Health and Safety Manual

November 2009

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 Table of Contents

Policy Statement…………………………….…3 Records and Reports .……………18

Objectives, Purpose and General Safety Rules...4 Internal Complaint Procedures…..19

Employer’s Responsibilities & Obligations.........5 Refusing Dangerous Work ..……..19

Supervisors’ Responsibilities & Obligations.......5 Workplace Health Monitoring…...21

Employees’ Responsibilities & Obligations..…..6 First Aid………………….……....22

Policy…………………………………………..7 Safety Audits………………..……23

Employees’ Rights…………………...……..….8 Procedures for Accident/Injury......23

Health and Safety Committee/ Representative...9 Completion of Form 7....................25

Duties of Health &Safety Representative ...….10 Claims Management......................26

Safety Officer..………………………………..11 SIEF...............................................29

Workplace Inspections…….………………….12 Modified Work Program..............29

Workplace Inspection Form …………………13 Housekeeping……..………….…..39

Supervisor’s Inspection Sheet …………….….14 General Emergency Proceedures...40

Accident/Injuries Investigation and Reporting..15

Fires................................................42

Accident Investigation Form………………….17 WHMIS…………………….…….44

Universal Precautions………...….51

Respect in the Workplace…….….54

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 HEALTH AND SAFETY POLICY

The Board and Executive Director of RPNAO is vitally interested in the health and
safety of its employees. Protection of employees from injury or occupational disease is a
major continuing objective. RPNAO will make every effort to provide a safe, healthy
work environment. All supervisors and employees must be dedicated to the continuing
objective of reducing risk of injury. RPNAO, as the employer, is ultimately responsible
for employee health and safety. As the Executive Director of RPNAO, I give you my
personal promise that every reasonable precaution will be taken for the protection of the
employees.

Supervisors will be held accountable for the health and safety of employees under their
supervision. Supervisors are responsible for ensuring that machinery and equipment are
safe and that employees work in compliance with established safe work procedures.
Employees must receive adequate training in their specific work tasks to protect their
health and safety.

Every employee must protect his or her own health and safety by working in compliance
with the law and with safe work practices and procedures established by the organization.

It is in the best interest of all parties to consider health and safety in every activity.
Commitment to health and safety must form an integral part of this organization, from
the Executive Director to the employees.

Signed: _______________________________ Date: _________________________

Dianne Martin RPN, RN, BScN

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 Health and Safety Program Objectives

• To provide a healthy and safe work environment for RPNAO employees and
members
• To reduce the frequency, severity and costs of workplace injuries
• To exceed the requirements of Ontario’s health and safety legislation

Purpose of the Health and Safety Manual

To inform and educate RPNAO’S employees on current health and safety legislative
requirements, individual accountability and liability, and safe work practices and
procedures.

General Safety Rules

Safety is the responsibility of everyone. Adherence to the Safety Rules is a condition of

employment and is subject to disciplinary action for non-compliance.

All injuries must be reported to your supervisor no matter how minor.

Know the location of first aid supplies.

Only authorized or trained staff should administer First Aid for minor cuts, burns and
non-life threatening situations. In an emergency situation, the most knowledgeable person
at the scene should commence all reasonable procedures to maintain life until the
emergency response team arrives at the scene.

Aisles must be kept clean and clear of obstruction.

All exits should be kept clear in the office space.

Supplies must be stacked properly on the shelves. Keep your working area clear of
congestion.

Each employee should be aware of the locations of all exits and fire extinguishers.

Staff should report any unsafe conditions or unsafe acts to the supervisor.

Loose clothing as well as long hair, scarves, ties, and dangling jewellery are unsafe and
should not be worn when working with any machinery.

Cut away from yourself when using utility knives.

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Employer’s Responsibilities & Obligations

Understand relevant legislation and establish health and safety performance objectives
and priorities.

Review annually the organization’s health and safety program, to ensure it meets or
exceeds legislated health and safety requirements.

Ensure that the working environment is maintained in a healthy and safe condition.

Develop and demonstrate a positive “health and safety” attitude and working climate.

Provide training to managers and supervisors and hold them accountable for health and
safety.

Be interested in and involved with the organization’s health and safety performance.

Approve safety rules and procedures, and support the enforcement of the same.

Require notification of all incidents and unplanned events.

Ensure Ministry of Labour reports are posted for 14 days and submit a notice of
compliance with the Ministry of Labour within 3 days of compliance of orders.

Respond in writing within 21 days to any health and safety queries submitted by the
Health and Safety Representative.

Supervisors’ Responsibilities & Obligations

Ensure training of employees in safe work practices and job safety requirements
associated with a particular job process and provide written instructions where
prescribed, i.e. provide induction training to new employees, and periodic reinforcement
training to employees.

Enforce rules, procedures, safe work and hygiene practices and health and safety
standards.

Correct unsafe acts and unsafe conditions.

Advise employees of the existence of any known immediate or potential danger to the
employee’s health and safety.

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Report and investigate all incidents/accidents resulting in personal injury and property
damage.

Develop and implement an inspection and maintenance program for any equipment in the
department.

Implement emergency plan when necessary and ensure that employees have been
properly trained to comply.

Inform RPNAO management of any known health and safety concerns.

Regularly evaluate employee performance and provide periodic feedback with respect to
health and safety.

Employees’ Responsibilities & Obligations

Employees are responsible for taking all reasonable and necessary precautions to ensure
their own health and safety and that of anyone affected by their work. Employees shall
undertake the following:
• Comply with RPNAO’s instructions concerning health and safety, with a safety
officer's directions, and with prescribed procedures concerning health and safety.
• Be obliged to cooperate with persons acting under the authority of the Code.
• Report any accident or hazard in the work place to their supervisor.
• Use safety materials, equipment, devices and/or clothing either furnished by
RPNAO and report any defects immediately to supervisor.

• Know, understand and implement safe work practices and procedures.

• Know, understand and employ established rules and procedures for handling
materials, equipment and processes.

• Report to supervisor any unsafe conditions, procedures or concerns and take

necessary steps to prevent accidents from defects pending reporting or repair.

• Carry out repairs, alterations and process changes only when authorized.

• Keep workplace safe and orderly.

• Report all accidents, injuries and unusual conditions immediately to supervisor.

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 • Inspect work area daily, maintain to standards, and report any hazards
immediately to supervisor.

Policy

It is the policy of RPNAO to maintain safe and orderly working conditions and to ensure
that all employees are aware of, and are trained in, the applicable procedures to maintain
a safe and healthy workplace.

RPNAO shall ensure the health and safety of employees, while they are at work in the
RPNAO offices, by complying with the standards in the Occupational Health and Safety
Regulations.
RPNAO will ensure that the following items meet the standards set out in the
Regulations:
• protective devices, machinery, tools, vehicles, and mobile equipment;
• levels of ventilation, lighting and noise; and
• entry into, exit from and occupancy of the work place.
RPNAO will provide the following according to the Regulations:
• prescribed first aid, sanitary and personal facilities, and health services;
• safe drinking water;
• safety materials, equipment and devices for every person who has access to the
work place; and
• information, training and supervision to ensure the health and safety of employees
in the work place. The Code requires that each employee be made aware of every
known or foreseeable hazard in the area where he or she works.
As well, RPNAO will:
• provide the Health & Safety Representative1 with information considered
necessary to identify existing or potential hazards if necessary;
• will post in an accessible place, a copy of the Occupational Health and Safety Act,
a statement of RPNAO's health and safety policy, the name of the Health &
Safety Representative, minutes to health and safety meetings, the names of trained
first aiders, and any other material as directed by a Safety Officer2;
• maintain health and safety records in the prescribed manner;

1
For information regarding the role of the Health & Safety Representative, please see page 9.
2
For information regarding the role of the Safety Officer, please see page 11.

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 • provide the Health & Safety Representative with a copy of any written directions
or reports from a Safety Officer, and post them for the information of all
employees and responds to issues within 30 days;
• ensure that every employee is made aware of every known or foreseeable safety
or health hazard in the work area, including bomb threats, threats of violence,
noise hazards, radiation hazards, airborne contaminants, etc.;
• comply with prescribed standards relating to fire safety and emergency measures;
• investigate, record and report all known accidents, occupational diseases and
other hazardous occurrences;
• ensure that every employee or visitor knows how to use any protective clothing or
equipment required in the work areas to be occupied or visited; and
• comply with every oral or written direction given to RPNAO by a safety officer
concerning the health and safety of employees.

Employees' Rights

The Occupational Health and Safety Act provides employees with three rights:
• The Right to Know
• The Right to Participate
• The Right to Refuse Dangerous Work

The Right to Know

Through the provisions of the Code, employees have the right to know about known or
foreseeable hazards in the work place and to be provided with the information,
instruction, training and supervision necessary to protect their health and safety.
Through the Health & Safety Representative, employees have the right to have access to
government or RPNAO reports relating to the health and safety of employees, but shall
not have access to medical records of any person except with that person's consent.

The Right to Participate

The Health and Safety Representative and employees have the right and the responsibility
to participate in identifying and correcting job related health and safety problems.

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The Right to Refuse Dangerous Work
An employee, at work, has the right to refuse dangerous work if he or she has reasonable
cause to believe that:
• the use or operation of a machine or thing presents a danger to the employee or a
co-worker; or
• a condition exists at work that presents a danger to him or herself.
However, in order for an employee to be protected by the Code when exercising the right
to refuse, the employee must follow the proper procedure. The right to refuse is explained
in greater detail below.

Occupational Health and Safety Committee/ Representative

Role
The role of the Occupational Health and Safety Committee or Representative is to
oversee the internal responsibility system, which maintains that RPNAO and employees
have equal powers to act on occupational health and safety matters. The Health & Safety
Representative serves as an advisor by making recommendations to management and
assisting in establishing and maintaining a safe work environment. In addition, the Health
& Safety Representative will be responsible for Occupational Health and Safety policies
and procedures, investigations, programs, and reporting. The Health & Safety
Representative will be responsible for remedial action on all items reported on safety
audits and notifications of critical injuries, accidents or occurrences requiring reporting to
the Ministry of Labour.

Objectives

1. To provide a safe environment for staff, volunteers, members and general public.
2. To inspect and identify hazards to health and safety.
3. To ensure that all staff and volunteers have the knowledge of their occupational
health and safety rights and obligations.
4. To ensure that all employees are knowledgeable of the policies and procedures
regarding occupational health and safety in the workplace.

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Size Requirement/ Selection

50 + Workers A committee of 4 persons minimum

20 – 40 Workers A committee of 2 persons minimum

5-19 Workers At least one Health & Safety Representative

5 Workers No Health & Safety Representative

The Health and Safety Representative is elected by the employees.

Duties of the Health and Safety Representative

The Occupational Health and Safety Representative shall abide by all regulations in
the Occupational Health and Safety Act and the WHMIS (Workplace Hazardous
Materials Information System) Workers Right to Know Legislation.

The Health and Safety Representative:

• assists in the development of health and safety policies and programs;
• ensures that adequate records are kept on work accidents, injuries and health
hazards, and data monitored on a regular basis;
• receives and deals with complaints relating to the health and safety of the
employees represented;
• participates in all inquiries and investigations concerning occupational health and
safety and consults technical experts as is necessary;
• regularly monitors the health and safety programs, measures and procedures;
• may request from RPNAO any information considered necessary to identify
existing or potential hazards with respect to materials, processes or equipment in
the work place;
• may review any government and RPNAO reports relating to the health and safety
of the employees represented by the representative. However, the consent of the
employee concerned must be obtained before requesting personal medical
records;
• may develop, establish and maintain health and safety programs for the education
of the employees;

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 • participates in the planning of the implementation, and the actual implementation
of changes that may affect health and safety, including work processes and
procedures;
• cooperates with Safety Officers by providing information and assisting in
investigations of accidents and refusals to work;
• cooperates with any occupational health service established to serve the work
place; and
• maintains records about health and safety complaints and the representative
actions taken on complaints. Keeps records of refusals to work and accidents.

The Health and Safety Representative will report on:

• monthly inspections;
• items from safety audits;
• corrective actions taken, state of completion, or anticipated date of remedial
action and reason for delay;
• medical aid injuries, lost time injuries and accident investigation reports covering
any and all incidents;
• discuss ergonomic, biological, chemical, work practices, engineering etc
• carry-over items from previous meetings.

Entitlement to time from work

All health and safety representatives are allowed to take the time during regular working
hours to carry out their responsibilities. Time spent performing these health and safety
duties will be considered as if the representatives were working on normal tasks, and
normal rates of pay will apply. Representatives are not liable for any act or omission
done, or omitted to be done, in good faith while engaged in health and safety activities.

Safety Officers

Powers

In the context of the Occupational Health and Safety Act, a ‘Safety Officer’ is a person
appointed by the Minister of Labour. The Safety Officer may, as part of his or her duties:
• enter any work place at any reasonable time;
• conduct, or have conducted, tests, examinations, inquiries or inspections;
• take samples and remove them for analysis;

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 • take photographs and make sketches of the work place; and
• be accompanied and assisted in these duties by persons who may have essential
skills or information.
The Safety Officer has the power to direct RPNAO:
• not to disturb a certain area or thing pending the officer's investigation;
• to produce documents and information relating to the health and safety of the
employees;
• to make or provide statements respecting working conditions, material, and
equipment affecting the health and safety of employees in the work place; and
• to take action set out in a direction in order to bring working conditions up to
standard.
As a final step, a Safety Officer will recommend RPNAO be prosecuted for non-
compliance with his or her direction.
Information obtained by a Safety Officer regarding any secret process or trade secret is
confidential and must not be disclosed to any person, except as required by law.

Work Place Inspections

Definition
Work place inspection is an essential part of a Health and Safety program by which the
work place is examined closely on a regular basis to:
• identify hazards;
• set standards and related procedures;
• establish controls;
• monitor effectiveness of controls.

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 Workplace Inspection Form
Hazard Classification
a. Imminent
Danger:
requires
immediate
corrective
action

b. Hazardous
condition:
corrective
action ASAP

c. Low hazard

Date: __________________________ Time: _____________

Inspection Completed by: _____________________________________

Inspection Item Location Hazard Recommended Corrective Action Repeat Item Responsibility Target
Class (Yes or No) Date

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 Supervisors’ Safety Inspection Sheet

Item OK Needs Remarks

Attention
Alleyways / Stairs
- Clear and Unobstructed

Exits
- Clearly marked
- Clear and Unobstructed
- Lights working

Floors
- Dry, clean and unobstructed

Overall Housekeeping
- Adequate

Overall Lighting
- Adequate and functioning

Air conditioning / Heating

- Operable

Fire Extinguishers
- In designated location
- Unobstructed
- Charged
- Tagged

Fire Plan

Fire Drills

Machines / Equipment
- General condition adequate

Safe work practices observed

WHMIS – MSDS available

Postings
- OH&S Booklet
- Minutes

First Aid Kit

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Accident / Injuries Investigation and Reporting

Definition of a Hazardous Occurrence

A hazardous occurrence is any incident or event that is neither planned nor expected and
could reasonably be expected to cause injury or illness or in fact does cause injury or
illness to a person.
Definition of Injury/Disease
• An employee receives health care.
• An employee is absent from his/her regular work due to a workplace accident,
injury or disease.
Definition of a Serious Occurrence
• the death of an employee;
• a disabling injury to two or more
employees (from the same occurrence);
• loss of a limb or part thereof or loss of
use of a limb;
• permanent impairment of a body
function;
• an explosion
Definition of a Critical Injury
For the purposes of the Act and the
Regulations, "critically injured" means an
injury of a serious nature that:

• places life in jeopardy;

• produces unconsciousness;
• results in substantial loss of blood;
• involves the fracture of a leg or arm but not a finger or toe;
• involves the amputation of a leg, arm, hand or foot but not a finger or toe;
• consists of burns to a major portion of the body; or
• causes the loss of sight in an eye.

Process
Where an accident/injury occurs the supervisor shall without delay:

• provide health care to the employee (first aid, call emergency etc.)

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 • secure the accident site;
• appoint a qualified person to determine the causes of the accident;
• notify the health and safety representative of the accident.
• complete the Hazardous Occurrence Investigation Report and submit it within
14 days if it is a minor accident / injury, and within 24 hours if it is a serious
occurrence.
• take necessary measures to prevent a recurrence of the hazardous occurrence.

Accident Classifications

Health Care Only: an accident requiring medical attention only is handled in the same
manner as a lost-time claim with the exception of lost-time monitoring and return to work
procedures. Modified duties may be necessary to ensure the employee is able to meet the
physical demands of the job during the healing phase. A thorough accident investigation
is also required.

First Aid Only: a first aid incident is not reported to WSIB, but the information needs to
be immediately recorded in the First Aid Reporting Book. An incident investigation
should be completed by the supervisor so that appropriate measures can be taken to
prevent further occurrences.

Incident / Property Damage: an incident involving only property damage does not
require reporting to WSIB; however, a thorough investigation must be completed and
recorded so that preventative actions can be put in place and future occurrences
eliminated.

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 ACCIDENT INVESTIGATION FORM

Employee Name: ___________________________________ Location: _____________

Accident Date: ______________________ Time: ________________

Job Title: ________________________________________

What job was being done: __________________________________________________

Location of Accident: _____________________________________________________

Describe how the accident happened:

_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
___

Immediate Cause: _________________________________________________________

Root Cause: _____________________________________________________________

Corrective Action: ________________________________________________________

To whom was accident reported: ____________________________________________

Name of Witness(es): Signatures:

_____________________________ ___________________________________

_____________________________ ___________________________________

Areas of body injured: ____________________________________________________

Nature of injury: _________________________________________________________

Treatment Given: ________________________________________________________

Supervisor’s Signature: _______________________________________________________________

Reviewed By: ________________________________________________________________________

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Records and Reports
Records, reports and statistics:
• assist in detecting trends that indicate weaknesses in accident prevention methods;
• assist in comparing the safety performance of a particular work place to those of
other establishments for the overall assessment of the accident prevention
program;
• help in establishing the cost of accidents and to provide an overview of accident
prevention programs.

Reporting
Employees shall report all accidents or other hazardous occurrences to their supervisor.
A written report must be given, within 24 hours, to the Health and Safety Representative
when the investigation reveals there was:
• a disabling injury to an employee;
• the death of an employee;
• loss of consciousness due to electric shock, toxic atmosphere or oxygen
deficiency;
• use of emergency procedures such as the revival of a person; and
• a fire or explosion
Written reports shall be kept secure.
RPNAO will submit a written report on serious hazardous occurrences to the Health &
Safety Representative and to the Ministry of Labour.
RPNAO will, not later than March 1 each year, submit to the Minister a written report
setting out the number of accidents, occupational diseases and other hazardous
occurrences during the 12 month period ending December 31 in the preceding year.

Records
The following records are required by the Occupational Health and Safety Act, Part II
and its pursuant Regulations:
• The Health and Safety Representative shall maintain adequate records relating to
the health and safety of employees. (These include: Minutes from the Health and
Safety Representative, Annual Health and Safety Representative Report,
Hazardous Occurrence Investigation Report and Employer’s Annual Occurrence
Investigation Report);

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 • First Aid reports must be kept for 2 years;
• Annual Hazardous Occurrence Reports must be kept for 10 years..

Internal Complaint Resolution Process

Grounds
An employee believes on reasonable grounds:

• there has been a contravention of the Act.

• there is likely to be an accident, or injury to health.

Process
• employee makes a complaint to their supervisor.

• employee and supervisor will try to resolve complaint between themselves as

soon as possible.

• if unresolved, the employee or supervisor may refer complaint to the Health and
Safety Representative for joint investigation by the employee and Health and
Safety Representative, or by the Health and Safety Representative and a person
designated by the employer.

• A health and safety representative has the power to identify situations that may be
a source of danger or a hazard to workers, and to make recommendations or
report his or her findings thereon to the employer.

Refusing Dangerous Work

Legal Rights
Under the Occupational Health and Safety Act, employees have the right to refuse
dangerous work without risking their jobs or wages. The employee must have reasonable
cause to believe that the use of certain equipment or exposure to some condition in the
work place will result in danger to the employee or to another employee.

Exceptions to the Right to Refuse

Several limitations apply to the right to refuse dangerous work.
An employee may not refuse to work under the Occupational Health and Safety
provisions of the Code if the refusal puts the life, health or safety of another person

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directly in danger, or if the perceived danger is inherent in the employee's work, or is a
normal condition of the job.

Procedures for Refusing Dangerous Work

Report to RPNAO
The first step for an employee exercising the right to refuse dangerous work is reporting
his/her refusal immediately to his/her supervisor and a member of the Health & Safety
Representative.
Investigation by RPNAO
The supervisor must then investigate the refusal in the presence of the employee and the
Health & Safety Representative.

Continued Refusal
Where the supervisor decides that there is no danger or takes steps to correct the danger
and the employee has reasons to believe that a danger still exists, the employee may
continue to refuse. In this case, the supervisor must contact a Safety Officer with the
Ministry.

Reassignment of Employee and Task

Until the safety officer arrives, investigates and makes a decision, the supervisor cannot
assign the work in question to another employee unless that other employee has been
informed of the refusal. Meanwhile, the employee who refused to work may be asked by
the supervisor to remain in a safe place nearby or may be assigned to reasonable alternate
work.

Investigation and Decision by a Safety Officer

In the presence of the supervisor and the employee, the Safety Officer investigates the
work refusal, decides whether a danger exists, and informs the supervisor and employee
of this decision.
If RPNAO takes action against an employee for refusing to do dangerous work the
Occupational Health and Safety Act gives the employee the right to complain to the
Ministry of Labour about improper dismissal, lay off, suspension or other penalty.
An employee has 90 days from the time of such an action to make a complaint to the
Board. In order to be protected by the Code, you must have followed the procedures for
refusing dangerous work.
If you complain to the Board that disciplinary action has been taken against you because
you used your right to refuse, it will be up to your RPNAO to prove that this is not so.

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The Ministry of Labour will make the final decision to resolve the situation.
It is very important to follow the procedure when you refuse to do dangerous work.
In order to exercise your right to refuse, you must have reasonable cause to believe that a
condition at work is a danger to you or that the use of a machine or thing at work presents
a danger to you or to another employee.
The right to refuse dangerous work should not be abused. It is there to protect you.

Work Place Health Monitoring

Work place health monitoring can:

• help protect employees' health so they can perform their duties with no danger to
themselves or other workers;
• lead to improved working conditions;
• evaluate whether control methods are effective.

Legal Requirements
When there is a likelihood that the safety or health of an employee in a work place is, or
may be, endangered by exposure to a hazardous substance or other hazardous conditions,
RPNAO shall:
• Appoint a qualified person to investigate the:
a. chemical, biological and physical properties of the hazardous substance;
b. routes of exposure;
c. effects to health;
d. quantity of the hazardous substance and manner in which it is handled;
e. control methods used to eliminate or reduce exposure.
• Notify the Health & Safety Representative of the investigation.
• Monitor other hazardous conditions such as noise and lighting to ensure that they
meet prescribed standards.

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First Aid

Introduction

The timely provision of first aid is essential to an effective health and safety program.
Prompt, effective first aid treatment is the first priority in an emergency,
followed by a written report on the casualty and a factual account of the
treatment given. RPNAO requires that all employees report for treatment
immediately regardless of the extent of the injury.

Legal Requirements
RPNAO shall:
• provide and maintain first aid supplies and equipment;
• make first aid accessible during all working hours;
• inspect first aid equipment and facilities regularly;
• clearly identify the first aid station;
• train at least one employee in first aid;
• provide transportation for injured employees;
• maintain records and reports for two years;
• post names, locations and telephone numbers of first aid attendants;
• maintain a first aid treatment record book.

Process
The first aid facilities are under the care and supervision of a person who is in the
possession of and displays a valid basic St. John Ambulance certificate or equivalent.

All injuries / illness must be tended to and reported immediately, no matter how slight.
A scratch or cut may result in serious complications. Do not take any unnecessary risks.

Anyone who is seriously injured should not be moved. The first aid attendant will render
first aid and is fully authorized to direct anyone to call 911.

The first aid station will be equipped and staffed to comply with Schedule 11, subsection
16.7 (2) as follows:

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 1. A current edition of a standard St. John First Aid Manual
2. Antiseptic swabs (10 pack)
3. Bandages: adhesive strips (48 quantity)
4. Bandages: triangular, 100 cm, Folded (6 quantity)
5. First Aid Kit Container
6. Dressings: compress, 7.5 cm x 12 cm (2 quantity)
7. Dressings: sterile gauze 10.4 cm x 10.4 cm (12 quantity)
8. Dressings: gauze, non-sterile 10.4 cm x 10.4 cm (40 quantity)
9. Forceps: splinter (1 quantity)
10. Gloves: disposable (8 quantity)
11. Mouth-to-mouth resuscitation mask with one-way valve
12. Record Book – first aid (1 quantity)
13. Scissors: bandage
14. Self-adhering gauze bandage: 7.5 cm x 4.5 cm (6 quantity)
15. Tape adhesive, 2.5 cm x 4.5 cm (2 quantity)

Safety Audits

A safety audit includes a critical review of all elements of occupational health and safety
in a work place. This includes an assessment of work place conditions and work
procedures as well as policies and their implementation.

Procedures for a Workplace Accident or Injury

Introduction

If an employee has an accident at work, a claim must be filed with the Workplace Safety
and Insurance Board (WSIB). While on WSIB the employee is compensated for lost
work time resulting from an accident/injury through WSIB.

Responsibility

Employee
The employee is responsible for reporting to their direct Supervisor immediately when an
accident/injury occurs at work. The employee is also responsible for complying with all
reporting requirements by either the employer or WSIB in order to continue to receive
pay.

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Supervisor
The Supervisor is responsible for completing the WSIB Form 7 and faxing or e-mailing it
in within 3 days of being told of the accident. All claims made to WSIB need to be in
consultation with the Executive Director.

Procedure

If the employee is going to be off work for more than 1 day due to a work related
accident/injury, the Supervisor must complete a Change Form informing payroll that the
employee is now off work due to an accident/injury at work and has filed a claim with
WSIB. When the employee returns to work, the Supervisor must complete another
change form informing payroll that the employee has returned to work.

While the employee is off work due to a workplace accident/injury, the employee will be
paid by RPNAO at a rate of 80% of their salary. This is the rate of pay that RPNAO will
be reimbursed through WSIB. As soon as the employee’s claim has been approved by
WSIB, WSIB will send a cheque for 80% of the employee’s salary to RPNAO. When the
employee is able to return to work, WSIB is notified and the WSIB payment stops and
the employee’s normal rate of pay will resume.

If the Claim is Rejected

If the claim is not accepted, pay is discontinued. Then the employee has 2 options:
1. To return to work
2. If the doctor determines that the employee may be off work for an undermined
length of time, then the Supervisor can submit a change form to payroll requesting a
Record of Employment. This will allow the employee to receive EI benefits until
they are eligible for LTD. The employee is eligible for LTD when they have been
off work for 120 days. It is advised that the employee apply for LTD through our
third party benefits supplier as soon as the claim is rejected through WSIB.

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GUIDELINES FOR COMPLETION OF WSIB FORM 7
EMPLOYER’S REPORT OF INJURY/DISEASE

The Form 7 is found on the WSIB website and is four pages in length. The Supervisor
should make four copies of the completed form; one for WSIB, one for the disabled
employee, one for the Health & Safety Representative and one for the file.

General Procedures

A Form 7 must be completed and signed within three calendar days of learning of the
accident. All payment information must be presented. The Form must be sent to WSIB
within 3 days. If the report is signed later than 3 days after the employer learns of the
accident, a penalty will apply even though the report may have been received within
seven working days.

Never request or allow a disabled employee to complete her/his own Form 7.

All form 7’s should be reviewed and sent to:

Fax to: or Mail to:

1-888-313-7373 or Workplace Safety

416-344-4684 and Insurance Board
200 Front Street West
Toronto ON M5V 3J1

25
CLAIMS MANAGEMENT

Policy:

To facilitate effective rehabilitation of injured/ill workers, RPNAO recognizes the

importance of maintaining regular contact with the worker, the treating
physician/agent and WSIB. To ensure necessary information is exchanged and
communicated, the responsibility for claims management will be designated to a
competent person.

The supervisor is responsible for ongoing coordination of a claim up to 3 months. If

claims continue beyond 3 months, the file is forwarded to the Executive Director for
continuing management.

Procedures:

At the time of the injury, advise the worker that all reasonable effort will be made to
make suitable duties available as soon as medical clearance is obtained.

Forward a WSIB Treatment Memorandum and Report Form #1 with the injured
worker when she/he seeks initial medical treatment. The Treatment Memorandum
should include information regarding the availability of modified duties.

If initial medical treatment was sought at a hospital and /or clinic advise the
employee to see her/his family physician. The report forms should be taken to the
family doctor for the completion of any missing information.

Complete and submit a Form 0007 to WSIB within 3 calendar days of learning of a
work related accident. Forward copies of the Form 0007 to the Health & Safety
Representative.

A Change Form must be completed and submitted to Payroll as soon as it is

determined an employee will be absent on WSIB benefits entitlement.

The supervisor needs to maintain regular phone communication with the absent
worker to update status. i.e. current treatment, specialist referral, progress and
possible return to work dates, etc. It is important the employee recognizes the
Association’s interest in assisting in their rehabilitation. This contact should
minimally take place following each appointment with the treating physician. If the
employee can drive, request she/he regularly visit the office/location to discuss
progress and return to work.

26
 The Executive Director will be responsible for the following processes:
Communicate with the supervisor to redesign the job to accommodate an early return
to work.
Forward a letter to the treating physician explaining the Association’s commitment to
early, safe rehabilitation and attach a copy of the job description identified as
potentially suitable. (Refer to Modified Work Process). A copy of this information
should also be forwarded to the attention of the WSIB Claims Adjudicator.

Follow up written communication to the treating physician with a phone call. Be prepared
to discuss the possibility of returning the worker on reduced work hours – a “Step-Up
Program”. It is recommended that communication (written/verbal) with the treating
physician be maintained on a monthly basis.
Initiate early WSIB involvement by requesting the assignment of a Caseworker and
enquiring who will be assigned to the injured worker’s file. Inform the Caseworker of the
Association’s commitment to rehabilitation and request her/his participation in
developing and implementing a rehabilitation plan. Invite the caseworker on- site to
review the work process. If having difficulties identifying suitable work, request a WSIB
Worksite Analyst visit our facility with the Caseworker. Communication with WSIB
should be maintained every 3-4 weeks unless pertinent new information needs to be
exchanged in the interim.
Request a referral to a specialist if the employee is absent beyond 6 weeks. Enlist the
cooperation of the treating physician. If unsuccessful, call the WSIB Claims Adjudicator
to request a specialist referral or a referral to a WSIB assessment clinic.
Cost relief (SIEF) should be requested on all prolonged claims in excess of 10 weeks of
absence.

Supervisor
Advise WSIB by phone the day the injured worker returns to work. Follow up this
communication by completing and submitting Form 0009 to WSIB.
Completer a change form to payroll immediately upon the employee’s return to work to
ensure that RPNAO compensation is reinstated.
Closely monitor the employee’s returning-to-work on modified or light duties and ensure
that the employee is regularly assessed by the treating physician until the maximum
rehabilitation has been achieved.
Keep the employee on the approved job until further medical authorization has been
received.

Responsibilities of Key WSIB Personnel

Initial (Entitlement) Adjudicator

This person reviews the initial Form 0007 indicating a workplace injury and any
additional information forwarded by the employee, employer and treating physician.
Following appropriate enquiries, review of investigation and/or field reports, this person
will make a decision to allow or deny the claim. If you have factual information to object
to a granting of initial entitlement, refer your information to this adjudicator.

27
Continuing (Benefits) Adjudicator

This individual is responsible for approving ongoing benefit payment based on medical
information and is referred to as the WSIB Case Manager. She/he solicits information
from the employee, physician, treatment facilities etc., refers the file to the UMA (Unit
Medical Advisor) for decisions on level of disability, specialist referral, approval to
return to work, suitability of available modified work, etc. The Case Manager reviews the
file for SIEF cost relief and requests intervention by a Case Worker at 45 days. Other
duties include referral of file to the Pensions Adjudicator for assessment of permanent
impairment and decisions regarding disclosure of benefits.

After a claim is allowed for benefits entitlement, all future correspondence and
communication should be addressed to this adjudicator. The WBC Case Manager is your
link to the WSIB medical department.

28
SECOND INJURY AND ENHANCEMENT FUND

SIEF Mechanics

Full 100% SIEF

Applicable when:
A pre-existing disability causes the accident ( i.e. epileptic seizure)
A pre-existing disability has been aggravated during a WSIB vocational rehabilitation
program

Request application at the initial onset of disability.

50% Initial SIEF Relief

Applicable when WSIB recognizes claim has been prolonged or enhanced by a pre-
existing condition, regardless of severity of underlying condition.

Request application:
Immediately when it is known the worker has a significant pre-existing condition which
may have been aggravated by a minor workplace accident.
At 10 weeks when worker has a known pre-existing condition which may be contributing
to a delayed recovery and return to work.

SIEF Claim Review at Medical Stability

Applicable when the claim is reviewed for closure and /or pension assessment.

Request application:
Of 50% or greater if new claim information suggests the pre-existing condition is a
significant factor influencing the current disability.
Knowing there is a possible down-side risk, i.e. initial SIEF may be rescinded.

MODIFIED WORK PROGRAM

Policy

It is the policy of RPNAO to make every reasonable effort to provide modified/alternate

duties to an employee who is temporarily disabled as a consequence of a work related
injury or illness. Our goal is to rehabilitate employees to their optimum level of ability so
that they are capable of effectively and efficiently performing meaningful work. Our
ultimate goal is to successfully return the employee to her/his pre-injury job function.

Management is responsible for keeping WSIB informed of the availability of modified

work and of the employee’s progress during rehabilitation the program.

29
The employee has the responsibility to fully cooperate with the rehabilitation program .

To be effective, the modified work program must provide work that is productive and of
value to the organization. The work may include any of the following characteristics.

Changed or reduced hours

Modification to regular duties including character and volume of work performed
Periodic rest or exercise breaks
Temporary assignment to a different job matching the employee’s physical capabilities

Procedures

The modified work program is available for any employee who has sustained a work
related injury or illness that may or may not result in absence from work and who
requires gradual reintegration to the pre-injury work. The request for modified work may
come from:

The disabled employee

The disabled employee’s treating physician
The disabled employee’s supervisor
WSIB

The initial modified work program will be offered for a maximum 10 week period.
During that time the supervisor will monitor the employee’s condition to ensure she/he is
physically/mentally capable of performing the work.

Employees must have written medical clearance from their physicians and WSIB
approval to return to modified work. Employees may be required to be reviewed by an
independent medical practitioner to determine their physical/mental fitness and ability to
perform the designated work.

Rehabilitation specialists for WSIB will be consulted, where appropriate, in reviewing

suitable alternate/modified work to ensure the employee can complete the tasks involved.
Employees returning to work after a lengthy absence, i.e. in excess of 3 months, may be
returned on a “step-up basis”, i.e. 3 hours per day for the first two weeks, then 5 hours per
day and eventually 7 hours per day to gradually re-introduce them to the workplace

At the conclusion of the 10 week program, the employee will be reassessed by the
supervisor and treating physician to determine ability to resume regular duties or if an
extension is required.

If the employee is not progressing as expected in the Modified Work Program and further
absences occurs, a Functional Abilities Assessment may identify underlying difficulties
prolonging recovery.

30
Specific Procedures

Disabled employees are required to:

Maintain weekly contact with their supervisor during the period of total disablement to
advise of status, restrictions and expected return to work date.

Obtain signed approval from the treating physician/agent prior to returning to modified
work.

Report to their immediate supervisor before commencing the modified work program and
to advise their supervisor of any absence days during the course of the program.

Where appropriate, participate in a vocational rehabilitation program administered by a

WSIB caseworker.
Arrange physician/specialist appointment outside normal working hours when in a
modified work program – payment will not be authorized for appointments scheduled
during work hours.

Supervisors are required to:

Give the employee, at the onset of a workplace disability, and “information package” to
take to her/his treating physician. The package will include the following:

Modified Work Introduction Letter

Medical Authorization Form
Physical Demands Analysis (PDTA)

Obtain a signed medical authorization form from the employee to facilitate

communication between the Association and the treating physician.

Follow-up with the treating physician regarding the employee’s ability to return to
modified work.

Ensure each returning employee has written medical authorization prior to commencing
any modified work program.

Obtain written information from the treating physician and/or WSIB on specific work
restrictions.

Recommend a return to work mid-week instead of Monday and be in attendance with the
employee on the first day of the modified work program.

Monitor the employee’s progress during the modified work program to assess her/his
ability to perform the work according to accepted performance standards, i.e. daily for the
first week and weekly until completion of program.

31
Arrange for the employee to be reassessed by the treating physician if she/he is
experiencing ongoing difficulties with the program.

Assess the employee’s overall performance at the conclusion of the 10 week program to
determine ability to resume regular duties.

General Information Regarding Modified Work

Obligations under WSIB Legislation

Employers are obligated to re-employ injured workers providing the worker had been
employed continuously for a t least one year prior to the injury.

Once the worker is capable of performing the essential duties of the job, the employer
must re-employ her/him in the pre-injury job or a comparable one. If the employee
cannot perform the essential duties of the pre-injury job, but is capable of working, the
employer must offer that worker the first, suitable alternative employment that becomes
available.

Failure to comply with the re-employment obligations may result in a penalty against the
employer equal to 100% of the employee’s net average earnings for the year prior to the
injured employee’s WSIB benefits. The re-employment obligation remains in effect for
the earliest of:

2 years after the date of the injury, or

1 year after the WSIB notifies the employer that the employee is able to work, or
Until the employee reaches 65 years of age.

Definition of Modified Work

Modified work is any job or combination of tasks that a disabled employee may perform
on a temporary basis without risk or re-injury to himself or risk to others. The work may
consist of regular tasks from the pre-injury job that have been changed, redesigned or
physically modified. It could also be a special job designed specifically for the employee
participating in a modified work program. Characteristics of modified work include:
Possible reductions in time, character and volume of work performed;
Work that is productive sand has value to the organization and;
Work that is arranged on a temporary basis.

32
Strategies for a Successful Program

Regularly communicate to employees the benefits of the modified work program and the
key role they perform in the success of the program. Information on the modified work
program should be an important part of the new employee’s orientation.

Utilize WSIB Worksite Analysis and modified work program specialists to assist with the
program implementation including identification of modified work and recommendations
for job modifications.

Establish a telephone relationship with the disabled employee’s treating physician and/or
treating agents to monitor the employee’s progress and work readiness.

Carefully document all your communication, efforts and events relating to the return to
work process.

33
Modified Work Report Form #1
Date: ___________________________________________________________________

Employee Name:__________________________________________________________

Address:________________________________________________________________

Dear __________________________________:
Please have your doctor complete the following form and return it to your supervisor
immediately. Modified duties are available as soon as possible with or without
restrictions within our work place to accommodate and rehabilitate our injured
employees.

Accident History:_______________________________________________________
_______________________________________________________________________
_______________________________________________________________________

Injury Date: ____________________ Body Part Injured: ______________________

Physician’s Statement
Employee may return to work at once without restrictions.
Employee may return to work on _________________________________ to modified
work with restrictions as follows:

Lifting _____________________________ Climbing __________________________

Walking ______________________ _____Exertion _____________________________

Other ______________________________________________________________

Duration of Restrictions: _____________________________________ (days, weeks)

If unable to return, your professional opinion on a possible return to work date and course
of treatment planned.
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
___

Physician:
Name: ____________________________________Telephone: ____________________
Address: ________________________________________________________________
Signature: _______________________________________________________________

34
Modified Work Report Form #2
Date: __________________________________

Doctor’s Name: ______________________________________________

Dear Dr. ___________________________________________________

Re: Worker’s Name:

________________________________________________________________
Date of Accident: ________________________________________

RPNAO is committed to a policy of Modified Work in order to facilitate rehabilitation of

our injured employees. With your support, we will arrange a modified work and/or step-
up program on an individual basis for employees absent from work due to illness/injury.

For example, the following could be arranged:

Light/modified work 8 hours per day

Light/modified work on a step-up program, i.e.:

Week 1 – 3 hours per day
Week 2 & 3 - 5 hours per day
Week 4 – 7 hours per day

Regular work on a step-up program

Enclosed are descriptions of this employee’s regular job and an available modified job. It
would be helpful if you provided your written recommendations regarding the worker’s
physical capabilities and prognosis for return to work. I will contact you to discuss a
course of action.

We look forward to our mutual success in rehabilitating this employee to her/his normal
lifestyle.

Yours truly,

c.c. WSIB Claims Adjudicator

35
Employee Notice - Modified Work Report Form #3

Employee Name:
_______________________________________________________________________
_

Date: _______________________________

We are pleased that you are returning to appropriate employment following your
accident. As discussed in our meeting _______________________________, we are
providing you with directives in order to facilitate your return. Working together will
ensure that your re-entry to the workforce is as comfortable as possible.
We recognize your present medical restrictions (as outlined below), and agree to provide
suitable employment based on these restrictions.

_______________________________________________________________________
_______________________________________________________________________
__
_______________________________________________________________________
_______________________________________________________________________
__
_______________________________________________________________________
_______________________________________________________________________
__
_______________________________________________________________________
______________________________________________
We must insist on your cooperation in the following:

If you are experiencing any problems with assigned tasks, please discuss with your
supervisors immediately.
If you are asked by a fellow employee to assist in a task which you are not medically
capable of doing, explain your restrictions and ask that they request assistance from their
supervisor.
If you are on prescribed medication, inform your supervisor of the names/types/dosage so
that appropriate documentation is maintained. You are responsible for ensuring that you
have adequate supply of your prescribed medication, and follow your doctor’s
instructions regarding use.
Every effort must be made by you to attend work. If you are unable to do so, you must
notify your supervisor immediately.

Please report to __________________________at _____________a.m./pm. on

_______________________________for the appropriate duties which have been
designed around what you reasonably believe you can perform.

36
Thank you for your participation.

Employee Signature:
_______________________________________________________
Supervisor Signature: ______________________________________________________
Workers’ Compensation Board Services

Vocational Rehabilitation Service Delivery System

Purpose is to improve communication between the WSIB, Employers, injured workers

and the medical community.

Caseworkers must contact the injured worker within 45 days of the injury.

Must offer vocational rehabilitation if a worker is off more than 6 months.

Return to work options in order of preference:

Return to pre-injury job with the accident employer

Return to work with the accident employer in a comparable job
Return to other suitable work with the accident employer
Return to work with another employer in a comparable job
Return to other suitable work with another employer

37
Physical Demands Analysis Form

38
39
Housekeeping Policy and Procedures

Policy

Good housekeeping is an essential operating practice which contributes to a reduced

accident rate and improved employee morale efficiency throughout the office. Inferior
housekeeping is the most common cause of injuries due to slips, trips, falls and being
struck by objects.

The management of RPNAO, recognizing the importance of housekeeping practices, will

allow sufficient time during regular work activities for each person to carry out her / his
housekeeping responsibilities. Housekeeping issues will also be addressed during
monthly safety inspections.

It is essential that staff understand the importance of enforcing good housekeeping

standards. Every supervisor and employee can assist in providing safer and healthier
workplaces by observing, correcting and / or reporting unsafe housekeeping practices and
conditions.

Procedures

Employees are responsible for performing a daily work area inspection prior to
commencing work duties. This inspection should include identification of potential
hazards and implementation of remedial action. Any remaining unsafe conditions should
be immediately reported to your supervisor.

Waste Containers
Always use the appropriate waste container for recycling and regular waste products. If
waste containers are full, do not use them. Notify your supervisor who will see that the
problem is corrected.

Working Surfaces
All working surfaces should be kept clear of excess materials. Avoid keeping excess
materials at your work area in order to minimize clutter. Clean your work area at the end
of your day.

Floors
Floors and other surfaces in the work area should be maintained in a clean, orderly and
dry condition. Spills should be cleaned up promptly as they create slippery floor
conditions. If you notice holes or slippery areas on non-slip surfaces, report them
immediately to your supervisor.

Aisles / Exits / Entrances

40
All walkways, steps, and emergency exits and entrances must be clearly marked and kept
clear of obstructions. Adequate lighting must be provided and maintained in emergency
exits, entrances, stairs and walkways. If you observe lighting that needs to be replaced
report this to your supervisor. Avoid using walkways to store empty containers or excess
materials.

Storage Areas
Make certain that materials / supplies are properly piled and stacked only in designated
storage areas. Materials stored in high places should be secured so that they cannot
become dislodged, jarred loose, or fall. Ensure the piled materials do not block doors,
aisles or access to fire extinguishers. Avoid overloading storage containers.

General Emergency Procedures

To ensure the safety and security of all personnel at RPNAO in the event of a disaster, all
employees are required to observe the following emergency procedures.

REMAIN CALM; COOPERATE WITH THE AUTHORITIES

A. Fire

If you detect a fire, sound the alarm and leave the building immediately. Employees
hearing the alarm are to turn off their machines and proceed in an orderly fashion to the
nearest exit. Report to the appointed Fire Marshall in the designated assembly area.

The appointed Fire Marshall is responsible for determining whether all individuals are
present at the assembly area and will report any who are missing to the building
managements. At no time is any individual to reenter the building in search of someone
thought missing.

Once out of the building, employees are expected to comply with requests made by
authorities, and at no time to interfere with firefighters, ambulance attendants, police, or
other authorities in the performance of their duties relative to the emergency situation.

If you cannot leave the office close off your area as much as possible, move to the most
protected part of the room, call the appointed Fire Marshall and let them
know where you are, crouch low on the floor if smoke enters your area, and
wait for the instructions from the fire department.

The effectiveness of the fire safety plan depends largely upon the ability, energy and
experience of the supervisory staff and appointed Fire Marshall. This staff has clearly
defined responsibility so that the office and occupants are safeguarded against fire. This
staff group must be knowledgeable of all aspects of the fire safety plan:

41
 1. To ensure that each staff member is instructed as to his or her responsibilities in
the event of a fire before commencing work for the first time.
2. Ensure staff participates in the fire drills coordinated by the building management.
3. Ensure staff is completely familiar with all fire safety rules for the building.
4. Know the procedures to follow for the warning of the office occupants.
5. Ensure staff is knowledgeable of their closest exit and alternate in case of an
evacuation.
6. Know the building floor plan for use by staff in case of an evacuation.

B. Other Disasters
If you detect an emergency situation other than fire, report it to your supervisor
immediately. She / he will advise all employees of the situation and of any steps to be
taken.

In the case of a disaster involving personal injury, the certified first aiders will assume
responsibility for the evacuation of injured person(s) to a safe area. In a multiple injury
disaster, the first aiders must initiate immediate casualty sorting with the basic objective
of saving as many lives as possible.

Procedure for Handling Casualties

The person in charge will complete a primary survey of all casualties. Correct immediate
life-threatening problems.

Call the first aiders to assist with Priority 1 casualties such as:
• Airway and breathing difficulties
• Cardiac arrest
• Uncontrolled or suspected severe breathing
• Severe head injuries
• Open chest or abdominal wounds
• Shock

Transport Priority 1 casualties first when ambulance arrives.

Notify hospitals of number of severely injured being transferred.

Ensure that all casualties are reassessed regularly for changes in condition until
transportation to a medical facility is available.

Priority 2 casualties are as follows:

• Burns
• Major or multiple fractures
• Back injuries with or without spinal cord damage

Priority 3 casualties include:

• Minor fractures / injuries
• Obvious mortal wounds where death seems a reasonable certainty
42
 • Obvious dead

Fires
You should know exactly what the proper procedures are to be followed in a fire
emergency.
If you take the right action with just one portable fire extinguisher, you may prevent a fire
disaster.
For personal safety and effective extinguishment, it is imperative to know the classes of
fire and the operation of the appropriate extinguisher. Make sure you don’t use one type
of extinguisher on another type of fire – it may make it worse. Common errors (that can
be fatal) are using water on grease or an electrical fire.

Extinguishers are labeled according to their classification.

Classification of Fires

There are four different classifications of fire and it is essential that all persons be
familiar with each classification and the type of fire extinguisher to be used in an
emergency situation.

Class “A” Fires

Class “A” fires usually occur in ordinary combustible materials such as wood, paper,
textiles and rubbish. Most Class ”A” extinguishers consist of water under pressure. The
quenching and cooling effects of water or solutions containing large percentages of water
are essential in extinguishing the fire.

Never use the type of extinguisher on electrical fires as water conducts electricity that
could result in serious or critical electric shock. These extinguishers are not appropriate
for fires involving oil or grease as water helps spread the flame.

Class “B” Fires

Class “B” fires involve flammable liquids such as gasoline, oils, grease, tar, paint,
propane, etc. These fires start easily, burn fast and spread rapidly. To be effective, a fire
extinguisher must smother he fire and cut off the supply of air thus interrupting the
chemical chain reaction. Class “B” extinguishers are filled with foam, dry chemical or
carbon dioxide. The dry chemical extinguishers keep the fire from re-igniting, but can
leave a powdery residue. The carbon dioxide extinguisher leaves no residue and
effectively extinguishes the fire; however, employees must be cautious and alert for re-
ignition.

43
Class “C” Fires

Class “C” fires are electrical fires due to malfunction of electrical equipment such as
wiring, controls, motors, etc. These are the most difficult fires to handle because they
often start in closed-in areas and are out of control before they are discovered. Classic”
extinguishers are usually filled with dry chemical or carbon dioxide.

Caution is advised as the carbon dioxide extinguisher produces an extremely cold gas
which can result in burns to exposed skin or body parts.

Class “D” Fires

Class “D” fires involve combustible metals such as magnesium, sodium, titanium,
sirconium and lithium. These are the most difficult fires to handle and can only be
controlled with special extinguishing agents and techniques. Dry powder can be shoveled
on the fire by hand or a 30 lb. Dry extinguisher can be used.
Never use water as an explosion could result.

The safety of the occupants is far more important than any attempt to
put out a fire or to fetch clothing or any other articles. The best
assurance of this safety is a definite program of fire evacuation. Such a
program should include adequate planning and supervised drills at
frequent intervals, to ensure complete familiarity with the procedures
on the part of all staff members.

44
 Work Place Hazardous Materials Information System (WHMIS)

Policy Statement
At RPNAO, the health and safety of our employees comes first. Therefore, we are
committed to the implementation of Workplace Hazardous Materials Information
System through the following steps:
1. We will create an inventory of all hazardous materials in our work
place;
2. We will obtain a Material Safety Data Sheet on all hazardous materials
in our work place;
3. We will train all our employees to work safely with hazardous
materials;
4. We will train all employees in the understanding of WHMIS labels
and MSDSs.
Everyone at RPNAO shares the responsibility and accountability for the
implementation of WHMIS.

_____________________________
________________________
Dianne Martin RPN, RN, BScN Date

45
WHMIS Labels

Definition
A WHMIS label supplies information about a controlled product.

Purpose
• The label alerts RPNAO and employees to the hazards of the product.
• It also states what precautions to take when handling the product.
• The label refers users to a material safety data sheet (MSDS) for more detailed
information about the product.

Description
A WHMIS label has different forms. It may be a mark, sign, stamp, sticker, seal, ticket,
tag or wrapper. It is attached to or imprinted, stenciled or embossed on the controlled
product or its container.
The legislation makes a distinction between two types of labels: supplier labels and work
place labels.

Comparison of Labels
This summary compares supplier and work place labels:
Supplier Label
• Must appear on all controlled products received at work places in Canada.
• Must contain the following information:
- product identifier
- supplier identifier
- a statement that MSDS is available
- hazard symbols
- risk phrases
- precautionary measures
- first aid measures
• Must have all text in English and French.
• Must have the WHMIS border.

46
Work Place Label
• Must appear on all controlled products:
- produced in a work place
- transferred to other containers by RPNAO.
• May appear in placard form on controlled products received in bulk from a
supplier.
• Must have the following information:
- product identifier
- information for the safe handling of the product
- a statement that Material Safety Data Sheets (MSDS’S) are available
• May contain WHMIS hazard symbols or other pictograms

WHMIS Symbols

Hazard Symbols
Hazard symbols are legible pictograms surrounded by circular borders. They warn the
user of controlled products that a particular hazard exists.

Rule
RPNAO will instruct workers on the significance of hazard symbols. Workers must be
able to understand them.

Material Safety Data Sheets (MSDS’S)

MSDS’s are available from all suppliers and manufacturers. RPNAO will ensure that
MSDS’s are kept current as per legislation (i.e. within 3 years) and be readily accessible
for referral by employees. The minimum categories of information on each MSDS will
include:
• Trade name
• Generic name
• Chemical and physical properties
• Flammability
• Flash point
• Emergency procedures
• Health hazards
• First aid treatment
47
 Summary Chart
This chart explains the hazard symbols:

48
 • that concentrations of hazardous substances are controlled;
• that all hazardous substances are stored and handled safely; and
• that all hazardous substances, other than controlled products*, are identified.

Subject to the Hazardous Materials Information Review Act, RPNAO will also ensure
• that each controlled product* in the work place, or each container in the work
place in which a controlled product is contained, has a label applied to it that
discloses prescribed information and has displayed on it all applicable hazard
symbols;
• that a material safety data sheet (MSDS) for each controlled product in the work
place is made available to each employee.

49
With any controlled product in the work place, RPNAO must provide information from
the MSDS, (such as the chemical identity), to any physician or medical professional who
requests that information, in order to make a medical diagnosis or apply medical
treatment to an employee in an emergency. Any confidential information about the
controlled product which is provided to a medical professional must be kept confidential.

* Controlled products are defined under the Controlled Product Regulations issued under
the Hazardous Products Act. They are products which meet any criterion for inclusion in
one of the six classes: compressed gases, flammable and combustible material, oxidizing
material, poisonous and infectious material, corrosive material, and dangerously reactive
material.

50
 Designated Substances

Acrylonitrile: R.R.O. 1990, Reg. 835, as

amended by 0. Reg. 507/92.
Arsenic: R.R.O. 1990, Reg, 836, as
amended by 0. Reg. 508/92.
Asbestos: R.R.O. 1990, Reg. 837, as
amended by 0. Reg. 509/92 and
0. Reg. 598/94.
Asbestos on Construction Projects and in R.R.O. 1990, Reg. 838, as
Buildings and Repair Operations: amended by 0. Reg. 510/92.
Benzene: R.R.O. 1990, Reg. 839,
as amended by 0. Reg. 511/92.
Coke Oven Emissions: R.R.O. 1990, Reg. 840,
as amended by 0. Reg. 512/92.
Ethylene Oxide: R.R.O. 1990, Reg. 841,
as amended by 0. Reg. 515/92.
Isocyanates: R.R.O. 1990, Reg. 842,
as amended by 0. Reg. 518/92.
Lead: R.R.O. 1990, Reg. 843,
as amended by 0. Reg. 519/92.
Mercury: R.R.O. 1990, Reg. 844,
as amended by 0. Reg. 520/92.
Silica: R.R.O. 1990, Reg. 845,
as amended by 0. Reg. 521/92.
Vinyl Chloride:

Universal Precautions

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Universal precautions were designed to prevent the transmission of blood-borne diseases
such as human immunodeficiency virus, hepatitis B, and other blood borne pathogens
when first aid or health care is provided. Under Universal Precautions, blood and certain
body fluids of all patients are considered potentially infectious.
Universal precautions are the infection control techniques that were recommended
following the AIDS outbreak in the 1980s. Every patient is treated as if infected and
therefore precautions are taken to minimize risk. Essentially, universal precautions are
good hygiene habits, such as hand washing and the use of gloves and other barriers,
correct sharps handling, and aseptic techniques.
Additional precautions are used in addition to universal precautions for patients who are
known or suspected to have an infectious condition, and vary depending on the infection
control needs of that patient. Additional precautions are not needed for blood-borne
infections, unless there are complicating factors.
Additional precautions are used in addition to universal precautions for patients who are
known or suspected to have an infectious condition, and vary depending on the infection
control needs of that patient. Additional precautions are not needed for blood-borne
infections, unless there are complicating factors.
Conditions indicating additional precautions:
• Prion diseases (e.g., Creutzfeldt-Jakob disease)
• Diseases with air-borne transmission (e.g., tuberculosis)
• Diseases with droplet transmission (e.g., mumps, rubella, influenza, pertussis)
• Transmission by direct or indirect contact with dried skin (e.g., colonisation with
MRSA) or contaminated surfaces
• Any combination of the above

Protective clothing includes but is not limited to:

• Barrier gowns
• Gloves
• Eyewear (goggles or glasses)
• Face shields

Hand Washing

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 1. Wet hands.

2. Apply soap.

3. Lather for 15 seconds.

Rub between fingers,
back of hands,
fingertips, under nails.

4. Rinse well under

running water.

5. Dry hands well with

paper towel or hot air
blower.

6. Turn taps off with

paper towel, if
available.

Always Wash Your Hands

Before and after you:

• Prepare or eat food

• Touch a cut or open sore

After you:

• Sneeze, cough or blow your nose

• Use the washroom or change diapers
• Handle garbage

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Stop The Spread of Germs

54
RESPECT IN THE WORKPLACE

Purpose

This policy is a statement of RPNAO’s commitment to developing and maintaining a

respectful workplace and to protect employees from experiencing acts of disrespect. We
are committed to providing a collegial environment in which all individuals are treated
with respect and dignity.

This policy aims to prevent the occurrence of violence in our workplace and to attempt to
ensure an environment free from behaviours that intimidate, threaten, harass, abuse,
injure, discriminate against or otherwise victimize employees, volunteers and/or students.

This policy is written to define the actions that lead to being disrespected and to specify
the procedures to investigate and resolve complaints stemming from allegations of
harassment, sexual harassment, discrimination, violence, bullying and / or workplace
incivility.

Policy

RPNAO is committed to working with its employees through coaching and awareness
training in order to provide a safe working environment for all employees, volunteers and
members. RPNAO will not tolerate any acts of harassment, sexual harassment, violence,
bullying, discrimination and / or workplace incivility and will take reasonable and
practical measures to ensure employees, volunteers and students are free from such acts.
Appropriate remedial, disciplinary and/or legal actions will be taken according to the
circumstances.

Scope

This policy applies to all employees of RPNAO, including any contractors who provide
services to RPNAO.

This policy not only applies on work time at work locations, but to any activities on or off
the RPNAO’s premises which could reasonably be associated with the workplace.
It is important to note that workplace violence can occur outside of work settings.
It can occur during work-related functions at off-site locations such as
conferences, social events, or visits to members’ homes. It can also happen in an
employee’s home, yet be work related. For example, threatening telephone calls
from co-workers, members, or managers.

Workplace violence can be committed by anyone: employees, supervisors, managers,

members, students, contract workers, visitors, families of members, families or
friends of employees, representatives of external organizations, service and trades
people or unauthorized intruders.
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Definitions

Retaliation or reprisals against any employee who has initiated a complaint under this
policy, or has provided information regarding a complaint are prohibited. Any retaliation
or reprisal is subject to disciplinary action, up to and including termination of
employment. Alleged retaliation or reprisal is subject to the same complaint procedures
and penalties as complaints of harassment, discrimination and/or violence.

Violence

Violence is any act of aggression that causes physical or emotional harm. Violence is
any incident in which an employee is abused, threatened, harassed, assaulted by
inflicting or threatening injury, or damage to property. Violence can occur in the form
of offensive comments including: jokes, comments, obscene remarks, insult, ridicule,
bullying, swearing, shouting, demeaning or belittling statements, threats without
weapons, causing emotional distress or personal humiliation, or threaten the health,
safety and livelihood of an employee. The act may be implied or actual, and be either
verbal or physical in nature.

Physical violence is defined as aggravated assault, assault, sexual harassment,

gestures, kicking, pushing, biting and/or spitting. Violence also includes act and
threats of aggression resulting in physical or psychological damage, pain, or injury to
a worker.

Discrimination

Discrimination means the denial of equal treatment on the basis or race, ancestry, place of
origin, colour, ethnic origin, creed, sex, sexual orientation, age, record of offence, marital
status, family status, or handicap. Discrimination is a showing of partiality or prejudice
in treatment: specific action or policies directed against the welfare of minority groups.
Every person has a right to full and equal recognition and exercise of his or her human
rights and freedoms without distinction, exclusion, or preference based on race, colour,
sex, sexual orientation, civil status, religion, political convictions, language, ethnic or
national origin, social condition, or the fact that he/she is a handicapped person, or that
he/she uses any means to palliate his handicap. Discrimination exists where such
distinction, exclusion, or preference has the effect of nullifying or impairing such a right.

Harassment

Harassment is defined as comments or conduct directed at an individual or group based

on race, ancestry, place of origin, colour, ethnic origin, creed, sex, sexual orientation, age,
record of offence, marital status, family status, or handicap that is known, or ought
reasonably to be known to be offensive or unwelcome. Harassment may be a one-time
event or repeated incidents may be committed deliberately or unintentionally.
Harassment may occur in the form of written, spoken or physical behaviour.

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Harassment may include, but is not limited to:

a) insulting, intimidating or humiliating comments or conduct that are offensive,

hurtful or malicious to any individual even though they may not be offensive to
others who may be present

b) written or verbal abuse or threats

c) verbal or physical action which expresses or promotes intolerance, prejudice,

discord or hatred

d) racial or ethnic slurs or name calling

e) unwelcome remarks, jokes, innuendoes or taunting that is based on race, age,

sexual orientation, ethnic origin, disability

f) displaying of sexually explicit, racist or other derogatory material

g) condescension, paternalism or patronizing behaviour

h) refusal to converse or work with a person because of racial background, creed,

sexual orientation

i) offensive or obscene gestures or practical jokes.

Sexual Harassment

Sexual harassment is defined as:

Conduct, comments, gestures or contact of a sexual nature or connotation that is known

or ought reasonably to be known, to be unwelcome, or likely to cause offence or
humiliation; or

Sexual solicitation or advance by a person in a position to grant or deny a workplace

benefit, which is known, or ought reasonably to be known, to be unwelcome; or

Threatening or instituting a reprisal against a person for the rejection of a sexual

solicitation by a person in a position to grant or deny a benefit.

Sexual harassment includes, but is not limited to:

a) unwelcome sexual invitation, flirtations, sexually explicit statements, advances or

propositions such as jokes and displays of pornographic material.

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b) implied or expressed threats of penalty or promises of reward based on sexually
oriented compliance.

c) any unwelcome physical contact pinching, brushing against, touching, patting

d) leering and other obscene or sexually suggestive gestures.

e) refusal to work or cooperate with a person based on gender or sexual orientation.

Verbal Abuse

The use of vexatious comments that are known, or that ought to be known, to be
unwelcome, embarrassing, offensive, threatening, or degrading to another person,
including swearing, insults, or condescending language.

Threat (verbal or written):

A threat is a communicated intent to inflict physical or other harm on any person or to

property, by some unlawful act. A direct threat is a clear and explicit communication
distinctly indicating that the potential offender intends to do harm, for example, “I am
going to make you pay for what you did to me.” A conditional threat involves a
condition, for example, “If you don’t leave me alone you will regret it.” Veiled threats
usually involve body language or behaviours that leave little doubt in the mind of the
victim that the perpetrator intends to harm.

Physical Attack

A physical attack is aggression resulting in physical assault/abuse, with or without the use
of a weapon. Examples include hitting, shoving, pushing, punching, biting, spitting,
groping, pinching, or kicking the victim, unwelcome displays of affection or inciting a
dog to attack.

Psychological Abuse

An act that provokes fear or diminishes an individual’s dignity or self worth or that
intentionally inflicts psychological trauma on another.

Assault

Any intent to inflict injury on another, coupled with an apparent ability to do so; any
intentional display of force that causes the victim to fear immediate bodily harm.

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Sexual Assault

The use of threat or violence to force one individual to touch, kiss, fondle, or have sexual
intercourse with another.

Near Miss

An act of striking out, but missing the target.

Poisoned work environment:

A hostile and abusive work environment resulting from harassment by comment or

conduct that ridicules or demeans an individual or specific group of employees: for
example, racial slurs or derogatory comments about sexual orientation.

Responsibility

Employees
a) Employees are responsible for informing their supervisor of any violence,
potential risk of violence, or unacceptable behaviour they may experience or
witness. This includes issues in the employee’s non-work life that may impact on
the employee’s or her or his worker’s safety.
b) Employees are responsible for reporting to their supervisor any incidents of
violence or close calls, according to the procedures set our in this policy.
c) Employees are responsible for attending training or information sessions provided
by the employer to reduce violence or risks of violence.
d) Employees are expected to co-operate with the police, organization investigators
or other authorities as required during any investigation related to workplace
violence.

Supervisors
a) Supervisors are responsible for assessing the risk of violence to employees in their
jurisdiction, minimizing those risks where necessary or reasonably possible, and
informing any affected employee of such risk or potential risk.
b) Supervisors are responsible for ensuring employees are trained to:
• Recognize the potential for violence;
• Follow the procedures and policies developed to minimize risk;
• Providing training programs as a preventative measure to every employee;
• Providing an Employee Assistance program to assist in dealing with life’s
difficulties;
• Provide counseling, support services, and resources to employees and their
immediate families in the case of a major workplace incident;
• Respond to incidents appropriately; and
• Report and document such incidents.

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 c) Supervisors are responsible for tracking and reporting risks of violence, incidents
of violence, and close calls to the Health & Safety Representative and
Management, according to the time lines set out in the procedures.
d) Supervisors are responsible for ensuring proper medical care is provided for
anyone involved in an incident and for securing the safety of employees, before
investigating the incident or taking reports.
e) Supervisors are responsible for co-operating with police, organization
investigators or other authorities as required during any investigation related to
workplace violence.

Procedure

The Executive Director shall initiate a process to involve employees and the Health
and Safety Representative in assessing the risk of violence at the location and work
environment on a periodic basis. The process shall include taking actions to remove
as many risks as can be reasonably removed and instructing employees to recognize
risk. The risk assessment shall be reviewed at least annually.

Each and every incident of violence in the workplace shall be reported immediately to
the Supervisor. The Supervisor shall investigate the incident immediately.

a) The Supervisor shall immediately make the appropriate inquiries of the victim
and/or witnesses to determine if the incident is minor or serious.
b) If the incident is minor:
• The Supervisor will determine if mediation is appropriate and if so,
mediate or arrange for mediation of the situation;
• Conduct the appropriate investigation immediately, and
• Within 24 hours, write a report outlining the details, facts and
witnesses of the incident and submit the report to the Executive
Director and the Health and Safety Representative.

If the assailant is an employee, the Supervisor shall apply appropriate disciplinary

measures based on the facts of the incident and the assailant’s employment record.

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c) If the incident is serious:

• The Supervisor must first ensure the safety of employees and her/himself;

• Ensure proper medical treatment is provided or sent for;

• Contact the authorities as soon as possible, (police or Ministry of Labour,

where appropriate), to report the incident;

• Contact the Executive Director and Joint Health and Safety

Representative, as appropriate, as soon as possible, to assess who should
be involved in the investigation;

• Conduct a thorough investigation, keeping detailed notes of facts, times,

witnesses, and witness accounts;

• Within 24 hours after the completion of the investigation write and submit
a detailed report of the incident to the Health and Safety representative,
Executive Director and any other parties required by law.

• Consult with Supervisor/ Executive Director regarding any disciplinary

action to be applied.

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