECKING . . . Electrical Safety
Power bars connected to main receptacle, not to another extension cord
Electrical equipment grounded / CSA approved
Cords secured under desks or along baseboards
Three wire plugs have the ground pin securely in place
Electrical panels are not obstructed
Cords, fixtures & plugs are in good condition
Yes No

51. Maintenance Shop

52. CHECKING . . .Shops/Metal/Wood/Auto
Appropriate machine guards in place, ear plugs shields, safety glasses, etc, available
Hearing protection, Safety Glasses signage posted
Ventilation/exhaust systems operable,
compressed gases are stored securely
Material Safety Data Sheets available
Flammable materials stored according to WHMIS Regulations
Eye wash station well maintained
Yes No

53. Receiving Area

54. CHECKING . . . Fire Safety & Emergency
Less than 20% of total wall surface area is covered by combustible art/paper materials
Emergency exits marked and free from obstruction
Emergency lighting system functional; signage on emergency assistance
Fire doors are closed as required, door stops removed
Fire alarm pull stations marked and free from obstruction, smoke/fire alarms are in place
Fire extinguishers are clearly marked, secured and inspected with tags
Yes No

55. After the Inspection After the inspection is complete:
JHSC reviews the report
Follow up, validate controls are being followed
Review implementation of any recommendations
Evaluate effectiveness

56. Summary
Together we . . .
Understood the purpose of workplace inspections.
Identified responsibilities of management, the joint health and safety committee (JHSC), the site reps and workers (your colleagues).
Explained the process of workplace inspection.
Reviewed hazard recognition opportunities commonly found during school inspections.
May 2015