Maintenance of Elements Maintenance of Elements

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5 Steps1. Written Standard

2. Communication

3. Training

4. Evaluate

5. Acknowledge success & Make improvements

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Why Maintain?• OHSA

• Section 25(2)(h) and 27(2)(c)

• take every precaution reasonable in the circumstances for the protection of a worker;

• 25(2)(j)

• prepare and review at least annually a written occupational health and safety policy and develop and maintain a program to implement that policy

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Why Maintain?• HCRFR- Section 9(2-4)

• (2) once a year review the measures and procedures for the health and safety

• (3)  review more frequently than annually if,

• (a) the employer, on the advice of the JHSC determines that review and revision is necessary; or

• (b) there is a change that may affect the health and safety of a worker.

• (4)  The employer must develop, establish and provide training and educational programs for workers in consultation with the JHSC

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Why Maintain?• Ensure you are still meeting legislative

requirements and best practices

• Ensure the program is achieving what you wanted

• Ensure you are not creating other hazards

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Step 1 - MaintenanceStep 1 - MaintenanceAnnual Review of company Standards:

Base on evaluation, were there gaps? Do the improvements need to be incorporated

(new “rules”)? Do standards meet current business process? Do standards continue to meet legislations? When will this be done? (several dates/times is

easier) Who will review the standards?

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How can we show How can we show Evidence…?Evidence…?

Recommend:

Date Standards – Use “issue / review (no changes) /revise (changes) dates” or an index page, or other suggestions?

Circulate policies & procedures for comment i.e. Management meetings, JHSC (document thru minutes & post); other suggestions?

Other ?

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Step 2 - Step 2 - MaintenanceMaintenance

Revisit communication: if revise standard (“rules”) – need to

communicate “new rules” to all staff

how are new / returning staff informed of past elements?

would staff benefit from ongoing or repeated communication? i.e. reminding staff on past heat stress standard during summer

Other ?

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How can we show How can we show Evidence…?Evidence…?

Recommend:

Include in Orientation training checklist

Include in employee handbook

Include in health & safety manual

Include in JHSC meetings & minutes (posted)

Include in safety talks, staff meetings, pay stuffers, newsletters, postings on H&S board

Other ?

© Copyright 2008 Ontario Safety Association for Community & Healthcare.  All rights reserved/tous droits réservés.   Reproduction in whole or in part by any means without express written consent of Ontario Safety Association for Community & Healthcare is prohibited by law.

Step 3 - MaintenanceStep 3 - MaintenanceReview training:

Is additional training required? Have the “rules” changed?

Have new/returning/transferred staff been trained?

Do we have the required / appropriate number of trained personnel?

Has annual training been completed?

Is all training current (not expired)?

© Copyright 2008 Ontario Safety Association for Community & Healthcare.  All rights reserved/tous droits réservés.   Reproduction in whole or in part by any means without express written consent of Ontario Safety Association for Community & Healthcare is prohibited by law.

How can we show How can we show Evidence…?Evidence…?

Recommend:

Include in safety talks, staff H&S meetings/training, one-on-one training, other?

Include in Orientation training checklists

Maintain a staff training matrix of all training and expiry dates

Post training certificates

Other ?

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Step 4 - MaintenanceStep 4 - MaintenanceRegular Evaluation of elements:

Are we doing what we said we would do…still?

Is it working for us?

What are the gaps?

Are changes needed?

Can we do something better?

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How can we show Evidence…?How can we show Evidence…? Include on Workplace Inspection checklists -regular

evaluation of past elements (x12) Inspections are reviewed by JHSC

Recommendations made, post and note in JHSC Minutes

Use other internal/ third-party audits (i.e. ISO)

Regular observations of staff performing (i.e. Body mechanics, lifts and transfers, PPE) by Supervisors,

JHSC

Annual staff questionnaire, survey (part of Workplace Inspections?)

Others?

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Step 5 - MaintenanceStep 5 - Maintenance

Make improvements and acknowledge successes based on evaluation and review of the first 3

steps make improvements where necessary and

acknowledge successes and employee’s contributions

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How can we show How can we show Evidence…?Evidence…?

Recommend:

• Reports to / from Management

• End of year newsletter, memo from leadership outlining specific improvements and successes

• Recommendations from JHSC, noted in JHSC Minutes and posted for staff

• Posted results from staff observations, questionaire, survey etc.

• End of year celebrations / gifts with link to elements (i.e. speech, agenda, minutes)

• Others ?

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Year-end Maintenance ReportYear-end Maintenance Report* * Must be completed by Dec 31stMust be completed by Dec 31st

Pg 1/2Pg 1/2

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Activity• Exchange your maintenance element with

another organization.

• Utilizing the Element Maintenance form determine if the documentation meets the SG requirements.

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Questions?

Concerns?

Comments?