workplace inspections · the objective of this workshop is to equip those individuals involved in...

Workplace Inspections

Workshop

Participant’s Manual

6/10/15

2015 Workplace Inspections Workshop

2

Continuing Care Safety

Association

110 6325 Gateway Boulevard

Edmonton AB T6H 5H6

T: 780.433.5330

www.continuingcaresafety.ca

Vision

Incident free workplaces.

Mission

To create safe workplaces through the provision of

education, leadership & collaboration.

Values

Value safe work, and safe work behaviors.

Value the right of each worker to have a safe, healthy

and incident free work environment.

Value members’ input, feedback and direction.

Disclaimer

The information presented within this publication is intended for the general use of the

members of the Continuing Care Safety Association. This is not a guide to

government regulations and does not relieve anyone using this manual from their

legal responsibilities under current or future applicable safety legislation. The

Continuing Care Safety Association does not guarantee the accuracy of, nor assume

any liability for the information within this document.

Copyright

2015 Continuing Care Safety Association. This publication is the property of the

Continuing Care Safety Association. Reproduction in any form, by any means,

in whole or in part, or use of this publication for other than Continuing Care

Safety Associationuses is prohibited without the express written consent of the

Association.

http://www.continuingcaresafety.ca/


3

Workshop Introduction

Workplace inspections are one of the best tools available to identify hazards

and assess risks before incidents occur. They are a follow-up to the

processes of hazard identification, assessment and control. As continuing

care workplaces are ever-changing, organizations should perform workplace

inspections on a regular, on-going basis.

Workplace inspections provide both input into and output from the following safety program elements:

Management Leadership

and Organization

Commitment

When management participates in workplace inspections, they are visibly

demonstrating their commitment to health and safety. Management also

sets the tone for workplace inspections by ensuring inspections remain

focused on fact-finding, not fault finding.

Worker participation in workplace inspections ensures workers are actively

involved in the safety program.

Hazard Identification,

Assessment and Control

As mentioned, workplace inspections are a follow-up to the process of

hazard identification, assessment and control.

Workplace inspections may identify new or previously uncontrolled

hazards. They may also identify if the hazard controls are working as

planned.

Qualifications, Orientation

and Training

Workplace inspections may reveal training opportunities for specific work

areas or workers.

Emergency Response Workplace inspections may identify a need for changes in the emergency

response plan.

Incident Investigations Workplace inspections may identify if corrective actions from incident

investigation are implemented and working as planned.

Program Administration Tracking workplace inspection activities, such as the number of corrective

actions implemented, focuses your facility on proactive (leading) safety

indicators rather than reactive (lagging) safety indicators such as lost-time

claims.

What is a workplace inspection?

“A workplace inspection is an observation tour of the worksite to ensure that existing hazard controls

are used and effective, and to identify any new or previously unrecognized hazards that require

control.”


4

The objective of this workshop is to equip those individuals involved in performing formal workplace

inspections with the information, practical tools and resources required to complete effective inspections and

to use the results to protect the health and safety of workers.

The overall goal of this course is to enable participants to complete consistent quality workplace inspections

and reports.


5

Table of Contents

Continuing Care Safety Association 2

Vision ........................................................................................................................................................................ 2 Mission ...................................................................................................................................................................... 2 Values ....................................................................................................................................................................... 2

Workshop Introduction 3

Workshop Learning Objectives 6

Exercise 1: Warm Up (5 min) ..................................................................................................................................... 7

Unit 1: Introduction to Workplace Inspections 8

Types of Workplace Inspections .................................................................................................................. 12

Unit 2: Workplace Inspection Process 14

Workplace Inspection Policy and Procedure ............................................................................................................ 15 Workplace Inspection Checklists.............................................................................................................................. 15 Exercise 2: Reviewing the Workplace Inspection Checklist (30 min) ....................................................................... 19 Workplace Inspection Report ................................................................................................................................... 21 Check Your Understanding ...................................................................................................................................... 27

Preparing for Workplace Inspections ........................................................................................................... 28

Exercise 3: Planning for a workplace inspection ...................................................................................................... 29

Unit 3: Conducting Workplace Inspections 31

Exercise 4: Conducting a Workplace Inspection ...................................................................................................... 35 Exercise 5: Identify Corrective Actions ..................................................................................................................... 39 Exercise 6: Preparing the Inspection Report ............................................................................................................ 44 Exercise 7: Follow Up .............................................................................................................................................. 49

Workshop Summary 50

Appendix 1 – Definitions 56

Appendix 2 – Sample Inspection Checklists 59

Appendix 3 – Sample Standards and Conditions 98

Appendix 4 – Sample Policy Statement and Inspection Report 100


6

Workshop Learning Objectives

When you have completed this workshop, you will be able to:

1. Discuss the importance of workplace inspections in a comprehensive health and safety program

(Intro)

2. Explain the purpose and benefits of effective, regular workplace inspections (Unit 1)

3. Describe the workplace inspection legal requirements for employers and workers (Unit 1)

4. Summarize the three types of workplace inspections (Unit 1)

5. Explain the importance and limitations of workplace inspection checklists (Unit 2)

6. Define workplace behaviours and conditions (Unit 2)

7. Discuss why it’s important to appropriately prepare for an effective workplace inspection (Unit 2)

8. Conduct an effective workplace inspection (Unit 3)

9. Explain why positive observations should be included on the workplace inspection report (Unit 3)

10. Compile a workplace inspection report (Unit 4)

11. Recommend appropriate corrective actions to control hazards identified during the formal

workplace inspection (Unit 4)

12. Design a plan to follow up on implemented corrective actions (Unit 4)

13. Discuss the importance of analyzing workplace inspection reports to identify trends (Unit 4)


7

Exercise 1: Warm Up (5 min)

Your instructor will introduce a warm up/introductory exercise based on the number of participants.

The purpose of the warm up exercise is to:

o Get to know each other;

o ‘Break the ice’ – the CCSA courses are designed to include a lot of participation and interaction;

breaking the ice early helps to create a safe and comfortable learning environment.


8

Unit 1: Introduction to Workplace Inspections

What is a workplace inspection?

“A workplace inspection is an observation tour of the worksite to ensure that existing hazard controls

are used and effective, and to identify any new or previously unrecognized hazards that require

control.”

What is a hazard?

“A hazard is a situation, condition or thing that may be dangerous to the

health and safety of workers.”

Inspections provide the opportunity to talk with workers about health and safety concerns, reinforce proper

safe work practices and demonstrate leadership commitment through visible health and safety activity in the

workplace.

A workplace inspection is conducted in a systematic manner to ensure that all potential hazards are identified

and controlled. An Inspection should be a fact-finding mission, not a fault-finding exercise. The purpose is

not to "catch people off guard"; but rather to identify and correct unsafe acts and unsafe conditions to

protect the health and safety of workers and to prevent damage to equipment and property.

Key points to remember:

An effective workplace inspection process is essential to workplace health and safety management.

Workplace inspections demonstrate leadership commitment through visible activity.

Workplace inspections should be fact-finding not fault-finding exercises.


9

Benefits of Workplace Inspections

A well-managed workplace inspection program is essential to maintaining the health and safety of workers

and preventing damage to equipment and property. The benefits are to:

Identify Potential Problems with Task Design

These are problems that were not identified during process design or hazard assessments.

Standards overlooked during the process design and hazards not discovered during hazard

assessments become more apparent when observing the processes and procedures being

performed in the workplace (real-life).

Identify Potential Problems with Equipment

Some of the basic causes of equipment problems are normal wear and tear, abuse or misuse.

Workplace inspections will help identify when equipment is getting worn to a substandard condition,

is inadequate in capacity or is being used improperly.

Identify Substandard Conditions, Situations and/or Behaviours

As workplace inspections cover both how workers perform their tasks and the work environment,

they help to identify substandard conditions, situations and/or behaviours that have loss potential.

Identify Process Changes that have Occurred

Processes frequently change from the original design. As different materials are used, or as the

original materials are restricted, the process is updated to accommodate these changes. Often these

changes occur gradually and their total cumulative effects may go unnoticed if not for inspections.

Evaluate Corrective Actions that were Previously Implemented

Corrective actions are implemented to address specific hazards. If the corrective action was not the

appropriate type of control, other problems can be created; or, if they were not implemented

correctly, the original problems will recur. Inspections provide feedback on how well corrective

actions are working.

Demonstrate Commitment to Employees that their Health & Safety is Important

Inspection, detection and correction activities are hard to beat as ways of showing employees that

their health and safety are important. When managers, supervisors and members of the Joint Health

and Safety Committee perform inspections, it demonstrates to workers that their health and safety is

important.

Involve and Educate Workers

Inspections present the perfect opportunity to interact with staff, get their input, create awareness of

OHS and provide on the spot coaching of OHS processes.

Monitor Health and Safety Management System Performance

Touring the work environment during inspections provides an excellent opportunity to gather

information on various aspects of the overall health and safety management system. This includes

monitoring of preventative maintenance, compliance to safe work standards, safety documentation,

etc.


10

Legal Requirements

Employers and workers have responsibilities for workplace health and safety as specified in the Alberta

Occupational Health and Safety Act, Section 2(1) and (2). Briefly, these are:

EMPLOYERS are required to ensure the health and safety of all workers at the

work site by identifying existing and potential hazards and implementing measures

to eliminate or reduce the risk by involving workers in the process.

WORKERS are required to take reasonable care to protect the health and safety of

themselves and other workers, and to cooperate with the employer to protect the

health and safety of themselves and others on the job.

Although the Alberta OHS Act, Regulation and Code do not dedicate a specific Part or Section to workplace

inspections (as it does for hazard assessment and incident investigation), Part 1, Sections 12 and 13 of the

Regulation do provide a legal mandate for employers regarding inspections.

Equipment

12(1) An employer must ensure that all equipment used at a work site

(a) is maintained in a condition that will not compromise the health and safety of workers using or

transporting it,

(b) will safely perform the function for which it is intended or was designed,

(c) is of adequate strength for its purpose, and

(d) is free from obvious defects.

12(2) If a worker is required under the Act to use or wear specific equipment, the employer must ensure that

the worker uses or wears the equipment at the work site.

General protection of workers

13(1) If work is to be done that may endanger a worker, the employer must ensure that the work is done

(a) by a worker who is competent to do the work, or

(b) by a worker who is working under the direct supervision of a worker who is competent to do the work.


11

13(2) An employer who develops or implements a procedure or other measure respecting the work at a work

site must ensure that all workers who are affected by the procedure or measure are familiar with it before the

work is begun.

13(3) An employer must ensure that workers who may be required to use safety equipment or protective

equipment are competent in the application, care, use, maintenance and limitations of that equipment.

13(4) If a regulation or an adopted code imposes a duty on a worker, the worker’s employer must ensure that

the worker performs that duty.

COR Requirements for Workplace Inspections

The following is a summary of the Certificate of Recognition (COR) audit requirements in regards to

workplace inspections:

A formal written process that includes frequency of formal inspections by managers,

supervisors and worker participants should be in place.

Formal health and safety inspections should be carried out in accordance with the process by

managers and supervisors.

Workers should be involved in the inspections.

Individuals designated to conduct formal inspections should be given appropriate training.

A site / operation-specific checklist should be used for the inspection.

Inspection reports must be reviewed and signed off by management.

Deficiencies identified in the inspection report should be corrected in a timely manner.

There should be a system in place whereby employees can report unsafe or unhealthy

conditions and practices. This system should ensure action is taken by management in a timely

manner.

Do you want to know more about the Certificate of Recognition Program? Visit the Government of Alberta

website: http://work.alberta.ca/occupational-health-safety/334.html

http://work.alberta.ca/occupational-health-safety/334.html


12

Types of Workplace Inspections

As discussed previously, an inspection is an observational tour of the worksite to ensure that existing

hazard controls are used and effective, and to identify any new or previously unrecognized hazards that

require control. To accomplish this it is important to recognize that a comprehensive workplace inspection

process includes the following three types of workplace inspections:

1. Informal Inspections

All workers are expected to be aware of potential hazards in their work areas. This is accomplished by

supervisors conducting regular walk-arounds in their departments and by workers being on the lookout for

hazards before starting a task or while performing their work. Formal inspection reports are not required;

however, any identified hazards should be corrected immediately if the task is within the worker’s

capabilities. If not, the hazard should be reported to the supervisor to initiate corrective action.

Employees should always be encouraged to notify their supervisor of any hazardous situations. The OHS

Regulation, Section 14(2) states:

A worker must immediately report to the employer equipment that

(a) is in a condition that will compromise the health or safety of workers using or transporting it.

(b) will not perform the function for which it is intended or was designed,

(c) is not strong enough for its purpose, or

(d) has an obvious defect.

It is important for supervisors to implement corrective actions on a timely basis when workers report

hazards identified during informal workplace inspections. This reinforces the message that health and

safety is a priority and encourages workers to continue reporting hazards.


2. Formal Inspections

3. Special Inspections


13


Formal inspections are conducted on a regular basis to provide a complete examination of conditions on the

worksite. They follow an established process of using checklists and prescribed reporting systems. A record

of the inspection and the follow-up activity is maintained. Formal inspections can be of the entire workplace,

a specific area of operation or a specific type of equipment.

The frequency of formal inspections depends on:

The number and size of work operations

The number of shifts and the activity level on each shift

The degree of hazard involved in work processes and equipment

The past history of equipment or system failures, or other

incidents

As a rule, work environments with higher hazards require more frequent inspection than work areas with

lower hazards. This ensures correction of imminent dangers before an incident occurs.


Special inspections often take place after a malfunction, incident or after

a new work procedure or equipment is introduced, and the respective

hazards have been identified, assessed and controlled. Following the

hazard assessment and control, the supervisor, a worker representative

and preferably a safety committee member should perform the special

inspection. The inspection report should be reviewed and signed off by

management, then forwarded to the appropriate supervisors to

implement any corrective actions and to the Health and Safety

Committee for their review.


14

Unit 2: Workplace Inspection Process

Before you or your organization can begin to conduct workplace inspections, there are number of things to

consider such as:

First, you should recognize that workplace inspections are only as effective as the safety program

that supports them. Therefore, the safety program must include safety activities to implement and

support the workplace inspection element.

Second, your organization should consider who is on the workplace inspection team and provide

appropriate training.

Third, your organization should consider identifying which areas require more frequent inspection

and develop a workplace inspection schedule to ensure all areas of the facility are regularly

inspected.

Safety Program Considerations

Below are some of the components the organization should include in the workplace inspection element of

their safety program:

A workplace inspection policy and procedure

Forms including workplace inspection checklists and a workplace inspection report

Informal workplace inspection training for all staff

Workplace Inspection training for any staff involved in the formal workplace inspection process

Monitoring processes to ensure all hazards identified during informal workplace inspections are

reported and workplace inspections are conducted as planned

A process for storing workplace inspection reports

Communication plan to ensure workplace inspection results are consistently shared with all staff

A system for tracking results of workplace inspections and analyzing workplace inspection

summaries

Although this workshop is not designed to provide you with a detailed look at each of the above items, we

will take a brief look at policy and procedure as well as sample forms.


15

Workplace Inspection Policy and Procedure

The facility should have created a policy statement for workplace inspections during the implementation of

the Health and Safety Management System. It is important for the inspection team to be familiar with the

content of the policy statement that typically addresses the following:

Who is on the workplace inspection team?

How often should workplace inspections be conducted?

Who reviews and signs off on the inspection report?

How are the corrective actions implemented?

When and how are follow-ups conducted?

NOTE: a sample policy statement is included in Appendix 4.

Workplace Inspection Checklists

Workplace inspection checklists are valuable tools for the inspection team

to ensure that the team is consistent and complete in conducting the

workplace inspection. The purpose of a checklist is to help the inspection

team conduct consistent inspections by providing ideas and clues of

behaviours and conditions to examine; however, the inspection team

should not rely only on the checklist when conducting the inspection. Not

every item will apply every time, and the team may observe some things that may not be included on the

checklist. Use the checklist to focus on regular behaviours and conditions, but do not be limited by the

checklist. Instead, you should keep asking yourself, “What if?”

Information from your organization’s hazard identification, assessment and control processes, previous

inspection reports and incident reports are excellent information sources for developing a customized

inspection checklist specific to your organization or facility. When a checklist is designed for a specific work

environment it needs only to be kept up to date (added to and/or removed from) as changes to processes or

equipment are introduced in the workplace.

It is important to emphasize that the inspection checklist on its own is not a report. Detailed comments,

corrective actions, assigned responsibilities and completion dates must be included in the formal inspection

report.


16

Although the layout of workplace inspection checklists will differ between organizations, inspection

checklists often include the following sections:

A. A ‘title’ which identifies the work area i.e. General, Administration, Laundry, Kitchen

A.

B.

C.

D.

B. Space to indicate the inspection team

C. Space to indicate the inspection date


17

D. A list of the standards along with the conditions and behaviours to observe (note, the conditions and behaviours should be expressed as questions)

E. A way to track hazards identified during each workplace inspection throughout the year and any action required.


18

F. Space to record additional observations not covered by the checklist

G. A way to track who reviews the inspection findings and the date reviewed

NOTE: you can find several sample Workplace Inspection Checklists representing common continuing care

areas in Appendix 2.


19

Exercise 2: Reviewing the Workplace Inspection Checklist (30 min)

Part One: Behaviours vs. Conditions (15 min)

Working individually:

o Think of 3 or 4 incidents that have occurred or have the potential to occur on your worksite;

o Write each incident on a post-it note;

o Based on whether you think the cause of the incident is an unsafe behaviour or an unsafe

condition, post the incident on the whiteboard or flip chart under the appropriate heading:

Behaviour or Condition.

As a group, review each incident with your instructor, discuss the category and determine what to

look for in the workplace inspection.

For example:

Condition Behaviour

A maintenance worker slipped on small puddle of

water on the floor by the hot water heater.

A HCA hurt her back while transferring a resident

without a transfer belt.

What would you look for during the workplace inspection?

Check to see if the hot water tank was repaired or

replaced (maintenance log) and observe the hot

water tank area.

Observe HCA's performing resident transfers to see

if they are using transfer belts.

Part Two: Using the Workplace Inspection Checklist (15 min)

Working in pairs:

o Using the following blank “Resident Care Areas” Workplace Inspection Checklist, identify

additional conditions or behaviours in the spaces that would apply to your facility.

NOTE: we provided one example for each standard.

o In the “Additional Observations” section, identify additional standards, behaviours and/or

conditions that would apply to your facility.

o Be prepared to share the additional conditions and behaviours you have identified.

As a large group:

o Review each group’s additional conditions and behaviours.

o Discuss the limitations of inspection checklists.


20

LONG TERM CARE HEALTH AND SAFETY INSPECTION CHECKLIST

Resident Care Areas

Inspection Team:

Date:

Hazard / Policy / Procedure Month of Inspection / Location of Hazard Action Required

APR JUL OCT JAN

A. Access / Egress

Is the work area free of clutter or

other hazards?

B. Storage areas

Are storage areas tidy and

organized?

C. Ergonomics

Are employees lifting with correct

body mechanics?

D. Additional Observations


21

Workplace Inspection Report

Within 24 to 48 hours following a Formal Inspection or a Special Inspection, there should be a written formal

workplace inspection report distributed to all applicable parties. The inspection report is an important part of

the inspection process because it:

Communicates the results of the inspection

Supplies management feedback on health and safety performance

Conveys information about substandard conditions and practices

Documents all actions so that corrective actions can be coordinated

o It is beneficial to prioritize identified hazards on the inspection report to ensure that critical

conditions are corrected first (i.e. low, medium, high, 1-2-3).

Prompts follow-up actions and provides continuity between inspections

Supplies a record of long-term safety trends

Documents compliance with legal requirements

o Inspection reports should indicate the inspection team, date of inspection, review signature

and corrective action completion dates.

Reinforces to workers that inspections are meaningful

It is important to note that the inspection report should not be limited to practices or conditions that require

corrective action; rather the inspection report should also include positive observations of practices or

conditions that are working well. By including only negative observations in the inspection report workers

may lose trust in the inspection process, especially if workers have made great efforts to improve their health

and safety.


22

Although the layout of the workplace inspection report will differ between organizations, the report often

includes the following:

A. Space to identify the Inspection Team, Department/Departments inspected, the Inspection Date and

the Report Date

B. Space to indicate Positive Observations identified during the inspection along with the name of the

person who provided the positive feedback to the workers/supervisors and the date.

C. A table to track the implementation of the corrective actions including the identified hazards, hazard

prioritization, corrective actions, the name of the person responsible for implementing the corrective

action, the target implementation date and the actual completion date.

D. Additional comments


23

E. Management’s signature and date

F. Date the OHS Committee reviewed the inspection report

NOTE: you can find a sample Workplace Inspection Report on the following page and in Appendix 4.


24

Sample Workplace Inspection Report


Inspection Team:

Department(s): Inspection Date:

Report Date:

Positive Observations:

Feedback to workers / supervisors provided by:

Date:

Identified Hazards

Hazard Rating Corrective Action

Implemented By

Target Date

Completion Date F S P TR P

Legend: F=Frequency; S=Severity; P=Probability; TR=Total Risk; P=Priority

Comments:


25

Management Signature: OHS Committee Review Date:

Date:

Frequency Severity Probability Frequency + Severity + Probability = Total Risk

4 One or more times/day Serious injury/death Will very likely occur (expected to happen) 4 Score Range Priority

3 One or more times/week Medical aid Could probably occur (has better than 50/50 chance of happening) 3 4 – 6 Low (L)

2 One or more times/month Minor injury Possibility of occurring (known to have happened) 2 7 – 9 Medium (M)

1 Less than once/month No injury/damage Practically impossible to occur (1:1,000,000) 1 10 – 12 High (H)


26

Workplace Inspection Team

Often workplace inspections are the responsibility of the manager or supervisor.

Typically, the supervisor along with a small group of workers and members of the

OHS Committee conducts inspections. However, the inspection team will vary in

size depending on the size and nature of the work site. Effective inspection teams

involve workers and recognize that it is also important to talk with workers in order

to get their input on the hazards associated with their jobs. It is important for

workers to be included in the inspection team because they are most familiar with the work environment and

may be readily able to see when things are amiss.

Training

In order for inspections to be conducted effectively, workers who are part of the

inspection team must be properly trained and competent to perform workplace

inspections. Training should include both theoretical instruction and practical

application components. In addition, a sound understanding of the work

environment to be inspected is beneficial.

In addition to training the workplace inspection team, the organization should ensure all staff is trained on

the organization’s informal workplace inspection and hazard reporting processes. Staff should know how to

perform an informal workplace inspection of their work area, where to find hazard reporting forms, who to

report incidents to and what their roles and responsibilities for reporting all hazards are.


27

Check Your Understanding

Take a minute to answer the following questions based on the information presented so far. Be prepared to

discuss your answers.

1. What is a workplace inspection?

2. Workplace inspections should focus on finding, not on finding.

(fill in the blanks)

3. What are the benefits of performing workplace inspections on a regular basis?

4. What are the three types of workplace inspections?

(i)

(ii)

(iii)

5. Generally, work environments with fewer hazards require more frequent inspection than work

environments with higher hazards.

True False

6. Why is it important for workers to be part of the inspection team?


28

Preparing for Workplace Inspections

Effective workplace inspections require careful planning to be of utmost value. Adequate preparation for

workplace inspections includes: emphasis on a positive approach, pre-inspection planning, preparing

checklists, a review of previous inspection reports and ensuring the workplace inspection ‘toolkit’ is

complete. Getting off to a good start creates a positive atmosphere and a good impression of the workplace

inspection.

1. A Positive Approach

Start with a positive attitude. One of the important concepts in good inspection

techniques is to make sure adequate attention is given to the things that show high

compliance with standards. Be mentally prepared to look not only for what is wrong

but also for what is right. When you see good conditions or behaviours, document

them and include them in the inspection report.

2. Pre- Inspection Planning

The first step in pre-inspection planning is to define the area of responsibility. Every part of the

facility and every piece of equipment should be someone’s responsibility to inspect. Facility

maps and equipment lists are often used to assist in drawing out an inspection route. Planning

your workplace inspection route will make the inspection go smoother and will be helpful in

scheduling sufficient time to allow for a thorough examination.

When the facility map showing the inspection areas (boundaries) has been completed,

the next step is to become familiar with the appropriate workplace inspection checklist(s).

3. Review of Previous Reports

A review of previous inspection, incident and maintenance reports may indicate if there

are any critical areas that require close examination during the upcoming inspection.

The upcoming inspection provides the opportunity to follow-up and check if there are

any recurring problems that must be addressed. Any of these critical items should be

added to the top of the inspection checklist to ensure they are thoroughly examined.


29

Exercise 3: Planning for a workplace inspection

Take a few minutes to think about planning an inspection.

If you currently do formal inspections, think about what you do now.

If you don’t, think about how you’d like to conduct an inspection.

Consider the following questions:

Who will conduct the inspection with you?

What areas will you cover and how will you divide the inspection areas?

What information will you review before you start?

How much time do you think it will take?

How often and during which shifts will you conduct workplace inspections?


30

4. Workplace Inspections “Toolkit”

Consider putting together a workplace inspections ‘toolkit’ which includes all of the items/tools

necessary to conduct an effective and thorough inspection. If your facility has an existing toolkit, it is a

good idea to ensure that all of the items are still in the kit (no items/tools are missing), current (are the

inspection checklists the current version?), in good shape and additional items/tools as necessary for

the area. Below is a list of the items/tools that are commonly used for every inspection regardless of

the area that is inspected:

Obtain a blank copy of the inspection checklist for each area that will be inspected and take

the time to familiarize yourself with the checklists prior to the inspection

A clipboard, additional writing paper and extra pens

Measuring Instruments: tape measure to check standard dimensions

and appropriate test instruments for the area and inspection

Camera

Flashlight

List of things to look for (i.e. worker’s complaints, near miss records)

List of people to whom you should talk (supervisors, union reps or

members, worker/health and safety committee reps, specific workers)

Information from Material Safety Data Sheets (MSDS)/Safety

Data Sheets (SDS), especially for things that are considered an

allergen/sensitizer or have other serious chronic effects

Wear the personal protective equipment (PPE) that workers are

required to use in the areas being inspected. Do not go into an

area if you do not have the appropriate PPE as this will send the

wrong message to workers.

A card with your name, phone number and/or e-mail address to give to people

who want to talk to you another time, etc.

… and something in which to carry these things without hurting your body.


31

Unit 3: Conducting Workplace Inspections

When preparation for the workplace inspection has been completed, the focus shifts to conducting the

inspection. Conducting an effective workplace inspection is a cycle that includes the following important

elements:

Look at All Workplace Elements

Follow a Regular

Sequence

Check Equipment Operation

Identify Hazards

Identify Immediate

Danger

Talk to Workers

Document Your Findings


32


Be methodical and thorough. Carefully scan the room you are inspecting to ensure you examine all aspects

of the workplace and the work:

Never ignore any item because you think you may not have the knowledge to make an accurate judgment

of safety. When in doubt, ask!

Follow a regular sequence

When you enter a room or area:

Look Around: Get into the habit of using the same process when you enter a room. Start the

inspection from the left or right. Regardless of which process you choose, the key it

to be consistent.

Look Down: Check the floor, along the baseboards, behind furniture, etc.

Look Up: Check the ceiling, upper cupboards, etc.

Look Inside: Check the inside of storage cabinets and cupboards. Cover those out-of-the-way

places that are rarely visited, like a storage room.

•Observe the lighting, noise levels, temperature, airborne chemicals, structural integrity, space, clutter, etc.

Environment

•Consider the condition, appropriateness, etc.

Equipment

•Observe chemical storage and handling, use of other supplies, etc.

Materials

•Observe worker competency, compliance with procedures, compatibility with other activities, etc.

Behaviors


33


If equipment is being used, watch how the worker uses the equipment. Consider:

do they have to use force to move the equipment?

what is their posture?

are they pushing or pulling, etc?

If a piece of equipment is not in use, ask the worker for a demonstration. Do not try to operate the

equipment yourself. If the operator of any piece of equipment is unaware of potential danger, this may be

cause for concern.

Identify Hazards

Give clear descriptions and exact locations. Use a floor plan to indicate where

significant hazards, equipment or materials are located. Write down in your notebook

any questions or details related to a hazard.

Use your judgment when recording potential hazards. Determine whether the

problems you observe are one-time unique occurrences or frequently

occurring problems.

Some hazards are difficult to see or assess with just your senses. You may have to recommend

that monitoring equipment be used to measure the levels of exposure to noise, chemicals or

biological agents.

Types of workplace hazards include:

Biological hazards (includes blood, urine, etc.)

Chemical hazards (includes direct contact,

inhalation or repeated exposure to chemicals)

Physical hazards (includes repeated motions,

lacerations, slips, poor body mechanics, etc.)

Psychological hazards (includes verbal abuse,

stress, threats, etc.)

Safety hazards (pose a threat to the immediate

danger of employees)

Health hazards (can cause acute or chronic

effects in employees)

Biological hazards

Chemical hazards

Physical hazards

Psychological hazards


34

Identify Immediate Danger

Draw attention to the presence of any immediate danger. When any serious risk or danger is found (i.e. a

hazard with a high risk rating), do something right away. For example, ensure that a flammable substance

stored near a heating unit is removed. Inform the supervisor about any hazards posing imminent danger.

Talk to workers

Identify yourself to employees in the area, give them an opportunity to discuss their

health and safety concerns and invite their input on solutions. Make sure that you are

not unnecessarily disrupting their work or distracting them from completing their tasks.

Accent the positive.

Do not just focus on the negative but also be alert to things that are working well and

for which you can commend workers. Instant, positive feedback lets a worker know

that they are being recognized for their efforts to maintain a safe work environment,

and should also be documented in the formal inspection.

Document your Findings

Do not rely on memory. Allow on-the-spot recording of all findings before they are

forgotten. Record what you have or have not examined in case you are interrupted or

leave the site.

Take a picture or make a sketch of a particular situation in support of your findings

or if you are unable to clearly describe the item. Digital cameras are especially

useful.

Don’t Forget! Notify the person in charge when arriving and leaving the work area.


35


Follow a Regular

Sequence


Identify Hazards

Identify Immediate

Danger

Talk to Workers


Exercise 4: Conducting a Workplace Inspection

The instructor will escort you to the designated area(s) to conduct a ‘live’ workplace inspection

based on information provided in this course.

Wear the appropriate PPE.

Conduct a workplace inspection using the appropriate Inspection Checklist.

Once the inspection is complete, return to the workshop room.

Be prepared to discuss your findings.

Remember:


36

Unit 4: Identify Corrective Actions and Create

Inspection Report

Once you’ve conducted the workplace inspection, the next steps are to:

Compile the information gathered so that you can evaluate and prioritize identified hazards.

Determine the recommendations for corrective actions and controls.

Prepare and present the inspection report to communicate the results and recommendations.

Follow-up to ensure the corrective actions are implemented and working as intended.

Hazard Assessment and Prioritization

Just as in the hazard identification process, you should prioritize any hazards found during the inspection as

high, medium or low, based on the risk they pose. Factors that influence the risk a hazard (hazard rating)

may pose include:

Frequency of exposure = F

Severity = S

Probability = P

The factors are added together to determine the total risk (TR); which then is used to determine the priority

(the higher the total risk value = the higher the priority). As each of these factors becomes more significant,

the overall risk to worker health and safety increases.

Frequency How often are you exposed to

the hazard while completing this task?

Severity How severe could your injury or illness be when exposed to this

hazard?

Probability What are the chances that you will be injured or become ill by

the hazard while doing this task?

4 One or more times/day Serious injury/death Will very likely occur (expected

to happen)

3 One or more times/week Medical aid Could probably occur (has better

than 50/50 chance of happening)

2 One or more times/month Minor injury or illness/first aid Possibility of occurring (known to

have happened)

1 Less than once/month No injury/illness/damage Practically impossible to occur

(1:1 000 000)

Add up the 3 numbers and rank the priority based on the following: Low: 4-6 (L) Medium: 7 – 9 (M) High: 10 – 12 (H)

NOTE: The CCSA Hazard Assessment Workshop provides additional information on the hazard

assessment & prioritization process.


37

Corrective Actions and Controls

Once the hazards are evaluated and prioritized, the next step is to identify the appropriate corrective

actions. Try to identify and correct not only the specific problem (direct cause), but what is causing the

problem (indirect and root causes).

For example: if equipment is cluttering the hallways, don’t just have the equipment moved; instead

find out why the equipment is not being properly stored.

No matter how well conducted, an inspection will only be worthwhile if the concerns noted by the team are

examined carefully and appropriate corrective action is taken.

NOTE: The CCSA Incident Investigation Course provides additional information on the process of

determining direct, indirect and root causes.

The first choice when dealing with hazards is to eliminate the

hazard. If elimination is not reasonably practicable, the hazard

must be controlled. The Occupational Health and Safety Code

(Part 2, Section 9) require employers to apply the “hierarchy of

controls” which are:

Engineering Controls: Are often thought of as hard

controls. They deal with installation or modification of

equipment that physically reduce hazards. Examples

include: ventilation, guard rails, adjustable

workstations.

Administrative Controls: These are often thought of as soft controls. They deal with directing the

activities of people to reduce worker exposure to the hazard. Examples include: practices and

procedures, training and instruction and rotating workers through jobs to reduce exposure time.

Personal Protective Equipment (PPE): PPE is intended to reduce the effect (severity) from

exposure to the hazard. PPE should only be used to supplement engineering and administrative

controls, not to be a substitute. Examples include: safety glasses, masks, gowns, gloves and

respirators.

Elim

inat

e Engineering

Administrative

Personal Protective Equipment


38

What are Effective Control Measures?

Effective engineering, administrative and personal protective

equipment controls satisfy the following criteria:

When the report is presented to management, each corrective action will require an individual assigned to it

to ensure implementation is completed and specific dates for completion must be determined.

1. They must adequately control the hazard.

2. They must allow employees to do their jobs without undue discomfort or stress.

3. They must protect every worker at risk of being exposed to the hazard.

4. They must not create new hazards.


39

Exercise 5: Identify Corrective Actions

Continue working in the same groups.

Select three hazards from the previous exercise, or from your work environment, and list them

under “Identified Hazards”.

Complete the hazard rating for each hazard you have selected.

o Note: if you have elected to select three different hazards from your work environment vs.

from the previous exercise, you will need to complete the hazard rating before determining

the corrective actions.

Then determine the appropriate corrective action(s) for each hazard and complete the following

“Corrective Action” section.

Remember!

o The closer a control is to the source of the hazard the better.

o Hazards can be controlled:

At the source (where the problem is created)

Along the path to the worker (between the source and the worker)

At the worker (always the last choice)

Identified Hazards

Hazard Rating Corrective Action F S P TR P


40

The Inspection Report

Reporting for an Informal Inspection may be quite casual. Depending on the need, it could involve a memo to

arrange for corrective action, or could be as simple as writing yourself a reminder note to check something. If

a worker has reported a concern to their OHS committee or to their supervisor, it is important to get back to

him or her promptly about the outcome.

A Formal Inspection and a Special Inspection should be followed by a formal written report within 24 to 48

hours and posted for all staff to see. The report is an important part of the inspection process because it

communicates the results of the inspection and:

Supplies management feedback on health and safety performance

Conveys information about substandard conditions and practices

Documents all actions so that corrective actions can be coordinated

Prompts follow-up actions and provides continuity between inspections

Supplies a record of long-term safety trends

Documents compliance with legal requirements

Reinforces to workers that inspections are meaningful

As previously mentioned, the inspection report should not be limited to practices or conditions that require

corrective action; rather, the inspection report should also include observations of practices or conditions that

are working well. By including only negative comments in the inspection report workers may lose trust in the

inspection process, especially if great efforts were made.

The CCSA Inspection Report Form should be completed as follows:

Inspection Team:

o List the individuals involved in the workplace inspection.

Department(s):

o The area of the facility inspected. E.g. kitchen, maintenance, laundry.

Inspection Date:

o Date the inspection was completed.

Report Date:

o Date of the report presentation to the administrator.


41


o Actions, behaviours or conditions observed during the workplace inspection that workers

performed well, were working well and/or were properly maintained.


o Name of inspection team member who provided positive feedback to the workers and / or

supervisor.

Date:

o Date the feedback was provided.

Identified Hazards:

o The hazards identified during the workplace inspection.

o The hazards are based on the hazard assessment and prioritization previously completed.

Hazard Rating:

o The hazard rating previously completed for each of the top 6 hazards.

F = Frequency

S = Severity

P = Probability

TR = Total Risk

P = Priority (i.e. high, medium or low)

Corrective Action:

o The corrective action/actions recommended by the inspection team for controlling the

hazard.


42

Once the inspection report is complete, it should be presented (either face to face or via hard or soft copy) to

management who has the responsibility and the authority to implement the recommended corrective actions.

Management is responsible for identifying individuals who will be responsible for ensuring the corrective

actions are implemented; as well as individuals who will be responsible for following up to ensure the

corrections were implemented. Additionally, management is responsible for determining the target dates for

each of the corrective actions to be completed. Therefore, once management has received and approved

the inspection report, the inspection team (in collaboration with management) must complete the following

sections of the Inspection Report:

Corrective Action (CA):

Implemented by:

o Individual’s name responsible for the corrective action implementation.

Target Date:

o Date planned for the corrective action implementation.

Comments:

o To support the inspection report findings, provide any additional information or commentary.


43

Both management and the Joint OHS Committee should review and analyze the inspection report, by

comparing the inspection report against previous inspection reports. Comparisons may provide insights into

why incidents are occurring in certain areas, at certain times or if trends are emerging, etc. as evidence that

management and the Joint OHS Committee reviewed the report, complete the following sections:

Management Signature:

o Signature of the individual, from the management team, who reviewed the inspection report.

Date:

o Date management reviewed the inspection report.

OHS Committee review date:

o Date the OHS Committee reviewed the inspection report.

In addition, the inspection result should also be regularly summarized for employees during safety meetings,

and/or the inspection report should be posted and available for workers to review.


44

Exercise 6: Preparing the Inspection Report

Continue to work in the pairs or small groups used for the previous two activities.

Using the information obtained during the inspection, the hazards that were prioritized and the corrective

actions, complete as much of the following Inspection Report as possible.

Then:

o Determine who the Inspection Report should be presented to in your facility; and,

o Determine who would have the authority to approve the proposed corrective actions and identify

the individuals who would be responsible for implementing the corrective actions.

Be prepared to present your Inspection Report to the rest of the group.

As a group, discuss how corrective actions are typically implemented in the facilities.


45


Inspection Team:


Report Date:



Date:

Identified Hazards


Implemented By

Target Date



Comments:


46

Management Signature: OHS Committee Review Date:

Date:







47

Follow-Up

Once management has approved the inspection report and the recommended corrective actions, it is

essential to follow-up to confirm implementation of the corrective actions and monitor whether the corrective

actions are working as planned. The best corrective actions are of little value if they are not implemented or if

they do not work as planned.

The follow-up should include the following:

Ensure appropriate recognition is provided to workers who keep their areas orderly and safe.

Write or receive a copy of the work order for the corrective action to be taken.

Verify that the corrective action implementation has started as scheduled.

Monitor the work during development, construction or modification.

Check the completed work to ensure it was implemented as planned.

Review of the corrective action after it has been implemented for a period of time to verify

effectiveness.

Review the inspection reports to identify potential trends and opportunities.

Consider the following important points when assigning responsibility for reviewing inspection reports:

Analyzing of inspection reports is one of the primary functions of the Joint OHS Committee.

At least one of the persons responsible for reviewing inspection reports should have the authority to

take or determine the necessary corrective measures and to delegate that authority, as appropriate.

Certain issues may require the opinion of an expert, such as an engineer or an industrial hygienist.

It is important to inform those performing the inspections of any required follow-up, in order to boost

their motivation.

It is just as important to ensure that those who are responsible for performing inspections receive timely

feedback. Clearly, if there is no feedback or demonstration of interest, they will quickly conclude that

inspections are a pointless exercise.

Finally, information obtained from the workplace inspections should be subject to a comprehensive analysis

to not only determine which areas are in need of general corrective measures, but also to identify trends as

part of the continuous improvement of the safety program. Diligent analysis of inspection reports has the

potential to accomplish, in particular, the following:

identify the need for training in certain areas;

explain why certain types of incidents occur in certain areas;

establish an order of priority for corrective action;

help to establish effective safe work procedures or improve existing procedures;

identify areas, equipment, tasks, etc., for which a more in-depth risk analysis would be helpful.


48

Remember!

The individual(s) responsible for implementing the corrective actions as planned should complete the

following section of the Inspection Report:

Completion Date:

o Date of the corrective action’s actual implementation.


49

Exercise 7: Follow Up

Continue working in pairs or small group. Think about your workplace and consider the following questions:

a) Is there follow-up in your workplace to make sure that corrective actions listed have been

implemented?

b) Do the follow-ups evaluate if the corrective action is working? Are they working as planned?

c) Is there a protocol to follow if the corrective action has not been completed or is not working as

planned?

Be prepared to present your responses to the group.

Goal Specific Actions Person Responsible

Completion Date


50

Workplace Inspections

Management Leadership and Organizational Commitment

Hazard Identification

and Assessment

Hazard Control

Qualifications, Orientation and

Training

Emergency Response

Incident Investigations

Program Administration

Workshop Summary

1. Discuss the importance of workplace

inspections in a comprehensive health and

safety program (Intro)

2. Explain the purpose and benefits of effective, regular workplace inspections (Unit 1, p. 9)

Identify potential problems with task

design

Identify potential problems with

equipment

Identify substandard situations,

conditions and/or behaviours

Identify process changes

Evaluate corrective actions

Demonstrate commitment to

employees

Involve and educate workers

Monitor H & S Management

System performance


51

3. Describe the workplace inspection legal requirements for employers and workers (Unit 1, p. 10-11)

Equipment

12(1) An employer must ensure that all equipment used at a work site

(a) is maintained in a condition that will not compromise the health and safety of workers using or

transporting it,

(b) will safely perform the function for which it is intended or was designed,

(c) is of adequate strength for its purpose, and

(d) is free from obvious defects.

12(2) If a worker is required under the Act to use or wear specific equipment, the employer must ensure

that the worker uses or wears the equipment at the work site.

General protection of workers

13(1) If work is to be done that may endanger a worker, the employer must ensure that the work is done

(a) by a worker who is competent to do the work, or

(b) by a worker who is working under the direct supervision of a worker who is competent to do the

work.

13(2) An employer who develops or implements a procedure or other measure respecting the work at a

work site must ensure that all workers who are affected by the procedure or measure are familiar with it

before the work is begun.

13(3) An employer must ensure that workers who may be required to use safety equipment or protective

equipment are competent in the application, care, use, maintenance and limitations of that equipment.

13(4) If a regulation or an adopted code imposes a duty on a worker, the worker’s employer must ensure

that the worker performs that duty.


52

4. Summarize the three types of workplace

inspections (Unit 1, p. 12-13)

5. Explain the importance and limitations of workplace inspection checklists (Unit 2, p. 15-18)

o Workplace inspection checklists are a valuable tool for the inspection team to ensure that the

team is consistent and complete in conducting the workplace inspection.

o The purpose of a checklist is to help the inspection team conduct consistent inspections by

providing ideas and clues of behaviours and conditions to examine; however, the inspection

team should not rely only on the checklist when conducting the inspection.

o Not every item will apply every time, and the team may observe some things that may not be

included on the checklist.

o Use the checklist to focus on regular behaviours and conditions, but do not be limited by the

checklist. Instead, you should keep asking yourself, “What if?”

6. Define workplace behaviours and conditions. (Unit 2, p. 17 and 19-20 )

Conditions Behaviours

State of the workplace environment. The way that workers perform their tasks.

Examples include:

Clutter

Wet floors

Icy sidewalks

Poor lighting

Lack of space

Examples include:

Not asking or offering help when

needed

Working without proper PPE

Not understanding the safe working

procedures required for the task





53


Follow a Regular

Sequence


Identify Hazards

Identify Immediate

Danger

Talk to Workers


7. Discuss why it’s important to appropriately prepare for an effective workplace

inspection (Unit 2, p. 28-30)

Effective workplace inspections require careful planning to be of utmost value.

Adequate preparation for workplace inspections includes emphasis on a positive

approach, pre-inspection planning, preparing checklists, a review of previous

inspection reports and ensuring the workplace inspection ‘toolkit’ is complete.

Getting off to a good start creates a positive atmosphere and a good impression

of the workplace inspection.

8. Conduct an effective workplace inspection

(Unit 3, p. 31-35)

9. Recommend appropriate corrective actions to control hazards identified during the formal workplace

inspection. (Unit 4, p. 37-38)

What are Effective Control Measures?

Effective engineering, administrative and personal protective

equipment controls satisfy the following criteria:

1. They must adequately control the hazard.

2. They must allow employees to do their jobs without

undue discomfort or stress.

3. They must protect every worker at risk of being exposed

to the hazard.

4. They must not create any new hazards.

Elim

inat

e Engineering

Administrative

Personal Protective Equipment


54

10. Explain why positive observations should be included on the workplace

inspection report. (Unit 4, p. 34 and 41)

The inspection report should not be limited to practices or conditions that require

corrective action; rather the inspection report should also include observations of

practices or conditions that are working well. By including only negative

comments in the inspection report workers may lose trust in the inspection

process, especially if great efforts were made.

11. Compile a Workplace Inspection Report (Unit 4, p. 40-46)

12. Design a plan to follow up on implemented corrective actions. (Unit 4, p. 47-48)


Completion Date


55


Completion Date

13. Discuss the importance of analyzing workplace inspection reports to identify trends. (Unit 4, p. 47-48)

Diligent analysis of inspection reports has the potential to accomplish,

in particular, the following:

o identify the need for training in certain areas;

o explain why certain types of incidents occur in certain

areas;

o establish an order of priority for corrective action;

o help to establish effective safe work procedures or improve existing procedures;

o identify areas, equipment, tasks, etc., for which a more in-depth risk analysis would be

helpful.


56

Appendix 1 – Definitions

Accident An undesired event that results in physical harm to a person or damage to

property.

Audit The evaluation of the effectiveness of a safety program.

Competent Worker An adequately qualified, suitably trained person with sufficient experience to

safely perform work with or without supervision.

Continuous

Improvement

Always striving to innovate, implement and improve on current conditions.

Contractor An individual, or employer, hired under contract to provide materials or services to

another individual or employer. (Includes subcontractors).

Critical Possesses a high potential for serious loss or injury.

Designated Person A competent person identified by the employer, or by the employer’s

representative, to perform specified jobs or tasks.

Direct Cause Unsafe acts and unsafe conditions, which contribute in a chain of events leading

to an accident.

Hazard A situation, condition or thing that may be dangerous to the health and safety of

workers.

Hazard Assessment Functions, steps and criteria for the design and plan of work, which identify

hazards, provide measure to reduce the probability and severity potential, identify

residual risks and provide alternative methods of hazard control.

Hazard Control Method used to eliminate or control loss.

I.D.L.H. Immediately Dangerous to Life and Health.

Identified To recognize as being shown to be a known, described or claimed thing.

Imminent Danger A danger, which is not normal for that occupation, or a danger under which a

person engaged in that occupation would not normally carry out in his work.

Incident An unplanned, undesired event that results in injury or illness, damage to

property, equipment, and/or the environment, or could have results in one of

these effects (near misses).

Indirect Cause The reason for the existence of lack of recognition of unsafe acts and/or

unsafe conditions.

Injury Effects of an accident to a person.

Inspection The identification of deviations from a safety program.


57

Job Inventory A comprehensive list of jobs and tasks produced from a systematic review of all

jobs and tasks in the work area.

Legislation Provincial or federal government standards in the form of written acts and

regulations.

Loss Injury to persons: physical, emotional, property or equipment damage, direct and

indirect costs. E.g. claims costs, downtime, retraining, investigation costs,

emergency response costs, insurance, production loss, repair or replacement of

property or equipment, legal costs.

MSDS Material Safety Data Sheet.

Near Miss An undesired event that, under slightly different circumstances, could have

resulted in personal harm, property damage or loss.

Noise Exposed Worker A worker exposed to noise or impulse noise above the Occupational Exposure

Limits (OEL) prescribed in Occupational Health and Safety Code.

PPE Personal Protective Equipment.

Prime Contractor The contractor, employer, or other person who enters into an agreement with the

owner of the worksite to be the prime contractor or if no agreement has been

made or if no agreement is in force the owner of the worksite (2 or more

employers involved in work at the worksite).

Problem Deviation from a standard.

Qualified Person A person who, by possession of a recognized degree or certificate of

professional standing, or who by extensive knowledge, training, and

experience, has successfully demonstrated the ability to solve or resolve

problems relating to the subject matter and work or to perform a specified task

or job safely and correctly.

Risk The chance that a hazard will result in an accident with definable

consequences during a period of activity.

Root Causes The underlying or basic factors that contribute to the direct cause of an

accident or accident/incident.

RPE Respiratory Protective Equipment.

Safe Work Practice A written set of guidelines that establish a standard of performance for an

activity.

Safe Work Procedure A written, step-by-step instruction of how to perform a task from beginning to

end.

Safety Rule A single step to control loss developed by the company.

Senior Manager The person with the authority to establish policies for the business concern.

They usually do not directly supervise front line employees but are responsible


58

for decision making, policy making, financial matters, planning, etc.

Shall Used to indicate the imperative that something is compulsory, obligatory or

necessary (The employer shall ensure...).

Unsafe Act Inappropriate action taken by a person that could result in loss.

Unsafe Condition A condition that exists that could result in loss.

WHMIS Workplace Hazardous Materials Information System.


59

Appendix 2 – Sample Inspection Checklists


60

LONG TERM CARE HEALTH AND SAFETY INSPECTION REPORT

General Checklist

Inspection Team:

Date:


APR JUL OCT JAN

A. Administration:

Is there a Health and Safety Policy?

Is the policy displayed?

Have responsibilities and

accountabilities for Health and Safety

been assigned?

Are Safe Work Procedures

available?

Are Safety Manuals available?

Does the Health and Safety

Committee meet regularly?

Is there a current copy of the

Occupational Health and Safety

Legislation available?

Employee training available for

Health and Safety?

B. First Aid:

Are the required first aid supplies

available (based on Occupational

Health and Safety (OH&S) Code?

Are the first aid treatment areas

clean?

Is the required number of first-aiders

trained and present on shift as per

the OH&S Code?

Are employees aware of the process

to obtain first aid and the location of

first aid supplies and first-aiders?


61

Are eye-wash stations available

where an eye hazard exists?

C. Fire Prevention:

Are there an adequate number of fire

extinguishers?

Are the locations of extinguishers,

hose cabinets, fire blankets, pull

stations, alarm panels identified?

Are extinguishers, hose cabinets, fire

blankets, and pull station alarm

panels accessible?

Are employees trained in the location

and use of fire equipment?

Are emergency contact numbers

readily available?

Are fire doors clear of obstructions

and in good working condition?

Are exit signs lit?

Are fire drills held regularly?

Are No Smoking rules enforced

throughout the facility?

Are emergency exit routes pre-

planned?

D. Access/Egress:

Are hallways clear and uncluttered?

Are resident rooms accessible with

no obstructions?

Is exit signage highly visible?

Are floors kept dry? Are signs used

to indicate wet or hazardous floors?

Are handrails in good condition?

Are stairs in good repair and free of

clutter?


62

Are external doorways well

maintained and clear of

obstructions?

E. Lighting

Are work areas well lit?

Are storage rooms well lit?

Is task lighting needed in any areas?

Is emergency lighting operational?

F. Waste Disposal:

Are there written policies and

procedures pertinent to waste

disposal of:

Normal waste?

Food Services waste?

Broken glass?

Bio-medical waste / used sharps?

Hazardous waste?

Flammable waste?

Are there marked containers for

specific types of waste?

G. Personal Protective Equipment:

Are there written policies and

procedures pertaining to the use of

personal protective equipment?

Is personal protective equipment

readily available?


used by employees?

H. Housekeeping and Storage:

Are storage rooms uncluttered?

Is there a safe access / egress?

Are storage rooms secured against

unauthorized entry?


63

Are heavy items stored below waist

level?

Are hazardous chemicals / products

stored below eye level?

Are ladders or stools available for

reaching?

Are the storage rooms well

ventilated?

Are storage rooms well lit?

Are objects that might roll blocked?

I. Ergonomics:

Is an assessment tool used for staff

to determine how to lift or transfer

residents?

Are there written procedures

regarding lifting and transferring?

Are assistive devices such as

mechanical lifts or transfer belts

readily available for staff to use?

Are regular in-services given

regarding lifting and transferring?

Are computer workstations adjusted

for the individual user?

J. Workplace Hazardous Material

Information System (WHMIS) /

Chemical Hazards:

Is there a written WHMIS Policy?

Do all products have supplier and

workplace labels?

Are Material Safety Data Sheets

(MSDS) kept in a master binder?

Are MSDS’ kept current within 3

years of date of preparation?

Are all employees trained in

WHMIS?


64

Is documentation of WHMIS training

kept?

Is training in the Transportation of

Dangerous Goods required?

K. Additional Observations

CHECKLIST REVIEWED BY:

APRIL: DATE:

JULY: DATE

OCTOBER: DATE:

JANUARY: DATE:


65

Sample 4-4 Department Specific Inspection Checklists


ADMINISTRATION (OFFICES) DEPARTMENT CHECKLIST

Inspection Team:

Date:


APR JUL OCT JAN

Is all electrical equipment

grounded?

Are electrical cords and / or

plugs in good condition?

Are electrical cords secured

along the floor or bundled to

prevent tripping?

Are plug-ins overloaded?


other hazards?

Are floors clear of any slip / trip

hazards?

Are floors clean and dry?

Hallways clear of equipment

clutter?

Clear access / egress into each

area?

Furniture arranged so workspace

is not overcrowded?

Are storage areas:

Tidy and organized?

Easy access / egress?

Heavy items stored below waist?

Spill-able items below eye level?

Step stools or ladders available

for reaching?

Materials stored 18” below

sprinkler heads?

Are objects that might roll-

blocked?

Files and records stored neatly?


66

Is fire prevention equipment

available?

Are employees aware of where

equipment is located?

Is it easily accessible?

Signage to indicate location?

Plastic tie locks intact?

Gauge reads “full”?

Serviced within the last 12

months?

Service tags in place. Initialed

off?

Are employees aware of emergency

procedures and evacuation routes?

Are there any chemical / hazardous

products?

If so, are the MSDS’ available?

Are garbage / recycle containers

emptied regularly?

Is office equipment in good working

condition?

Is office equipment suited for the

individual employee?

Does the chair fit the employee?

Is the chair adjustable?

Is the computer monitor and

keyboard placed right in front of

the employee?

Is the computer screen too far

away? Is the employee leaning

forward in the chair?

Is a foot-rest required?

Any other concerns with the

workstation?

Are filing cabinets secured?

Tall cabinets secured to wall to

prevent tipping?

Employees aware not to open

more than one drawer at a time?

Drawers closed when not in use?


67


body mechanics?

Appropriate signage to alert workers

to hazards?

Additional Observations:

REPORT REVIEWED BY:

APRIL: DATE:

JULY: DATE

OCTOBER: DATE:

JANUARY: DATE:


68


RESIDENT CARE AREAS CHECKLIST

Inspection Team:

Date:


APR JUL OCT JAN


grounded?





prevent tripping?



other hazards?


hazards?



clutter?

Access / egress into resident

rooms acceptable?

Resident rooms arranged so

workspace is not overcrowded?

Are storage areas:

Tidy and organized?





for reaching?


sprinkler heads?

Are objects that might roll

blocked?


available?



69







months?


off?



Are there any chemical /

hazardous products?

Are the MSDS’ available?

Are the containers labeled with a

workplace label or supplier

label?

Are products stored neatly?

Flammable products stored in

proper containers?

Compressed gas cylinders

(oxygen) secured and stored

upright?


emptied regularly?

Biohazard containers in place?

Not overfilled?

Disposed of properly?

Is all equipment working and in

safe order?

Brakes on beds operational?

Dollies / trolleys or medication

carts move easily and in good

condition?

Beds and mechanical lifting

devices in working condition?

Handrails in good repair?

Are safe work procedures developed

for hazardous tasks?



70

body mechanics?

Written policies and procedures for :

Oxygen administration

Biohazards

Lifts and Transfers

Management of aggressive

residents


to hazards?

Is Personal Protective Equipment

available?

Gloves, appropriate footwear,

masks, transfer belts, goggles

etc.


REPORT REVIEWED BY:

APRIL: DATE:

JULY: DATE

OCTOBER: DATE:

JANUARY: DATE:


71


HOUSEKEEPING DEPARTMENT CHECKLIST

Inspection Team:

Date:


APR JUL OCT JAN

Are electrical cords and / or plug-in

good condition?


other hazards?


hazards?

Are floors kept clean and dry?

Hallways kept clear of equipment

clutter?

Are storage areas:

Tidy and organized?


Storage areas well lit?




for reaching?


sprinkler heads?


blocked?



Is enough signage available for

employees to use?


to hazards?


available?




72



Plastic tie locks on extinguishers

intact?

Extinguisher gauge reads “full”?


months?


off?

Do the chemical / hazardous

products:

Have an MSDS available?

Have containers labeled with a


label?

Stored neatly?

Have proper storage containers?

Is a fire cabinet required?


emptied into the proper

containers?

Garbage removed and disposal

carried out at regular intervals

during the day?


safe order?

Brakes on carts working?

Dollies / trolleys / carts move

easily and in good condition?


for hazardous tasks and equipment?


body mechanics?

Written policies and procedures for:

Chemicals / Hazardous

Products?

Hazardous Spill Clean Up?

Equipment Operation?



73

REPORT REVIEWED BY:

APRIL: DATE:

JULY: DATE

OCTOBER: DATE:

JANUARY: DATE:


74


LAUNDRY DEPARTMENT CHECKLIST

Inspection Team:

Date:


APR JUL OCT JAN


grounded?





prevent tripping?



other hazards?


hazards?



clutter?

Access / egress acceptable?

Are storage areas:

Tidy and organized?





for reaching?


sprinkler heads?


blocked?


available?






75




months?


off?




hazardous products?




label?



emptied regularly?

Appropriate signage for equipment

that is “hot”?


safe order?



Lint removed from dryers

regularly?

Is there excess oil or grease on

machinery or floor?




body mechanics?


Manual Handling?

Procedure for checking soiled

linen for sharp objects?


to hazards?



76

REPORT REVIEWED BY:

APRIL: DATE:

JULY: DATE

OCTOBER: DATE:

JANUARY: DATE:


77


FOOD SERVICES DEPARTMENT CHECKLIST

Inspection Team:

Date:


APR JUL OCT JAN


grounded?





prevent tripping?



other hazards?


hazards?


Equipment and work tables

arranged for good access /

egress?

Are storage areas:

Tidy and organized?




Well lit?


for reaching?


sprinkler heads?


blocked?

Freezer / cooler doors not

lockable from the inside?

Is food stored off the floor?


available?


78








months?

Service tags on. Initialed off?

Date of last fire suppression

system inspection_______




hazardous products?




label?



secured and stored upright?


emptied regularly?

Containers for broken glass /

china?


safe order?



Proper tools for opening boxes

and cartons?

Pallet jacks or hand jacks?

Is equipment guarded?

Conveyor belts running

smoothly?




body mechanics?


79


Specialized equipment-

choppers, slicers and mixers etc.

Knife safety


available?

Gloves, goggles, appropriate

footwear, hairnets, aprons,

hearing protection, anti-fatigue

matting


to hazards?


REPORT REVIEWED BY:

APRIL: DATE:

JULY: DATE

OCTOBER: DATE:

JANUARY: DATE:


80


RECREATION DEPARTMENT CHECKLIST

Inspection Team:

Date:


APR JUL OCT JAN


grounded?





prevent tripping?



other hazards?


hazards?



arranged for good accessibility?

Are storage areas:

Tidy and organized?




Well lit?


for reaching?


sprinkler heads?


blocked?


available?






81




months?





hazardous products?




label?



emptied regularly?


safe order?



Proper tools used for tasks and

crafts?




body mechanics?


Managing resident aggression

Outings

Lifting and Transferring


to hazards?


required?



82

REPORT REVIEWED BY:

APRIL: DATE:

JULY: DATE

OCTOBER: DATE:

JANUARY: DATE:


83


MAINTENANCE DEPARTMENT CHECKLIST

Inspection Team:

Date:

Hazard / Policy / Procedure Month of Inspection / Location of

Hazard

Action Required

APR JUL OCT JAN


grounded?





prevent tripping?



other hazards?


hazards?


Equipment and work benches


egress?

Are storage areas:

Tidy and organized?




Well lit?


for reaching?


sprinkler heads?


blocked?


available?




84






months?




Have the chemical / hazardous

products?

Have MSDS’ available?

Been labeled with a workplace

label or supplier label?

Stored neatly?


secured and stored upright?

Flammable products stored in a

fireproof cupboard or cabinet?


emptied regularly?

Are light ballasts and fluorescent

tubes disposed of safely?


safe order?

Emergency stop buttons labeled

and working?

Grinding wheels intact?

Tool guards placed close to

grinding wheel?

Welding equipment secured.

Protective shields available?



Proper tools for opening boxes

and cartons?

Pallet jacks or hand jacks in

good repair?

Hoists operational?

Are hand tools and saws

guarded?


85

Ladders in good shape and

properly stored so as not to

create a hazard?




body mechanics?


Specialized equipment

Lock out –Tag out

Confined Space

Asbestos

Working from heights

Manual handling


available?

Gloves, goggles, appropriate

footwear, hearing protection,

welding masks and curtains,

respirators for dust, asbestos or

chemicals, eye wash stations,

first aid box,

Does a preventative maintenance

program exist?


to hazards?


REPORT REVIEWED BY:

APRIL: DATE:

JULY: DATE

OCTOBER: DATE:

JANUARY: DATE:


86


THERAPY (PT/OT) DEPARTMENT CHECKLIST

Inspection Team:

Date:


APR JUL OCT JAN


grounded?





prevent tripping?



other hazards?


hazards?




egress?

Are work tables an appropriate

height?

Are storage areas:

Tidy and organized?




Well lit?


for reaching?


sprinkler heads?


blocked?


available?



87







months?




Are chemical/hazardous

products?

Stored neatly?

Have an MSDS’ available?




emptied regularly?


safe order?

Hot pack machines working at

proper temperature?



Power tools and saws properly

guarded?




body mechanics?


Lifting and Transferring


to hazards?



88

REPORT REVIEWED BY:

APRIL: DATE:

JULY: DATE

OCTOBER: DATE:

JANUARY: DATE:


89


STORES DEPARTMENT CHECKLIST

Inspection Team:

Date:

Hazard/Policy/Procedure Month of Inspection/Location of Hazard Action Required

APR JUL OCT JAN


grounded?





prevent tripping?



other hazards?


hazards?


Equipment and furniture


egress?

Are storage areas:

Tidy and organized?

Easy access/egress?



Well lit?


for reaching?


sprinkler heads?


blocked?


available?





90





months?




Are chemical / hazardous

products?

Stored neatly?

Have their MSDS’ available?




stored upright and secured?

Flammable products stored in

appropriate container or cabinet?


emptied regularly?


safe order?

Hoists and lifts?

Dollies / trolleys / carts and

hand-jacks move easily and in

good condition?

Cartons and boxes opened with

an appropriate cutting tool?

Dock plates operational?




body mechanics?


Manual Handling

Handling Hazardous Materials


available?

Gloves, appropriate footwear,


91

goggles


to hazards?


REPORT REVIEWED BY:

APRIL: DATE:

JULY: DATE

OCTOBER: DATE:

JANUARY: DATE:


92


PHARMACY DEPARTMENT CHECKLIST

Inspection Team:

Date:

Hazard/Policy/Procedure Month of Inspection/Location of Hazard Action Required

APR JUL OCT JAN


grounded?




along the floor or bundled

to prevent tripping?


Is the work area free of

clutter or other hazards?

Are floors clear of any slip /

trip hazards?


Equipment and furniture


egress?

Are storage areas:

Tidy and organized?


Heavy items stored below

waist?

Spill-able items below eye

level?

Well lit?

Step stools or ladders

available for reaching?


sprinkler heads?


blocked?

Are work areas and tables:

Adjustable?

At proper height for

individual employees?


93

Well lit?


available?

Are employees aware of

where equipment is

located?


Signage to indicate

location?




months?

Service tags on. Initialed

off?


emergency procedures and

evacuation routes?

Are chemical/hazardous

products?

Stored neatly?


Been labeled with a


label?

Narcotics locked?

Are garbage / recycle

containers emptied

regularly?

Biohazard waste removal, if

appropriate?

Is area secure from

unauthorized entry?


safe order?

Are safe work procedures

developed for hazardous

tasks?

Are employees lifting with

correct body mechanics?


94

Written policies and procedures

for:

Narcotic Security

Robbery Prevention

Job rotation

Is personal protective

equipment available?

Gloves, appropriate

footwear, goggles, masks

Appropriate signage to alert

workers to hazards?


REPORT REVIEWED BY:

APRIL: DATE:

JULY: DATE

OCTOBER: DATE:

JANUARY: DATE:


95


BEAUTY SALON DEPARTMENT CHECKLIST

Inspection Team:

Date:


APR JUL OCT JAN


grounded?





prevent tripping?


Is the work area free of clutter

or other hazards?

Are floors clear of any slip /

trip hazards?


Floors swept frequently?

Chairs and equipment


egress?

Are storage areas:

Tidy and organized?

Heavy items stored below

waist?

Spill-able items below eye

level?

Well lit?

Step stools or ladders

available for reaching?


sprinkler heads?


blocked?


available?



96

where equipment is located?






months?


off?


emergency procedures and

evacuation routes?

Are chemical / hazardous

products?

Stored neatly?


Been labeled with a


label?


emptied regularly?


safe order?

Are safe work procedures

developed for hazardous tasks?


body mechanics?

Written policies and procedures

for:

Storage and Handling of

Hazardous Products


available?

Gloves

Appropriate signage to alert

workers to hazards?


97

REPORT REVIEWED BY:

APRIL: DATE:

JULY: DATE

OCTOBER: DATE:

JANUARY: DATE:


98

Appendix 3 – Sample Standards and Conditions

GENERAL PHYSICAL CONDITIONS

Electrical Fixtures: wiring, cords, grounds and

connections.

Eye Wash Stations: water flow, temperature and

drainage.

Working Surfaces: condition, unobstructed,

non-slippery.

Ladders and Climbing Devices: condition, storage

and proper use.

Machine Guarding: cutting and shear edges,

presses, rotating parts and gear devices.

Hand Tools: condition, storage and proper use.

Compressed Gas Cylinders: segregation in

storage, protection and restraints.

Materials Handling Equipment and Lifting Devices:

condition, proper use and storage.

Flammables: storage and ventilation. Refuse: accumulation, removal, storage and disposal.

Exists: marking, visibility, lighting and

unobstructed access.

Aisle ways and Hallways: accessibility, marking,

adequate dimensions, unobstructed.

Storage: location, security, organization. Entrance Doors: accessibility, unobstructed.

FIRE PREVENTION AND CONTROL

Fire Detection and Alarm Systems:

installation, adequacy of coverage and service

testing.

Fire Containment: fire control doors and seals,

ventilation controls.

Sprinkler Systems: adequacy of pressure and

flow volume of water or chemical supply and

maintenance.

Fire Notification: telephone and alternate systems for

notification of fire department and other outside

services.

Fire Evacuation: exit route maps, personnel

training and emergency drills.

Fire Services: hose outlets, valves and water supply

adequate, compatible.

Portable Extinguishers: correct mounting,

locating signs and guides, unrestricted

accessibility and maintenance.

Fire Equipment: colour coding, signs and access,

compliance with governmental standards.

Fire Prevention: adequacy of housekeeping,

waste disposal and flammable materials

controls.


99

OCCUPATIONAL / ENVIRONMENTAL HEALTH

Caustic, Corrosive and Toxic Materials:

WHMIS compliant, storage, disposal and spill

clean-up.

Hazardous Substances: information to affected

employees.

Ventilation: toxic fumes, vapours, mists,

smoke and gases.

Illumination: surveys and controls.

Noise Exposure: measurement and controls Ergonomics: surveys and controls.

Radiation Exposure: measurement and

controls.

Personal Protective Equipment (PPE): selection,

availability, location and compliance.

Temperature Extremes: measurement and

controls.

Equipment: selection, availability, location,

compliance.

Often a substandard condition or practice needs to be described. Outlined below are a few examples of

description words that may be used:

bent kinked protruding

broken littered sharp-edged

corroded loose slippery

decomposed missing spilled

excessive mutilated stalled

frayed leaking unstable

greasy noisy vibrating

jagged over-heated worn


100

Appendix 4 – Sample Policy Statement and

Inspection Report

Policy Statement

It is important that all places of employment including buildings, equipment, tools, and machinery and

work practices be inspected. These inspections should be conducted on a regular basis with a maximum

interval between inspections of one month.

A health and safety committee representative, safety coordinator and one employee from the area being

inspected will form the inspection team.

Inspections will be recorded on the standard inspection form provided and copies will be distributed by

the safety coordinator to:

Area Supervisors

Management

Where unsafe or unhealthy conditions, procedures or practices are found in the course of an inspection,

the supervisor shall take action to have the matter remedied without undue delay.

The General Manager shall review the inspection reports on a quarterly basis with the safety coordinator.

Supervisors are responsible to conduct on-going informal inspection in their areas of responsibility to

ensure day to day operation maintain the standard.

Pre-trip or pre-equipment use inspections must be conducted and documented as stated in the general

safety procedures.

Contractor / Sub Contractors are responsible to conduct inspections in their work areas on a regular basis

and forward copies to the Prime Contractor Supervisor.

Signature Date


101

Sample Workplace Inspection Report


Inspection Team:


Report Date:



Date:

Identified Hazards


Implemented By

Target Date



Comments:


102

Management Signature: ______________________________ OHS Committee Review Date: __________________________

Date: ______________________




